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Chief Administrative Office, Emergency Medical Services and Emergency Preparedness and Response Division, recommending the Board consider the following:
1) Make findings in accordance with County Ordinance Section 3.13.030 Contracting Out, that the ongoing aggregate of work to be performed is not sufficient to warrant the addition of permanent staff to provide these services;
2) Approve and authorize the Chair to sign Agreement for Services 6455 with Mark Roberts for professional services associated with the Electronic Patient Care Report (ePCR) system. This agreement is for a three (3) year term beginning June 30, 2022, for a total not-to-exceed amount of $108,000; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 6455, including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: Ambulance Fees and CSA Tax Revenue.
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DISCUSSION / BACKGROUND
The implementation of an Electronic Patient Care Report (ePCR) system is a State and Federal requirement, identified in the California Health and Safety Code, Section 1797.227, which requires that each emergency medical provider use an electronic health record compliant with the current version of the National Emergency Medical Services Information Systems Version (NEMSIS) and the California Emergency Medical Services Information System (CEMSIS). Further, electronic medical records increase the ability to manage records, monitor and evaluate care rendered, transmit data to the billing contractor and increases customer service levels through improved management of information and reporting.
On September 13, 2016, the Board of Supervisors awarded a contract to ImageTrend, Inc. to provide an ePCR system that would meet the legal requirements as outlined above (Legistar file 16-0873). The ePCR platform is not supported locally by County Information Technology (IT) and as such, was implemented and managed by the Emergency Medical Services (EMS) Agency. However, the complexity of managing the platform, the database it is built on and ensuring both functionality for the field providers and compliance with required datasets proved challenging for the staff person assigned this task and was widely outside of position classifications within the Emergency Medical Services Agency. After consulting with County IT, it was determined that seeking contracted expertise to assist with managing the ImageTrend platform would be necessary.
On June 22, 2020, the County Purchasing Agent executed agreement for services #4949 with Mark R. Roberts, a consultant with demonstrated skill and experience in managing the ImageTrend platform for not only the State of California, but for other Emergency Medical Services agencies within California. Mr. Roberts has provided the following services to the EMS System of El Dorado County:
• Review of and ensured compliance with NEMSIS and CEMSIS Reporting Requirements;
• Regular review and changes to the user interface of the ePCR system;
• Regular and ad hoc reports needed to respond to information requests, special and continuous quality improvement projects;
• Maintenance of the ePCR system;
• The provision of general technical support and training to ensure the platform is meeting both field and administrative needs.
On February 22, 2022, the Board of Supervisors approved an amendment with ImageTrend, Inc. for an additional five years, term ending on February 23, 2027 (Legistar File 21-1578). The EMS Agency will continue to require consulting services to ensure compliance and utility for the EMS System, and Agreement 4949 expires on June 29, 2022. Agreement for Services 6455 is being brought to the Board for approval to continue these professional services with no change to the hourly rate.
ALTERNATIVES
The Board can choose to deny this contract and provide alternate direction.
PRIOR BOARD ACTION
See above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no general fund impact; all funding comes from Ambulance Fees and CSA Tax Revenue, and is included in the Fiscal Year 2022-23 Recommended Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Chair to sign two (2) originals of Agreement 6455.
2. Board Clerk’s Office to return one (1) original of Agreement to Forrest Andra in the Chief Administrative Office, Parks Division, for distribution to vendor.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Sue Hennike, Deputy Chief Administrative Officer