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Home My WebLink AboutContract 53882-R2 CSC No.53882-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE April 22, 2022 ImageTrend, Inc Attn: Legal Department 20855 Kensington Blvd. Lakeville, MN 55044 Re: Contract Renewal Notice Contract No. CSC No. 53882 (the "Contract") Renewal Term No. 2: May 6, 2022 to May 5, 2023 The above referenced Contract with the City of Fort Worth expires on May 5, 2022 (the "Expiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew the Contract for an additional one (1) year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter and current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. To ensure that your company information is correct and up-to-date, please log onto PeopleSoft Purchasing at https://www.fortworthtexas.gov/departments/finance/purchasing. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Kathy Agee-Dow Senior Contract Compliance Specialist 200 Texas Street Fort Worth, TX, 76102 Kathryn.Agee-Dowgfortworthtexas.gov (817) 392-8461 OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX Contract Renewal Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: Vendor: Image Trend Valono Washln4on By: Valerie Washington(May 1 y• ,202215:46 CDT) B JosetRIaaw.Way5,202208:36 CDT) Name: Valerie Washington Name: Joseph T.Graw Title: Assistant City Manager Title: President Date: May 10,2022 Date: May 5, 2022 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract,including ensuring all By: performance and reporting requirements. Name: Kevin Gunn Title: Director, IT Solutions By: Steven Vandever(May 9,202215:45 CDT) Approved as to Form and Legality: Name: Steven Vandever oo�FORT as Title: Sr. IT Solutions Manager O°°°° °°�Oa� pro °pdd —� P~a °mod v o Zd By: City Secretary: �p�*o °� �d Name: Taylor Paris dank�EXpS�cil Title: Assistant City Attorney r �bnaa4� 7Gl'�'l�'lGI��GI c). GDOG�GI'LL By: Jannette S.Goodall(May 11,2022 07:36 CDT) Contract Authorization: Name: Jannette Goodall M&C: 20-0133 Title: City Secretary Authorized: March 17,2020 OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX Contract Renewal Page 2 of 2 Image Trend CSC 53882 R2 Final Audit Report 2022-05-05 Created: 2022-05-05 By: Dylan Murphy(dmurphy@imagetrend.com) Status: Signed Transaction ID: CBJCHBCAABAAuk5nggX5zPJOKOxjsPGRymBn7NLy6d7v "Image Trend CSC 53882 R2" History Document created by Dylan Murphy (dmurphy@imagetrend.com) 2022-05-05-1:34:30 PM GMT-IP address:72.50.201.23 Document emailed to Joseph T. Graw (jgraw@imagetrend.com)for signature 2022-05-05-1:35:51 PM GMT Email viewed by Joseph T. Graw (jgraw@imagetrend.com) 2022-05-05-1:36:27 PM GMT-IP address: 104.47.55.126 Document e-signed by Joseph T. Graw(jgraw@imagetrend.com) Signature Date:2022-05-05-1:36:46 PM GMT-Time Source:server-IP address:206.188.237.139 Agreement completed. 2022-05-05-1:36:46 PM GMT Dowered by I MAG E TRENLY0 Adobe Acrobat Sign Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FORRTH Create New From This M&C DATE: 3/17/2020 REFERENCE**M&C 20- LOG NAME: 361NCIDENT SOFTWARE PURCHASE NO.: 0133 AND MEDSTAR ILA CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Purchase of Software, Maintenance, and Support with ImageTrend, Inc. for an Electronic Patient Care Reporting and Incident Data Collection System, and Authorize Execution of an Interlocal Agreement with MedStar Moblie Healthcare for Reimbursement of Related Costs (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that City Council: 1)Authorize the purchase of electronic patient care reporting and fire incident record management system software from ImageTrend, Inc. using a sole source purchasing agreement; and 2)Authorize execution of an interlocal agreement with MedStar Mobile Healthcare for the reimbursement of hardware costs and direct payment of software costs related to the implementation and ongoing maintenance of the system (City Project No. 102578). DISCUSSION: The Fire Department currently utilizes an outdated records management system for the collection of incident data and patient care records. This requires additional time for both the entry of routine incident data as well as the transfer of clinical records from firefighters to MedStar Mobile Healthcare (MedStar) paramedics at the incident scene. The Metropolitan Area EMS Authority Board of Directors authorized reimbursement of costs to purchase mobile devices for use with the ImageTrend, Inc. (ImageTrend) electronic patient care reporting (ePCR) system software. MedStar Mobile Healthcare is the trade name for Metropolitan Area EMS Authority (MAEMSA). Reimbursement was authorized for 100 devices in an amount not to exceed $130,000.00. Further, MedStar will directly pay costs related to the initial purchase and ongoing support and maintenance of ImageTrend, ePCR software. Use of a common software solution as our EMS provider will permit a seamless and timely transfer of patient clinical data at the time care is transferred from Fort Worth Fire personnel to MedStar personnel. Additionally, the utilization of the ImageTrend Fire Record Management System (RMS) product will allow for efficient integration of EMS incident data with other incident data in a modern RMS capable of mobile data collection. The opportunity to receive reimbursement for hardware and software costs related to this implementation enables the City to procure a software solution that will increase efficiency and improve patient care. The Fire Department requests authorization to purchase RMS and ePCR software, maintenance, and support from ImageTrend through a sole source purchase agreement and authorize the execution of an Interlocal Agreement with MedStar to permit reimbursement for related costs. As indicated in the table below, total costs paid by the City of Fort Worth are estimated to be $165,355.00 for implementation. These first-year costs have been budgeted in the ITS Capital Project Fund. Ongoing annual maintenance costs in the second year will be $69,890.65 and are expected to increase 3\% annually thereafter. Maintenance costs will be included in the General Fund budget for IT Solutions. These costs are associated with the RMS portion of the project. Costs associated with the ePCR software will be paid by MedStar. In the first year, this totals $106,250.00 and will be paid directly by MedStar to ImageTrend. Additionally, MedStar will reimburse the department up to $130,000 for the purchase of 100 iPad devices for use with the ImageTrend products as indicated in the table below.The total cost of implementing this system in the first year is estimated at up to $401,605.00. Of this, the City of Fort Worth will be responsible for $165,355.00 with the balance paid by MedStar. Item Fort Worth Cost MedStar Cost First Year 100 iPad Devices $0 (after reimbursement)II Up to$130,000 ePCR System and CAD Integration $106,250.00 Elite EMS Setup IF $22,500.00 IF Data Mart One Time Fees $75,000.0011 Records Management System (RMS) $34,105.0011 Staffing system integration $15,000.00 11 DataMart License and Support $18,750.00 IF Total First Year Costs: $165,355.00 Up to $236,250.00 Ongoing (Year 2 and on) ePCR System and CAD Integration $109,437.50' Records Management System (RMS) $35,128.15 Staffing system integration $15,450.00 DataMart License and Support $19,312.50 Total Year 2 (Maintenance) Cost2: $69,890.65 $109,437.50 1lmageTrend will direct bill MedStar for these charges. 2 Ongoing charges subject to annual 3\% cost increase. Bidding: This purchase is exempt from public bidding because it is being purchased from a sole source. This project will serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendations and execution of the agreements, funds are available in the current operating budget and capital budget, as appropriated, of the General Fund and IT Project Capital Fund and that reimbursement funds will be deposited into the General Fund. The Fire Department (and Financial Management Services) is responsible for the collection and deposit of funds due to the City. Prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds. TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by_ Valerie Washington (6199) Originating Department Head: Jim Davis (6801) Additional Information Contact: Mark Rauscher(6803) ATTACHMENTS Addend um.CFW.ImageTrend.docx (CFW Internal) ePCR Devices Medstar Approval 08 29 19.pdf (CFW Internal) Fort Worth FD (TX)-(with MedStar)-Elite EMS draft.docx (CFW Internal) Fort Worth Fire Department(TX)-Form 1295 signed.pdf (CFW Internal) ImageTrend SAM search.PNG (CFW Internal) Incident Software Funding Availability.docx (CFW Internal) Interlocal Agreement.MedStarFinal.doc (CFW Internal) Pad funding availability GF.PNG (CFW Internal) MC361ncidentSoftwarePurchaseMedStariLAFIDtable.xlsx (CFW Internal) RE M&C Approval 36INCIDENT SOFTWARE PURCHASE AND MEDSTAR ILA Funding,pdf (CFW Internal)