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: Second Amendment to the Agreement with Alliance PDMS, LLC to Provide Outreach Call Services
RECOMMENDATION:
title
Adopt a resolution authorizing a second Amendment to the agreement with Alliance PDMS, LLC to provide outreach call services, extending the term by six months through November 30, 2026, and increasing the amount of the agreement by $25,000, to an amount not to exceed $225,000.
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BACKGROUND:
Alliance PDMS, LLC (Alliance) provides San Mateo Medical Center (SMMC) with initial outreach phone calls to patients assigned to SMMC through HPSM. Specifically, Alliance helps patients connect to the appropriate clinic and/or contact by transferring calls for appointment scheduling. This work is only for the initial outreach, it does not involve any clinical/medical care, case management, or core bargaining unit responsibilities. This type of service, called outreach call services, are essential to SMMC in achieving our patient-centered medical home objectives, particularly by reducing the number of assigned patients who have not received care with SMMC.
After soliciting through a three-quote process, SMMC entered into an agreement with Alliance PDMS, LLC (Alliance) on May 30, 2024, for the term of June 1, 2024, through May 31, 2026, in an amount not to exceed $175,000. On June 26, 2025, the parties amended the agreement to increase the amount of the agreement by $25,000 to an amount not to exceed $200,000.
DISCUSSION:
SMMC is requesting this Board approve an amendment to further extend the agreement by six months, through November 30, 2026, and increase the amount of the agreement by $25,000, to an amount not to exceed $225,000, to provide additional time to complete a new Request for Proposals and negotiate a new agreement. This amendment is coming 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).
It is anticipated that Alliance will provide weekly statistical analysis 100% of the time.
PERFORMANCE MEASURE:
|
Measure |
FY 2025-26 Estimated |
FY 2026-27 Projected |
|
Percentage of time Alliance will be able to provide weekly statistical analysis |
100% |
100% |
COMMUNITY IMPACT:
Alliance’s continued outreach call services will positively impact equitable health outcomes by proactively connecting residents to timely, appropriate care at SMMC, a public safety net hospital. By reaching patients who might otherwise remain disengaged, this service will improve access, promote preventative care, and may reduce avoidable emergency visits. SMMC’s patients span a wide spectrum of races, ethnicities, gender, and gender-identities. Since November 1, 2024, half of the specialty care patients at SMMC were female and half were male, with the largest ethnic cohorts being Hispanic or Latino (58%) and primarily Spanish-speaking (48%).
FISCAL IMPACT:
The term of the amended agreement is June 1, 2024, through November 30, 2026. The amendment increases the amount payable under the agreement by $25,000, to an amount not to exceed $225,000 for the 30-month term. Funds in the amount of $4,167 are included in the SMMC FY 2025-26 Adopted Budget. Funds in the amount of $20,833 are included in the SMMC 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.