HomeMy WebLinkAboutAgenda - 05-15-2007-4fORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 15, 2007
Action Agenda
Item No. ~--F
SUBJECT: Bid Award: EMS Patient Care Reporting Software
DEPARTMENT: Purchasing, Emergency PUBLIC HEARING: (Y/N) No
Management, Revenue, IT
ATTACHMENT(S):
System Description/Cost
INFORMATION CONTACT:
Pam Jones, 245-2652
Kent McKenzie, 968-2050
Jo Roberson, .245-2728
Todd Jones, 245-2285
PURPOSE: To consider awarding a bid for an EMS Patient Care Reporting Software to ZOLL
Data Systems, Inc. of Broomfield, Colorado.
BACKGROUND: The North Carolina Office of EMS has mandated EMS providers to have
electronic patient care reporting data systems to establish trends and improve quality of patient
care outcomes. County staff set out to find a system that best met the County's needs and
would streamline patient care both internally and externally. The new system will also have a
billing module that will be utilized by the Revenue Department that integrates with reporting
software.
Recognizing inefficiencies in the current paper documentation system and its multiple electronic
data entry requirements, staff proposed implementation of an integrated field data collection and
reporting system during the budget process last year. Funding for such a system was set aside
in the amount of $270,000.
The Board will recall from previous instances, that NC G.S. 143-129 allows local governments to
use the "piggy-back" acquisition method to obtain items without a separate bid procedure. If a
contractor is willing to extend the same or more favorable price and other terms to the local
government, the law allows that the acquisition may be made from a contractor that has, within
the past 12 months, contracted to furnish the item to: (1) the federal government or any federal
agency; (2) the State of North Carolina or any agency or political subdivision of the state; or (3)
any other state or agency or political subdivision of that state. The acquisition contemplated
would be "piggy-backed" on a bid awarded by Moore County North Carolina, on November 6,
2006 to ZOLL Data Systems, Inc. of Broomfield, Colorado for their Rescuenet Tablet Based
system. The statute that authorizes "piggy-back" bids requires that the entity advertise its
intentions ten (10) days prior to a meeting in which the matter is to be considered. Orange
County has fulfilled that requirement.
The proposed system includes mobile tablet computers that EMS paramedics and EMTs will
use on-scene to document patient assessment and treatment. The tablet computers will be able
to import various data that is already collected by medical equipment during EMS evaluations.
By capturing information electronically at the earliest point during patient contact, opportunities
for errors in data entry or transcription are removed, and a thorough electronic record of the
patient's condition is maintained. Electronic medical records provide opportunities for significant
improvements in quality assurance and improvement initiatives, and reduce the workload for
administrative staff involved in program management and revenue operations. The proposed
system includes vehicle mounted computers and printers for the county's twelve paramedic
response vehicles and vehicle mounted computers for the county's eight ambulance vehicles,
plus four additional computers for administrative and maintenance use. The proposed system
also includes appropriately redundant servers for both the patient medical records and the billing
records. Staff estimates that implementation of the system, including hardware and software
purchases, installation into vehicles, and training of personnel will be possible within three to six
months of approval. Also included in the CIP were laptop computers, printers and accessories
to be used in the rescue vehicles. As it does with technology purchases, these items will be
purchased through the North Carolina State Contract. A copy of the equipment list necessary
for the system is attached.
FINANCIAL IMPACT: The cost of the reporting software plus the first year maintenance
contract totals $171,991, and the anticipated cost of the hardware is $97,999.88, for a total of
$269,990.88. Funds were included in the 2006-2007 CIP.
RECOMMENDATION(S): The Manager recommends that the Board: 1) award a bid for ZOLL
Data Systems Rescuenet software to ZOLL Data Systems, Inc. of Broomfield, Colorado at a
total first year cost of $171,991.2) authorize the Purchasing Director to purchase the hardware
from the North Carolina State Contract and 3) authorize the Purchasing Director to execute the
necessary paperwork.
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