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Home My WebLink About12-54 Resolution No. 12-54 RESOLUTION AUTHORIZING PURCHASE OF FIRE DEPARTMENT MOBILE MEDICAL REPORTING SOFTWARE FROM IMAGETREND, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase field data collection site license software and support from ImageTrend, Inc. in the amount of $14,000 pursuant to the proposal therefor dated December 18, 2011, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: March 21, 2012 Adopted: March 21, 2012 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk Ship To: ' I MAGETREND INC. Mike Oine City of Elgin Fire Department PROPOSAL 550 Summit Street Elgin, IL 60120 847-931-6175 oine_m @cityofelgin.org Salesperson Proposal Number Date Eric Kaphingst EK-331 A December 18,2011 Description Qty Unit Price Total Software Field Data Collection Site License Field Bridge 1 $10,000.00 $10,000.00 Field Data Collection Site License Annual Support 1 $2,000.00 $2,000.00 TOTAL Year 1 $12,000.00 Annual Fees after Year 1 $2,000.00 Terms of Agreement 'The above mentioned total sum will be invoiced with payment terms of net 30 days upon acceptance of proposal. *The recurring annual support will be billed annually in advance. 'This proposal is valid for 90 days. Agreed to and accepted by: City of Elgin Fire Department ImageTrend,Inc. Signature Date If you have any questions regarding this proposal,contact: Eric Kaphingst at 952-469-6228 or ekaphingst @imagetrend.com or Julie Kaufman-Boom at 952-469-1589 or jkaufman-boom @imagetrend.com Thank you for your business! ImageTrend, Inc. Tel: 952-469-1589 20855 Kensington Blvd Fax: 952-985-5671 Lakeville, MN 55044 www.imagetrend.com Ship To: Tj Mike Oine IMAGETREND INC. City of Elgin Fire Department PROPOSAL 550 Summit Street Elgin,IL 60120 847-931-6175 oine_m@cityofelgin.org Salesperson Proposal Number Date Eric Ka hin st EK-331 B December 18,2011 Description Qty Unit Price Total Training Training Sessions - Onsite(Full Day M-F) 1 $1,000.00 $1,000.00 Travel per Trainer for Onsite Training 1 $1,000.00 $1,000.00 TOTAL Year 1 $2,000.00 Terms of Agreement The above mentioned items will be invoiced independently upon completion with payment terms of net 30 days. This proposal is valid for 90 days. Note:If Client would like to schedule Onsite Training on the weekend,additional fees may apply. Agreed to and accepted by: City of Elgin Fire Department ImageTrend,Inc. Signature Date If you have any questions regarding this proposal,contact: Eric Kaphingst at 952-469-6228 or ekaphingst @imagetrend.com or Julie Kaufman-Boom at 952-469-1589 or jkaufman-boom @imagetrend.com Thank you for your business! ImageTrend, Inc. Tel: 952469-1589 20855 Kensington Blvd Fax: 952-985-5671 Lakeville,MN 55044 www.imagetrend.com Ik ELGIN THE CITY IN THE SUBURBS' AGENDA ITEM: MEETING DATE: March 7, 2012 ITEM: Sole Source Agreement with ImageTrend for the Purchase of Mobile Medical Reporting Software ($14,000) OBJECTIVE: Improve the efficiency and effectiveness of the fire department members who complete incident based medical reports. RECOMMENDATION: Authorize the purchase of the ImageTrend software to facilitate billing for incidents to which the fire department responds in the amount of$14,000. BACKGROUND The Elgin fire department is required, by state law, to complete an electronic patient care report (ePCR) each time a patient is treated and/or transported to a medical facility. This ePCR report requires that the emergency medical technicians and paramedics remain at the hospital and type information that has already been gathered into a software program. Depending on activity levels at the hospital and the availability of computers hosting the software, ambulance crews can remain unavailable for other incidents while waiting for an available computer to complete their report. Additionally, Elgin does not have the software required to obtain electronic signatures for billing and notification purposes, such as those required for HIPAA and Medicare. Because of this, the company that invoices providers, Andres Medical Billing, must obtain a signature from the patient before invoices can be submitted to outside agencies for reimbursement. This results in reimbursement delays for services rendered pertaining to medical treatment and transports. OPERATIONAL ANALYSIS The fire department is in the process of purchasing tablet personal computers for the purposes of providing mobile ePCR's functionality. There are multiple advantages to this pursuit including the following: i • Ability to obtain and enter the information one time • Ability to capture patient signatures, when appropriate, after transportation to the hospital • Compliance with HIPAA policies • Postage cost savings associated with having to mail HIPAA notices to the patients • Immediate billing by Andres Medical Billing upon receipt of reports ImageTrend is the medical reporting software that is provided by Sherman Hospital and is required for all agencies within the Elgin medical region. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The funding necessary for this initiative is being provided utilizing public safety impact fees that have been collected and set aside in an escrow account. Per city council policy, the use of impact fees have been restricted for the use of capital expenditures — such as facility or road construction or for the purposes of reducing general fund operating costs. In essence, the use of impact fees shares similar restrictions to that of riverboat proceeds without the benefit of reoccurring annual revenue. Thus, the use of these proceeds should continue to remain only for the most important and beneficial initiatives. This efficiency and effectiveness initiative meets said criteria. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) F AMOUNT AMOUNT BUDGETED AVAILABLE General 010-2802-735.92-54 389414 $14,000 $14,000 LEGAL IMPACT The proposed agreement would require an exception to the procurement ordinance which requires approval by two thirds of the members of the city council with a finding by the city council that an exception to the procurement ordinance is necessary and in the best interests of the city. ALTERNATIVES The city council may elect not to authorize the purchase and direct the fire department to continue using the current system. NEXT STEPS Authorize the exception to the purchasing ordinance and purchase the software. Originators: John P. Fahy, Fire Chief Final Review: Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A: ImageTrend Quotation J � Ship To: Mikeoine IMAGE TREND N City of Elgin Fire Department PR®�� 550 Summit Street !i Elgin, IL 60120 847-931-6175 oine_m @cityofelgin.org Salesperson Proposal Number Date Eric Kaphingst EK-331 A December 18,2011 Software Description Qty Unit Price Total Field Data Collection Site License Field Bridge 1 $10,000.00 $10,000.00 Field Data Collection Site License Annual Support 1 $2,000.00 $2,000.00 TOTAL Year 1 $12,000.00 Annual Fees after Year 1 $2,000.00 Terms of Agreement 'The above mentioned total sum will be invoiced with payment terms of net 30 days upon acceptance of proposal. 'The recurring annual support will be billed annually in advance. 'This proposal is valid for 90 days. Agreed to and accepted by: City of Elgin Fire Department ImageTrend,Inc. Signature Date If you have any questions regarding this proposal,contact: Eric Kaphingst at 952-469-6228 or ekaphingst @imagetrend.com or Julie Kaufman-Boom at 952-469-1589 orjkaufman-boom @imagetrend.com Thank you for your business! r ImageTrend, Inc. Tel: 952-469-1589 20855 Kensington Blvd Fax: 952-985-5671 Lakeville,MN 55044 www.imagetrend.com Ship To: Mike Oine { IMAGETREND 'r"� City of Elgin Fire Department PROPOSAL 550 Summit Street Elgin,IL 60120 847-931-6175 oine—M@cityofelgin.org Salesperson Proposal Number Date Eric Ka hin st EK-331 B December 18,2011 Description Qty Unit Price Total Training Training Sessions - Onsite(Full Day M-F) 1 $1,000.00 $1,000.00 Travel per Trainer for Onsite Training 1 $1,000.00 $1,000.00 TOTAL Year 1 $2,000.00 Terms of Agreement 'The above mentioned items will be invoiced independently upon completion with payment terms of net 30 days. 'This proposal is valid for 90 days. Note:If Client would like to schedule Onsite Training on the weekend,additional fees may apply. Agreed to and accepted by: City of Elgin Fire Department ImageTrend,Inc. Signature Date If you have any questions regarding this proposal,contact: Eric Kaphingst at 952-469-6228 or ekaphingst @imagetrend.com or Julie Kaufman-Boom at 952-469-1589 or jkaufman-boom @imagetrend.com Thank you for your business! ImageTrend,Inc. Tel: 952-469-1589 20855 Kensington Blvd Fax: 952-985-5671 Lakeville,MN 55044 www.imagetrend.com