Title
Electronic Patient Care Reporting (ePCR) System - Requirements Contract - RFP 18-032 (Ordinance S-44863)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with ImageTrend, Inc., to purchase an electronic patient care reporting (ePCR) system for the Phoenix Fire Department. Further request the City Controller to disburse all funds related to this item.
Report
Summary
The Phoenix Fire Department (PFD) has operated a fire-based emergency medical ambulance service since 1985, after successfully obtaining a Certificate of Necessity (CON) from the Arizona Department of Health Services (ADHS). The PFD provides fire and emergency medical services to approximately 1.5 million residents (plus visitors). For every EMS incident, the responding crew uses a standard paper-based quadruplicate form (EMS Incident Report) to document the location and nature of the the incident, the assessment and treatment of the patient and the additional pertinent information. PFD had over 170,000 EMS calls in 2016. If hospital services are needed for a patient, the transportation crew uses a second standard paper-based triplicate form (ETS Transport Ticket) to document the transportation details and additional treatment provided while the patient was en-route to the hospital. In 2016, PFD Rescue units transported more than 67,000 patients to Phoenix-area hospitals.
The new system will allow PFD to thoroughly and efficiently analyze incident and transportation information, which includes identification of public health trends, the monitoring and reporting of EMS performance and the effectiveness of emergency medical care.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
RFP 18-032 Electronic Patient Care Reporting (ePCR) System was conducted in accordance with Administrative Regulation 3.10. The procurement consisted of acquisition and deployment of an ePCR solution for every responding unit to transition from a paper-based to an electronic method of documentation. The RFP was issued on Sept. 7, 2017, and a mandatory Pre-Offer Conference was held on Sept. 20, 2017. Three offers were received on Oct. 6, 2017. One offer was deemed non-responsive.
An evaluation committee was appointed to conduct detailed evaluations of the offers, establish a competitive range and select the offer to receive the contract award. The committee included subject matter experts (SMEs), field evaluators and a qualified voting panel from the Information Technology Services, Fire and Parks and Recreation Departments. The offers were scored based on the following criteria: Requirements [Functional, Technical, Informational, Interface and Proposer Demonstrations] (400 Points), Implementation and Support [Implementation Plan, Operation, Maintenance and Support Plan, PFD ePCR Activities, Deliverables and Milestones Response Form] (200 Points), Qualifications, Experience, and References [Company Overview, Company History, Experience and Qualification Information] (100 Points), Pricing [Five-year Cost of Ownership] (200 Points) and Offeror Financial Viability [Audited Financial Statements, Annual Reports or equivalent] (100 Points). The evaluation committee invited the two firms to participate in demonstrations held on Dec. 12 and 13, 2017. After demonstrations concluded, the evaluation committee recommended moving forward with the Best and Final Offer (BAFO) process with the two firms. During the final consensus held on Jan. 23, 2018, the evaluation committee recommended ImageTrend, Inc. for contract award.
The finalists and their scores are listed below.
ImageTrend, Inc.: 847.5
Starwest Associates, LLC: 777.5
The Deputy Finance Director recommends the offer from ImageTrend, Inc., be accepted as the highest scored offeror.
Contract Term
The five-year term shall begin on or about July 5, 2018.
Financial Impact
The aggregate contract value will not exceed $1,477,450. Funds are available in the Phoenix Fire Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Phoenix Fire Department.