To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Purchase Order with Bizon Group, Inc. (dba Conexwest)
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, a purchase order with Bizon Group, Inc. (dba Conexwest) and ACCEPT the lease terms and conditions for the rental of a refrigerated storage container and equipment in an amount not to exceed $24,078, for the construction project of the Contra Costa Regional Medical Center (CCRMC) Morgue Department, for the period of August 1, 2026 through July 31, 2028.
FISCAL IMPACT:
Approval of this action will result in expenditures of up to $24,078 over a two-year period and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
The Contra Costa Regional Medical Center (CCRMC) is preparing for several construction projects in 2026, including the demolition of the E Ward building, which currently houses the Morgue Department. The contents of the Morgue Department including medical specimens, testing materials, and other temperature-sensitive supplies require a controlled refrigeration environment to preserve their integrity and ensure CCRMC's continued compliance with applicable health and safety standards.
Bizon Group, Inc. (dba Conexwest) provides temperature-controlled storage containers and associated transformer equipment on a monthly rental basis, offering CCRMC the additional refrigerated storage capacity needed during the construction period. Conexwest has previously provided temperature-controlled storage units for supplies vital to CCRMC's laboratory department.
The Master Lease Agreement provides that Conexwest's total aggregate liability is limited to $5,000. Additionally, the County agrees to indemnify, hold harmless, defend, and reimburse Conexwest and its directors, officers, employees, and agents from and against all losses, damages, death, claims, injuries, costs, and attorney's fees arising from the use, removal, or condition of the units, the loss, damage, or destruction of units and/or contents, any fines, liens, taxes, penalties, towing, impound, or other charges from the County's use of the units, or the County's breach of the lease and the County releases and agrees to indemnify Conexwest from any claims for trespass, conversion, or damages of any nature arising from repossession. In the event of default, the County agrees to pay, as liquidated damages, Conexwest's collection, repossession, and disposal fees, attorney's fees, and any other costs incurred.
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.
On August 11, 2026, the Board of Supervisors authorized payment in 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 for the period August 1, 2025 through July 31, 2026.
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 finalized in September 2026 therefore the purchase order carries a retroactive start date of August 1, 2026. This retroactive start was necessitated by the operational requirements of the Morgue Department, which required uninterrupted temperature-controlled storage during the transition period preceding the E Ward demolition. Negotiations between the County and Conexwest extended beyond the anticipated timeline, resulting in the commencement of services prior to Board approval. The CCRMC Morgue Department acknowledges this retroactive action and has implemented measures to ensure timely contract execution for future agreements.
CONSEQUENCE OF NEGATIVE ACTION:
If this action is not approved, the County will be unable to utilize refrigerated storage container equipment provided by the contractor, which could impact continued safe and secure storage of testing material, medical specimens, and supplies and jeopardize CCRMC's compliance with applicable health and safety standards, disrupting critical medical operations during the E Ward construction period.