Inter-Departmental Correspondence

Health System



August 26, 2010


October 19 2010







Honorable Board of Supervisors


Jean S. Fraser, Chief, Health System
Susan Ehrlich, MD, MPP, Chief Executive Officer
San Mateo Medical Center


Amendment No. 4 to the Agreement with UltraEx



Adopt a Resolution authorizing the President of the Board to execute Amendment No. 4 to the Agreement with UltraEx to provide transportation and courier services for San Mateo Medical Center and its associated facilities, with no change in term and increasing the maximum amount by $700,000, for an amount not to exceed $1,740,670.



Effective October 1, 2008, Catholic Charities CYO ceased participation in Meals-on Wheels Program. The program provides warm, ready-to-eat or ready to microwave meals to individuals at home who are unable to purchase or prepare their own meals and are at risk of going hungry. San Mateo Medical Center (SMMC) has since participated in the Meals-on Wheels Program by preparing these meals.


On January 6, 2009, the Board of Supervisors approved an Agreement with UltraEx to provide transportation for the Meals-on-Wheels Program and to function as back-up for the SMMC courier for the term October 1, 2008, through June 30, 2010, in an amount not to exceed $720,670.


Amendment No. 1, extending the term through September 30, 2011, and adding transportation of pharmacy items from SMMC to Burlingame Long Term Care, was approved by the Chief Executive Officer of SMMC on January 20, 2010. Amendment No. 2 signed on February 26, 2010 added billing details for invoicing and was approved by the Chief Executive Officer of SMMC. Amendment No. 3 added two new components to the routine driving schedule and increased the maximum amount to pay for additional services.



It is now necessary to further amend this Agreement for new services required by SMMC, including transportation of cash co-payments from SMMC and the Coastside Clinic to the Controller’s Office. An increase in the fuel surcharge is also necessary to offset increased fuel prices. Exhibits A and B will be replaced in their entirety to reflect these changes. An increase to the maximum amount of the Agreement is necessary in order to pay for the additional services for the term of the contract.

County Counsel has reviewed and approved the Resolution and Amendment as to form. The Contractor has assured compliance with the County’s Contract Employee Jury service ordinance, as well as all other contract provisions that are required by the County ordinance and administrative memoranda, including but not limited to insurance, hold harmless non- discrimination and equal benefits.


Approval of this Amendment contributes to the Shared Vision 2025 outcome of a Healthy Community by providing necessary transportation and courier services. It is anticipated that scheduled delivery times will be met 98% of the time.


Performance Measure:


FY 2009-10

FY 2010-11

Delivering scheduled meals on time





The term of the Agreement is October 1, 2008 through September 30, 2011. The Amendment increases the funding by $700,000 for a maximum amount of $1,740,670. Funds in the amount of $630,000 have been included in the SMMC FY 2010-11 Adopted Budget, and funds in the amount of $70,000 are included in the SMMC FY 2011-12 Recommended Budget.


Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care are covered by the County’s General Fund contribution to SMMC.