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2447 ORDINANCE NO. �Ll AN ORDINANCE WAIVING COMPETITIVE BIDDING TO REPLACE COMPUTER SOFTWARE SYSTEM FOR THE WEST MEMPHIS FIRE DEPARTMENT,DECLARING AN EMERGENCY AND FOR OTHER PURPOSES WHEREAS,Arkansas Code Annotated §14-58-303 allows waiving of competitive bidding in exceptional situations where such procedure is deemed not feasible or practical; and WHEREAS,there are many items necessary for the City's use where competitive bidding is deemed not feasible or practical; and WHEREAS,the West Memphis Fire Department is in need of replacing its existing computer software system due to the company providing the service having ceased ' business operation; and WHEREAS,ImageTrend, Inc., has provided the West Memphis Fire Department a quote for a computer software system that is compatible with the existing software system and is compatible with the Arkansas Department of Health EMS Reporting, and competitive bidding under such circumstances would not be feasible or practical; NOW, THEREFORE,BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WEST MEMPHIS,ARKANSAS: 1. That competitive bidding be waived for the following item and service to be used by the City, described as follows: A Software License Agreement for ImageTrend, Inc., consisting of EMS/Fire Web- based products, EMS/Fire Mobile Products, EMS/Fire Modules and training services to be rchased from ImageTrend, Inc., for total amount of$25,550.00 for the first year and the ImageTrend Elite EMS Annual SaaS fee and Visual Informatics Annual SaaS fee of $11,800.00 each year during the term of the agreement unless adjusted due to volume. 2. EMERGENCY CLAUSE. It having been found and determined by the City Council of the City of West Memphis, Arkansas, that the West Memphis Fire Department is in need of replacing the existing computer software system due to the existing computer software company going out of business and in order to maintain day to day operations, there is an urgent and immediate need to replace the computer software system, an emergency is hereby declared to exist, and this Ordinance being necessary for the preservation of the public peace, health, safety and welfare of the Citizens of West Memphis, Arkansas, shall be in full force and effect from and after the date of its passage and approval. /' PASSED AND APPROVED thisZ41' day of _/�G��/ t' 52017. � , WILLIAM H. JOHNSON, MAYOR ATTEST: Phi ip Para, City Clerk SPONSORED BY: DECEIVED fidh ,(� �s City Clerk's Office ;o�Pr"` Date/Time o F��I-j Ey Ship To: Bill To: Jeff Jones Contact Name IMAGETRENDs West Memphis Fire Department Client Name Quote 200 N 7th Street Address West Memphis,AR 72301 City,State Zip 870-732-7570 Phone Number Wmfire60@aol.com Email address ­.—Salesperscin;'I 'f:',Qilbte Nurntier „x Date Matt Rye MR-617 October 3Q 2017 Description -,Unit'Price", Software EMS/Fire Web-based Products ImageTrend Elite' EMS ImageTrend Elite EMS Setup and Project Management 1 $5,000.00 $5,000.00 ImageTrend Elite EMS Annual SaaS Fee 5,500 $2.00 $11,000.00 ImageTrend Elite EMS Annual Support 1 Included ImageTrend Elite EMS Annual Hosting I Included EMS/Fire Mobile Products ImageTrend Elite-Field 1 Included ImageTrend Elite Field Site License I Included ImageTrend Elite Field Site License Annual Support I Included EMS/Fire Modules ImageTrend Visual lnformaticsTM Includes:Analytics,Pie Charts,Charting,Widgets Cube: EMS Cube Visual Informatics Setup Fee 1 $5,000.00 $5.000.00 Visual Informatics Annual SaaS Fee 1 $800.00 $800.00 Exports I Integrations Billing Integration(Manual Export only) ImageTrend NEMSIS v3 XML Billing Integration Setup Fee 2 No Charge Billing Integration Annual Support 1 No Charge Training Training Sessions-Onsite(Full Day M-F) 2 $1.000.00 $2,000.00 Travel per Trainer for Onsite Training 1 .—$-1,7,50.00--$1350:001 _L_TQTALYear4-n IN&$25,1500!00 4eFFe_sifte—rYUV1 __—_$111800.0% Optional Items Client may elect to purchase any of the following items by checking the associated box.These items will be added to your total cost 0 imageTrend mapping and Reporting System' (MARS-) MARS"'Setup Fee 1 $2,500.00 MARS"'Annual SaaS Fee 1 $1,100.00 Exports I Integrations CAD Integration Annual Support and Hosting EMS 1 $3.500.00 Vendor Other Terms of Agreement 0 .The recurring annual fees will be'invoiced annually in advance. -If there is a delay in acceptance on the remaining items for longer than 60 days,ImageTrend has the option to invoice the remaining balance on any or all of the open items for Year 1 and begin the Recurring Fees schedule. ,Project completion occurs upon receipt of the product. ,All Annual SaaS Fees are inclusive of the ongoing Support and Hosting fees. *This Quote and pricing is based on an estimated 5,500 incidents per year as provided by Client. All Annual SaaS Fees are based upon anticipated usage and are subject to an annual usage audit,which may affect future fees. 'All hosting fees are based upon anticipated usage and includes 30 GB of Storage.These fees are subject to annual usage audits,which may affect future fees at an increase of$1 5/10GB/month for Storage. *IMAGETREND will perform price increases of the recurring fees.The first price increase will occur with the fees due for Year 2. These price increases will occur once a year and may not exceed 3%of the price then currently in effect. ,ImageTrend will provide support for our applications and server hardware as contracted and detailed in the Service Level Agreement incorporated herein as Exhibit X *ImageTrend's HIPAA Business Associate Agreement incorporated herein as Exhibit B. ,This proposal is valid for 90 days. Note.If Client would like to schedule Onsite Training on the weekend,additional fees may apply. Note:ImageTrend is not responsible forany CAD Vendor requirements and any associated fees. Note.,CAD data will only be available for 60 days in the dispatch database;which may impact CAD Recon Reports. ImageTrend,Inc. Tel: 952-469-1589 20855 Kensington Blvd Fax: 952-985-5671 Lakeville,MN 55044 Page 1 of 2 www.imagetread.com Note:The CAD Annual SaaS Fees include a one-time integration,Support and Hosting.The SaaS fees do not cover any costs that maybe charged by the CAD vendor. CLIENT agrees IMAGETREND may,in IMAGOREND's discretion,cease to provide access,hosting,support or otherwise disable the Software listed above due to CLIENT's breach of contract,overdue payments,or missed payments. CLIENT agrees IMAGETREND may charge to CLIENT a late fee of 1.5%per month,or the highest rate allowed under the law,whichever is lower,on any overdue amounts. CLIENT also agrees IMAGETREND may charge to CLIENT all reasonable costs and expenses of collection,including attorneys'fees where,in IMAGETREND's discretion, payments are consistently deficient or late. IMAGETREND will invoice sales tax to non-exempt CLIENTS where applicable. DISCLAIMER.,This quote creates no legal obligations.This letter is intended to confirm the parties'current understanding of the terms,but it is not intended to create any legal obligations with respect to any of the terms.Neither party should rely on this quote and no legal or equitable remedy will adse from any such reliance.Instead,the. parties must reach a final agreement.A final agreement will be a condition precedent to any binding obligations. A fully executed Contract Agreement will be required to be completed before an order is processed. Agreed to and accepted by: Client Name ImageTrend,Inc. Initials Dated If you have any questions regarding this proposal,contact: Matt Rye at 952469-6221 or mrye@imagetrend.com Mike Tamasi at 952-469-6472 or mtamasi@imagetrend.com contracts(b),i mapetrend.com Thank you for your businessl c / J � C J ImageTrend,Inc. Tel: 952-469-1589 20855 Kensington Blvd Fax: 952-985-5671 Lakeville,MN 55044 Page 2 of 2 www.imagetrend.com cr r �MAGETREND 1 !! _ 4.. — T77 f'r7-- MS What Makes it Elite EMS? ImageTrend Elite-does what no other solution can for EMS agencies and fire departments. It has everything you expect and more to document patient care in a single solution. Reporting for Your EMS Data Centralized Data Collection Settings _ ImageTrend's Report Writer lets you create ad hoc or canned Take in-depth control with --- �� reports on your NEMSIS v3 data. +.� centralized management of your �l . Fire departments can also get fields,their value ranges,validation =^ NFIRS compliant reporting in the and mapping for import/export data V same solution. exchange. a °`� - —– - Fluid,Configurable Forms Easy ICD-10 Code Selection Create your own forms tofi Elite's multi-select field groups many options { optimize your department's -_ _ ,, into categories that can be edited in the workflow usingImageTrend -- Dataset Manager. Crews can more accurate) g ._� g Y -- — -- - Elite's Form Manager, Choose the '-_- document with a drill-down method, fields and order of display for rapid data entry. eliminating"close picks"for better. billing. Patient-Centric TimelineTM-View Consistent Experience View patient information across time One solution works on Android,,Pad or multiple encounters at a glance. �` or Windows devices for a consistent Selecting an event brings the user "` user experience and IT flexibility. ._ right to that data. - Faster, Easier Data Entry Save Time with the Library Elite is optimized for data entry in the field with tabs easily User-generated content from your peers accessible by thumb from the edge of the screen. Features in other departments can be shared with like Visbility Rules and the"six pack"simplify selection when the Library. Find forms that others have found successful six or fewer options are available,and type-ahead search and share the wealth of knowledge in the ImageTrend gets providers through forms faster. ommunity. - — .J ImageTrend.com• 1-888-469-7789 -20855 Kensington Blvd., Lakeville, MN 55044 ©2017 ImageTrend,Inc.All rights reserved.OCT2017 IMAGETREND, 41 -77 I"Dynamic Power Tools-and.Situation.Toolsl To make short work of repetitive or complex documentation, Dynamic Power Tools and Situation Tools simplify data entry-often to as little.as a tap of a button. Based on the provider's initial impression and course of treatment,these configurable tools can be selected for a scenario,such as cardiac arrest, and display.common medications or procedures that might be documented. Offline.Documentation with.Elite Field'" ImageTrend Elite is a cloud-based system that works anywhere with an internet connection.With optional Elite Field, documentation can be completed without an internet connection. In a remote area or when infrastructure has been compromised, medics can start and complete documentation of an encounter offline and submit the report when a connection is restored.An encrypted database on the local device keeps the data secure from unauthorized access. The Complete Picture Connected data opens the door to.new possibilities in integrated healthcare.With ImageTrend's Open Platform, encounters can be sent to hospitals or shared through Health Information HubTm (HIH-)with other agencies, regardless of which ePCR vendor they use*. ImageTrend's solutions leverage powerful software to analyze, document,alert and report on data- making patient-centric care a reality. *Requires each endpoint to be certified NEMSIS version 3 compliant.Special data sharing agreements required-see ImageTrend rep for details. © EMS Fire Critical Care :1MAGETREN®° CSNN ECT Preparedness Community Paiamedicine Join us at our annual Connect User.Conference! Connect with industry leaders • and peers nationwide. e eTrend.com/Connect Billing Reporting& More information:Imo g Analysis Licensing. Hospital 0_'1 AA +z N1, �y _. `3+,ar .''J ImageTrend.com • 1-888-469-7789 .20855 Kensington Blvd., Lakeville, MN 55044 02017 ImageTrend,Inc.Ali rights reserved.OCT2017 IMAGE TREK®