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CITY OF SAN BERNARDINO
ACTION
REQUEST FOR COUNCIL
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From: JANIS INGELS, I j I,.., i I W rl
DIRECTOR OF MIS
Dept: ADMINISTRA TION/INFORMA TI0N
MANAGEMENT SERVICES
Date: September 25, 2000
Subject: PURCHASE OF EMERGENCY
MEDICIAL DISPATCHING (EMD)
SYSTEM FOR FIRE DEPT
Synopsis of Previous Council action:
I. Request for Council Action dated May IS, 2000 outlines the recommendations to Council from the
Mayor's AD HOC Committee on Fire Standards, all of which were adopted at this meeting. One of the
recommendations made in this request was to implement an automated Emergency Dispatch (EMD)
System.
2. Funding for the purchase of an EMD system was approved by Council in the FY 2000/01 budget.
Recommended motion:
Adopt resolution.
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Ignature ,
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Contact person:
JANIS INGELS
Phone: 384-5947
Supporting data attached: Staff Report
Ward:
FUNDING REQUIREMENTS: Amount: $ 45,753.00
Source: (Acct. No.) 679-251-5705 $45,753.00
(Acct. Description) Departmental Computer Equipment
Finance: ~~f4
Council Notes:
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. ,CIT\'" OF SAN BERNARDINO - REQUEST'FOR COUNCIL ACTION .
STAFF REPORT
SUBJECT:
Resolution authorizing the execution of a purchase order to Tiburon,
Inc, for the purchase of Emergency Medical Dispatching (EMD) system
for Fire Department.
BACKGROUND:
In April 2000, the Mayor's AD HOC Committee on Fire Department
Service Standards recommended an upgrade of the current manual EMD
system to an automated version; the recommendation was subsequently
adopted by the Common Council on May 15, 2000.
The proposed automated system provides an efficient platform that
will give critical pre-arrival medical information to individuals
that are at the medical emergency site. In addition to pre-arrival
instructions, the automated system coordinates the medical necessity
with the type and number of emergency apparatus that need to be
dispatched to the emergency. Using pre-established criteria, it will
also recommend whether or not to respond with red lights and sirens,
Advanced Life Support (Paramedics on ambulance), Basic Life Support
(EMT on ambulance), or non-emergency transportation to clinics or
physicians. Again, the automated version allows for a more efficient
dispatch, as well as a higher degree of accuracy. By adopting these
medically approved response standards, our dispatchers will have a
clearly defined set of rules outlining when and how to send emergency
medical assistance to our citizens.
The third component of this system is quality-assurance software that
produces specific, detailed reports on each EMS call processed by
Fire Dispatch. These records will be reviewed by a physician, Fire
Dispatch supervisors, and the Fire Department's quality-improvement
board. This will ensure that the quality of service is kept at an
optimum, and that protocols are followed without exception. The
other two components of this software package are the CAD interface
software and the manual backup protocol cards.
Medical Priority Consultants (MPC) has developed this system of
medically based response recommendations and pre-arrival instructions
for agencies that provide emergency medical services to the public.
MPC will provide the training for our dispatch personnel, and act as
an advisor in setting up our EMD program. Tiburon Incorporated, of
Fremont, California, provides the software our Fire Department uses
to dispatch fire apparatus to calls for service. They also offer a
computerized interface with our existing dispatch software that uses
MPC's response recommendation system and their "pre-arrival"
instructions system.
75-0264
'.Tiburbn Inc. will sub-contract to MPC those items that are
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proprietary to them, such as the manual card system, software
licenses, training and consultation. Tiburon Inc. does not add
additional costs to MPC's portion of this project. Tiburon Inc. will
coordinate the installation and testing of software, will certify its
readiness for use, will coordinate the training of all of our fire
dispatchers, and will train our MIS staff in the proper maintenance
of this specialized software.
Once approved, it is expected that this project will be fully
installed and in use within approximately 90 days.
MPC is the only medically certified protocol package with an
interface directly to our Tiburon Fire CAD system. The programming
necessary to build the interface between MPC and our existing Tiburon
software is proprietary to Tiburon. This will be a sole source
vendor purchase permitted under M.C. Sect. 3.04.010.B.3 which states
"purchase approved by the Mayor and Common Council."
FINANCIAL IMPACT
The cost of the EMD software package is $45,573. Funding for the
purchase of EMD software is included in the FY 2000/2001 adopted MIS
budget 679-251-5705 (Department Computer Equipment). Annual
maintenance costs are estimated to be $2,224 annually. Additionally,
every other year MPC will provide a recertification course to city
dispatchers for a cost of approximately $2,500. Funding for
estimated maintenance costs was also include in the MIS adopted
budget 679-251-5705 (Department Computer Equipment) .
RECOMMENDATION:
Adopt resolution.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASING MANAGER TO ISSUE A PURCHASE ORDER FOR AN EMERGENCY
MEDICAL DISPATCH SOFTWARE PACKAGE FROM TIBURON INC. OF FREMONT
CALIFORNIA.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AS FOLLOWS:
SECTION 1. That the Mayor and Common Council authorize the Purchasing Manager
to issue a Purchase Order to Tiburon Inc, of Fremont California, not to exceed $45,753.00 for
their Emergency Medical Dispatching software package as referenced in Tiburon Quote #P643-
Q98000lD.
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20 The foregoing resolution is hereby approved this
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASING MANAGER TO ISSUE A PURCHASE ORDER FOR AN EMERGENCY
MEDICAL DISPATCH SOFTWARE PACKAGE FROM TIBURON INC. OF FREMONT
CALIFORNIA.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on
the_day of
, 2000, by the following vote, to wit:
Council Members
Aves
Navs
Abstain
Absent
ESTRADA
LIEN
McGINNIS
SCHNETZ
13 SUAREZ
ANDERSON
McCAMMACK
Rachel G. Clark, City Clerk
day of
,2000.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Penman, City Attorney
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August 16.2000
P643-Q98()()()JB
Mr. Micbacl Eckley
MIS Division
City of Sun Bernardino
710 North D St~t
San Bernardino. California 92418
Subject:
Quotation P643-Q980001C; ProQA. Emergency Medical Dispatch software
Dear Mr. Eckley:
Tiburon is pleased to present to you the following updated quote for ProQA El'Dl:rgency Medic.11
Dispatch software.
Scone DescriDlion;
This quote includes the following:
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Item Quaotlty Price
ProQA EMD Server Software I SI.tH}
ProQA Workstation License 3 SI1.508
ProQA Training 10 people S4.025
AQUA Quality Assurance Software S3.307
AQUA QuaJily Assurance Software 11':lining $2.875
class
ProQA EMD Certification 15 people S4.485
Tiburon Software Services,lnlcgration and I $15.84~
Project Mana~menl, includes Invel
Workstation InstaUation 3 $1.456
Tiburon ProQA administration training: 3 people $1.139
The ProQA software requires PCs running the Microsoft Windows operating system. The Ciey's Cum::Ol
CAD worXswions will be used for this purpose.
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MjL:~ Eck.1-=y
City of San BemOlrdino
M IS Division
August 16. 2000
Page :2
Price Descriotion:
The fixed price for this quowion is 545,753.
The eSlimated price for Tiburon annual maintenlUlCC is $800. the iU'St year of which is included in the
priCI: above. The eSlimated p1ic~ for ProQA annual maintenance is $2.224 the first year of whicb is
included in the price above.
Tiburon Resoon!;ibilities:
. Install and integrate ProQA EMD software
. Provide system administroltion training for ProQA EMD
. Procure ProQA training and cemfication (or the City's 3Ssigned staff from Medical Priorities
Client R~soonsibilities:
. Provide wOrkslalion access to Tiburon personnel for ProQA installation.
. Provide 8 workstations in Ii suitable training environment for ProQA classes.
Comoletion Criteria:
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Complete upon 'icrific:u.ion by the City Project Manager that the enhancement" has been instAlled and
tl11ining completed.
Terms and Conditions:
This quotation is based on the following assumptions:
. This quote is valid for thiny (30) days from the dale of this tener. The v4Udi1-Y of this quote can be
c)(tended by mutual agreement of both panics.
. Payment terms are as follows: 5O'l> with inirial order and 50% upon completion of training.
Payment Schedule:
InitiaJ Order
Completion of training
$22.876.50
$22.876.50
. This quote does nOI include any 18)(I:S levied by a government agency. Tax., if applicubllo:, is the
responsibility of the City.
By the City's accep~ of the Change Proposal in the signature blocks provided below. the CilY is
authorizing Tiburon lO pl"Ol..'eed with the work described herein IDcl confirms additional funding will
be obligated, Any requisite contractual documents required by the City's purchasing procedures are
the responsibility of the City.
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Mjk~ Eckley
City of San Bernardino
MIS Division
August J6. 2000
Page 3
. All terms and conditions of the current contract between the City of San Bernardino and Tiburon
apply to Ihis enhancement.
Please acknowledge your acceplan<<: of this quolatioo by your signature below and send this leller with
your purchase order [0 the atlcntion of :
Susana Serpa.
TibuTan Joe.
39350 Civic Center Drive
Suite 230. Fremom. CA 94538
Alternatively, the purchase order and quole letterm:lY be faxed to the Fremont Office at (510) 7-l:!-l057.
Once me purchase order is rec.::ivl,.-d, in the Anaheim Hills office. we will begin scheduling the appropriate
resources.
If you have any questions or require funher information. please CODlaCl me at your convenience.
We look forward to working with the City of San Bernardino on Ihis enh3nCement.
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Sincerely.
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Doug. M~
Project Manager
Tiburon Inc.
cc:
Tiburon Pricing Ocaringhouse
Tiburon Technical Oearinghouse
By lhis signature. the City of San Bernardino authorizes Tiburon to bill the City Cor the first payment of
$22.876.50 and proceed with this enhancement.
Mr. Michael Eckley
Date
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): / / -? .-- DC)
Vote: Ayes ).->~ - Nays
Change to motion to amend original documents:
Item #
e--
/~
Abstain
Resolution #
~
&Zo ,oC)- 3/%
Absent .G-
Reso. # On Attachments:
./
Contract tenn:
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NulVVoid After:
Date Sent to Mayor: II -f' --6 () Date Returned from Mayor:
Date of Clerk's Signa~re: 1/ - r- ~ OVReso. Log Updated:
/1-y-ocJ
1./
Date of Mayor's Signature: //-1' -Ocl
Seal Impressed: V
Date Memo Sent to Department for Signature:
See Attached:
Date Returned:
Date Letter Sent to Outside Party for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See Attached:
Date Returned:
Note on Resolution of Attachment stored separately: _
Direct City Clerk (circle I): PUBLISH, POST, RECORD W/COUNTY Date:
See Attached:
Ves V" No By_
Ves No ,/" By_
Ves No V By_
Ves N07 By_
Ves No_ By_
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney
Parks & Rec.
Code Compliance
Dev. Services
EDA
Finance
MIS
Police
Public Services
Water
Others:
Notes: . _
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BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: _
Date: