To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Amendment to Purchase Order #32411 with PartsSource, Inc.
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, an amendment to purchase order #32411 with PartsSource, Inc. to increase the payment limit by $500,000 to a new amount not to exceed $860,000 for the purchase of a monthly subscription for access to additional discounted parts, equipment, and services at cost and biomedical replacement parts, products, repair, and any other supplies as needed for Contra Costa Regional Medical Center (CCRMC) with no change to the term ending April 21, 2028. (100% Hospital Enterprise Fund I)
FISCAL IMPACT:
Approval of this amendment will result in additional expenditures of up to $500,000 and will be funded by Hospital Enterprise Fund.
BACKGROUND:
PartSource, Inc. provides CCRMC with access to a trusted network of original equipment manufacturers (OEMs) and third-party suppliers, offering biomedical replacement parts and services that are essential to maintaining the reliability and availability of critical medical equipment in support of patient care.
On March 25, 2025, the Board of Supervisors approved the execution of purchase order #32411 with PartsSource, Inc. in the amount of $360,000 for the purchase of a monthly subscription for access to discounted parts, equipment, and services at cost and biomedical replacement parts, products, repair, and any other supplies as needed for effective the date of last signature and for three years thereafter. Purchase order #32411 is currently effective April 22, 2025 through April 21, 2028.
Due to the increase in recent and upcoming construction projects across the CCRMC campus, demand for biomedical replacement parts and related services has accelerated, resulting in the rapid depletion of available funds. The remaining purchase order balance is projected to support approximately four months of service. Additional funding is needed to ensure uninterrupted access to replacement parts, depot repair services, and procurement support throughout the purchase order extension period.
PartsSource, Inc. is a supplier of the Vizient Group Purchasing Organization (GPO), which means that CCRMC, a Vizient member, is eligible to receive substantial rebates and access lower pricing. This purchase is governed by the Vizient Supplier Agreement entered into between Vizient Supply, LLC and PartsSource, Inc. on January 15, 2020 (Agreement No. SV2290). Utilizing CCRMC's GPO membership for this purchase furthers our shared dedication to delivering high-quality, cost-effective healthcare solutions.
CONSEQUENCE OF NEGATIVE ACTION:
If this purchase order amendment is not approved, CCRMC will lose uninterrupted access to PartsSource, Inc.'s network of biomedical replacement parts, depot repair services, and procurement support tools. This interruption will directly impair CCRMC's ability to maintain the reliability and uptime of critical medical equipment, increasing the risk of unplanned equipment downtime and potential disruption to patient care services - including surgical, diagnostic, and interventional procedures that depend on functioning biomedical equipment.