(October 21, 2025)
Fire Department
DATE: October 21, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Aaron Osorio, Fire Chief
Rico Rincon, Deputy Fire Chief
Den Mark Marcelo, Admin Services Coordinator
Subject:
Contract with ImageTrend, LLC to provide Emergency
Medical Services Records Management System
FINANCIAL IMPACT: The proposed total three-year not-to-exceed cost of $228,126 is included within the approved Fiscal Year
2025-2026 Fire Department budget and will be budgeted
accordingly in subsequent fiscal year budgets (Account
String: 01204022-400209).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The department's record management system (RMS),
which was implemented in the early 2000s and has
reached its end of life. The department must now replace its RMS to comply with local, state, and federal
monitoring agencies. After extensive research, the
department determined that ImageTrend, LLC combine
fire and emergency medical services into one platform
and is capable of site-to-site transfers to agencies with which the department has automatic aid agreements.
AGENDA
REPORT
(October 21, 2025)
RECOMMENDED ACTION:
APPROVE a sole-source contract with ImageTrend, LLC
in an amount not to exceed $228,126, for a three-year
term effective October 22, 2025, through October 21,
2028, with a two-year extension option not to exceed an additional $160,000 for the extended term for emergency medical services records management system – Fire
Department (Chief Aaron Osorio 510-307-8021/Chief
Rico Rincon 510-307-8041/Den Mark Marcelo 510-307-
8038).
DISCUSSION:
The Richmond Fire Department’s ("Department") existing records management system (RMS) has reached its end of life. After an extensive review of available systems, the Department determined that ImageTrend, LLC ("Vendor") is one of the leading RMS providers capable of integrating both Fire and emergency medical services reports into a single platform. In addition, the system is capable of supporting site-to-site transfers to agencies with which the Department has automatic aid agreements, such as the El Cerrito Fire Department and Contra Costa County Fire Protection District.
ImageTrend, LLC
ImageTrend, LLC will provide a platform for the Richmond Fire Department’s fire and Emergency Medical Services (EMS) records management system (RMS). The vendor’s Elite for Rescue service package includes modules for incident documentation, data analytics, personnel management, operations, and billing. The vendor’s platform integrates fire incident reporting, electronic patient care reports (ePCR) and analytics into a single, unified system, eliminating the need for multiple logins across different platforms (Attachment 1).
Similarly, the services provided by the vendor are essential for fulfilling the Department’s reporting and compliance requirements related to fire and EMS incidents.
The vendor meets the reporting standards of the National Fire Incident Reporting System (NFIRS) for fire incidents and the National Emergency Medical Services Information System (NEMSIS) for EMS incidents, as required by local, state, and federal monitoring agencies. Additionally, the Vendor has already developed the necessary incident reporting capabilities to align with the upcoming transition to the National Emergency Response Information System (NERIS) in 2026.
Furthermore, ImageTrend, LLC supports integration with the City of Richmond’s Computer Aided Dispatch (Mark43) and enables site-to-site transfers with automatic aid agencies such as the El Cerrito Fire Department and the Contra Costa County Fire Protection District. This functionality allows for seamless data transfer, enabling crews to send incident run to other agencies using the same system with a single click while responding to the same incident. Consequently, ImageTrend is the only vendor that offers this level of integration with our existing Mark43 system and ensures full
(October 21, 2025)
interoperability with neighboring agencies, a sole-source procurement is necessary to maintain system compatibility and operational efficiency (Attachment 2).
The Elite for Rescue service package also includes critical features such as pre-incident planning, fire investigations in accordance with NFPA 921, as well as operational logs and reports required for grant compliance, including training records, response times, and out-of-service apparatus tracking. As a result, the Department will be able to consolidate services currently spread across multiple vendors into a single, unified system. This consolidation will eliminate the need for separate contracts, such as those with consultants or GIS vendors supporting map-based incident reporting. No other vendor offers the capability to integrate both the required and ancillary systems needed for the Department to streamline data management and reduce reliance on multiple third-party providers.
The Richmond Fire Department’s current RMS lacks several features needed to meet new compliance requirements and streamline multi-agency collaboration. A modernized RMS is necessary for data quality, operational efficiency, and regulatory compliance. In line with this, City staff recommends that City Council approve a sole source contract with Image Trend, LLC, in an amount not to exceed $230,000, for a three-year term, with a two-year extension option not to exceed an additional $160,000 for the extended term (Attachment 3).
SYNERGISTIC POLICIES:
The contract with ImageTrend, LLC aligns with the goals and priorities set by the City Council to improve public safety and enhance operational efficiency. The Department’s current Records Management System (RMS) will be phased out at the end of 2025, making the implementation of a new, compliant system both urgent and essential.
Maintaining an RMS is critical for meeting mandatory reporting requirements set by federal, state, and county EMS agencies, as well as other regulatory bodies.
Beyond compliance, the vendor provides advanced tools that support situational awareness during emergencies. With integrated data, incident documentation, and personnel management, the system provides immediate access to critical information enabling better decision-making. This enhanced visibility is necessary and an investment in protecting lives, property, community, and public safety infrastructure.
DOCUMENTS ATTACHED:
Attachment 1 – Elite for Rescue Service Package
Attachment 2 – Sole Source Justification
Attachment 3 – Standard Contract