To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Rescind Prior Board Action Pertaining to Contracted Services with Mesa Laboratories, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
RESCIND Board action of September 16, 2025 (C.59), which pertained to a contract amendment with Mesa Laboratories Inc., and APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract Amendment #76,736-1 with Mesa Laboratories, Inc., a corporation, to amend Software and Services Agreement #76-736, effective September 16, 2025, to increase the payment limit by $600,000, from $524,306 to a new payment limit of $1,124,306, and extend the termination date from September 19, 2025 to September 18, 2028, for an environment monitoring system including software and maintenance services for Contra Costa Regional Medical Center (CCRMC) equipment and room temperature and humidity monitoring.
FISCAL IMPACT:
Approval of this Contract Amendment will result in additional expenditures of up to $600,000 and will be funded as budgeted by the department in FYs 2025-28, 100% by Hospital Enterprise Fund I. (Rate increase)
BACKGROUND:
This Contract meets the needs of the County by providing a temperature and humidity monitoring system, with viewpoint sensors used throughout the County to monitor laboratory equipment, all medication refrigerators, and freezers, as well as monitoring rooms that store medication. Agencies such as the California Board of Pharmacy, the Joint Commission (Hospital Accreditation), and California Department of Public Health require continuous digital temperature logging for refrigeration, laboratory storage, and room temperatures where medications are stored. The County uses this system to comply with CCRMC’s Vaccine for Children program, and it is a pharmacy requirement for the storage of medications. In 2018, CCRMC began using this vendor chosen as an industry standard as they continue the upgrade of their proprietary systems and equipment to meet the ever-changing requirements of the various agencies listed above.
Health Services Personnel approved this Contract Amendment as a specialized services contract to ensure no conflicts, consistent with procedures established by the Labor Relations Division of the County Administrator’s Office. This Contractor was approved by the Public Works Department’s Purchasing Division on April 28, 2025, in compliance with Administrative Bulletin 600.3 requirements. A summary of service contract deliverables, including measurable outcomes required of the Contractor to be monitored by the department, including in compliance with Section III(B) (7) of the Purchasing Policy include technical support for County’s use of the software under the license grant, and access to maintenance and support.
On September 20, 2022, the Board of Supervisors approved Contract #76-736 with Mesa Laboratories, Inc., in an amount to exceed $524,306 for the provision of its hosted software system, Mesa Lab’s equipment, room, temperature, and humidity monitoring system for the September 20, 2022, through September 19, 2025, under which Mesa Lab’s liability is limited to the amounts paid by County in the twelve (12) months preceding the event giving rise to an applicable claim, however, the term ending date on the approved staff report was incorrect.
On September 16, 2025 (C.59) the Board of Supervisors approved Contract Amendment #76-736-1 with Mesa Laboratories, Inc., to increase the payment limit by $600,000 to a new payment limit of $1,124,306 and extend the termination date through September 5, 2028, for software and maintenance for Contra Costa Regional Medical Center equipment and room temperature and humidity monitoring, however, the termination date on the approved staff report was incorrect.
Approval of this staff report will rescind the prior Board action and allow the Department to correct the termination date to extend through September 18, 2028.
CONSEQUENCE OF NEGATIVE ACTION:
If the recommendation is not approved, the prior incorrect Board action will stand, and the term of the Contract Amendment will not match the contract terms or reflect the intent of the parties.