City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-02068 1/7/2025 Consent Item 10.
Contract Amendment: Subscription and Support Services of Sansio Health EMS System [Two- Thirds Vote Required]
File ID: 2024-02068
Location: Citywide
Recommendation: Pass a Motion: 1) increasing the not-to-exceed contract amount to $519,216 for HealthEMS with Sansio through June 30, 2025; 2) suspending competitive bidding by a two-thirds vote of the City Council in the best interests of the city; and 3) authorizing the City Manager or the City Manager’s designee to execute the specified contract supplement above.
Contact: David Charron, Assistant Chief, (916) 808-2250, [email protected], Fire Department
Presenter: None
Attachments:
1-Description/Analysis
2-Sansio Contract Supplement
Description/Analysis
Issue Detail: On June 30, 2020 Council awarded a HealthEMS Master Software Licensing Agreement (“the Agreement”), incorporated by reference, to Stryker Sales Corporation for the use of the HealthEMS ePCR system, including subscription and support services, through June 30, 2025, for a total expenditure not-to-exceed amount of $335,651 under File ID 2020-00692 and Motion No. 2020-0173.
In May 2022, an assignment of contract was executed to transfer from Stryker to Sansio under contract number 2020-1482-01 for the continual need for the use of this system. This system meets the unique needs and operations of the SFD Emergency Medical Services (EMS). In addition, it meets the need to stay compliant with the requirements set by the County, State, and Federal EMS regulations. Supplement No. 2 increased the not-to-exceed amount from $335,651 to $369,216 pursuant to the City Manager’s unilateral statutory authority under Sacramento City Code section
3.56.290(A)(2) to increase the contract amount by up to 10% of the Council approved amount.
File ID: 2024-02068 1/7/2025 Consent Item 10.
On September 30, 2024, SFD sent a 30-day notice of termination to Sansio and C T Corporation System as Sansio’s California agent for service of process via registered mail. SFD is no longer supporting the FDM Records Management System, and to maintain uniformity throughout the department, the entire operation is transferring to ImageTrend. With the transition the HealthEMS ePCR system is not supported and is no longer needed by the department. Staff is requesting to increase the current not-to-exceed contract amount by $150,000 from $369,216 to $519,216 to cover the data export fee that is required when terminating the contract. SFD taking possession of exported HealthEMS ePCR data from Sansio on SFD’s EMS patients is necessary for City of Sacramento to continue to satisfy federal, state, and local legal requirements regarding retention of patient records as an EMS provider.
Policy Considerations: This council report is requesting an increased not-to-exceed amount requiring council approval per the City of Sacramento Charter 3.56.090, all contracts for supplies or nonprofessional services involving an expenditure of $250,000 or more shall be awarded by the City Council. Such contracts shall be formal written agreements executed by the city manager on behalf of the city. The signature by the city manager constitutes his or her certification that there remains unexpended and unapplied balances of the appropriations or funds applicable to the contract sufficient to pay the estimated expense of executing the contract.
The recommendations in this report are in accordance with provisions of the City Code Section
3.56.230(C), which explains a two-thirds vote by the Council is required to suspend competitive bidding for any purchase or contract, and City Code Section 3.56.090, which requires Council approval for any contracts over $250,000.
Economic Impacts: None.
Environmental Considerations: Ongoing administrative maintenance activities, such as purchases of supplies, equipment or materials which are not made for purposes of a public construction project, do not constitute a “project” and are exempt from the California Environmental Quality Act (CEQA) CEQA Guidelines, Section 15061(b) (3), 15378(b) (2).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rational for Recommendation: SFD is no longer supporting the FDM Records Management System and to maintain uniformity throughout the department the entire operation is transferring to ImageTrend. With the transition the HealthEMS ePCR system is not supported and is no longer needed by the department. Staff is requesting to increase the current not-to-exceed contract amount by $150,000 from $335,651 to $485,651 to cover the required data export fee when terminating the contract.
File ID: 2024-02068 1/7/2025 Consent Item 10.
Financial Considerations: Sufficient funding is available in the Fire Department’s Fiscal Year (FY) 2024/25 operating budget to make purchases through June 30, 2025.
Purchases made after June 30, 2025 are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Sansio is not an LBE. The minimum LBE participation requirement is waived as the City has suspended competitive bidding and utilized an alternate procurement method to select a vendor(s).
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Health EMS Date: 12/02/2024 Purchase Order #: Supplemental Contract No.: 03
The City of Sacramento ("City") and Sansio, Inc("Contractor"), as parties to that certain Non-Professional Services Agreement designated as Contract Number 2020-1482, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows:
1. The Scope of Services specified in Exhibit A of the Contract is amended as follows:
Amend contract to include the attached data export amendment as part of Exhibit A .
2. In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased/decreased by 33,565.00, and the Contract’s maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount: $335,651.00
Net change by previous supplemental contracts: $33,565.00 Not-to-exceed amount prior to this supplemental contract: $369,216.00 Increase/decrease by this supplemental contract: $150,000.00 New not-to exceed amount including all supplemental contracts: $519,216.00
3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of other services by Contractor.
4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.
5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract.
[SIGNATURES ON FOLLOWING PAGE]
Agency Name:
Contact Name:
Contact Phone:
Contact Email:
Customer Information
HealthEMS
Data Export
Amendment
Proposal Date:
Proposal ID:
Proposal Expiration Date:
Prepared by:
Support Ticket #:
sansio
Services
Authorized Customer Signature Authorized Sansio Signature Printed Name:
Title:
Date:
Printed Name:
Title:
Date:
Additional Information
11/10/2024
N/A
12/10/2024
Todd Blomfelt
N/A
City of Sacramento Fire Department
David Charron
916.767.2250
[email protected]
HealthEMS One-Time Data Export (958,188 records @ 0.16/record) Early Termination Fee
Early Termination Fee Discounted
$153,310.08
$6,167
-$6,167
$153,310.08