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File #: 25-7696    Version: 1 Name: Contract with Image Trend
Type: Agenda Item Status: Passed
File created: 5/28/2025 In control: City Council
On agenda: 6/16/2025 Final action: 6/16/2025
Title: Authorize the City Manager to finalize and execute a contract with ImageTrend, LLC, through a General Service Administration Cooperative Agreement (GS-35F-365 DA) for licensing, hosting, implementation, maintenance and support of a Fire Records Management System (RMS) and an Electronic Patient Care Reporting (ePCR) and Data Collection System in an annual amount not to exceed $94,439.00 for Year One. The term of the contract is for a one-year period, with four additional one-year renewal options, for a total contract value of $442,817.57. The City Manager is authorized to exercise the renewal options, subject to annual appropriation of sufficient funds.
Attachments: 1. Quote

Title

Authorize the City Manager to finalize and execute a contract with ImageTrend, LLC, through a General Service Administration Cooperative Agreement (GS-35F-365 DA) for licensing, hosting, implementation, maintenance and support of a Fire Records Management System (RMS) and an Electronic Patient Care Reporting (ePCR) and Data Collection System in an annual amount not to exceed $94,439.00 for Year One.  The term of the contract is for a one-year period, with four additional one-year renewal options, for a total contract value of $442,817.57.  The City Manager is authorized to exercise the renewal options, subject to annual appropriation of sufficient funds.

 

Body

On December 31, 2024, ZOLL (current data manager) notified the Mesquite Fire Department (MFD) that the Fire RMS product will reach its end of service life on December 31, 2025.  As part of the FY2024-25 budget process, funds were approved for ZOLL’s annual maintenance fee of $27,019.46.  The MFD staff has researched possible replacements and agree that ImageTrend, LLC is the best fit.

 

Year One (2025)

One-time fees:                     $17,460.00

Recurring fees:                     $76,979.00

Total year one:                     $94,439.00

 

Years Two through Five (2026 - 2029):

Total five-year contract value:                     $442,817.57

Included in this is a five percent per year price increase for Years Two through Five.

 

From a dispatched call to arriving on scene, treating a patient, transporting a patient and ultimately clearing the incident, the MFD cannot operate without a Fire Records Management System (RMS) and Electronic Patient Care Reporting (ePCR) system in place.  MFD’s current Fire RMS and ePCR systems have been in place for over 20 years and are both managed by one vendor (ZOLL).  It was determined by MFD’s implementation team, which includes multiple departments, that one vendor would manage both systems for a more streamlined, seamless migration. 

 

Financial Implications

Funding for this service will be provided in the FY-25 Amended Budget.

 

Recommended/Desired Action

Staff recommends the City Manager be authorized to finalize and execute a contract with ImageTrend, LLC.

 

Attachment(s)

Quote

 

Drafter

Debbie Randall

 

 

Head of Department

Keith Hopkins