TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including subsequent amendments, with Digital EMS Solutions, Inc., of Long Beach, CA, for providing an Electronic Patient Care Report System for the Long Beach Fire Department, in a total annual amount not to exceed $225,000, for a period of three years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and
Increase appropriations in the Capital Projects Fund Group in the Fire Department by $225,000. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Digital EMS Solutions, Inc. (Digital EMS), to continue to provide an Electronic Patient Care Reporting (ePCR) system for the Long Beach Fire Department (LBFD). Digital EMS is the sole supplier of the Medic Clipboard, ePCR system currently being used by the LBFD.
On July 18, 2017, the City Council authorized a contract with Digital EMS to develop an ePCR system to comply with Los Angeles County Department of Health Services (County) requirements, initiated in 2013, which required all Emergency Medical Services (EMS) providers to submit patient care reports electronically. Digital EMS’s ePCR system, the Medic Clipboard, replaced the manual system previously used by the LBFD. The Medic Clipboard system enables the LBFD to document patient care electronically and without interruption. It also facilitates continuity of patient care, integrates with the City’s existing dispatch, emergency medical services diagnostic and billing processes, and includes robust reporting tools enabling efficient process improvement and participation in the White House Data Driven Justice (DDJ) initiative.
Over the past four years, Digital EMS and City representatives have worked closely to develop, refine, customize, and implement an ePCR system that complies with the aforementioned County requirements. The requested contract with Digital EMS will ensure continuity of EMS services, billing, and storage and retrieval of existing EMS documents.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process when authorized by a Resolution adopted by the City Council. A competitive procurement process for these services is not feasible because the Medic Clipboard is a proprietary system, developed, marketed, and supported solely by Digital EMS and utilizing a different vendor would require the LBFD to devote several months of staff time to develop a new system, while being out of compliance with County requirements.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on July 21, 2021, Business Services Bureau Manager Tara Montensen on July 14, 2021, and by Budget Management Officer Rhutu Amin Gharib on July 21, 2021.
TIMING CONSIDERATIONS
The current contract with Digital EMS expires on October 31, 2021. Therefore, City Council action to adopt a Resolution and award a contract concurrently is requested to ensure the continuation of services.
FISCAL IMPACT
The total amount of the contract will not exceed $225,000 annually. An appropriation increase in the amount of $225,000 is requested in the Capital Projects Fund Group in the Fire Department, offset by funds available from Fire Facilities Impact Fee revenue. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER