SR-092507-1Gfir
~;tYOf City Council Report
Saata Monica_
City Council Meeting: September 25, 2007
Agenda Item: ~ _ G
To: Mayor and City Council
From: Jory Wolf, CIO
Subject: Contract with Proper LLC to Provide EMS/PCR Tracking System for the
Fire Department and Appropriation of Funds
Recommended Action
This report recommends-the City Council:
1. authorize the City Manager to negotiate and execute software license and
maintenance contracts with Proper LLC to acquire an Emergency Medical
Services/Patient Care Tracking and Reporting System for Fire for a total amount
not to exceed $142,907.
2. appropriate funds for FY2007-08 in the amount of $99,988 for purchase of
software and equipment to implement the system
Executive Summary
At present, Fire is using the EMBRS Fire Records Management System to manually
collect Emergency Medical System (EMS)-related patient care information. Lengthy
data entry times and inadequate reporting options in EMBRS have hampered effective
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use of the data. In an effort to improve and streamline the data collection process, as
well as to provide significantly enhanced reporting options required by the state of
California, Fire and ISD staff evaluated competing systems that would provide the
additional functionality needed to be in compliance. Proper LLC's FireMed Pro system
was the clear choice in a detailed product comparison matrix developed by Fire and ISD
staff.
Funds allocated to this project were appropriated in prior years and are no longer
available. An appropriation in FY2007-08 from available fund balance is required to
make the initial purchase of software and equipment needed to implement the project.
Discussion
Proper LLC's FireMed Pro system uses scanners to digitize hardcopy EMS forms, then
automatically extracts patient care information and writes it to a database, where it is available
for searching and reporting. The introduction of FireMed Pro would push the data collection
function out to the City's fire stations (rather than at Fire Administration, where the function
resides now), where paramedics would scan their own EMS reports. Other Los Angeles County
cities make successful use of the FireMed Pro system and would thus share the cost of likely
future product enhancements and modifications.
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Budget/Financial Impact
The software license cost will be $76,546, including tax. It is anticipated that software
maintenance will be required beginning January 2009 at an annual cost of $12,500 and
increase annually at 3% per year. Total cost of maintenance over a five year period is
$66,364 and will be included in the Fire Department operating budget annually at
account number 01316.555010 (Fire Support Services), subject to Council review and
approval.
Equipment to support the system includes a server, 5 monitors and 4 scanners at a cost
of $22,063. Additional annual replacement costs are $1,379. The total cost for
FY2007-08 is $23,442.
Award Contract in the amount
of $142,907 Encumber funds for FY2007-08 against
01315.588080 in the amount of $76,546 and
01316.555010 in the amount of $66,364 over afive-year
period beginning in FY2008-09
Appropriate $76,546 Account 01315.588080
Appropriate $23,442 Account IS01000308.589000
Appropriate $22,063 Account 55243.405940
Appropriate $1,379 Account 55243.402660
Appropriate $22,063 Account 055000308.589000
If the necessary fuhds for a future fiscal year are not appropriated by City Council, the
agreement will allow for termination of the maintenance contract, without penalty, at the
sole discretion of the City.
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Prepared by: David Yeskel
Approved:
Forwarded to Council:
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Reference Contract
Nos. 8828 (CCS) &
8829 (CCS).