AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 11/6/2019
TO: Honorable Mayor and City Council Members
FROM: Fire Department
SUBJECT:
Title
City Council consideration of an Exception to Bidding to ImageTrend, Inc. for a software application.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Make a determination under Corona Municipal Code (CMC) Section 3.08.140(E) that competitive bidding is not required for this purchase based upon the reasons provided in the “Basis for Exception to Competitive Bidding” section of this agenda report.
2. Approve the Master Software and Services Agreement with ImageTrend, Inc. of Lakeville, MN in the amount of $95,360.
3. Authorize the City Manager, or his designee, to approve necessary change orders or amendments up to 25% of the original agreement amount.
Body
ANALYSIS:
Staff believes that an exception to competitive bidding is warranted for this purchase pursuant to Corona Municipal Code (“CMC”) Section 3.08.140(E), which states as follows:
(E) Purpose of bidding is otherwise accomplished. When the purchasing agent and the authorized contracting party, with the approval of the City Manager, determine that it is in the best interest of the city and its administrative operations to dispense with public bidding for non-public projects under this chapter.”
The Fire Department utilizes Zoll Fire RMS as its record management system. This legacy system, acquired in 1996, has outlived its usefulness. The ability to enter incident response data, fire prevention inspection data, and inventory management data, and manage the data in a meaningful way to ensure the appropriate delivery of services is not adequate. Additionally, this legacy system requires the use of a City IT department owned and operated computer server that requires maintenance and periodic replacement, and each device using the RMS requires frequent software upgrades. The IT Department spends hundreds of hours annually maintaining the current Zoll RMS system. Switching to a new browser-based system will save the IT department over 500 work-hours annually; and will eliminate the pending need to spend about $5,000 on replacing the current server that runs the Zoll system.
The Fire and IT Department have researched the Image Trend system; and have determined that it will meet the City’s needs for many years. The new Image Trend system is cloud-based and can be accessed by any device. The Fire Department already uses Image Trend that is owned by the Riverside County Emergency Medical Services Authority for its Patient Care Reports as required by REMSA. However, the County’s system only gives us access to the Medical reporting module, and we need to use the fire reporting, fire prevention, and inventory modules also. Currently, all medical incidents are documented by two separate reports, an Image Trend Patient Care Report, and a Zoll Incident Report. The new system will integrate these functions and save several thousand hours of work production each year by having to complete only one integrated incident report.
Additionally, our current legacy Computer Aided Dispatch system (CAD) maintains two interfaces to download incident response data to both Zoll RMS and to Image Trend. By eliminating the need with the new Spillman CAD to download data to Zoll RMS, we will see additional savings of about $22,000 by not linking a separate Fire RMS system to the new CAD.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Promote public safety: Protect our Residents and Businesses.
a. Ensure adequate funding for fire and police services.
b. Ensure adequate funding for facilities and equipment needed to support timely delivery of fire and police services to our community.
c. Ensure adequate funding for investments and improvement in infrastructure that support public safety.
FISCAL IMPACT:
Funding for the purchase in the amount of $95,360.00 exists in a capital improvement project titled ‘Fire Incident Report Writing Software’ in the Information Technology Fund 681.
Recurring costs for the software are estimated to be $65,640 per year and will be incorporated into the budget process for Fiscal Year 2020-21.
The start-up and recurring costs will be partially offset by eliminating the annual Zoll-RMS recurring costs of $13,378 and eliminating the $16,000 initial and $6,000 annual recurring cost to hook up the legacy system to the new Spillman CAD system.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action is for a purchase of software application and reporting purposes, and there is no possibility that approving the recommended action will have a significant effect on the environment.
PREPARED BY: CHRIS COX, DEPUTY FIRE CHIEF
REVIEWED BY: BRIAN YOUNG, FIRE CHIEF
REVIEWED BY: KYLE EDGEWORTH, DEPUTY CHIEF INFORMATION OFFICER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KIM SITTON, FINANCE MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
SUBMITTED BY: MITCHELL LANSDELL, INTERIM CITY MANAGER
Attachment:
1. ImageTrend, Inc. Agreement