To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Payment for Equipment provided by Conexwest
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Auditor-Controller, or designee, to pay an amount not to exceed $13,386 to Bizon Group, Inc. (dba Conexwest) for providing refrigerated storage container equipment for the laboratory at Contra Costa Regional Medical Center (CCRMC) for the period from August 1, 2025 through July 31, 2026.
FISCAL IMPACT:
Approval of this action will result in expenditures of up to $13,386 and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
Conexwest provides temperature-controlled storage units for supplies vital to CCRMC's laboratory department. Maintaining a temperature-controlled storage environment is essential to preserving the integrity of these supplies and ensuring CCRMC's compliance with applicable health and safety standards.
On September 27, 2022, the Purchasing Agent issued a purchase order with Conexwest for the rental of storage units in an amount not to exceed $60,000 for the period from August 1, 2022 through July 31, 2025.
Prior to the expiration of the purchase order, staff initiated the renewal process; however, delays were encountered in obtaining required documentation from the vendor and resolving the County's proposed redlines to the vendor's standard Master Lease Terms and Conditions. Negotiations regarding the Master Lease Terms and Conditions are currently ongoing and have not yet been finalized.
In the interim, Conexwest has continued to provide temperature-controlled storage units at the County's request and in good faith beyond the expiration of the original purchase order. As a result, staff have determined that the vendor is entitled to payment for the reasonable value of the products and services under the equitable relief theory of quantum meruit. The theory provides that where a vendor has been asked to provide products or services without a valid contract, and the vendor does so to the benefit of the County, the vendor is entitled to recover the reasonable value of the products and services.
CONSEQUENCE OF NEGATIVE ACTION:
If this action is not approved, the County will be unable to process payment for refrigerated storage container equipment provided by the contractor, which could impact the County’s ability to secure this equipment in the future for the continued safe and secure storage of vaccinations, laboratory specimen and testing supplies for CCRMC.