To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract #76-868-2 with Carsten’s Yearly Analysis, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the County Contract #76-868-2 with Carsten’s Yearly Analysis, Inc., a corporation, in an amount not to exceed $135,000, to provide preventative maintenance services for the medical gas and vacuum systems at Contra Costa Regional Medical Center (CCRMC) for the period of July 1, 2026 through June 30, 2029.
FISCAL IMPACT:
Approval of this Contract will result in expenditures of up to $135,000 over a three-year period and will be funded 100% by Hospital Enterprise Fund I.
BACKGROUND:
CCRMC requires a vendor that is local enough to be able to respond to emergencies that may arise at the facility. Maintenance and repair of the medical gas and vacuum systems is a mandatory issue, both legally and operationally. Contractor will provide comprehensive testing of all components of the medical gas and vacuum system. Annual testing procedures and reports will be conducted for CCRMC to meet and exceed the requirements of the relevant edition of National Fire Protection Association (NFPA) Code 99, Computerized Maintenance Management System (CMMS), Joint Commission Environment of Care Standards, State and Local laws.
This Contract is entered into under and subject to the following legal authorities: California Government Code §§ 26227 and 31000; Health and Safety Code § 1451. The Public Works Department’s Purchasing Division approved the contract as a sole source on April 1, 2026. This Contract was approved by Health Services Personnel to ensure there is no conflict with labor relations. CCRMC’s Quality Management, Utilization Management and Contract Monitor Staff meet on a regular basis to ensure monitoring and performance measures in the Contract are upheld.
On September 24, 2024, the Board of Supervisors approved Contract #76-868 with Carsten’s Yearly Analysis, Inc., in an amount not to exceed $25,000, to provide preventative maintenance of the medical gas and vacuum systems at CCRMC for the period September 1, 2024 through June 30, 2026. This Contract included mutual indemnification to hold harmless both parties for any claims arising out of the performance of the Contract.
On August 5, 2025, the Board of Supervisors approved Contract Amendment #76-868-1 with Carsten’s Yearly Analysis, Inc., to increase the payment limit by $25,000 to a payment limit of $50,000 to provide additional preventative maintenance of the medical gas and vacuum systems at CCRMC with no change in the term ending June 30, 2026.
Approval of this Contract #76-868-2 will allow the Contractor to continue providing preventative maintenance services through June 30, 2029. This Contract includes mutual indemnification to hold harmless both parties for any claims arising out of the performance of the Contract.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract is not approved, CCRMC will not have access to Contractor’s preventative maintenance for the medical gas and vacuum systems required to meet the standards of Local and State laws.