Biekarat
City of Richmond
Sole Source Justification
THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE Contact the Purchasing Division and discuss your rationale before completing this form. If Purchasing can help you make this a competitive purchase, then this form will not be required.
Attach this completed/approved form to requisitions when competitive quotes/bids/proposals are not solicited (Required for requisitions > $3,000)
Requested Sole Source Supplier:
Company Name: Image Trend Contact Name: Jason Spanier
Address: 1305 Corporate Center Drive, Suite 500
City: Eagan State: MN Zip Code: 55121
Phone Number (952) 469-1589 E-Mail [email protected] Duration of Contract: 3 years, with two (2) one-year option to extend Estimated Cost: $ 200,000 Funding Source (Account String) IBD Is the product/service IT related? Yes_ X_No_ If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes No For Product: Does the manufacturer sell the items) through distributors? Yes No Description of Product or Service:
Describe the full scope of work or service contemplated including installation if required; items should include brand, model and part number if applicable; (if additional space is needed, include them in a separate page) ImageTrend ("Vendor") will provide services for the Richmond Fire Department's record management system. The vendor will provide its Elite for Rescue service package, which will include: Incident Documentation, Data Analytics, Personnel Management, Operations, and Billing.
This service package is necessary for incidents and emergency medical services reporting that the department needs to complete. See the attached Elite Rescue document.
Sole Source Rationale: PLEASE ANSWER ALL THE FOLLOWING QUESTIONS: Explain why the recommended company is the only company that can meet the requirement. Address the following: Are there any other companies who can do this job? What condition (e.g. technological superiority, or performance risks, etc.) exists so that the recommended company has a significant advantage over any other company who can do this job? It is important to sufficiently address the key reason for awarding an order/contract without soliciting competitive bids. The rational must be clear and convincing, avoiding generalities and unsupported conclusions.
See supplemental page.
(if additional space is needed, include them in a separate page) Page | 1 Sole Source Form - Rev. May 12, 2016
Complete the following checklist
A specific contractor is the only source of the required item because (check all that apply):
The required items are proprietary to the Contractor, and contractor solely transacts (sells) direct to the customer. (There are no dealers or distributors for contractor).
The required items are proprietary to the Contractor, and contractor does not sell direct to the customer. Contractor solely distributes the item or service through only one dealer or distributor in the United States. (There are no dealers or distributors for contractor).
Note: If item or service is available from more than one source, the item or service may be treated as proprietary, but must be competitively solicited from multiple (two or more) sources.
A specific item is needed:
To be compatible or interchangeable with existing hardware As spare or replacement hardware For the repair or modification of existing hardware Federal or state grant names vendor as condition of funding. (Attach copy of grant that names vendor)
There is a substantial risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process or the services sought). In a brief explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial risk.
The department's record management system (RMS) was implemented in the early 2000s and has reached the end of its life. The department must now replace its RMS to comply with local, state, and federal monitoring agencies. After extensive research, the department determined that there are no other vendors that combine fire and EMS RMS into one platform capable of site-to-site transfers to agencies with which the department has mutual aid agreements. In addition, other functions, such as contracts currently in place or planned with other vendors, will be consolidated, as ImageTrend will be able to provide these services.
Continuation of prior Work - Additional item, service or work required, but not known to have been needed when the original order was placed with vendor, and it is not feasible or practicable to contract separately for the additional need. Provide brief explanation and supporting evidence. (if additional space is needed, include them in a separate page) 2 | Page
I acknowledge the City's requirements for soliciting competitive quotes/bids for purchases over $3,000.00 and the criteria for justification for Sole Source purchases. I have gathered the required information, have made a concerted effort to review comparable/equal equipment/services (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.
FIRE
Requester Name and Tile: DEN MARN MARUELO, ADMIN SERVICES COOKDINATOK Note: Requester must be able to defend this justification.
Date: 4/9/2025 Phone: 510 307-8021
Department Director (Print) /TRON USOKI0 - Date: 4/9/225 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director
This r DATE: 61512028
APPROVED:
NOT APPROVED: COMMENTS:
City Manager City Clerk Attesting to Council Approval
(Under $10,000.00) (Over $10,000.00) (Copy of Minutes may be substituted) Note: Richmond Municipal Code Section 2.52.326 Sole Source Procurement requires final approval by the City Manager and/or City Council. Sole Source must be approved by Finance Director, PRIOR to Council Approval.
PROCEDURE
Sole Source purchase/service are exceptions to the normal bidding process and require a detailed justification. In processing Sole Source requests for supplies, services and/or equipment, the Purchasing Division adheres to and is governed by the principles set forth in City of Richmond Municipal Code Section 2.52.326 Sole Source Procurement.
If you are requesting a particular vendor, brand or product, you must make this fact clear on your Sole Source form.
Your request will then be restrictive and non-competitive, and will fall into a sole source category. If the sole source justification is approved, the requisition can be expedited without the normal bidding requirements.
Such a request should not be made unless you are confident that your request is reasonable and appropriately justified to meet the City's requirements and withstand any possible audit. The City's requirements and the format for submitting such requests are contained herein. Sole Source form must be signed by authorized department representative(s). The certification will remain on file for audit purposes.
The following factors DO NOT apply to sole source requests and should not be included in your sole source justification. They will not be considered and only tend to confuse the evaluation process.
1. Personal preference for product or vendor.
2. Cost, vendor performance, and local service (these are generally considered award factors in competitive bidding).
3. Features which exceed the minimum department requirements. 3 | Page
Sole Source Rationale
The Richmond Fire Department ("Department") explored vendors to replace its records management system. After extensive research, the department has determined that the services provided by Image Trend ("Vendor") are essential for the department's record management system ("RMS") and there are no other vendors that will be able to provide the service that its Elite for Rescue package offers as outlined hereto. In addition, several departments have sole-sourced the services of the vendor, such as the Livermore-Pleasanton Fire Department, Alameda County, and the El Cerrito Fire Department.
Below are some of the key facets of this sole source:
• ImageTrend's Elite for Rescue service package combines fire incidents and EMS (ePCR) into one platform.
• The services provided by the vendor meets the department's fire (NFIRS) and EMS (NEMSIS) reporting requirements for local, state, and federal monitoring agencies. • The vendor has already built out the necessary incident reporting requirements with the upcoming National Emergency Response Information System (NERIS) transition in 2026.
• The vendor has experience working with Mark43 CAD (City's Computer Aided Dispatch) which will allow for seamless integration and data transfer from dispatch to RMS.
• The services provided by the vendor include pre-plans, fire investigation (NFPA 921) and logs necessary for grants to the City (training logs, response times, out of service times etc.).
Besides the key facets listed above, the services provided by the vendor enable site-to- site transfers to neighboring agencies, such as El Cerrito and Con Fire, with whom we have mutual aid agreements. These transfers allow crews to easily send incident run forms from Richmond's RMS to other agencies using the same platform with a single click, eliminating redundant documentation during active calls.
Lastly, the department will be able to consolidate services currently contracted (or soon to be contracted) with multiple vendors into one system. This will eliminate the need for separate contracts (e.g., consultants or a GIS vendor for map-based incident reporting, where the public can view incidents plotted on maps). No other vendor can consolidate the required and ancillary systems the department needs to streamline data management and reduce the need for multiple contracts.
ImageTrend 9
ELITE™ FOR RESCUE
Incident Documentation
EMS documentation that is highly configurable for faster data collection Fire Documentation provides highly configurable, NFIRS/NERIS compliant data collection • Clinicians' portal for field crew documentation that provides offline EMS functionality and Cardiac Monitor import capabilities
• EKG Monitor Integration reduces documentation time and automatically embeds diagnostic quality EKG
Repeat Patient automation to reduce data entry
• Continuous Quality Improvement (CQI) to streamlined review for all call types with the ability to message crews within the module
• State NEMSIS Regulatory Reporting to ensure mandatory compliance • Hospital Hub Direct Distribution (HH) rapidly sends data to hospitals • Hospital interoperability integrates with hospital Electronic Health Record to send completed ePCR to the receiving facilities
• Advanced Scope/Optional Scope combines ePCR and critical care capabilities into one application
• Site to Site Transfers enable sending data between various Elite sites Data Analytics
Reporting tool that can schedule and report on all data elements EMS Analytics provides rapid insights from dashboards and automatic alerts Individual crew score cards provides the ability to evaluate performance across various levels from providers to shifts
Fire Analytics provides rapid insights from dashboards and automatic alerts Prebuilt fire accreditation reporting to track progress towards accreditation Personnel Management
• Users and permissions provides unlimited permission groups to control who/when/where in operations
Training and Activities repository to centralized tracking of all the crew's programs Operations
Visual Pre Plans (VPP), the fastest pre-incident planning process that works across any device and quickly distributes critical information via dispatch.
Inventory management to track and organize all equipment/apparatus in a centralized location Checklists to track recurring tasks to be completed and documented Locations, Occupants, Inspections (LOI) collects important data on locations and occupancies to create pre-plans and issue inspections
Offline fire inspections offer uninterrupted inspections regardless of facility limitations Hydrants documentation to track testing/location for hydrants within the jurisdiction Fire Investigations documentation that is NFPA 921 compliant $ Billing
• Single Billing Export automatically sends the completed ePCR to the billing company 1-888-469-7789 | www.lmageTrend.com/Elite-Rescue ImageTrend @20/5 ImageTero. CAl rgnte mese voc. JAN2025
ImageTrend °
Date: 4/18/2025 Account Name: Richmond Fire Department Remit To: ImageTrend, LLC Account Executive: Jason Spanier 440 Civic Center Plaza 1305 Corporate Center Drive, Ste 500 Richmond, CA 94804 Eagan, MN 55121
Phone: 952-469-1589
Email: [email protected]
Billing Frequency | Renewal Type Escalator (%) Item Name Quantity FY25 Cost FY25 Total FY26 Cost FY26 Total FV27 Cost FY27 Total One Time N/A 0% Onsite Training Session - 8 Hours $1,800.00 $5,400.00 One Time N/A 0% Travel $1,750.00 $1,750.00
One Time N/A 0% Modules Setup & Implementation $225.00 $675.00 One Time N/A 0% Elite Rescue Premier - Setup & Implementation $12,800.00 $12,800.00 Annual Auto 7% CAD Distribution $3,500.00 $3,500.00 $3.745.00 $3,745.00 $4,007.15 $4.007.15 Annual Auto 7% Staffing Solution Integration $3,500.00 $3,500.00 $3,745.00 $4,007.15$4,007.15 Annual Auto 7% Elite Rescue Premier- Saas $51,200.00 $51,200.00 $54,784.00 $54,784.00 $58,618.38 S58,618.68 [FY25 Tofat: | 378,25.00JFY26 Total: | 362.27.00/FY27 Total: 866.633.18 Business Private
I.T. - RELATED PURCHASES AUTHORIZATION
Form must be fully completed and signed prior to information technology related purchases Date 04/16/25
Requested Vendor Den Mark Marcelo
Vendor Address 1305 Corporate Center Drive, Suite 500
Eagan, Minnesota 55121
Jason Spanier
Contact Person
Email Address [email protected]
Phone No, 952, 469-1589 Fax #
Quantity Item Unit Price Total
1 First Year + Implementation Fee $ 80,000 $ 80,000
Om $40,000mm
2 subsequent Years (Year 2 8 3) $ 120,000
$ $
Total$ 200,000 om
Purpose
This section must be completed with respective price quote(s) included with form:
Richmond Fire Department records management system (RMS). During the department's preliminary meeting with the vendor togelher with Police IT, and Cily IT, it was discussed that the price will be not exceed $80,000 for the implementallon and fist year, then $ 6000 om for the subsequent years.
Requested by Den Mark Marcelo
Department Head IT Director
4/14/2125 5-29-25
Approval Date Approval Date
Information Technology Related - Purchase Form - Rev 5-2016