TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Sean deMetropolis, Fire Chief
1. Subject
title
Third Amendment to Agreement with World Advancement of Technology for EMS and Rescue, Inc. for electronic patient care reporting software for a three-year extension.
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2. Summary
The Fire Department is requesting City Council approval for the Third Amendment of the Software License Agreement between the City of Orange and World Advancement of Technology for EMS and Rescue, Inc. for electronic patient care reporting software licensing for an additional three-year term. Approval of this Amendment has no impact to the General Fund.
3. Recommended Action
recommendation
Approve the Third Amendment to agreement with World Advancement of Technology for EMS and Rescue, Inc. for a three-year extension in the amount of $31,975 per year for electronic patient care reporting software licensing services; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The annual expense for this Amendment is $31,975, which is currently allocated within the Fire Department's budget. This will be funded through the Emergency Medical Transport Program Fund (125):
125.3015.51670.00000 Other Professional & Consulting Services
5. Strategic Plan Goals
Goal 1: Provide for a safe community
b. Provide and maintain infrastructure necessary to ensure the safety of the public.
6. Discussion and Background
The Fire Department is seeking approval for the contract extension with World Advancement of Technology for EMS and Rescue Inc. (W.A.T.E.R.), the department’s electronic patient care reporting (ePCR) software provider. W.A.T.E.R has provided Emergency Medical Services (EMS) ePCR software for the City since 2015, and has consistently demonstrated competence, professional quality, and fair and reasonable pricing to the City of Orange.
W.A.T.E.R. has transitioned to a pricing structure based on annual call volume, departing from the previous model that relied on the number of active units an agency maintains. This shift better aligns with actual usage and service demand, offering a more accurate representation of the resources needed to effectively support each agency. Additionally, this new system enhances cost assessment accuracy and streamlines financial planning for agencies.
Recognizing the City’s role as an early adopter of their software and a longstanding partner for nearly a decade, W.A.T.E.R. has committed to moderating the price increase associated with this change. To preserve this partnership, W.A.T.E.R. has provided a per-record discount on the volume rate, resulting in cost savings of $3,000. The current pricing of $31,975 is designed for a maximum annual volume of 15,000 EMS records, but W.A.T.E.R. has increased this cap to 16,000 to avoid potential price hikes in the subsequent year beyond the typical 3% annual increase. This proactive approach underscores W.A.T.E.R.’s commitment to sustaining a collaborative relationship with the City while enhancing growth and efficiency in EMS patient tracking and cost recovery efforts.
7. ATTACHMENTS
• Third Amendment, Software License Agreement, World Advancement of Technology for EMS and Rescue, Inc.