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APPROVE A MOTION TO AUTHORIZE THE CITY MANAGER TO ENTER INTO A FIVE-YEAR SUBSCRIPTION AGREEMENT WITH ESO SOLUTIONS, INC. FOR FIRE INCIDENT AND EMERGENCY MEDICAL SERVICE RECORDS MANAGEMENT SOFTWARE
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings that support an exception to the competitive bidding process;
2. Authorize the City Manager to execute a five-year Subscription Agreement with ESO Solutions, Inc. for fire incident and emergency medical service records management software for an amount not to exceed $177,000; and
3. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Stockton Fire Department (SFD) has data reporting obligations that require the use of third-party software. ESO Solutions, Inc. offers streamlined data collection and reporting for fire-related incidents and Emergency Medical Services (EMS) essential for accurately tracking National Fire Incident Reporting System (NFIRS) data, completing Electronic Patient Care Reports (ePCRs), and monitoring performance metrics.
It is recommended that the City Council approve a motion authorizing the City Manager to execute a five-year agreement with ESO Solutions Inc. for a total amount not to exceed $177,000.
DISCUSSION
Background
Participation in the National Fire Incident Reporting System (NFIRS) is mandatory for all California fire departments as part of the California Incident Data and Statistics (CalStats) Program, overseen by the Office of the State Fire Marshal (OSFM) in accordance with California Health and Safety Code 13110.5. This code mandates that the State Fire Marshal collect, analyze, and report statistical data on fires, medical aid, and hazardous materials incidents. A Records Management System (RMS) is a software tool used to track and manage the data necessary to meet these reporting requirements.
SFD's RMS consists of three distinct components. The Fire RMS documents and manages fire-related incidents, including response times, actions taken, and resources used. The EMS RMS handles emergency medical services data, ensuring accurate documentation of medical assessments, treatments, and outcomes. The Inspection RMS tracks fire inspection activities, documenting findings and managing follow-up actions. Using an RMS ensures SFD maintains thorough documentation, complies with state and federal laws, and leverages data analysis to improve operations.
On August 20, 2019, the City Council approved motion 2019-08-20-1110 to enter into a five-year agreement with Backdraft OpCo, LLC, DBA Emergency Reporting for Fire, EMS, and Inspection RMS. In 2021, ESO Solutions Inc. (ESO) acquired Emergency Reporting (ER). In 2023, ESO ceased supporting ER's electronic patient care report (ePCR) capabilities, prompting SFD to transition to ESO's EMS RMS to retain ePCR functionality.
Present Situation
SFD's Records Management System (RMS) is currently split between two platforms: ER for Fire and Inspection RMS, and ESO for EMS RMS. This requires personnel to use ER for fire incident reports and switch to ESO for electronic patient care reports (ePCR) when EMS services are required. This dual-system approach increases the risk of inconsistencies between reports, potentially compromising data integrity. Therefore, SFD needs to transition to ESO’s Fire RMS.
In lieu of renewing the current agreement, SFD aims to establish a new five-year contract with ESO that omits any references to ER or outdated systems no longer supported by ESO. This new agreement will ensure consistent data management across both EMS and Fire RMS platforms, addressing SFD’s requirements and reducing potential support issues in the future. Additionally, the new contract will streamline contract management by eliminating irrelevant terms and conditions.
The ESO platform will be integrated with SFD’s computer aided dispatch (CAD) system and scheduling software (Telestaff) to ensure accurate apparatus and personnel assignments across all SFD systems. The ESO system is compatible with National Emergency Response Information System (NERIS) reporting which is scheduled to replace NFIRS in 2025.
The Inspection RMS will continue on the ER platform and will not be included in this Agreement. Over the next year, the Fire Prevention Division will evaluate ESO’s Inspection RMS, alongside other options, to determine the most beneficial Inspection RMS solution for the City.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support and justify an exception to the competitive bidding process. The proposed findings include:
1. Record Management Systems (RMS) are necessary for SFD to adhere to State mandated reporting requirements;
2. SFD currently uses ESO for EMS RMS and needs to enter into a new agreement to incorporate Fire RMS into the ESO platform;
3. Consolidating into a single system helps to ensure consistent data management, supports data integrity, and reduces risk to the City; and
4. The use of the Single Available Source is appropriate because staff have specialized training and/or extensive expertise where retraining would incur substantial cost in time and /or funding to transition to a new RMS provider.
Staff recommend entering into a five-year Subscription Agreement with ESO Solutions, Inc. for an amount not to exceed $177,000.
FINANCIAL SUMMARY
The Fire Department has sufficient annual budget allocation for data management and reporting system costs in Fire Suppression General Fund Account # 4020-000-630002-100-000-20-40-000-000- for the five-year Subscription Agreement with ESO Solutions, Inc.
Attachment A - Subscription Agreement