CITY OF MERCED - File #: 26-410

• File #: 26-410
• Version: 1
• Type: Consent Item
• Status: Agenda Ready
• File created: 5/6/2026
• In control: City Council/Public Finance and Economic Development Authority/Parking Authority
• On agenda: 9/21/2026
• Title: SUBJECT: Approval of Master Subscription and License Agreement with ESO Solutions, Inc. for a Records Management System for a Term not to Exceed Five Years. The Combined Cost of the Five-Year Agreement will not Exceed $114,186.42; Terminate the Electronic Patient Care Reporting System with Sansio HealthEMS REPORT IN BRIEF Consider approval of a Master Subscription and License Agreement (Agreement) with ESO Solutions, Inc. for a term not to exceed five years, to consolidate all ESO public safety records management software utilized by the Fire Department under a single agreement and to add the electronic Patient Care Report (ePCR) module. This action will streamline patient care reporting and administrative functions while ensuring compliance with state and federal reporting requirements. Also considers approval to waive the competitive bidding requirements pursuant to Merced Municipal Code § 3.04.210 for the purchase of ESO’s ePCR system ($21,5047.34/annually with a 3% escalator) to ...

Report Prepared by: Janet German, Management Analyst, Fire Department

Title
SUBJECT: Approval of Master Subscription and License Agreement with ESO Solutions, Inc. for a Records Management System for a Term not to Exceed Five Years. The Combined Cost of the Five-Year Agreement will not Exceed $114,186.42; Terminate the Electronic Patient Care Reporting System with Sansio HealthEMS

REPORT IN BRIEF
Consider approval of a Master Subscription and License Agreement (Agreement) with ESO Solutions, Inc. for a term not to exceed five years, to consolidate all ESO public safety records management software utilized by the Fire Department under a single agreement and to add the electronic Patient Care Report (ePCR) module. This action will streamline patient care reporting and administrative functions while ensuring compliance with state and federal reporting requirements. Also considers approval to waive the competitive bidding requirements pursuant to Merced Municipal Code § 3.04.210 for the purchase of ESO’s ePCR system ($21,5047.34/annually with a 3% escalator) to ensure continuity with existing ESO software modules, and authorization to terminate the existing ePCR agreement with Sansio HealthEMS.

RECOMMENDATION
City Council – Adopt a motion:

A. Approving the Master Subscription and License Agreement with ESO Solutions, Inc. to continue maintenance and support for the public safety software utilized by the Fire Department for a maximum term of five years in an amount not to exceed $114,186.42; and,

B. Authorizing the waiving of the competitive bidding requirement as permitted by Merced Municipal Code § 3.04.210 for sole sourcing based upon ESO Solutions, Inc. being the only company licensed to provide the unique necessary ePCR features needed and standardization of its records management system; and

C. Authorizing the City Manager to execute the necessary documents; and

D. Authorizing the City Manager to terminate the existing “Electronic Patient Care Recor...