The URL can be used to link to this page

Home My WebLink About063396-A2 - General - Contract - ImageTrend, LLCCSC No. 63396-A2 SECOND AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 63396 This Second Amendment to Fort Worth City Secretary Contract No. 63396 ("Second Amendment") is made between the City of Fort Worth ("City,") a Texas home rule municipality, and ImageTrend, LLC ("Vendor"). City and Vendor are each individually referred to herein as a "party" and collectively referred to as the "parties." WHEREAS, on May 13, 2025, Fort Worth City Council approved Mayor and Council Communication (M&C) 25-0392 for the execution of an agreement with ImageTrend, LLC in an amount of $503,735.14 for the initial term, with four one-year renewal options at a five percent annual increase; WHEREAS, on June 10, 2025, the parties executed City Secretary Contract (CSC) No. 63396, with an effective date of July 1, 2025 (the "Agreement"); WHEREAS, on December 17, 2025, the parties executed the First Amendment to administratively increase the annual contract amount by $100,000.00; and WHEREAS, it is now the collective desire of the parties to amend the Agreement to repeal and replace the term language and compensation clause to restate the annual spend authority to align with M&C 25-0392. NOW THEREFORE, known by all these present, City and Vendor, acting herein by and through their duly authorized representatives, agree to the following terms, which amend the Agreement as follows: I. AMENDMENTS Section 1, entitled "Term" and the compensation clause, as added by the parties pursuant to the First Amendment, in the Agreement are hereby amended and replaced with the following: Term and Comnensation. The initial term of the Agreement shall begin on July 1, 2025 (`Bffective Date") and end on September 30, 2026 ("Expiration Date,") unless terminated earlier in accordance with the provisions of this Agreement or otherwise extended by the parties. The initial term shall be in an amount not to exceed in an amount not to exceed $603,735.14. The Agreement shall renew automatically for two (2) one-year renewal terms, each an "Automatic Renewal," with the first Automatic Renewal effective October 1, 2026 and the second Automatic Renewal effective October 1, 2027. Thereafter, the Agreement may be renewed for two (2) additional one-year renewal terms at the City's option, each a"Renewal Option." The annual amount of each of the four (4) renewals shall be automatically increased by an amount not to exceed 5%. Total authority for each term of the Agreement shall not exceed the amounts described in the table below, inclusive of the 5% annual increase. The annual subscription price payable by the City for each Second Amendment to Fort Worth City Secretary Contract No. 63396 oFFICIAL RECORD Page 1 of 3 CITY SECRETARY FT. WORTH, TX Automatic Renewal or Renewal Option shall not exceed 5% of the previous 12-month term. The City shall provide Vendor with written notice of its intent to renew at least thirty (30) days prior to the end of each Renewal Option. Contract Term Initial Term Automatic Renewal 1 Automatic Renewal2 Renewal 3 (optional) Renewal 4 (optional) Start Date End Date July 1, 2025 September 30, 2026 October 1, 2026 September 30, 2027 October 1, 2027 September 30, 2028 October 1, 2028 September 30, 2029 October 1, 2029 September 30, 2030 II. MISCELLANEOUS Contract Authority $ 603,735.14 633,921.90 665,617.99 698,898.89 $ 733,843.84 All other terms, provisions, conditions, covenants and recitals of the Agreement not expressly amended herein shall remain in full force and effect. [Signature Page Follows] Second Amendment to Fort Worth City Secretary Contract No. 63396 Page 2 of 3 Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth G�GlV�t'�t� By; ��a�,�,a��orda�,o,�a�s,zo�s�os938��, Name: Dianna Giordano Title: Assistant City Manager 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. Date: O1/05/2026 Approval Recommended: /-� �: By: / Name: Kevin Gunn Title: Director, IT Solutions Department Attest: pOFao FOAT�ad a°�5 �P�O -�v ` OJs �°+� p �-zit A � ��p nEXA`o,o�44� By: Name: Jannette S. Goodall Title: Ciry Secretary VENDOR: ImageTrend, LLC T c�8�u.��%r�c c� By: Na.me: Dana Berce Novack Tltle: Chief Legal Officer Date: 12/31/2025 By. Pe��n 1,707615'.79'.10 CST) Name: Pete Rizzo Title: Sr. IT Solutions Manager Approved as to Form and Legality: B Caholace ��Gr'a�a y: ��,�N.,� ��,_.� ,�5�; Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 25-0392 Approved: 5/13/2025 1295: 2025-1291511 C�I��Ly►,1��XK�1:��: CITY SECRETARY FT. WORTH, TX Second Amendment to Fort Worth City Secretary Contract No. 63396 Page 3 of 3 12/30/25, 12:21 PM ACITY COUNCIL AGEND Create New From This M&C F�1RT�'�'URTH -�� REFERENCE **M&C 25- 041MAGETREND EMS DATE: 5/13/2025 NO.: 0392 LOG NAME: ELECTRONIC PATIENT CARE & INCIDENT SOFTWARE CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize the Execution of an Agreement with ImageTrend, LLC to Purchase Software, Maintenance, and Support with for an Electronic Patient Care Reporting and Incident Data Collection System in the Amount of $503,735.14 for the Initial Fifteen Month Term and Authorize Four One-Year Renewal Options in Increasing Amounts Not To Exceed Five Percent Annually for the Fire Department Through the Information Technology Solutions Department RECOMMENDATION: It is recommended that City Council: 1. Authorize the execution of an agreement with ImageTrend, LLC to purchase of electronic patient care reporting and fire incident record management system software using a sole source purchasing agreement in the amount of $503,735.14 for the initial fifteen month term; and 2. Authorize four one-year renewal options with each renewal to be increased by an amount not to exceed five percent annually for the Fire Department through the Information Technology Solutions Department. DISCUSSION: On March 17, 2020, Mayor & Council Communication (M&C) 20-0133 authorized the execution of City Secretary Contract No. (CSC) 53882 with ImageTrend, Inc. (ImageTrend) to purchase a record management system (RMS) product and electronic patient care reporting (ePCR) system software for the transfer of patient clinical data at the time care is transitioned from Fort Worth Fire personnel to MedStar Mobile Health Care (MedStar) Emergency Medical Services (EMS) personnel, and to allow for efficient integration of EMS incident data with other incident data in a modern RMS capable of mobile data collection. In addition, M&C 20-0133 authorized the execution of an Interlocal Agreement with MedStar 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). Effective July 1, 2025, MedStar EMS will transition to the City of Fort Worth under the Fire Department (FWFD). To support this transition, this M&C requests authorization to execute a new agreement to purchase RMS and ePCR software, maintenance, and support from ImageTrend through a sole source purchase agreement in the amount of $503,735.14 for the initial fifteen month term effective July 1, 2025, of which $100,747.03 will be paid in Fiscal Year 2025, and $402,988.11 will be paid in Fiscal Year 2026, with four one-year renewal options that will not increase by more than 5\°/o annually. The software system and additional services are currently used by Metropolitan Area EMS Authority, d/b/a MedStar Mobile Healthcare (MedStar). This new agreement will replace City Secretary Contract 53882 with ImageTrend. A Chapter 252 exemption request related to this purchase was reviewed and approved by the City Attorney's Office as a sole source. M&C Review apps.cfwnet.org/cou ncil_packet/mc_review.asp? I D=33255&cou ncildate=5/13/2025 1/2 12/30/25, 12:21 PM M&C Review FUNDING: Upon adoption of the Fiscal Year 2025 operating budget for Emergency Medical Services, funding will be available in the Emergency Medical Services Fund for the Fire Department. BUSINESS EQUITY - This purchase was approved for a waiver per the Chapter 252 exemption, as a sole source by the Legal Department. Therefore, the business equity goal requirement is not applicable. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire fifteen months after. RENEWAL OPTIONS: The agreement may be renewed for four (4) additional one-year periods and are subject to a five percent annual increase. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. This will serve ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendations and adoption of the Fiscal Year 2025 Budget for Emergency Medical Services by the City Council, funds will be available in the current operating budget, as appropriated, in the Emergency Medical Services Fund. Prior to an expenditure being incurred, the Fire and Information Technology Solutions Departments have the responsibility to validate the availability of funds. TO Fund Department Account Project ' Program Activity Budget I Reference # Amount ID , , ID � , Year (Chartfield 2) FROM Fund Department Account Project � ID ID Submitted for City Manaqer's Office by_ Originating Department Head: Additional Information Contact: ATTACHMENTS Program Activity Budget Reference # Amount I i Year (Chartfield 2) Dianna Giordano () Kevin Gunn (2015) Mark DeBoer (8598) Form 1295 Certificate 101347626 (11-Fort Worth - sianed.pdf (CFW Internal) Waiver Business Equity aprvd Imagetrend.pdf (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=33255&councildate=5/13/2025 2/2 FORT ��RTH� City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: ImageTrend, LLC Sub�eCt Of the Agreement: Second Amendment to CSC No. 63396 Sole Source Agreement M&C Approved by the Council? * Yes 8 No ❑ If �so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes 8 No ❑ 63396-A2 If �so, provide the original contract number and the amendment number. Is the Contract "PermanenY'? *Yes ❑ No 8 If �unsure, see back page for pernianent 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: september 30, 2026 If different from the approval date. If applicable. Is a 1295 Form required? * Yes 8 No ❑ *If �so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. *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 processin� in the followin� order: 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.