Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Chester J. Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Subject: Amendment to the Agreement with Excellent Maintenance Pro, Inc. to Provide Outpatient Janitorial Services
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Excellent Maintenance Pro, Inc. to provide outpatient janitorial services, extending the term by six months through March 31, 2027, and increasing the amount of the agreement by $290,000 to an amount not to exceed $4,860,000.
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BACKGROUND:
San Mateo Medical Center (SMMC) completed a Request for Proposals (RFP) for janitorial services in July 2021, and Excellent Maintenance Pro, Inc. (Excellent) was chosen based on their experience and being the lowest-priced vendor. On October 1, 2021, SMMC entered into a short-term agreement with Excellent in an amount not to exceed $200,000 to eliminate gaps in services between the previous agreement and this newly awarded agreement. There have been several amendments taking the agreement to a term of October 1, 2021, through September 30, 2026, in an amount not to exceed $4,570,000.
DISCUSSION:
SMMC is requesting this Board to approve an amendment to extend the term of the agreement by six months and increase the amount of the agreement by $290,000 for additional time to complete the new RFP for janitorial services and negotiate a new agreement. This agreement is going to this Board late due to prolonged negotiations with the vendor.
The County Attorney has reviewed and approved the resolution and amendment as to form.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
County Procurement has approved a waiver request for a 66-month term for this agreement.
It is anticipated that clinics will be cleaned 100% of the time in adherence with contract guidelines, in accordance with Joint Commission and Infection Control Standards.
PERFORMANCE MEASURE:
|
Measure |
FY 2025-26 Actual |
FY 2026-27 Estimated |
|
Percentage of time clinics will be cleaned in adherence with contract guidelines, in accordance with Joint Commission and Infection Control Standards |
100% |
100% |
COMMUNITY IMPACT:
The utilization of Excellent promotes health outcomes for SMMC and San Mateo County Health (SMCH) patients by providing janitorial services to several SMCH clinic locations. These results are utilized by the patient care teams to provide the necessary care for all of SMMC’s patient population. This continued service will have a positive impact because sanitizing and disinfecting will maintain the cleanliness of these clinics, which will assist SMCH in addressing community needs. SMMC’s patients span a wide spectrum of races, ethnicities, gender, and gender-identities. Between September 1, 2025 and August 31, 2026, approximately half of SMMC’s patients were male and half were female, with the largest ethnic cohort being Hispanic or Latino (58%) and primarily Spanish-speaking (48%).
FISCAL IMPACT:
The term of the amended agreement is October 1, 2021 through March 31, 2027. The amendment increases the amount payable under the agreement by $290,000 to an amount not to exceed $4,860,000 for the 66-month term. Funds in the amount of $120,000 are included in the SMMC FY 2026-27 Recommended Budget. Funds in the amount of $170,000 are included in the BHRS FY 2026-27 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 is covered by the County’s General Fund contribution to SMMC and is within the existing annual appropriation.