To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract Amendment #76-649-5 with Syserco, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract Amendment Agreement #76-649-5 with Syserco, Inc., a corporation, effective September 1, 2025, to amend Contract #76-649-3, to increase the payment limit by $837,000, from $1,382,560 to a new payment limit of $2,219,560, to include retro-commissioning (RCx) services for the heating, ventilation and air conditioning (HVAC) systems project to reduce energy use at Contra Costa Regional Medical Center (CCRMC) with no change in the original term of November 1, 2023 through October 31, 2026.
FISCAL IMPACT:
Approval of this Contract Amendment will result in additional contractual service expenditures of up to $837,000 and funded 100% by Hospital Enterprise Fund I. (No rate increase)
BACKGROUND:
CCRMC has been contracting with Syserco, Inc. since November 1, 2020. Syserco provides preventive maintenance services for HVAC systems, software support to maintain building automation systems, and calibration of critical sensors at CCRMC in addition to providing repair services to all systems in case of system failure or other emergent service. Syserco is the only energy management service provider for the Alerton energy management system installed at CCRMC in Northern California. Syserco maintains a wide variety of technical expertise in servicing CCRMC’s energy management system including environment of care (EOC) monitoring to ensure patient safety, adherence to compliance standards set by Joint Commission and California Department of Public Health. Syserco reviews network communications, workstations and system overrides, event log management and general systems operations reviews and correct note site maintenance conditions. Syserco has the highly specialized expertise needed for achieving optimal results to monitor the environmental factors such as temperature and humidity per hospital industry standards, in addition, Syserco has a demonstrated history of maintaining the required accreditations and compliance that healthcare providers must meet with these federal regulations reducing the risk of audit findings and ensuring the program’s eligibility for reimbursement.
This Contract is entered into under and subject to the following legal authorities: California Government Code §§ 26227 and 31000. Health Services Personnel approved this Contract to ensure no conflicts 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. Per Administrative Bulletin 600.3, Public Works Purchasing Department approved this Contractor on September 22, 2023.
On November 28, 2023, the Board of Supervisors approved Contract #76-649-3 with Syserco, Inc., in an amount not to exceed $1,382,560 for the provision of preventive maintenance, repair and replacement services for automation components and sensors systems related to heating and air conditioning units located at CCRMC including general systems operational review and other site maintenance requirements, for the period November 1, 2023 through October 31, 2026.
Contractor will provide new retro-commissioning (RCx) services for CCRMC HVAC systems project. The RCx is a a cost-effective process to reduce energy and improve comfort without sacrificing environmental health and safety. These improvements will enable the hospital to systematically reduce energy usage, improve operational efficiency and HVAC equipment performance and lifespan, enhance safety and comfort of patients and staff and identify additional energy conservation measure (ECM)s to further reduce energy usage.
Approval of Contract Amendment #76-649-5 will allow Contractor to include RCx services for CCRMC’s HVAC systems project through October 31, 2026.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract Amendment is not approved, CCRMC will not have access to HVAC repair services putting staff and patients’ health at risk.