To: Sonoma County Board of Supervisors
Department or Agency Name(s): Department of Health Services
Staff Name and Phone Number: Jennifer Solito 707-564-4774
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Department of Health Services Public Health Agreement
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Recommended Action:
Recommended action
A) Authorize the Director of Health Services, or designee, to execute the third amendment to an agreement with ImageTrend, LLC for Computer-Aided Dispatch software and database services through July 14, 2026, increasing the agreement by $25,482, resulting in a new not-to-exceed amount of $471,301; and, authorize the Director of Health Services, or designee, to execute modifications thereto which do not significantly change the scopes of service to the contract in order to program unanticipated revenues and/or to increase the total not-to-exceed amount in order to address increased service needs through July 14, 2026, subject to available funding and review and approval by County Counsel.
B) Adopt a Resolution authorizing budgetary adjustments in the amount of $12,430 to the fiscal year 2024-2025 adopted budget to reflect revenues and expenditures associated with the ImageTrend, LLC agreement.
(4/5th Vote Required)
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Executive Summary:
This item requests the Board of Supervisors authorize the Director of Health Services, or designee, to execute the third amendment to the agreement with ImageTrend, LLC for computer-aided dispatch (CAD) software and database services, increasing the budget by $25,482 for a new not-to-exceed amount of $471,301 to fund the addition of Computer-Aided Dispatch (CAD) Distribution and Patient Registry support services to the remainder of the agreement. Contract term is unchanged, May 5, 2020 through July 14, 2026.
This item also requests Board authorization to increase FY 24-25 budget’s expense appropriations by $12,430 to execute the amendment for the CAD and Patient Registry.
Discussion:
Coastal Valleys Emergency Medical Services (EMS) Agency - EMS Data System Agreement
State law requires that each county designate a Local Emergency Medical Services Agency (LEMSA) as the entity responsible for oversight and regulation of the local Emergency Medical Services (EMS) System. Organized as a program within DHS, Coastal Valleys Emergency Medical Services Agency (CVEMSA) performs LEMSA functions for Sonoma County and Mendocino County. CVEMSA maintains a contract with ImageTrend, LLC for Computer-Aided Dispatch software and database services and uses the data system to communicate with providers and collect data for analysis of performance.
ImageTrend provides CVEMSA with a comprehensive data system that includes electronic patient care reporting and integrated data collection for quality management and state reporting, integration with 911 communications center and fire service reporting modules, and disaster patient distribution and bed polling tools. Provider credentialing and health care system disaster communications are also supported through the data system.
The ImageTrend platform was selected through a 2015 competitive procurement process and the program is well integrated into current EMS Agency and system partner operations. Partner agencies have made a substantial investment in training staff and incorporating the ImageTrend system into their operations.
On May 5, 2015, the Board of Supervisors authorized the Department Director to execute an agreement with ImageTrend for a term of May 5, 2015 through May 4, 2020. In March of 2021, the Purchasing Agent executed a one-year renewal agreement in an amount of $63,374 and a term of May 5, 2020 through July 14, 2021. On May 17, 2022, the Board of Supervisor approved the first amendment to the agreement extending the term through July 14, 2026 and increasing the contract max by $373,894, for a new not-to-exceed amount of $442,268. The second amendment increased the contract max by $3,552 for a new not-to-exceed amount of $445,820.
The proposed third amendment to the agreement with ImageTrend increases the not-to-exceed amount to $471,301. The increase of $25,482 will allow for the integration of the Mendocino County EMS dispatch communications center data into the ImageTrend Elite patient care reporting system. The amendment is necessary to ensure CAD data is integrated into fire and EMS responder reports.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
On May 17, 2022, the Board of Supervisors authorized the Director of Health Services, or designee, to execute the first amendment to an agreement with ImageTrend, Inc., for software and database services through July 14, 2026, for a new total not-to-exceed amount of $442,268.
On February 9, 2016, the Board approved the first amendment to an agreement with ImageTrend, Inc. for expanded software and database services supporting the Coastal Valleys Emergency Medical Service Agency, increasing the agreement by $150,000, resulting in a new not to exceed amount of $528,000 through April 30, 2020.
On May 5, 2015, the Board approved an agreement with ImageTrend, Inc., for software and database services, for the period of May 1, 2015, through April 30, 2020, in an amount not to exceed $378,000.
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
$77,871 |
$93,295 |
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Additional Appropriation Requested |
$12,430 |
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Total Expenditures |
$90,301 |
$93,295 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$90,301 |
$93,295 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$90,301 |
$93,295 |
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Narrative Explanation of Fiscal Impacts:
Adoption of this resolution will increase the FY 24-25 budget’s revenue and expense appropriations by $12,430, amending the current contract with ImageTrend, LLC from $77,781 to $90,301. This increase will be fully offset by Cardiac Arrest Registry and Enhanced Survival (CARES) partner and CAD revenues collected from the 28 county partners, including Mendocino County.
The FY 25-26 budget request will include a contract increase of $13,052. This amount reflects a 5% increase on the additional new services outlined in the amendment (Attachment 2).
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1 - Budget Resolution
Attachment 2 - Third Amendment to ImageTrend, LLC Agreement
Related Items “On File” with the Clerk of the Board:
None