Title
Electronic Patient Care Reporting (ePCR) System - Requirements Contract EXC 20-046 (Ordinance S-46648)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Starwest Associates, LLC, to purchase an Electronic Patient Care Reporting (ePCR) System for the Phoenix Fire Department (PFD). Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract will not exceed $3,050,000.
Report
Summary
The Phoenix Fire Department (PFD) seeks to enter into a contract for the implementation, operation, maintenance, and support of an ePCR system. The PFD currently utilizes a manual paper-based process. This system is a configurable real-time information system which will allow Emergency Medical Services (EMS) personnel to electronically input, store, transmit, and analyze medical incident and transportation data.
The ePCR system will benefit the PFD by introducing efficiency and productivity improvements for first responders, transfer of care improvements for ETS staff while also ensuring the department's compliance with applicable state and industry standards and eliminating the need to store paper records. Additionally, the system will enhance the PFD's ability to evaluate and analyze quality assurance and continuous quality improvement Key Performance Indicators.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of a Special Circumstance Without Competition Determination Memo. The memo supports Starwest Associates, LLC, as the most responsive, responsible offer, and most advantageous to the City to provide an ePCR system. The determination memo was approved by the Deputy Finance Director recommending the contract with Starwest Associates, LLC.
Two prior RFPs (16-014 and 18-032) were issued for an ePCR System. The evaluation and scoring of the submittals for both of these solicitations, resulted with the same top two vendors. The City concluded that a third solicitation would not be significantly different in scope, would not be in the best interests of the City, and it would be unduly burdensome for the two vendors. Therefore, selection was made using an alternate process under the City Code, a special circumstance without competition. The City determined that both top vendors were responsive, responsible offers and within the City's budget. The remaining final criteria for consideration was the end-user evaluation of the two vendor systems. On March 4, 2020, 23 evaluators who had participated in the field evaluation process in one of the two prior RFPs, cast an anonymous vote for their independent evaluation and preference based on the prior demonstrations and use of the two systems. The final votes resulted in 13-10, with the highest votes favoring Starwest Associates, LLC.
Contract Term
The five-year contract term will end on or about June 30, 2025.
Financial Impact
The aggregate contract will not exceed $3,050,000. Funds are available in the Fire Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Fire Department.