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Home My WebLink AboutContract 53882-R3CSC No. 53882-R3 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE February 24, 2023 ImageTrend, Inc Attu: Erica Majeski 20855 Kensington Blvd. Lakeville, MN 55044 Re: Contract Renewal Notice Contract No. CSC No. 53882 (the "Contract') Renewal Term No.3: May 6, 2023 to May 5, 2024 The above referenced Contract with the City of Fort Worth expired on May 5, 2023 (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 terns and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter, along with ,your quote for charges for the new renewal term, 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 httus://www.foi-mvorthtexas.Qov/deUarnnents/finance/Uiuchasiu2. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Katie May Contracts 200 Texas Street Fort Worth, TX, 76102 Katherine.mav(cDfortworthtexas.eov (817) 392 - 8894 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: By. Valerie Washington (May 15, 202314:29 CDT) Name: Valerie Washington Title: Assistant City Manager Date: May 15, 2023 Vendor: linage Trend By: V_- - � — - Naive: Joseph T. Graw Title: President]CEO Date: Apr 27, 2023 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Kevin Giwn Title: Director, IT Solutions Approved as to Form and Legality: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Steven vandever (May 1, 2023 14:30 C DT) Name: Steven Vandever Title: Sr. IT Solutions Manager ��/�Y 4.00vvupgIl By: / City Secretary: go F FOR. 4; �� Name: Taylor Paris oho Title: Assistant City Attorney o d �� TEXAsop Il��U46d4 By: Contract Authorization: Name: Jannette Goodall M&C: 20-0133 Title: City Secretary Approval Date: March 17, 2020 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 M&C Review Page 1 of 3 ACITY COUNCIL AGEND Create New From This M&C DATE: 3/17/2020 REFERENCE **M&C 20- NO.: 0133 LOG NAME CODE: C TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas FORTF�'�ORTH 361NCIDENT SOFTWARE PURCHASE AND MEDSTAR ILA NO 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 First Year 100 iPad Devices ePCR System and CAD Integration Fort Worth Cost $0 (after reimbursement) MedStar Cost Up to $130,000 $106,250.001 http://apps.cfwnet.org/council_packet/mc review.asp?ID=27702&councildate=3/17/2020 5/2/2023 M&C Review Page 2 of 3 Elite EMS Setup Data Mart One Time Fees Records Management System (RMS) Staffing system integration DataMart License and Support Total First Year Costs: Ongoing (Year 2 and on) ePCR System and CAD Integration Records Management System (RMS) II Staffing system integration DataMart License and Support Total Year 2 (Maintenance) Cost2: 1lmageTrend will direct bill MedStar for these charges. $22,500.00 $75,000.00 $34,105.00 $15, 000.00 $18, 750.00 $165,355.00 Up to $236,250.00 $109,437.501 $35,128.15 $15,450.00 $19,312.50 $69,890.65 $109,437.50 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 I ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID I ID Year (Chartfield 2) Submitted for Citv Manaaer's Office bv: Valerie Washington (6199) Oriainatina Department Head: Additional Information Contact: ATTACHMENTS Jim Davis (6801) Mark Rauscher (6803) Addend um.CFW. ImaaeTrend.docx (CFW Internal) ePCR Devices Medstar Approval 08 29 19.Ddf (CFW Internal) Fort Worth FD (TX) (with MedStar) - Elite EMS draft.docx (CFW Internal) Fort Worth Fire Department (TX) - Form 1295 sianed.Ddf (CFW Internal) ImaaeTrend SAM search.PNG (CFW Internal) Incident Software Fundinq Availabilitv.docx (CFW Internal) Interlocal Agreement.MedStarFinal.doc (CFW Internal) iPad funding availabilitv GF.PNG (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=27702&councildate=3/17/2020 5/2/2023 M&C Review Page 3 of 3 MC361ncidentSoftwarePurchaseMedStarILAFIDtable.xlsx (CFW Internal) RE M&C Approval 361NCIDENT SOFTWARE PURCHASE AND MEDSTAR ILA Fundinq.r)df (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=27702&councildate=3/17/2020 5/2/2023