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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Amendment of Professional Services Agreement with Digital EMS Solutions Inc., to provide Electronic Patient Care Reporting System (ePCR) services to the Fire Department
1. Motion Authorizing the City Manager to amend the current agreement to extend the term and for the life of the software, so long as the funds have been approved in the annual budget plan (Contract No. C105518B) between Digital EMS Solutions Inc. and the City of Glendale for the renewal of ePCR services.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for November 28, 2023 calendar
EXECUTIVE SUMMARY
Maintaining ePCR services with Digital EMS Solutions Inc. remains the most cost- effective option currently. Seeking another vendor would require additional fees for training fire personnel, purchase of additional hardware, fees associated with billing company interface and costs for Computer Aided Dispatch (CAD) interface connectivity.
For these reasons staff recommends amending the current agreement (Contract No.
C105518B).
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RECOMMENDATION
Approve a motion authorizing the City Manager or his designee to execute an amendment extending the current agreement with Digital EMS Solutions Inc. for the provision of ePCR services to the Fire Department for the life of the software, so long as the funds have been approved in the annual budget plan.
ANALYSIS
The Glendale Fire Department and Glendale Information Technology Department (ITD) have found the Digital EMS Inc. system has streamlined our billing and revenue recovery timeline through the rapid processing of forms and easy to use drop down menu options.
Additional benefits we receive from this system include customized reporting and data extraction developed according to our request. This customization has enabled the EMS Section and Nurse Educator to customize training and quality assurance specific to individual personnel needs. The Digital EMS Solutions system has significantly reduced overall administrative hours required for billing, compilation, statistical performance analysis including fulfilling key performance indicators (KPI).
STAKEHOLDERS/OUTREACH
N/A
FISCAL IMPACT
Annual maintenance, support, updates, upgrades, and licensing fees are based on a projected price per unit (PPU) and are adjusted upwards or downwards depending on the actual amount of patient care records incurred. Fees below include costs associated with faxing which is estimated to be $1,000 per year. Invoices are processed and paid for by Information Technology Department and amounts are cost allocated to the Fire Department EMS budget.
The amendment to the ePCR contract is estimated to cost $90,647, which was a part of the approved FY 23-24 Information Technology Department budget. No new appropriation is being requested at this time. The funds for continued maintenance, support, updates, upgrades, and licensing of the software for the life cycle of the product will continue to be annually budgeted within the ITD Applications Fund and requested to be approved as part of the annual citywide budget process. The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$ 90,647 GL: 43110-6040-ISD-5502-P0000- Information Technology Applications Fund
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ENVIRONMENTAL REVIEW (CEQA/NEPA)
The extension of the existing contract with Digital EMS Solutions Inc. is exempt from environmental review because it can be seen with certainty that the award of a contract for ePCR services would not have any effect on the environment, pursuant to CEQA Guidelines Section 15061(b)(3).
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit #, in accordance with the City Campaign Finance Ordinance No. 5744.
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit #, in accordance with the City Campaign Finance Ordinance No. 5744.
Officers of Digital EMS
Full Name Title Address City State Zip
Ricardo Olivarez CEO 34 Savona Walk Long Beach CA 90803 Van Mark Madrigal CFO 34 Savona Walk Long Beach CA 90803 Ricardo Olivarez
Van Mark Madrigal
Mallory Olivarez
Joyce Madrigal
BoD 34 Savona Walk Long Beach CA 90803
Subcontractors of Digital EMS Solutions Inc.: Saritasa LLC Full Name Title Address City State Zip
NA Chairperson
Nik Froehlich CEO 20411 SW Birch STE 330 Newport Beach CA 92660 Dmitry
Semenov
CTO 20411 SW Birch STE 330 Newport Beach CA 92660
Jeff Lenardson CFO 20411 SW Birch STE 330 Newport Beach CA 92660 NA BoD
Ownership Interest in more than 10%
Full Name Title Address City State Zip
Ricardo Olivarez CEO 145 Cottonwood Cove Dr Diamond Bar CA 91765 Mallory Olivarez BoD 145 Cottonwood Cove Dr Diamond Bar CA 91765
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not authorize amendment with Digital EMS Solutions Inc., to provide ePCR services to the Fire Department.
Alternative 2: The City Council may consider any other alternative not proposed by staff. 4{{section.number}}e
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ADMINISTRATIVE ACTION
Submitted by:
Greg Fish, Acting Fire Chief
Prepared by:
Todd Tucker, Battalion Chief
Hagop Hovsepian, Assistant Chief Information Officer
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
N/A.