Report Prepared by: Janet German, Management Analyst, Fire Department
Title
SUBJECT: Approval of a First Amendment to the Software Licensing Agreement with Sansio HealthEMS for the Integration of Cardiac Monitors, in an Amount not to Exceed $3,215 (10% Contingency Included) for a Total Contract Amount not to Exceed $125,357
REPORT IN BRIEF
Considers approving a First Amendment with Sansio Inc. for their HealthEMS Master Software Licensing Agreement in an additional amount not to exceed $3,215 (10% contingency included) for a total contract amount not to exceed $125,357.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a First Amendment to a Software Licensing Agreement with Sansio Inc. for purchase of Sansio’s HealthEMS Master Software Licensing Agreement, with four one-year renewals, for a total amount not to exceed $125,357 over the 5-year period; and,
B. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff; or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Merced Municipal Code
• The Charter, Article II-Power of City, Sec. 200-Powers
• The Charter, Article XI-Fiscal Administration, Section 1105-Budget-Appropriations
• The Charter, Section 3.04.210 - Exemptions from competitive bidding
• California Health and Safety Code, Division 2.5, Chapter 4, Article 1, Section 1797.227
• California EMS Information System (CEMSIS)
• National EMS Information System (NEMSIS) California Code of Regulations, Title 22, Division 9, Chapter 2, §100057.2
• California Code of Regulations, Title 22, Division 9, Chapter 2, §100062(d)
• California Code of Regulations, Title 22, Division 9, Chapter 4, §100170(a)(6)
• California Code of Regulations, Title 22, Division 9, Chapter 4, §100171(e)
• California Code of Regulations, Title 22, Division 9, Chapter 12, §100402(a)(1)(C)
• California Code of Regulations, Title 22, Division 9, Chapter 12, §100404(a)(1)(C)
• California Health and Safety Code §13110.5 and HSC 1797.102
CITY COUNCIL PRIORITIES
Public Safety as provided for in the FY 25/26 budget priorities.
DISCUSSION
Background
On May 15, 2023, City Council awarded a five (5) year Master Software Licensing Agreement with Sansio for use of their HealthEMS ePCR system, including subscription and support services, through May 15, 2028, for a total expenditure not to exceed $122,142.
The HealthEMS ePCR System is a cloud-based, all-in-one electronic patient care reporting software solution for emergency responders. HealthEMS ePCR, enables fire department personnel to improve their clinical, operational, and regulatory performance.
The agreement renews annually unless terminated by either party with a minimum of 30-day notice. Sansio’s unique software features has greatly helped with providing the best care for patients. With the expansion of our EMS and continually wanting to give the best care for patients the department’s upgrade from its LIFEPAK 15 monitor/defibrillators to a LIFEPAK 35 monitor/defibrillator has necessitated new ECG integrations, which will increase our annual fees, therefore we are proposing an amendment, which will renew annually with the agreement for the remaining contract’s remaining four-year term.
The ePCR agreement contains four one-year renewals with this being its second year. The agreement auto renews annually unless either party cancels within a stipulated time frame. The projected financial impact is reflected below:
|
Year |
Approved by City Council on 05/25/23 |
1st Amend. Increase |
1st Amend. Plus 10% Contingency |
Proposed Total After 1st Amend. and 10% Contingency |
|
Yr 1 |
$ 29,618 |
$ 0 |
$ 0 |
$ 29,618 |
|
Yr 2 |
$ 21,534 |
$ 0 |
$ 0 |
$ 21,534 |
|
Yr 3 |
$ 22,563 |
$ 1,066 ($205 + $861) |
$ 1,173 |
$ 23,736 |
|
Yr 4 |
$ 23,646 |
$ 905 |
$ 996 |
$ 24,642 |
|
Yr 5 |
$ 24,781 |
$ 951 |
$ 1,046 |
$ 25,827 |
|
TOTAL |
$122,142* |
$ 2,922* |
$ 3,215* |
$125,357* |
*Differences due to rounding.
IMPACT ON CITY RESOURCES
The contract for Sansio with the ECG Integration would exceed the threshold of $122,142 by $3,215. With the new amount not to exceed $125,357 (including 10% contingency) and staff will return to City Council with a request to terminate or renew the Master Subscription and License Agreement prior to Year 5. Future contract costs will be included in the annual City Budget process.
Funding for the additional amount is available withing the adopted FY 25-26 budget. All future year original and amended costs will be included in the annual budget process.
ATTACHMENTS
1. Sansio HealthEMS Subscription Amendment & Original Agreement