Title
Emergency Medical Services, a division of the Chief Administrative Office, recommending the Board: 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) Make findings in accordance with County Procurement Policy C-17, Section 3.4.2 Sole Source/Single Source due to the need for continuity of services, that Agreement 9291 is exempt from competitive bidding; 3) Approve and authorize the Chair to sign Agreement for Services 9291 with Mark Roberts for professional services associated with the Electronic Patient Care Report system, for a three year term beginning June 30, 2025, in the amount of $108,000; and 4) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 9291, 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: County Service Areas 3 and 7 special tax and benefit assessment revenue and ambulance fees.
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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 versions of the California Emergency Medical Services Information System (CEMSIS) and National Emergency Medical Services Information Systems (NEMSIS) standards. 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. 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.
Mark Roberts, of NEMSIS EMS Consulting, Inc., has been providing technical consulting services for EMS related to the ImageTrend platform since June 30, 2020, and has demonstrated skill and experience in managing the ePCR system. This is a highly specialized type of work and continuity of the service with this consultant is important for the quality and integrity of the system.
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. The EMS Agency will continue to require consulting services to ensure compliance and utility for the ePCR system. The current Agreement 6455 with NEMISIS EMS Consulting expires June 29, 2025. Agreement 9291 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
On September 13, 2016, the Board authorized HHSA to negotiate a 5-year agreement (Agmt 258-S1711, FENIX 496) with ImageTrend for access to the ePCR system. (Legistar file 16-0873)
On February 22, 2022, the Board approved an amendment to extend the term of Agreement 258-S1711 (FENIX Agmt 496) through February 23,2027. (Legistar File 21-1578)
On June 14, 2022, the Board authorized Agreement 6455 with Mark R. Roberts for consulting services related to the administration and maintenance of the County’s ePCR system, with a three-year term through June 29, 2025. (Legistar file 22-0420)
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
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 2025-26 Recommended Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain Board Chair signature on one copy of Agreement 9291 and send to CAO Fiscal Attn: Serena Lemmons.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Sue Hennike, Assistant Chief Administrative Officer