To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment to Purchase Order with Advanced Instruments, LLC
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, (1) an amendment to one time purchase order #028685 with Advanced Instruments, LLC to include a service agreement, and (2) an Advanced Care Service Agreement for Contra Costa Regional Medical Center (CCRMC) for the period from September 29, 2024, through September 29, 2025.
FISCAL IMPACT:
Approval of this action will not result in an additional expenditure for the advanced care service, which was paid on December 28, 2003 in the amount of $4,917.60 and funded by Hospital Enterprise Fund I Revenues.
BACKGROUND:
Advanced Instruments, LLC is an international company with 65 years of experience in bioprocessing with a focus on chemistry, microbiology, and hematology. They are the sole manufacturer of the micro osmometer and the only vendor with similar osmometry equipment that offers instrument installation, training, and data range validation. The equipment is considered robust by industry standards as it does not experience downtime due to the buildup of ice crystals or moisture. The Osmo1 will allow CCRMC to provide inexpensive tests on-site for a range of chemical concentrations that give providers greater insight into a patient’s condition, potentially improving treatment and outcomes.
Advanced care for the Osmo1 from Advanced Instruments, LLC encompasses regular calibration and maintenance for accuracy, routine cleaning, and disinfection of the sample chamber, access to technical support for troubleshooting and repairs, thorough training for users to ensure proper operation, and meticulous documentation of all maintenance activities and any encountered issues for compliance and reference.
On August 15, 2023, the Board of Supervisors approved item C.73 to execute a purchase order and related agreement with Advanced Instruments, LLC in an amount not to exceed $38, 563 for a micro freezing point osmometer and related equipment installation, training, repairs, and labor services at CCRMC for the period from August 1, 2023 through July 31, 2024. The payment for the advanced care service was processed under purchase order #028685; however, the agreement associated with this service has not been executed, and this action will address and finalize the outstanding agreement.
The Advanced Instruments, LLC standard terms and conditions of sale limit the vendor's liability to direct damages only, and such liability will not exceed the amount paid by the county.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to approve this action can compromise the accuracy, reliability, and longevity of the Osmo1, impacting its effectiveness in clinical and research settings.