Title
Approve and authorize the Purchasing Manager for Natividad Medical Center (NMC) to execute Amendment No. 1 to the Agreement (A-12552/MYA1021) with GNU Group for Signage Analysis & Master Plan Services at NMC, extending the Agreement from September 1, 2013 through June 30, 2015 for a total Agreement amount not to exceed $184,500; no increase from the previously approved amount.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors authorize the Purchasing Manager for Natividad Medical Center (NMC) to execute Amendment No. 1 to the Agreement (A-12552/MYA1021) with GNU Group for Signage Analysis & Master Plan Services at NMC, extending the Agreement from September 1, 2013 through June 30, 2015 for a total Agreement amount not to exceed $184,500; no increase from the previously approved amount.
SUMMARY/DISCUSSION:
NMC has identified a need to improve its interior and exterior signage. More than 50% of the hospital's patient population is limited English proficient (LEP) and a great percentage of the total patient population cannot read. The majority of the hospital's existing signage is in English, and the signage does not use universal symbols (pictograms). NMC recognized that in order to improve its signage program there are three steps that it will need to take:
1. Solicit Requests for Qualifications for interior and exterior hospital (wayfinding) signage master plan program analysis; and
2. Solicit Requests for Proposals using the signage master plan developed in step 1 for the fabrication of the signage; and
3. Solicit Requests for Proposals or Utilize Job Order Contracting (JOC) for the installation of the signage.
NMC has completed the first step, and the NMC scoring committee has selected the GNU Group to complete the signage master plan as this firm had the strongest qualifications. The GNU Group will perform a complete analysis and evaluation of wayfinding/ signage needs for the hospital that includes interior and exterior signage. Additionally, the GNU Group will develop a comprehensive signage program that includes a signage master plan, describing size, type, and location of the wayfinding signage for the entire NMC campus.
NMC needs to extend the term of the Agreement (no increase from the previously approved amount) because the GNU group has not yet completed the scope of work upon that was agreed.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Amendment No. 1 as to legal form and risk provisions. Auditor-Controller has reviewed and approved this Amendment No. 1 as to fiscal provisions. The CAO-Budget and Analysis Division has advised to inform the BOS the spending authority (appropriations) associated with NMC's FY 2014 Adopted Budget has been exceeded and approval and authorization for modification of NMC's appropriation budget should be presented to the BOS. Since NMC is an Enterprise Fund, this does not prevent continued expenditures, but it is considered good public policy, transparency and fiscal management. The Amendment has also been reviewed and approved by Natividad Medical Center's Finance Committee 5.22.14 and Board of Trustees 6.6.2014.
FINANCING:
There is no cost for this Amendment No. 1; As a result of the Request for Qualifications (RFQ #9600-42) for the period July 15, 2013 June 30, 2015 the Board of Supervisors approved a total aggregate amount of $184,500, and approve up to two (2) future amendments to pursuant to, RFQ #9600-42 where the amendments do not exceed 10% of the original Master Agreement amount and do not significantly change the scope of services or result in an increase in County General Fund Contribution. $94,611 is included in the Fiscal Year 2014/2015 Recommended Budget. NMC is confirming its appropriations position and if its spending authority has been exceeded will return to the Board. There is no impact to the General Fund.
Prepared by: Andrea Rosenberg, Assistant Administrator, Operations & Support Services, 783-2562
Approved by: Harry Weis, Chief Executive Officer, 783-2553
Attachments: Amendment No. 1, Original Agreement and RFP #9600-42, and Spend Sheet
Attachments on file with the Clerk to the Boards Office