Report Prepared by: Janet German, Management Analyst, Fire Department
Title
SUBJECT: Approval of the Purchase of ESO Solutions, Inc. Records Management System Software Via an Addendum to the Master Subscription and License Agreement for the “Electronic Patient Care Records” System, Approval to Waive the Competitive Bidding Requirement in Conjunction with the Previously Approved for Information Only Agreement Titled “Electronic Patient Care Records”, Authorization for Three Additional One-Year Renewals, and Approval to Terminate the Existing Agreement for the FireHouse Records Management System
REPORT IN BRIEF
Considers authorizing the purchase of ESO Solutions, Inc. records management system software via an Addendum to the Master Subscription and License Agreement for the “electronic Patient Care Records” system with an initial cost of $12,705, waiving the competitive bidding requirement in conjunction with the previously approved for information only agreement titled “electronic Patient Care Records” at a cost of $18,970 (cost borne by the County of Merced), authorizing three additional one-year renewals, and terminating the existing agreement for the FireHouse records management system.
RECOMMENDATION
City Council - Adopt a motion:
A. Authorizing the City Manager to terminate the existing software subscription with ESO Solutions, Inc.’s agreement for the FireHouse records management system, City Contract No. 300980;
B. Authorizing the City Manager to negotiate and execute an addendum to the Master Subscription and License agreement with ESO Solutions, Inc. at an initial cost of $12,705 for the purchase of ESO’s records management system (Fire incidents CAD Integration, fire incidents, inspections, properties, activities and permits), with three additional one-year renewals, for a total amount not to exceed $64,792.87 (including a 10% contingency) over a three year period, with future funding contingent upon City Council’s budget approval;
C. Authorizing the City Manager to negotiate and execute the software subscription agreement with ESO Solutions, Inc. for the 2nd year’s cost of $19,539.10 for the records management system (electronic Patient Care Reporting), with three additional one-year renewal options, for a total amount not to exceed $89,918.73 (including a 10% contingency) over a three year period, with future funding contingent upon City Council’s budget approval; and,
D. Authorizing the waiving of the competitive bidding requirement in order to maintain standardization of software and the sole source provider of the Fire Department’s current records management software, pursuant to Merced Municipal Code, Article 3.04.210 - Exemptions from Competitive Bidding;
E. Authorizing the Finance Officer to make the necessary budget adjustments.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended gy 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
• Title 3-Revenue and Finance-Chapter 3.04-Purchasing System-Article 3.04.210 - Exemptions from Competitive Bidding
California Health and Safety Code §13110.5
CITY COUNCIL PRIORITIES
Public Safety as provided for in the FY 21/22 budget priorities.
DISCUSSION
Background:
California Health and Safety Code (HSC) §13110.5 mandates that each fire department operated by the state, a city, city and county, fire protection district, organized fire company, or other public or private entity which provides fire protection, shall furnish information and data to the Office of the State Fire Marshal relating to each fire which occurs within its area of jurisdiction.
The Local Emergency Medical Services Authority (LEMSA) participation in the Statewide Emergency Medical Services data system, California Emergency Medical Services Information System (CEMSIS), is required consistent with HSC §1797.102 in providing the Emergency Medical Service’s Authority with information necessary to assess the effectiveness of emergency medical services in each EMS area or the system’s service area. The EMS Authority tasks the LEMSA’s with the extraction and submission of core measure reports based on their local databases.
To meet the above endeavors, the Merced Fire Department has continuously used FireHouse Software since 2003, which is owned by ESO Solutions, LLC, hereinafter referred to as ESO. In 2020, to comply with HSC §1797.227 which requires all Merced County EMS providers to submit their EMS data to the Merced County EMS Agency for California State CEMSIS & National Emergency Medical Services Information System (NEMSIS) reporting, the County EMS Agency implemented a regional EMS electronic Patient Care Report (ePCR) system and selected ESO as the software vendor. Furthermore, utilizing “EMS System Enhancement Trust” funds, the first-year cost ($18,970) of the ePCR software was be borne by the County and the city would be responsible for all future costs. Consequently, the city entered into a software subscription agreement with ESO and City Council was apprised of the information-only contract on 03/01/21. The agreement renews annually, unless terminated by either party with a minimum of 60-day notice.
FireHouse Software was built on FoxPro’s software platform and then later Visual FoxPro, and support for these platforms ceased in 2015. Consequently, ESO or any vendor cannot continue development of FireHouse Software without support of the underlying development and database platform. Additionally, in 2018, ESO announced that they would be phasing out FireHouse Software and the new RMS was released in June, 2020. Staff is recommending the replacement/update of the existing RMS system, due to the end of life of the existing FireHouse system.
City Council Prior Actions
|
Date |
Council Action |
Amount |
Cumulative Agreement with ESO Solutions, Inc. |
Term |
Agreement No. |
Agreement Purpose |
Comments |
|
07/01/19 |
Information Only |
$9,158.38 |
$9,158.38 |
03/01/19-02/29/20 |
300980 |
Records Management System |
Year 1 of Agreement |
|
01/31/20 |
N/A |
$9,433.13 |
$18,591.51 |
03/01/20-02/28/21 |
300980 |
Records Management System |
Year 2 of Agreement |
|
01/30/21 |
N/A |
$9,716.16 |
$28,307.67 |
03/01/21-02/28/22 |
300980 |
Records Management System |
Year 3 of Agreement |
|
03/01/21 |
Information Only |
$18,970.00 |
1$28,307.67 |
05/24/21-04/23/22 |
301498 |
electronic Patient Care Reporting |
Year 1 of Agreement |
1The County of Merced directly paid ESO Solutions, Inc. for the first-year cost and the city had no expense for the ePCR system for the first year.
Justification for Waiving of Competitive Bidding Process and Standardization
ESO is the only source for annual maintenance of the ESO’s ePCR and software that was selected and paid for by the County of Merced. The sole source letter is included as an attachment and applies to all of ESO’s products.
Since 2003, the fire department has had one vendor to provide ePCR, RMS, and the CAD monitor, therefore no dual entry of data was necessary. In other words, if patient data was entered into the ePCR system, it would automatically update in the RMS. If a different vendor is selected for RMS, then firefighters will need to enter the information twice, once into the ePCR system and a second time into the RMS. If ESO is selected for RMS, then the interactions of CAD, ePCR, and the RMS will continue to seamlessly interface and will allow interoperability between systems and other agencies within the County as well. Put simply our ePCR and RMS software will contain modules that speak to each other to minimize data entry, searching, and other time-wasting activities. In summary, standardization is of utmost importance to avoid duplication of effort by inputting the same information multiple times.
Should the City Council approve the purchase of the ESO’s RMS at a first-year cost of $12,705 then Agreement No. 300980 for ESO’s FireHouse Records Management System will be terminated, with Council’s approval.
ESO will then provide software maintenance for all of the Fire Department’s RMS modules: Fire incidents CAD Integration, fire incidents, inspections, properties, activities, permits, and ePCR under an addendum to the existing Master Subscription and License Agreement. The RMS and ePCR will both have one-year terms with an annual 3% uplift on renewal. The contract auto renews annually unless either party cancels within a stipulated time frame. The Fire Department, will return to Council prior to four years from the contract date to apprise council and seek their approval prior to auto renewing the contract prior to renewal in Fiscal Year 25/26.
The projected financial impact for the systems is reflected below:
|
Fiscal Year |
RMS Amount |
ePCR Amount |
RMS & ePCR Total Amount |
Cumulative Agreement with ESO Solutions, Inc. |
Cumulative Agreement with ESO Solutions, Inc. (Including 10% Contingency) |
|
21/22 |
$12,705.00 |
$19,539.10 |
$ 32,244.10 |
$ 32,244.10 |
$ 35,468.51 |
|
22/23 |
$14,946.33 |
$20,125.27 |
$ 35,071.60 |
$ 66,315.70 |
$ 72,947.27 |
|
23/24 |
$15,394.72 |
$20,729.03 |
$ 36,123.75 |
$103,439.45 |
$113,783.40 |
|
24/25 |
$15,856.56 |
$21,350.90 |
$ 37,207.46 |
$140,646.91 |
$154,711.60 |
|
TOTAL |
$58,902.61 |
$81,744.30 |
$140,646.91 |
$140,646.91 |
$154,711.60 |
IMPACT ON CITY RESOURCES
The contract to be awarded to ESO is for an amount not to exceed $154,711.60 (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 Fiscal Year 25/26. Future year funding for this agreement is contingent upon City Council budget approval.
ATTACHMENTS
1. ePCR Master Subscription and License Agreement between ESO and the City of Merced
2. ePCR Services Payment Agreement between ESO and the County of Merced
3. ESO Sole Source Letter