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Home My WebLink AboutSR - AGR-6289 - PURCHASE ELECTRONIC PATIENT CARE REPORTING & MOBILBE DEVICE MANAGEMENT SOFTWAREpF O� A . mia W°. •P 00 l7N1'Y C AGENDA ITEM December 8, 2015 TO: Honorable Mayor and Members of the City Council THRU: Rick Otto City Manager ReviewedNerified By: City Manager Finance Direct To Be Presented By: Jack Thomas, Fire Chief X Cons Calendar _ City Mgr Rpts Council Reports _ Legal Affairs Boards /Crates Public Hr FROM: Jack Thomas Admin Reports Plan/Environ Fire Chief 1. SUBJECT Purchase of Electronic Patient Care Reporting (ePCR) and Mobile Device Management (MDM) Software for Orange City Fire Department (Fire). 2. SUMMARY Purchase of ePCR Software for Fire from World Advancement of Technology for EMS and Rescue (W.A.T.E.R.) of San Diego, California, through a Cooperative Purchasing Agreement (CPA). Over the past year, Fire has researched and field- tested several different options to provide this service. Street EMS by W.A.T.E.R. provides the most comprehensive software program to meet the needs of our department and comply with the National EMS Information System (NEMSIS) new standards for data collection. The purchase of MDM Software for Fire will provide a more simplified and efficient way to view and manage all devices from a central administrative console. 3. RECOMMENDED ACTION 1. Authorize a 1 -year agreement (with 1 -year extension options) between the City of Orange and W.A.T.E.R. for comprehensive Emergency Medical Service (EMS) Information and Database Software. 2. Authorize a I -year agreement (with I -year extension options) between the City of Orange and MDM Software Company. 3. Authorize the transfer of $28,601 from expenditure account number 120.3021.56032.12955, Mobile Data Computers to expenditure account number 120.3022.56033.20259, ePCR Software Replacement Project. ITEM,Z45 1 12/08/2015 4. Authorize the appropriation of $37,439 from the Emergency Transport Program (125) unreserved fund balance to expenditure account 125.3015.56033.20259, ePCR Software Replacement Project. 4. FISCAL IMPACT Upon approval of appropriation, funds will be available to cover the first year of a 1 -year agreement for software licensing and support in the following expenditure accounts: 120.3022.56033.20259 ePCR Software Replacement Project $28,601 125.3015.56033.20259 ePCR Software Replacement Project $37,439 5. STRATEGIC PLAN GOAL 1. Provide for a safe community — [a]. Provide staffing and resources to deliver services that ensure public safety. 2. Be a fiscally healthy community — [a]. Expend fiscal resources responsibly. 6. GENERAL PLAN IMPLEMENTATION Public Safety Goal 3.0 Protect lives and property of Orange residents and businesses from urban and wildland fire hazards. Policy 3.8 Ensure that the Fire Department has sufficient capacity, stations, personnel, and equipment to meet the growth needs in the City for fire protection and related emergency services. Public Safety Goal 6.0 Provide public safety services of the highest quality. Policy 6.3 Provide and use up -to -date technology to improve, crime prevention, fire suppression, and emergency services. 17. DISCUSSION and BACKGROUND In 2015, Fire will respond to approximately 14,500 emergency calls. Most of these emergencies are medical in nature. For the past two years, Fire has been utilizing hardware devices and software programs to electronically collect, store, and report patient data; which have become outdated. In an effort to be more efficient on calls, provide better customer service to our citizens, collect accurate data, and make sure this data is stored securely, it is necessary for Fire to use up -to -date technology. NEMSIS is the national repository that is used to store emergency medical services (EMS) data from every state in the nation. Fire is required to collect patient and systems data and allow analysis at a local, state, and national level. For the past 2 years, Fire has been utilizing an application called Field Bridge for its EMS information and database software which utilized NEMSIS Uniform Prehospital Version 2.0 Dataset. Effective January 1, 2016, all local EMS systems must collect and use data based on the current NEMSIS Uniform Prehospital Version 3.0 Dataset standard. ITEM 2 12/08/2015 In anticipation of this upcoming change, Fire has been actively seeking a replacement. Over the past year, Fire representatives have closely examined four different software and vendor options including: Street EMS by W.A.T.E.R., Elite by Field Bridge, FH Medic by FireHouse, and EOS Logic by Scientia. Along with multiple vendor meetings, Fire has met with several neighboring agencies and solicited their feedback. After reviewing all of the options, Fire has decided to pursue Street EMS, which is a W.A.T.E.R. product. The software provides a solid platform that comes with industry leading support and updates. Street EMS was created to bring superior data - collection technology and provide first responders with the most intuitive interface possible. There are twenty five fire departments, colleges, and agencies in Southern California who are currently using Street EMS, including Oceanside, Carlsbad, and Chula Vista. The City of Carlsbad did a Request for Proposal (RFP) and selected Street EMS as their ePCR software. The purchase of Street EMS will be completed using a Cooperative Purchasing Agreement (CPA) between the City of Orange and the City of Carlsbad. There are no additional costs or surcharges to be paid by the City of Orange to participate in this agreement. All purchasing functions will be completed between the City of Orange and W.A.T.E.R. The FY16 cost to implement Street EMS is $43,540. Fire will be utilizing this software, along with other software programs, on wireless hardware devices (iPAD) in the field. Due to the large number of devices in circulation and the need for protection of patient information, a Mobile Device Management (MDM) software program is necessary. MDM provides a simplified, efficient way to view and manage all devices from a central server. MDM enables Fire to enroll devices into the enterprise environment quickly, configure and update device settings over - the -air and, most importantly, secure mobile devices should they become lost or stolen. The FY16 cost to implement MDM is $5,000. In an effort to streamline our processes, move to a paperless workflow, foster more productivity, and reduce costs by minimizing the duplication of effort, it is necessary to perform a software interface between Street EMS, Computer Automated Dispatch (CAD), and Records Management Systems (RMS). This interface will integrate with all other programs currently in use by Fire for staffing, training, RMS, and EMS. The total cost for the software interface is $17,500. This is a project with multiple pieces and the City of Orange IT Department will be responsible for the integration and management of these programs. Listed below is the cost breakdown for all implementation components for Fiscal Year 2015/16 (FYI 6) as well as ongoing costs: Fiscal Year: COST BREAKDOWN 2015 -2016 Ongoing Maintenance/Support Street EMS $43,540 $24,440 MDM $5,000 $3,000 Interface $17,500 $0 Totals 1 $66,040 $27,440 Future ongoing maintenance and support costs is approximately $27,440 annually, which will be included as part of the budget process. ITEM 3 12/08/2015 8. ATTACHMENTS Software License Agreement with W.A.T.E.R. 2. PurchaseAgreement with W.A.T.E.R. Sole Source Letter from W.A.T.E.R. 4. Street EMS detail description. Business Associate Agreement with W.A.T.E.R. ITEM 4 12/08/2015