HomeMy WebLinkAbout053882-T1 - General - Contract - ImageTrend, LLC53882-TI
CSC No.
CITY OF FORT WORTH
CONTRACT TERMINATION NOTICE
November 20, 2025
ImageTrend, LLC
Attn: Legal Department
20855 Kensington Blvd.
Lakeville, MN 55044
contracts@lmageTrend.com
Re: Contract Termination Notice
City Secretary Contract No. 53882 (the "Contract")
Pursuant to the Contract, the City has the right to terminate the Contract. This letter is to
inform you that the City is exercising its right to terminate the Contract effective immediately upon
the end of the 30-day termination notice period as stated in the Contract. The City retains all rights
under the Contract and any Purchase Order issued prior to termination.
If you have any questions concerning this Contract Termination Notice, please contact us
at the email address listed below.
Sincerely,
City of Fort Worth
IT Solutions I Finance I Contracts
100 Fort Worth Trail
Fort Worth, TX, 76102
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Termination Pagel of 2
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By: Dianna Giordano (Nov 24, 202513:11:57 CST)
Name: Dianna Giordano
Title: Assistant City Manager
Date: 11/24/2025
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By:
Name:
Kevin Gunn
Title:
Director, IT Solutions
Approved as to Form and Legality:
Caaacie- LG 4 (ia &
By: Candace Pagliara(Nov 24,2025 :50:45 CST)
Name: Candace Pagliara
Title: Sr. Assistant City Attorney
Contract Authorization:
M&C: 20-0133
Approval Date: 3/17/2020
Form 1295: 2020-616803
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.
_V
By: -Pete Rizzo FNov20,202515:44:25 CST)
Name: Pete Rizzo
Title: Sr. IT Solutions Manager
City Secretary:
By:
Name:
Title:
Jannette Goodall
City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Termination Page 2 of 2
CITY COUNCIL AGENDA
Create New From This M&C
Official site of the City of Fort Worth, Texas
FORT WORTH
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
$106,250.001
Elite EMS Setup IF
$22,500.00IF
Data Mart One Time Fees
$75,000.00ii
Records Management System (RMS)
$34,105.00
Staffing system integration
$15,000.00
DataMart License and Support
$18,750.00
Total First Year Costs:
$165,355.00
Up to $236,250.00
Ongoing (Year 2 and on)
ePCR System and CAD Integration
$109,437.501
Records Management System (RMS)
$35,128.15
Staffing system integration
$15,450.00ii
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.
ro
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Fund Department Account Project Program Activity Budget Reference # Amount
ID I I ID I I Year (Chartfield 21
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 361NCIDENT SOFTWARE PURCHASE AND MEDSTAR ILA Funding.pdf (CFW Internal)
FORT WORTH.
City Secretary's Office
Contract Routing & Transmittal Slip
Contractor's Name: ImageTrend, LLC.
Subject of the Agreement: Termination of CSC 53882, a Master Software Services Agreement between
the City of Fort Worth and ImageTrend, LLC. This agreement has been replaced by CSC 63396.
M&C Approved by the Council? * Yes N No ❑
If so, the M&C must be attached to the contract.
Is this an Amendment to an Existing contract? Yes ❑ No 8 CSC 53882-T1
If so, provide the original contract number and the amendment number.
Is the Contract "Permanent"? *Yes ❑ No 8
If unsure, see back page for permanent contract listing.
Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is
Confidential, please list what information is Confidential and the page it is located.
Effective Date:
Expiration Date:
5/5/2026
If different from the approval date. If applicable.
Is a 1295 Form required? * Yes N No ❑
*If so, please ensure it is attached to the approving M&C or attached to the contract.
Project Number: If applicable. N/A
*Did you include a Text field on the contract to add the City Secretary Contract (CSC)
number? Yes 8 No ❑
Contracts need to be routed for CSO processing in the following _ order:
rder:
1. Katherine Cenicola (Approver)
2. Jannette S. Goodall (Signer)
3. Allison Tidwell (Form Filler)
*Indicates the information is required and if the information is not provided, the contract will be
returned to the department.