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SR-11-10-2015-3D City Council Report City Council Regular Meeting: November 10, 2015 Agenda Item: 3.D 1 of 4 To: Mayor and City Council From: Jory Wolf, Chief Information Officer, Software Systems, Information Systems Department Dennis J. Downs, Interim Fire Chief Subject: Modification to Software Maintenance Agreement for FireMed Pro Emergency Medical Services Records Management System. Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a first modification to contract #8829 in the amount of $58,229 with Proper LLC, an Arizona-based company, for software maintenance and support, customizations and upgrades of the FireMed Pro Emergency Medical Services Records Management System (FireMed Pro) which extends the contract 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 $124,593 with future year funding contingent on Council budget approval. Executive Summary The Fire Department contracts with Proper, LLC for FireMed Pro, a system which enables EMS patient care tracking and reporting under two separate contracts, a Software License Agreement and a Software Maintenance and Support Agreement. All renewal options under the current software maintenance and support agreement have been exercised. A first modification of the software maintenance and support 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 first modification would increase the contract by $58,229 resulting in an eight year software maintenance and support agreement in the amount not to exceed $124,593. Background On September 25, 2007 (Attachment A), Council authorized two agreements with Proper LLC, a Software License Agreement and a Software Maintenance and Support Agreement to implement the Emergency Medical Services/Patient Care Tracking and Reporting System. On September 23, 2008 (Attachment B), Council authorized a first 2 of 4 modification to the software license agreement in order to expand the system by adding one FireMed Pro workstation. On September 8, 2015 (Attachment C), Council authorized a second modification to the software license agreement. Upon further review, it was determined that a first modification was needed to the software maintenance and support agreement, not the purchase and license agreement. Previous payments made to FireMed Pro for the software maintenance and support agreement were paid against the software license agreement. 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 seven years or until a minor reaches majority age. Staff recommends continuing to use FireMed Pro, which would necessitate renewing the 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. Responses to a City issued Request for Proposal were received and the Fire Department and Information Systems are working to implement a new system. Until an implementation occurs, continuity is necessary. Staff expects to complete implementation within one year. A first modification of the software maintenance and support agreement is recommended 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 3 of 4 Proper LLC is 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 c ost. FireMed Pro ranked the highest in the detailed comparison. 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 $124,593. 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 4 of 4 Attachments: A. September 25, 2007 Staff Report (web link) B. September 23, 2008 Staff Report (web link) C. September 8, 2015 Staff Report (web link)     Reference:    Modified Contract No. 8829   (CCS)