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HomeMy WebLinkAbout2007-03-13 - AGENDA REPORTS - HOSPITAL SPACE ANALYSIS CONTR (2)Agenda Item: , 91 CITY OF SANTA CLARITA AGENDA REPORT UNFINISHED BUSINESS City Manager Approval: Item to be presented by: DATE: March 13, 2007 Paul Brotzman SUBJECT: CONTRACT TO PREPARE AN INDEPENDENT R I HOSPITAL/MEDICAL OFFICE BUILDING SPACE ANALYSIS FOR THE HENRY MAYO NEWHALL MEMORIAL HOSPITAL MASTER PLAN DEPARTMENT: Community Development City Council direct the City Manager, or designee, to execute a contract with Kurt Salmon Associates to prepare an independent hospital/medical building space analysis, subject to review by the City Attorney. BACKGROUND The City has been processing the Henry Mayo Newhall Memorial Hospital Master Plan over the past three years. The project, which is located at the intersection of Orchard Village Road and McBean Parkway, recently completed its review by the Planning Commission and is scheduled to be brought before the City Council in the upcoming months. At the October 24, 2006 City Council meeting, Mayor Pro Tem Bob Keller requested staff return to the City Council with an item that would include a contract to prepare an independent study focusing on the proportionality of the medical office building space to hospital space as proposed with the Henry Mayo Newhall Memorial Hospital Master Plan. The study would be completed prior to the Hospital Master Plan being presented to the City Council for its consideration. At the January 9, 2007 City Council meeting, staff presented a contract to the Council for a consulting firm to prepare the independent analysis. During the consultant's presentation, a concern was raised as to the objectiveness and possible conflict of interest of the consultant regarding the project. After that meeting, staff felt additional consulting firms should be QPRo� Eo considered to conduct the independent study and therefore, a contract was never culminated with the first consultant. At the February 6, 2007 Planning Commission meeting, the Planning Commission made its formal recommendation to the City Council regarding the proposed Henry Mayo Newhall Memorial Hospital Master Plan and Environmental Impact Report. As part of its direction, the Commission asked that, as part of the independent study, that any medical service provider / facility contacted as part of the study be asked if their group has plans to locate within the Santa Clarita Valley in the future. This will be communicated to the consultant and added to the scope of work for the independent study. After extensive research, staff believes that they have found the best candidate to prepare the independent study. The consultant, Kurt Salmon Associates, is located in Northern California, and has prepared numerous medical facility studies throughout the country. The proposed cost of the study is $40,000, plus expenses, and will require approximately four weeks to prepare once the contract is executed and the information is collected. ALTERNATIVE ACTIONS Any action as determined by City Council. FISCAL IMPACT The study will be funded by the applicants, with the City managing the contract with the consultant. Therefore, there would be no fiscal impacts to the City, with the exception of the costs associated with the staff time involved. ATTACHMENTS KSA Proposal KURT SALMON ASSOCIATES February 15, 2007 Fred Follstad City of Santa Clarita Via Email Dear Fred: I enjoyed speaking with you the other day regarding the opportunity to assist the City of Santa Clarita and Henry Mayo Newhall hospital with assessing the propriety of the scope and scale of the medical office building (MOB) and hospital development plans. KSA is well suited to conduct this analysis. We are the leading health care consulting firm in the nation with approximately 70 professionals nationwide. Our strategy, facilities planning, and information technology practices have worked with all of the top hospitals identified in the U.S.News & World Report survey and many more across the country. We are recognized for our ability to integrate our functional expertise to provide a comprehensive solution for our clients. As we understand it, the current Hospital Master Plan involves a three phase process that begins with the development of an 80,000 square foot MOB and 125,400 square feet of inpatient hospital space over the next five years, followed by the development of a 120,000 square foot MOB, and ending with the building of a 74,100 square foot inpatient tower and a 113,400 square foot hospital administration building. Following Phase 1, selected services and functions that currently reside in the hospital space will move to the MOB space. Following Phase 3 (the build out phase) some of these hospital services and functions will move to the new administration building. The remaining MOB space will be leased to physicians. The space requirements for hospital services were estimated as part of Henry Mayo Newhall's strategic and facility planning process. As you explained, the hospital space estimates are supported by market and utilization trends and analyses, and are consistent with the long-term strategic plan of the hospital. The amount of space planned for physician offices is believed to be consistent with the hospital's estimate of the number of physicians required to be located in close proximity to the hospital to drive its future success. The City of Santa Clarita has received questions and some criticism regarding the scale of the development. Some citizens have expressed concern that the scale, especially of the physician office portion of the MOB, is driven by the pursuit of profit rather than community need. There is concern that the high density nature of the project, and associated traffic, is inconsistent with the current low density, residential community. Health Cars Consulting Group 1 1250 Bayhlll Drive, Suite 201 1 San Bruno, CA 94066 PHONE 650.616.7200 1 FAX 650.616.7305 www.kurtsalmon.com KSA Fred Follstad February 15, 2007 Page 2 of 5 To address these concerns KSA recommends a two track assessment. The first focuses on the hospital's direct requirement for space and the manner in which the Hospital Master Plan accommodates it. The second track focuses on the amount of physician office space planned for the MOB and the degree to which immediate proximity to the hospital is vital. Each track has its own unique approach. The first track will leverage KSA's expertise in hospital facility planning. While we will take as a given Henry Mayo Newhall's volume forecast, we will evaluate the space, configuration, and adjacency parameters of the Hospital Master Plan. We will examine: • Square footage per room type (i.e., patient bed, operating room, etc.) • Inpatient occupancy targets and ancillary throughput assumptions • Square footage of support space • Location and adjacencies of services and functions KSA is the national leader in hospital facility planning. Having developed facility plans for over 40-50 hospitals/MOBS in the last year alone, we are abreast of all the current thinking in facility planning and have been a consistent thought leader in moving the discipline forward. Based on our knowledge and experience we will provide our best judgment as to whether the Hospital Master Plan, as it relates to the location of services and the amount of associated space, is consistent with current practice. The assessment of physician space in the MOB is a different issue and requires a different approach. While we will assess whether the space is appropriate with respect to exam rooms and support space per physician office, the bigger issue appears to be the number of physicians to be accommodated. There is no hard and fast rule about the number of physicians that need to be located immediately adjacent to the hospital. Clearly it is in the hospital's interest to have physicians located as close as possible to the hospital to make it the most convenient place for them to refer and admit patients. Just as clearly, a significant number of physicians are not located immediately adjacent to the hospital where they have medical staff privileges. Our approach to assessing the physician space issue is to identify a set of comparable hospitals with respect to size, location, and other appropriate factors, and research them regarding the locations of their medical staff. We propose to identify 5-10 similar hospitals to contact and independently research. We will estimate the amount of medical office space on campus or immediately adjacent to the hospital, the number of physician practices accommodated on site or adjacent, and the total size of the comparable hospital's medical staff and volume of hospital activity. We will then compare the amount of physician space planned by Henry Mayo Newhall to the amount that exists at the other organizations. As with the first track, we will provide our judgment as to whether the facility plans are reasonably consistent with current industry practice. www.kurtsalmon.com KSA Fred Follstad February 15, 2007 Page 3 of 5 Our work plan for this project involves the following steps: • Develop and submit information requests to Henry Mayo Newhall and City of Santa Clarita and organize the information that is collected • Interview key individuals from Henry Mayo Newhall and City of Santa Clarita and review the Hospital Master Plan to ensure accurate understanding of plans and underlying strategic and operational assumptions • Identify comparable hospitals and confirm them with Henry Mayo Newhall and City of Santa Clarita • Research comparable hospitals and assess points of comparison regarding scope and scale of medical staff co -location with hospital • Review Hospital Master Plan and assess key elements with respect to our planning practices • Draft consolidated PowerPoint report • Present findings We expect the process to include two visits, one at the beginning of the project to interview key individuals regarding the scope and scale of the facility plan and one at the end to present our findings. We would also want to schedule one conference call to discuss and review the list of comparable facilities that have been identified. The entire project will require approximately four weeks from the receipt of all requested information. Completion of the project within this time frame will depend on the availability of Henry Mayo Newhall and City of Santa Clarita management for meetings and discussions. The professionals assigned to the project include: J. Patrick Smyth — Mr. Smyth is a Senior Manager at Kurt Salmon Associates specializing in the integration of strategic, facility and financial planning. Patrick has sixteen years of experience in the health care industry, the last twelve with KSA. At KSA he has managed strategic planning, strategic facility planning, and financial advisory engagements for a wide array of clients from community hospitals to major academic medical centers. Virender Ahnja — Mr. Ahuja is a manager and has over 15 years of health care experience in programming, strategic planning, and architectural design of major health care projects. He has worked on a broad range of projects including academic medical centers, community hospitals, and ambulatory care facilities. He has extensive knowledge of the operational, financial, and physical relationships of various components of health care facilities. Through his architectural experience, he has developed expertise in analyzing complex and multi -dimensional requirements and synthesizing them into solutions that provide lasting value. His master www.kurtsalmon.com KSA Fred Follstad February 15, 2007 Page 4 of 5 planning experience includes facility assessment, plan evaluation, development of occupancy strategies, investment estimation, and process facilitation. An experienced staff consultant will be assigned to the project to conduct specific analyses under the direction of Messrs. Smyth and Ahuja. We estimate that the fee for this project is approximately $40,000. This estimate is for professional fees only. Our professional fees are a product of the proposed scope of work and process outlined in the previous sections, the level of senior expertise required, and our ability to leverage our knowledge and experience from other engagements. We develop our fees based on the number of hours it will take to complete the work outlined, with the individuals proposed. The expected distribution of the professional hours and fees by consultant and activity is as follows: Hourly Rate Estimated Hours Proj Preparation Two Visits Identify Comps Review Comps Research Comps Review Master Plan Size Configuration Location Report Total Hours Professional Fees 4 4 16 16 2 2 2 16 M 8 32 10 4 30 0 16 8 8 21 60 34 43137 $18,000 $11,800 $10,100 $40,000 The allocation of hours between members of the KSA project team and between work steps and activities is an estimate. We will adjust the allocation of work effort between project team members and activities at our discretion to complete the work within the proposed time frame and budget. Reimbursable expenses will be invoiced in addition to professional fees and include direct consultant travel expenses and project support staff time billed at our cost without multipliers or markups, as well as a 6.5% charge to cover communication expenses, such as telephone, teleconferencing, fax, overnight delivery, in-house production, etc., in lieu of itemized billing. www.kurtsalmon.com KSA Fred Follstad February 15, 2007 Page 5 of 5 Expenses typically approximate 15-20% of the project fee, although in this case we expect them to be lower due to minimal travel. In any case, we will work diligently to minimize expenses. We are confident that we have the right people and expertise to develop the analysis you are looking for. We appreciate your considering us for this engagement and look forward to discussing it further with you. Sincerely, Jlatrick Smyth Senior Manager tZ' Virender Ahuja Manager www.kurtsalmon.com