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Agenda Item
ASR
Control 19-000715 |
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MEETING DATE: |
09/10/19 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Health Care Agency
(Approved) |
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Department contact
person(s): |
Adil Siddiqui (714) 834-6619 |
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Steve Thronson (714) 834-4418 |
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Subject: Renewal of Contract for
Software Maintenance and Database Hosting Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$110,011 |
Annual Cost:
FY 2020-21 $55,006 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 09/25/2018
# 22; 09/12/2017 # 21; 09/22/2015 # 41 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 4 to renew Contract with ImageTrend, Inc. for Software Maintenance and Database Hosting Services under the amended terms, conditions, pricing and scope of work, effective November 1, 2019, through October 31, 2020, non-renewable, in an amount not to exceed $165,017 for a revised cumulative total of $896,084.
SUMMARY:
Approval to execute Amendment No. 4 to renew the Contract with ImageTrend, Inc. for Software Maintenance and Database Hosting Services will allow the Health Care Agency to meet the dynamic needs of Orange County’s Emergency Medical Services countywide electronic patient care reporting system and patient registry.
BACKGROUND INFORMATION:
ImageTrend, Inc. was the recommended vendor resulting from a multi-step solictiation process in November 2009. On September 22, 2015, your Honorable Board of Supervisors (Board) approved Contract No. MA-042-16010084 with ImageTrend, Inc. (ImageTrend) for professional services for the Orange County Medical Emergency Data System (OC-MEDS); renewable for four years. Subsequently, on September 12, 2017, and September 25, 2018, the Board approved the renewal for the respective third and fourth years of this Contract. The system, OC-MEDS, was designed to be an Emergency Medical Services (EMS) data solution that includes electronic patient care records, which are necessary to evaluate and monitor patient treatment, identify educational needs and manage prehospital personnel licensing and certification. The data collected can track patients from the moment a 9-1-1 call is received through discharge from an Emergency Department. The system can capture in-depth information on trauma, stroke and cardiac patients. In addition, the data collection capabilities of OC-MEDS can aid in detecting disease outbreaks that can enable early to real-time determination of a possible public health concern based on 9-1-1 dispatch and first responder information.
The software maintenance and database hosting provided by ImageTrend benefits over 50 Orange County ambulance companies, fire/paramedic departments and hospitals that utilize the system on a daily basis. Further, the database affords increased efficiency, specificity and timely analysis of core measures reportable to the state EMS authority, such as Ambulance Patient Offload Times (APOT). See Attachment E for the most recent APOT Report. During FY 2018-19, over half a million electronic prehospital care records were generated and stored within OC-MEDS.
The Contract is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report. ImageTrend software is proprietary and has been customized over the years to meet the specific, local needs of Orange County's EMS system for data collection and reporting. The Health Care Agency (HCA) owns the software license, which requires ImageTrend’s continued maintenance and support services that as the proprietor only ImageTrend can provide.
The Contract does not currently include any subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.
HCA requests that the Board authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 4 to Contract No. MA-042-16010084 with ImageTrend as referenced in the Recommended Action.
The Contractor’s performance has been confirmed as at least satisfactory. HCA has verified there are no concerns that must be addressed with respect to Contractor's ownership/name, litigation status, or conflicts with County interests.
FINANCIAL IMPACT:
Appropriations for this Contract are included in Budget Control 042 FY 2019-20 Budget and will be included in the budgeting process for future years.
Should services need to be reduced or terminated due to lack of funding, this contract contains language that allows HCA to give 30 days' notice to terminate.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment No. 4 to Contract No.
MA-042-16010084 with ImageTrend, Inc.
Attachment B - Contract Summary Form
Attachment C - Sole Source Justification Form
Attachment D - Redline Version to Contract No. MA-042-16010084
Attachment E - Ambulance Patient Offload Times Report