Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute an Agreement with Sysmex America, Inc. for maintenance and repair services of laboratory equipment XN 3000 at NMC for an amount not to exceed $129,822 for the term January 1, 2016 through December 31, 2018.
b. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the agreement which do not significantly alter the scope of work and do not cause an increase of more than ten percent (10%) of the original cost of the agreement per each amendment.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute an Agreement with Sysmex America, Inc. for maintenance and repair services of laboratory equipment XN 3000 at NMC for an amount not to exceed $129,822 for the term January 1, 2016 through December 31, 2018.
b. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the agreement which do not significantly alter the scope of work and do not cause an increase of more than ten percent (10%) of the original cost of the agreement per each amendment.
SUMMARY/DISCUSSION:
NMC purchased a Sysmex XN 3000 in January 2015 which included one year of service and repair warranty. The Sysmex XN 3000 analyzer is a hematology analyzer that is a whole blood cell counter used when a patient’s blood panel is requested by a doctor or other medical professional. The XN unit consists of two cell counters and one cell stainer therefore allowing testing to be done accurately and efficiently. The testing that is completed on this instrument is critical for the management of patient care throughout the hospital. A patient’s course of treatment is determined by the results generated by the analyzer. The analyzer is highly complex and has a rigid maintenance schedule that needs to be completed to keep it running at optimal performance and ensure accuracy of test results.
Joint Commission Standards have clear guidelines on maintenance of laboratory equipment:
Joint Commission Standard EC.02.04.01 states, “The laboratory manages laboratory equipment risks. The laboratory identifies, in writing, the activities and frequencies for inspecting, testing (including function checks), and maintaining laboratory equipment based on the following.”
• Manufacturer’s recommendations
• Identified Risks
• Clinical Laboratory Improvement Amendments (CLIA ’88) of 1988 guidelines.
• History and experience with the laboratory equipment
Joint Commission Standard EC.02.04.03 states “The laboratory inspects, tests, and maintains laboratory equipment.”
• The laboratory documents major repairs and parts replacement for each instrument or piece of equipment for the life of the instrument.
• The laboratory performs preventative maintenance, periodic inspections and performance testing of each instrument or piece of equipment.
NMC is asking for approval of this service contract for the Sysmex XN 3000 analyzer to maintain the analyzer at a safe level for patient care and comply with laboratory regulations. The cost of the service contract is $43,274 per year with an overall term total of $129,822.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the Agreement as to form and risk provisions and the Auditor-Controller has reviewed and approved the Agreement as to payment provisions. This Agreement was submitted for and included on the 9/24/15 NMC Finance Committee Agenda, however the NMC Finance Committee meeting was cancelled. This Agreement has been reviewed and approved by the NMC Board of Trustees on 10/2/15.
FINANCING:
The cost for this Agreement is $129,822 of which $43,274 is included in the Fiscal Year 2015-16 Adopted Budget. Amounts for remaining years of the Agreement will be included in those budgets as appropriate. There is no impact to the General Fund.
Prepared by: Heidi Riggenbach, Laboratory Manager, 772-7660
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Agreement with Sysmex America, Inc.
Attachments on file with the Clerk of the Board