Title
Emergency Medical Services (EMS), a division of the Chief Administrative Office, recommending the Board:
1) Make findings, in accordance with County Ordinance 3.13.030(B), that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of Agreement 6159 for the implementation, maintenance, and support of proprietary software for the purposes of aggregating and analyzing data from disparate EMS information systems;
2) Authorize the continuation of the current perpetual agreement with FirstWatch Solutions, Inc., Agreement 6159;
3) Approve and authorize the Purchasing Agent to execute Amendment II, adding six custom protocols with annual support and maintenance and to increase the not-to-exceed amount by $12,960; and
4) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 6159, excluding increases to the not-to-exceed amount, contingent upon any necessary approvals by County Counsel and Risk Management.
FUNDING: Emergency Medical Services Fund (Maddy-Richie Fund).
Body
DISCUSSION / BACKGROUND
On January 4, 2022, the Board approved perpetual Agreement 6159 with FirstWatch Solutions, Inc. for the implementation, maintenance, and support of proprietary software for the purposes of aggregating and analyzing data from disparate information systems and tracking and identifying key data points to be used in evaluating, maintaining, and improving the EMS System (Legistar File 21-1694).
Continuation of Perpetual Agreement
As a perpetual agreement, Agreement 6159 does not have a stated contract term, and renews automatically from year to year. Pursuant to Board Policy C-17, departments must obtain authorization from the Board of Supervisors, initially, and on an annual basis, to utilize any contract that does not have a stated contract term and exceeds the Purchasing Agent authority in the first three (36) months.
Amendment II
Emergency Medical Services (EMS) requests additional services under Agreement 6159 to include six additional reporting protocols under the FirstPass module. The additional reporting protocols would allow for reporting on key emergency indicators and thus improve the Division’s ability to monitor and evaluate the Emergency Medical Services System within El Dorado County.
The implementation of each new protocol has an initial fee of $1,500 and an annual support and maintenance fee of $330. The additional six protocols increase the estimated cost by $10,980 for year four and $1,980 for year five on the estimated Annual Support Fee schedule, which increases the NTE amount by $12,960.
Agreement 6159 is funded by the discretionary portion of the Maddy-Richie’s Fund and has no General Fund cost. The next annual billing cycle, including the new protocols, is estimated to cost approximately $45,100.
ALTERNATIVES
The Board could decline to approve Amendment II to Agreement 6159. However, monitoring capabilities of the EMS System in El Dorado County would remain limited to the current reporting protocols.
PRIOR BOARD ACTION
January 4, 2022, The Board authorized Agreement 6159 with FirstWatch Solutions, Inc. (Legistar File 21-1694).
October 11, 2022, The Board authorized Amendment I to Agreement 6159 (Legistar File 22-1096).
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Amendment II increases next year’s amount by $12,960 for the additional reporting protocols. Agreement 6159 is funded by the discretionary portion of the Maddy/Richie’s Fund and has no General Fund cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please obtain the Chair’s signature and return a copy of the executed amendment to the Chief Administrative Office, Central Fiscal Division, Attn: Serena Lemmons.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Sue Hennike, Assistant Chief Administrative Officer