REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF THE INLAND COUNTIES EMERGENCY MEDICAL AGENCY
AND RECORD OF ACTION
June 23, 2020
FROM
THOMAS G. LYNCH, EMS Administrator, Inland Counties Emergency Medical Agency
SUBJECT
Title v
Contract with ImageTrend, Inc. for Electronic Patient Care Record Software Support
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of the Inland Counties Emergency Medical Agency, approve a new contract with ImageTrend, Inc., for Electronic Patient Care Record software support from July 1, 2020 through June 30, 2025, in the amount of $819,149.
(Presenter: Thomas G. Lynch, EMS Administrator, 388-5830)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The total expenditures over the contract period will not exceed $819,149 and are funded through the Fines and Forfeiture Trust Fund established in the Ambulance Performance Based Contract Program. Sufficient appropriation and revenue are included in the Inland Counties Emergency Medical Agency’s (ICEMA) budget for fiscal year 2020-21, and will be included in future recommend budgets.
BACKGROUND INFORMATION
ICEMA, as the local Emergency Medical Services (EMS) agency for San Bernardino, Inyo and Mono Counties, is responsible for providing overall systems management and evaluation of the EMS system. Since November 2011, ImageTrend, Inc. (ImageTrend) has been contracted by ICEMA for the purchase and support of the necessary hardware and software for an Electronic Patient Care Record (ePCR) system. The ePCR system offers increased efficiency and effectiveness of the EMS system and delivers real time patient care data for quality care and medical control. Additionally, the software provides integrated records management of web accessible ePCR data (including dispatch data, first responder and transporter patient care information) and automates the documentation process for all EMS providers allowing for mandated data reporting with the State EMS Authority and other covered providers as authorized by ICEMA. California Health and Safety Code, Section 1798, requires local EMS agencies to maintain medical control through established policies/procedures, as well as through the collection, maintenance and evaluation of patient care records.
On June 26, 2018, the Board approved Amendment No. 4 to contract No. 11-810 with ImageTrend, Inc. extending the term from July 1, 2018, to June 30, 2019, for (ePCR) software support while ICEMA and ImageTrend completed negotiations to establish a new consolidated multiple year contract.
ImageTrend has met all performance requirements in the contract. The software has proven to be an invaluable asset and the hardware and software continue to meet the needs of ICEMA by providing state of the art data collection. The entire ePCR infrastructure now serves as the data repository of the State of California EMS Authority.
ICEMA intends to continue using this ePCR system well into the future thus providing for the safety, health and social services needs of county residents and operating in a fiscally-responsible and business-like manner by capitalizing on the considerable software and hardware investment made by ICEMA.
PROCUREMENT
As the result of a competitive process, on November 15, 2011 (Item No. 72), the Board approved Contract No. 11-810 with ImageTrend, Inc. in the amount of $616,840, for the purchase and support of the necessary hardware and software for an ePCR system for the period of November 15, 2011 through October 31, 2014. On October 21, 2014 (Item No. 56), the Board approved Amendment No. 1 to Contract No. 11-810 with ImageTrend, Inc. for ePCR software support, at an additional cost of $154,240, and extended the termination date of contract from October 31, 2014, to October 31, 2016. On November 1, 2016 (Item No. 62), the Board approved Amendment No. 2 to Contract No. 11-810 with ImageTrend, Inc. for ePCR software support, at an additional cost of $95,580, and extended the termination date of contract from November 1, 2016, to April 30, 2017. On May 2, 2017 (Item No. 71), the Board approved Amendment No. 3 to contract No. 11-810 with ImageTrend, Inc. for ePCR software support, at an additional cost $172,200 and extended the termination date of contract from May 1, 2017 to June 30, 2018. On June 26, 2018 (Item No. 74), the Board approved Amendment No. 4 to contract No. 11-810 with ImageTrend, Inc. for ePCR software support, at an additional cost $172,200 and extended the termination date of contract from June 30, 2018 to June 30, 2019. On June 25, 2019 (Item No. 63), the Board approved Amendment No. 5 to contract No. 11-810 with ImageTrend, Inc. for ePCR software support, at an addition cost
The Purchasing Department concurs with the non-competitive nature of this extension exists to allow for a new negotiated multiple year contract as the software is proprietary to the hardware, which is why this is non-competitive.
County Policy 11-04 requires Board of Supervisors approval for services in excess of $100,000.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (John Tubbs II, Deputy County Counsel, 387-3203) on June 1, 2020; Risk Management (LeAnna Williams, Risk Assessment Officer, 386-8623) on June 5, 2020; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on June 11, 2020; Finance (Carl Lofton, Administrative Analyst, 387-5404) on June 9, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on June 9, 2020.