Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Manager
Subject: Third Amendment to Agreement with Aspen Medical International Expeditionary Healthcare
RECOMMENDATION:
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Adopt a resolution authorizing a third amendment to the agreement with Aspen Medical International Expeditionary Healthcare to extend the term by up to an additional thirty days for a maximum term ending August 5, 2020 and to increase the maximum amount authorized to be expended by $3,923,772 to an amount not to exceed $14,541,055 and to authorize the County Manager to exercise an option to extend the term of the Agreement by an additional term of fifteen days, ending August 20, 2020.
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BACKGROUND:
In March 3, 2020, the San Mateo County Health Officer declared a local health emergency and the San Mateo County Manager proclaimed a local state of emergency, in response to the COVID-19 pandemic. On March 10, 2020, the Board of Supervisors ratified and extended the declaration of local health emergency and proclamation of local state of emergency and, pursuant to resolutions adopted on and April 7, 2020, the County remains under a local health emergency and the proclamation of local emergency until the County takes action to terminate such emergencies.
In response to the COVID-19 emergency, the County of San Mateo’s Emergency Operations Center (EOC) was engaged to assist in coordinating the County’s response. Among other things, in response to this emergency and pursuant to Section 2.83.040 of the County Ordinance Code, the County Manager/Purchasing Agent exercised his authority to enter into an agreement with Aspen Medical International Expeditionary Healthcare (“Contractor”) for the provision of the services of medical and support personnel for County operations for a term of up to forty five days (divided into three fifteen day increments), and for an amount not to exceed $4,800,861.
On April 7, 2020, pursuant to Resolution 077328, the Board ratified the Agreement with Contactor.
On April 28, 2020, pursuant to Resolution 077382, the Board authorized an amendment to the Agreement to extend the term to June 6, 2020 and increase the amount payable under the Agreement by $3,200,574, to an amount not to exceed $8,001,435.
On May 26, 2020, pursuant to Resolution 077455, the Board authorized a further amendment to the Agreement to extend the term to July 6, 2020 and increase the amount payable under the Agreement by $2,615,848, to an amount not to exceed $10,617,283.
DISCUSSION:
Aspen Medical International Expeditionary Healthcare (Contractor) is a highly experienced provider of disaster medical services with specific expertise in highly infectious disease. Contractor has provided vital medical support as part of the County’s medical and health emergency response to COVID-19 under the direction of the County’s Emergency Medical Services Agency. This includes provision of direct patient care by Contractor’s Physicians, Nurse Practitioners, Nurses, Physician Assistants, Paramedics, and Emergency Medical Technicians under challenging conditions on a twenty-four hour per day, seven day per week basis.
These services have significantly contributed to the containment and mitigation of the spread of COVID-19 among highly vulnerable populations in congregate settings throughout the County and reduced morbidity and mortality from this aggressive disease. Contractor has also provided direct assessment of infection control practices in these settings, collaboratively implementing controls in conjunction with facility leadership; provided just-in-time training to facility staff in the correct donning and doffing techniques for Personal Protective Equipment (PPE); and provided PPE while on site as well as performed on-site testing for COVID-19 as prioritized by the County’s Public Health Department and directed by the Medical Health Operational Area Coordinator (MHOAC). Contractor has visited hundreds of congregate care facilities in the County and obtained thousands of swabs via these efforts to date.
Given the on-going COVID-19 emergency, the County has a continuing need for the medical and support services provided by Contractor and staff therefore recommends that the Board of Supervisors authorize a further amendment to the agreement to extend its term by up to an additional thirty days (in two increments of fifteen days each), for a maximum term ending August 5, 2020. In addition, this amendment will afford the County an option to extend the term of the Agreement by an additional fifteen days thereafter, ending August 20, 2020, and staff recommends that the County Manager be vested with the discretion to exercise this option. The amendment would also increase the maximum amount authorized to be expended under the Agreement by three million nine hundred nine hundred twenty-three thousand seven hundred seventy-two dollars ($3,923,772), to an amount not to exceed fourteen million five hundred forty-one thousand fifty five dollars ($14,541,055)
The amendment to the agreement and resolution have been reviewed and approved by County Counsel as to form.
FISCAL IMPACT:
This amendment increases the total amount authorized to be expended under the agreement by $3,923,772. This amount will be included in the COVID-19 Appropriation Transfer Request (ATR) to come to the Board at a future meeting. The cost of this contract will be offset by up to $3,000,000 via a contribution by the Peninsula Healthcare District.