SR-09-08-2015-3F
City Council
Report
City Council Regular Meeting: September 8, 2015
Agenda Item: 3.F
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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
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(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.
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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)
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B. September 23, 2008 Staff Report (web link)