TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROM: Christopher Boyd, Fire Chief
1. Subject
title
First Amendment to Agreement with ESO Solutions, Inc. for Records Management System (RMS) software support and services.
body
2. Summary
City and Contractor entered into an Application Hosting and Technology Support Services Agreement (Agreement No. 6258) dated as of September 1, 2015, which is incorporated herein by this reference (the “Original Agreement”). Xerox Government Systems, LLC has assigned the Original Agreement to ESO Solutions, Inc. (henceforth, “Contractor”), and City consents to this assignment. The City and Contractor desire to amend the Original Agreement to modify, amend and supplement certain portions of the Original Agreement by extending the term by one year.
3. Recommended Action
recommendation
Approve the amendment to agreement with ESO Solutions, Inc. for RMS software support and services; and authorize the Mayor and City Clerk to execute the amendment to agreement on behalf of the City.
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4. Fiscal Impact
The total expenditure for this agreement is $29,418 and will be funded through:
General (100) $15,000
Emergency Medical Transport (125) 14,418
Total: $29,418
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 Orange City Fire Department is required to maintain records of everything from incident reporting to fire prevention and training. For the past five years, the Fire Department has utilized an application called Firehouse RMS for its records management software. Firehouse RMS was originally owned by Xerox Government Systems, LLC and was bought out by ESO Solutions, Inc.in 2018. Firehouse RMS is a comprehensive records management software that supports iOS field applications. This is vital in our pursuit to streamline our processes, move to a paperless workflow, and foster more productivity while reducing costs by minimizing the duplication of effort. The Fire Department is at the end of a five-year agreement and is looking to amend the Original Agreement with ESO Solutions, Inc. and extend the agreement for one year. The Fire Department is in the process of looking at other records management systems and will be going out to bid for FY 2021-2022 and beyond.
7. ATTACHMENTS
• First Amendment to Application Hosting and Technology Support Services Agreement