HomeMy WebLinkAboutItem 11 Request for Sole Source Authorization and Approval to Contract with ZOLL Per the Negotiated Contract
Meeting Date:
Meeting Type:
Department:
Staff Contact:
Staff Phone No:
Estimated Time:
January 22, 2008
Regular
Fire and Life sa~fi
Dennis Murphy IV .
726-3737
Consent Calendar
AGENDA ITEM SUMMARY
SPRINGFIELD
CITY COUNCIL
ITEM TITLE:
REQUEST FOR SOLE SOURCE AUTHORIZATION AND APPROVAL TO
CONTRACT WITH ZOLL PER THE NEGOTIATED CONTRACT
ACTION
REQUESTED:
Authorize the City Manager to sign a sole-source contract with ZOLL Data
Systems to purchase an Electronic Patient Care Report (ePCR) application. The
total cost for software under this agreement shall not exceed $68,770. An annual
maintenance agreement of not more than $12;500 (20% of purchase price) starts in
year two.
ISSUE
STATEMENT:
ATTACHMENTS:
Council approval is requested for sole-source agreement with ZOLL Data
Systems.
A. Findings to support exemption from competitive bidding, and to support
specification of brand name.
DISCUSSION!
FINANCIAL
IMP ACT:
The purchase of Mobile Data Computers (MDC) and electronic Patient Care
Report (ePCR) hardware and software is approved and funded in the FY08
adopted budget at $239,480. Our initial preparation for implementation of ePCR
was with our Records Management System (RMS) software vendor, FDM. The
RMS vendor informed us they would not be developing or supporting an ePCR
module, and recommended we seek a third party vendor to satisfy this need. Both
Springfield Fire and Eugene Fire jointly embarked on a search for a field-tested,
well respected, fully functional ePCR solution and narrowed our search to two
vendors. After contacting many other Fire & EMS agencies and several site visits,
both Springfield Fire and Eugene Fire have determined that Zoll ePCR best meets
functional and software integration needs. We currently use Zoll's RescueNet
Billing software in Account Services, and their ePCR product is part of the same
RescueNet product suite. Data transfers from the field tablet computers to billing
in a seamless, definable process. This solution will gain further efficiencies in
field turn-around times, ensuring more accurate data collection and charting, and
will streamline our billing processing.
This sole source justification is supported by City of Springfield Purchasing
Guidelines, Section 10, Bidding Requirements - Exemptions, subsections (a), (b)
and (d).
FINDINGS TO SUPPORT EXEMPTION FROM COMPETITIVE BIDDING,
AND TO SUPPORT SPECIFICATION OF BRAND NAME
CONTRACT;
Purchase Agreement: Zoll Data Systems, January 2007
Department: Information Technology/Fire & Life Safety
Items: New Electronic Patient Care Report (ePCR) Application
FINDINGS:
1. It is not necessary to seek formal or informal competitive bids because the items being
purchased are available through only one company. This finding is supported by the following facts:
. - Zoll Data Systems is-the only purveyor of the Zoll ePCR products; there is no opportunity
to purchase these products from competing re-sellers.
2. It is necessary to specify the items by brand name because the efficient use of existing
equipment or supplies requires acquisition of compatible equipment or supplies. This finding is
based on the following facts:
· The specific ePCR application being purchased must integrate with Springfield's existing
Zoll Ambulance Billing application and Springfield's existing Zoll cardiac
monitor/defibrillators. Product integration is necessary to move patient data rapidly
between the ePCR application, the cardiac units, and the Sanitas billing system. Rapid data
exchange through integration will in some cases improve patient care, and will in all cases
improve personnel efficiency and streamline the patient treatment, transport, and billing
processes;
· Only the Zoll ePCR product contains the.level of integration and product interoperability
required for front-line, life-saving equipment. The resulting system will allow the entire
pre-hospital, chain-of-events data to be integrated into the department's existing billing
software, providing increased accountability, efficiency, and improved data management;
· The City of Springfield has significant investment in existing Zoll ambulance billing
software and in the Zoll cardiac monitors/defibrillators. This investment includes hardware,
software, and training;
· Only by purchasing products from the same vendor (Zo11) can we ensure that future
versions of these three products will continue to interoperate, provide a common user
interface, and share an integrated product development road map.
On the basis of the foregoing findings and facts, awarding this Contract will not encourage
favoritism or substantialJy diminish competition for future contracts.
Gino Grimaldi, City Manager
Dated:
Attachment A