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SR-09-08-2015-3F City Council Report City Council Regular Meeting: September 8, 2015 Agenda Item: 3.F 1 of 4 To: Mayor and City Council From: Jory Wolf, Chief Information Officer, Software Systems, Information Systems Department Subject: Modification to Software Maintenance Agreement for FireMed Pro Emergency Medical Services Records Management System. Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a second modification to contract #8828 in the amount of $58,229 with Proper LLC, an Arizona-based company, for maintenance and support, customizations and upgrades of the FireMed Pro Emergency Medical Services Records Management System (FireMed Pro) for one-year with two additional one-year renewal options. This will result in an eight year amended contract with a new total amount not to exceed $203,636, with future year funding contingent on Council budget approval. 2. Authorize the Chief Information Officer to issue any necessary changes within contract authority. Executive Summary The Fire Department contracts with Proper, LLC for maintenance and support of FireMed Pro, a system which enables EMS patient care tracking and reporting. All renewal options under the current software maintenance and support agreement have been exercised. A second modification of the agreement is required in order to extend the term of the agreement for one-year, with two additional one-year renewal options to continue the system’s maintenance and support services and to allow for system upgrades and customization as necessary. This second modification would increase the contract by $58,229 resulting in an eight year agreement in the amount not to exceed $203,636. Background On September 25, 2007 (Attachment A), Council authorized an agreement with Proper LLC for the purchase of software and equipment to implement the Emergency Medical Services/Patient Care Tracking and Reporting System. On September 23, 2008 2 of 4 (Attachment B), Council authorized a first modification to the agreement in order to expand the system by adding one FireMed Pro workstation. FireMed Pro has been a reliable and flexible system that has met the City’s evolving requirements with respect to tracking and reporting of EMS calls for service in Santa Monica. Discussion FireMed Pro is a fully integrated software solution system designed to allow field personnel to complete and submit patient-care documentation following an EMS response. The Fire Department has been using the system for over six years. During that time, staff has maintained compliance with the EMS reporting requirements specified by the County of Los Angeles, by electronically tracking the care that is provided to patients. The Fire Department must continue using the system to remain compliant for future incidents and to maintain access to previous medical records. It is a requirement that all medical records be kept for 7 years or until a minor reaches majority age. The Fire Department needs to continue using FireMed Pro, and thus must renew its current maintenance and support agreement with Proper LLC. The Fire Department is currently evaluating new systems; one of the selection factors is the ability to incorporate the existing data into the new system. Until a selection is made, it is imperative that the Department continue to maintain this product. A second modification of the agreement is required in order to extend the contract term for one year, with two additional one year renewal options to continue the system’s maintenance and support services and to allow for system upgrades and customization as necessary. Vendor/Consultant Selection Proper LLC is headquartered in the State of Arizona. They are the only vendor qualified to provide support for their proprietary software, FireMed Pro. In 2007, an evaluation committee composed of staff from the Fire Department and Information Systems Department evaluated systems using a detailed product comparison matrix to meet County of Los Angeles compliance requirements. The compliance matrix included all factors including data entry time, availability of reports, ability to meet LA County requirements, and cost. FireMed Pro ranked the highest in the detailed comparison. 3 of 4 FireMed Pro was also evaluated based on criteria in SMMC 2.24.072, including price, previous experience, references, ability to deliver, quality of product and compliance with City’s Specifications. Based on these criteria, FireMed Pro was recommended as the best bidder for the purchase of software and equipment to implement the Emergency Medical Services/Patient Care Tracking and Reporting System . The system is currently used by several other entities, including Beverly Hills, Glendale, Newport Beach, Huntington Beach, and Los Angeles County to report required EMS data. Alignment with these other agencies has allowed Santa Monica to share software enhancement costs. Financial Impacts & Budget Actions The contract modification to be executed with Proper LLC is $58,229, for an amended contract total not to exceed $203,636. Funds are available in the FY 2015-16 budget in the Fire Department. The contract modification will be charged to account 01312.533580. Future year funding is contingent on Council budget approval. Prepared By: Benjamin Steers, Systems Analyst - Public Safety Approved Forwarded to Council Attachments: A. September 25, 2007 Staff Report (web link) 4 of 4 B. September 23, 2008 Staff Report (web link)