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Chief Administrative Office, Emergency Medical Services and Emergency Preparedness and Response Division, recommending the Board:
1) Make a finding in accordance with Section 3.13.030 of Ordinance 5116 that the provision of electronic patient care record software and related services requires special skills and qualifications not expressly identified in County Classifications that are involved with the performance of the work; and
2) Approve and authorize the Chair to sign Amendment I to Agreement 258-S1711 (FENIX 496) with ImageTrend, Inc., extending the term of the current agreement for an Electronic Patient Care Report (ePCR) software system through February 23, 2027, and for the additional service of data distribution to FirstWatch Solutions, Inc., with a total amount of $315,676.52 for the full five-year term.
FUNDING: County Service Areas 3 and 7 (Ambulance fees, special taxes, property taxes), and the Maddy EMS Fund.
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DISCUSSION / BACKGROUND
On September 13, 2016, the Board approved the Division's existing five-year contract with ImageTrend as a result of an RFP for an ePCR system provider (Legistar file 16-0873). ImageTrend's software meets the County's obligations under Health and Safety Code to maintain electronic patient records in accordance with Federal and State standards. Additionally, the ePCR system is used to electronically maintain records, transmit data to the billing contractor, and eliminates the requirement for paper data filing, in accordance with Federal law. The recommended amendment will extend the existing services for an additional five years.
On January 4, 2022, the Board approved an agreement with FirstWatch Solutions, Inc for a data analysis and monitoring system for EMS system performance and data (Legistar file 21-1694). The FirstWatch system will utilize ePCR data produced and stored by ImageTrend. The recommended amendment with ImageTrend will add data distribution to FirstWatch to the services provided by ImageTrend. This will allow for the automatic population of live data into the FirstWatch system.
ALTERNATIVES
In order to meet statutory requirements, an ePCR or similar system must be utilized by the County. Although other vendors may provide acceptable services, implementation of a new system would likely result in significant implementation and transfer costs.
Although the additional services in the amendment are not mandated services, failure to integrate ImageTrend with FirstWatch will make the implementation of the FirstWatch system impossible.
PRIOR BOARD ACTION
09/13/16, File 16-0873 - Approval of original ImageTrend agreement.
01/04/22, File 21-1694 - Approval of agreement with FirstWatch Solutions.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The annual cost for the first year of the extended five-year term is $59,459.11, with fees increasing 3% per year. Of the base $59,459.11, the new service costs $5,000, while services being renewed cost $54,459.05. The expense is incurred in the EMS program, which is funded by County Service Areas 3 and 7, and is included in the current budget. The new services may be funded by the Maddy EMS Fund, contingent upon availability of funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return a certified copy of the executed agreement to the CAO's Office, Central Fiscal Division for further processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Michelle Patterson, Manager/EMSA Administrator
Sue Hennike, Deputy CAO