Item No. 10.
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:OFFICE OF THE CITY MANAGER
BY:ANTHONY HILDEBRAND, FIRE CHIEF
DATE:JUNE 23, 2026
SUBJECT:SERVICE RENEWAL AGREEMENT BETWEEN DIGITAL EMS SOLUTIONS, INC. AND
THE CITY OF DOWNEY FOR ELECTRONIC PATIENT CARE REPORTING
EXECUTIVE SUMMARY
The City Council will consider approving a service renewal agreement between Digital EMS Solutions, Inc. and the City of Downey for electronic patient care reporting. By renewing the agreement, the City will maintain compliance with the Health Insurance Portability and Accountability Act (HIPAA) and continue to provide paperless patient care reporting.
RECOMMENDATION
That the City Council:
1. Approve the Digital EMS Subscription Agreement, with Digital EMS Solutions, Inc., for electronic patient care reporting for three (3), one (1) year terms beginning on July 1, 2026, for a total contract amount of $145,454 ($48,484 per year); and,
2. Authorize the City Manager, or his designee, to execute the Digital EMS Subscription Agreement.
BACKGROUND
In 1996, the Health Insurance Portability and Accountability Act (HIPAA) was enacted, establishing record-keeping requirements that applied to all entities that collected and used sensitive medical information for patient treatment.
As HIPAA requirements evolved, many governmental agencies began mandating electronic/digital (paperless) patient care reporting for first responders. The Los Angeles County Department of Health Services mandated electronic patient care reporting (ePCR) by 2015.
As a result of the mandate, the Downey Fire Department coordinated with other Area E Fire Departments to establish guidelines and requirements to meet the data collection and reporting needs of all Fire Departments in the area. A request for proposals was established, and Digital EMS Solutions Inc. was awarded separate contracts by each Fire Department to provide ePCR services starting April 1, 2014, meeting the mandated deadline.
Digital EMS Solutions Inc. provides ePCR services to Fire Departments in Los Angeles County, including Area E Fire Departments, through their Medic Clipboard software. Medic Clipboard meets HIPAA requirements by using a password-protected login to access the system and by enabling secure electronic information transfer to hospitals.
ANALYSIS
By renewing the agreement with Digital EMS Solutions Inc., the City would be entering into a three (3) year agreement by which the Fire Department would maintain seamless electronic patient care reporting while also maintaining interoperability and compatibility among the other Area E Fire Departments who use Digital EMS Solutions Inc. as their ePCR software provider.
CITY COUNCIL PRIORITIES
Efficiency & Adaptability
Safety & Infrastructure
FISCAL IMPACT
Approval of the recommended actions will result in an expenditure of $38,399 as proposed in the Fiscal Year 2026– 2027 operating budget. Each additional year of the three‑year term will cost $48,484, and the total cost of the renewal will be $145,454.
Attachments
Attachment A: City of Downey Schedule P Renewal
Digital EMS Solutions Inc.
April 01, 2026
Schedule P
City of Downey
Fire Department
- Schedule P Renewal -
Prepared For: City of Downey, on behalf of the Downey Fire Department Proposal Valid: April 01, 2026 to July 01, 2026
Contract Term: July 01, 2026 to June 30, 2029
Subscription Fees & Projected Cost
Medic Clipboard Subscription Fees
July 01, 2026 to June 30, 2027 (System Activation / Go Live)
Description
Standard
Rate
Discount
Rate
Projected
PPU Fee
The projection for the price per incidents
uploaded (PPU) is based on uploads from 07-01-
2025 to 03-15-2026. This does not include any
potential credit or additional PPU charges
that may be incurred from current contract.
$5.75 per
PPU
$5.00 per
PPU
9,324 $46,620.00
Description Rate Term Quantity Fee
Faxing (Optional) $.10 per
PPU
1 Year 9,324 $932.40
Grand Total $47,552.40
Medic Clipboard Subscription Fees Projection
July 01, 2027 to June 30, 2028 (System Activation / Go Live)
Description
Standard
Rate
Discount
Rate
Projected
PPU Fee
Price per incident uploaded (PPU)
$5.85 per
PPU
$5.10 per
PPU
9,324 $47,552.40
Description Rate Term Quantity Fee
Faxing (Optional) $.10 per
PPU
1 Year 9,324 $932.40
Grand Total $48,484.80
Medic Clipboard Subscription Fees Projection
July 01, 2028 to June 30, 2029 (System Activation / Go Live)
Description
Standard
Rate
Discount
Rate
Projected
PPU Fee
Price per incident uploaded (PPU)
$5.95 per
PPU
$5.20 per
PPU
9,324 $48,484.80
Description Rate Term Quantity Fee
Faxing (Optional) $.10 per
PPU
1 Year 9,324 $932.40
Grand Total $49,417.20
Attachment A
Docusign Envelope ID: B939879E-09BF-8DE6-80D0-0CDAF9132D54
Digital EMS Solutions Inc.
April 01, 2026
Schedule P
City of Downey
Fire Department
- Schedule P Renewal -
Prepared For: City of Downey, on behalf of the Downey Fire Department Proposal Valid: April 01, 2026 to July 01, 2026
Contract Term: July 01, 2026 to June 30, 2029
The Schedule P Renewal subscription fee schedule is a component of the Subscription Agreement. All fees will be invoiced in July of each year of the agreement according to the timeframe indicated in the schedule.
The undersigned agrees to the terms identified in the Schedule P Renewal subscription fee schedule.
City of Downey Digital EMS Solutions Inc.
_______________________________________________________________ _______________________________________________________________ Authorized Customer Signature / Date Authorized Digital EMS Solutions Inc. Signature / Date
_______________________________________________________________ _______________________________________________________________ Printed Name / Title Printed Name / Title
ATTEST:
By: __________________________________________
Maria Alicia Duarte, CMC City Clerk
APPROVED AS TO FORM:
By: __________________________________________
John Funk, City Attorney
06/01/2026
Ricky Olivarez, CEO
Docusign Envelope ID: B939879E-09BF-8DE6-80D0-0CDAF9132D54