City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00986 8/22/2023 Consent Item 8.
Cooperative Agreement: Purchase and Implementation of a Records Management System for the Sacramento Fire Department
File ID: 2023-00986
Location: Citywide
Recommendation: Adopt a Resolution authorizing the City Manager or the City Manager’s designee to: 1) approve the use of cooperative purchase agreement with National Association of State Procurement Officials (NASPO) ValuePoint agreement ADSPO16-130651 with Software House International (SHI) for the purchase of ImageTrend, Inc software licenses, support, and implementation services for an annual amount not to exceed $700,000; 2) approve a Master Software and Services Agreement with ImageTrend, Inc. that provides the software terms and conditions and service levels for the implementation of a Records Management System for the Fire Department; and 3) transfer up to $550,000 from the Intergovernmental Transfer commitment of General Fund Balance (Fund 1001) to the Fire Department’s Data Management Division (Fund 1001, Dept ID: 12001041) for the initial purchase of the software.
Contact: Anne Iturraran, Fire Administrative Manager, (916) 808-0452, [email protected], Fire Department
Presenter: None.
Attachments:
1-Description/Analysis
2-Resolution
3- Master Software and Services Agreement with ImageTrend, inc.
Description/Analysis
Issue Detail: ImageTrend, Inc is a software development company specializing in database-driven solutions for emergency services. With the use of ImageTrend, Inc staff will be able to capture, report effectively and comprehensively, EMS, Fire, Prevention, Critical Care, Telehealth, and Community Health data. It captures and reports data quickly and accurately, allowing administrators and field users to make better decisions and improve outcomes.
ImageTrend, Inc provides better data flow as it integrates seamlessly with our current Computer-
File ID: 2023-00986 8/22/2023 Consent Item 8.
aided dispatch (CAD) and with local hospitals. On the EMS care side, this software program will be able to send electronic Patient Care Reports (ePCRs) to hospitals, reducing the time it takes to hand off a patient to the hospital. The software allows the Sacramento Fire Department (Department) to receive incoming data from our neighboring agencies while on a call. Additionally, the software allows our Department to export billing information to our established medical biller for faster revenue recovery. In addition, ImageTrend software produces data for the National Emergency Medical Service Information (NEMSIS) and National Fire Incident Reporting System (NFIRS), a standard compliance for all fire agencies.
ImageTrend, Inc offers EMS patient lookup in the field, Telehealth, community paramedicine, billing insurance information, viewable notifications of outcomes, and is connected our healthcare system.
ImageTrend software is easy-to-use, efficient, and has flexible capabilities. ImageTrend, Inc has become our region's standard records management and ePCR system. ImageTrend is used by neighboring agencies like: County of Sacramento, Sacramento Metropolitan Fire District, Cosumnes Community Services Fire District, County of Eldorado, and the Sacramento Local Emergency Medical Service Agency (LEMSA), to name a few. Without purchasing and utilizing ImageTrend software, our Department, while in emergencies, cannot quickly transfer data between our neighboring emergency personnel and hospitals timely. The Department has identified funds available in the Intergovernmental Transfer (IGT) commitment of the General Fund balance (Fund 1001) to make the necessary initial software purchase.
The purchase and implementation of ImageTrend software will provide a more robust records management system (RMS) for the Department and provides many key factors our current RMS vendor cannot provide. This includes but is not limited to:
· One-stop shop for all Fire, EMS, and Prevention reporting. · The only provider that provides NFIRS Compliant Data Reporting automatically. · Provides a robust and ease-of-use reporting system for Fire, EMS, and Prevention data. · The program will allow the Department to create and track daily, monthly, and yearly checklists for all programs (Apparatus checks, permits, inspections, investigations, etc). · Interconnectivity with our neighboring agencies and hospitals which will provide faster data transfer and service to our community.
· Already established API or Business Associate Agreements with hospitals, Sacramento Fire/EMS dispatch center, and neighboring fire agencies. · Shorten the implementation period as policies, procedures, and Fire and EMS services protocols have already been established with ImageTrend throughout the County.
Policy Considerations: The recommendations in this report are in accordance with City Code: 1) section 3.56.240 which authorizes the City Manager, where advantageous to the City, to utilize cooperative purchasing agreements to purchase supplies or nonprofessional services through contracts of other governmental jurisdictions or public agencies without separate competitive bidding by the City; 2) section 3.56, Purchasing of Supplies and Services; and 3) section 3.56 and 3.64
File ID: 2023-00986 8/22/2023 Consent Item 8.
concerning Council approval of agreements that are $250,000 or more.
Economic Impacts: None.
Environmental Considerations: This report concerns administrative activities that do not constitute a "project" as defined by section 15378 of the California Environmental Quality Act (CEQA) Guidelines and is otherwise exempt pursuant to sections 15061(b)(3); 15378(b)(2).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement approach increases pricing competitiveness and lowers operating costs through volume purchasing. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract. It is often more cost-effective to eliminate the cost and time spent on these administrative processes and purchase items and services through a cooperative purchasing program. The City has used both regional and national cooperative purchasing agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments and the Procurement Services Division to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for the City.
Additionally, staff identified two suppliers authorized to resell ImageTrend software under competitive bid/cooperative purchase agreements. One of the suppliers is authorized to resell ImageTrend software products under the OMNIA Partners agreement and the other under NASPO ValuePoint. Of the two quotes received, Software House International (SHI) was the lowest responsible quote that met the department’s requirements.
Financial Considerations: Staff recommends that Council award a one-year contract, for the initial software license purchase and implementation services for an amount not-to-exceed $700,000.
To fully fund the contract, the Department has identified funds available in the Intergovernmental Transfer (IGT) commitment of the General Fund balance (Fund 1001) to make the necessary initial software purchase and is requesting council to approve the authority to transfer up to $550,000 from the IGT commitment to the Departments Data Management division. Purchases after FY 2023/24 on this contract is subject to the available approved funding.
Staff will return back to Council for future software license and maintenance renewals.
File ID: 2023-00986 8/22/2023 Consent Item 8.
Local Business Enterprise (LBE): The City’s LBE program does not apply to cooperative purchasing agreements that result from another public agency’s competitively-bid process.
Background: The use of cooperative purchasing agreements maximizes cost savings and staff resources by sharing contracting and purchasing efforts with other government agencies. Utilizing cooperative purchasing agreements is advantageous to the City because it provides an opportunity for the City to obtain lower pricing through volume purchasing. Below is a brief explanation of the NASPO ValuePoint agreement that will be used to complete the purchase with ImageTrend.
NASPO ValuePoint is a national cooperative purchasing program facilitating public procurement solicitations and agreements using a lead-state model and provides the highest standard of excellence in public cooperative contracting. NASPO ValuePoint is available to public agencies and is a program under National Association of State Procurement Officials that is made up of the directors of the central purchasing offices of the 50 states, District of Columbia, and territories of the United States.
RESOLUTION NO.
Adopted by the Sacramento City Council
August 22, 2023
COOPERATIVE AGREEMENT: PURCHAES AND IMPLMENTATION OF A
RECORDS MANAGEMENT SYSTEM FOR THE SACRAMENTO FIRE
DEPARTMENT
BACKGROUND
A. The City of Sacramento Fire Department (Department) is in need of upgrading their records management system. Through research and comparison of record management systems available the City of Sacramento Fire Department has identified that Image Trend, Inc. is best system for the City.
B. Image Trend, Inc. provides a better data flow as it integrates seamlessly with our current Computer-aided dispatch (CAD) and local hospitals. On the EMS care side, this software program will be able to send electronic Patient Care Reports (ePCRs) to hospitals, reducing the time it takes to hand off a patient to the hospital. The software allows the Department t o receive incoming data from our neighboring agencies while on a call. Additionally, the software allows the Department to export billing information to our established medical biller for faster revenue recovery. In addition to offering National Emergency Medical Service Information (NEMSIS) version 3 data and National Fire Incident Reporting System (NFIRS), a standard compliance for all fire agencies.
C. The use of cooperative purchasing agreements maximizes cost savings and staff resources by sharing contr acting and purchasing efforts with other government agencies. Utilizing cooperative purchasing agreements is advantageous to the City because it provides an opportunity for the City to obtain lower pricing through volume purchasing. Below is a brief explanation of the NASPO ValuePoint agreement that will be used to complete the purchase with Image Trend, Inc.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. The City Manager or the City Manager’s designee, authorized to approve the use of cooperative purchase agreement with National Association of State Procurement Officials (NASPO) ValuePoint agreement ADSPO16 -130651 with SHI for the purchase of Image Trend, Inc. software licenses, support, and implementation services for an annual amount not to exceed $700,000.
Section 2. The City Manager or the City Manager’s designee, authorized to approve a Master Software and Services Agreement with Image Trend, Inc. that provides the software terms and conditions and service levels for the implementation of a Records Management System for the Fire Department.
Section 3. The City Manager or the City Manager’s designee, authorized to transfer up to $550,000 from the Intergovernmental Transfer commitment of General Fund Balance (Fund 1001) to the Fire Department’s Data Management Division (Fund 1001, Dept ID: 12001041) for the initial purchase of the software.