Title
Emergency Medical Services, a division of the Chief Administrative Office, recommending the Board:
1) Make findings that it is appropriate to engage ImageTrend, Inc. to provide Signature Customer Success services, as Agreement 258-S1711 requires specialty skills and qualifications not expressly identified in County classifications;
2) Approve and authorize the Purchasing Agent to sign Amendment III to Agreement 258-S1711 (FENIX 496) with ImageTrend, Inc., adding Signature Customer Success services and increasing the compensation by $25,000, for a revised total of $822,441.08 for the ten-year term of the agreement, ending on February 23, 2027, contingent upon approval by County Counsel and Risk Management; and
3) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 496, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: Maddy Emergency Medical Services Fund.
Body
DISCUSSION / BACKGROUND
On September 13, 2016, the Board approved the Agreement 258-S1711 (FENIX 496) with ImageTrend, LLC as a result of an RFP for an Electronic Patient Care Report (ePCR) software system (Legistar file 16-0873). On February 22, 2022, the Board approved Amendment I for Agreement 496, extending the contract term through February 23, 2027 (Legistar File 21-1578). The ImageTrend software meets the County's obligations under Health and Safety Code 1797.227 to maintain electronic patient records and eliminates the requirement for paper data filing, in accordance with Federal and State standards.
On November 4, 2025, the Board approved Amendment II adding Emergency Medical License Management software to Agreement 496 (Legistar File 24-0564). Under Health and Safety Code (HSC) 1797.206 - 1797.217, the local Emergency Medical Services (EMS) agency shall be responsible for training and licensing/certification of Emergency Medical personnel. Prior to the amendment, the Division was utilizing another program which required manual tracking and was time intensive for staff. The ImageTrend License Management software has allowed for improved efficiency and visibility of the EMS licensing processes.
To further improve the Division’s efficiency and to maximize the potential benefits of the various ImageTrend software services, the requested amendment adds Signature Customer Success services to Agreement 496. The ImageTrend platform is complex and requires specialized knowledge to fully utilize the platform's capabilities. With the addition of the Customer Success services, ImageTrend staff will regularly meet with EMS staff to train and guide them on how to best utilize the platform and maximize efficiency of the software systems. Through these services, the Division will gain a greater understanding of the platform, its capabilities, and how to best leverage the system for efficiency.
The EMS Division intends to utilize the Customer Success services for a total of two years, if the ImageTrend Agreement is renewed after expiring on February 23, 2027. After two years of these services, the Division will evaluate whether continued services are needed or whether these services can be canceled. Furthermore, by improving functionality of the existing systems, the Division anticipates that other software systems which are currently being utilized may no longer be necessary, potentially reducing software expenses in the future.
This is part of a greater effort by the EMS Division to improve efficiency by leveraging technology and simplifying processes. By maximizing the usage of a centralized software system and reducing the number of systems being utilized, the Division will be able to reduce redundancies and minimize software expenses.
Amendment III increases the compensation amount of Agreement 496 by $25,000, for a total amount of $822,441.08 for the ten-year term of the agreement. If approved, this amendment will authorize one year of Signature Customer Success services, as the agreement expires February 23, 2027. The second year of services will cost an additional $26,250 and will be included when the contract is renewed should the department continue to need this service. County Procurement Policy Section 3.5 describes exemptions to the competitive bidding process. Amendment III to Agreement 496 falls under Exemption “Software (proprietary)” Findings of Fact “Proprietary software is software that is licensed, copyrighted, or patented that only one vendor provides.” Only ImageTrend, LLC can provide Signature Customer Success services for the County’s existing ePCR system.
ALTERNATIVES
Should the Board not approve Amendment III, adding Signature Customer Success services to the current ImageTrend contract, the EMS Division would not be provided the opportunity to maximize the capabilities of the platform and to improve efficiency within the Division.
PRIOR BOARD ACTION
On September 13, 2016, the Board approved the Agreement 258-S1711 (FENIX 496) with ImageTrend, LLC (Legistar File 16-0873).
On February 22, 2022, the Board approved Amendment I for Agreement 496, extending the contract term through February 23, 2027 (Legistar File 21-1578).
On November 4, 2025, the Board approved Amendment II for Agreement 496, adding Emergency Medical License Management software (Legistar File 24-0564).
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Execution of the Amendment is contingent upon approval by County Counsel and Risk Management.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no General Fund impact; all funding for this add-on service comes from the Maddy EMS fund.
The recommended Amendment has reoccurring annual cost of $25,000, with a 5% annual increase if renewed. However, only one year of services is being requested under the current agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Priority: Strategic Innovation
Action Item: Identify Challenges and Constraints Solvable by Innovative Solutions
CONTACT
Sue Phillips, Interim Chief Administrative Officer