Fiscal Note
The adopted budget includes $30,000 in levy support for continuing education record keeping software. Appropriation for the proposed contract is available in the Fire Operations operating budget in MUNIS account 30110-54335 (Service: Fire Operations, Object: System and Software Maintenance). Savings from maintaining the current system will be achieved in the future and will contribute to the ongoing costs of the new system. The contract cost increases approximately 2.4% per year over the five year term.
Title
Authorizing the Mayor and City Clerk to execute a sole source purchase of services contract with TargetSolutions
Body
The Madison Fire Department facilitates the on-going continuing education of personnel as it relates to emergency management and patient care with courses delivered in a variety of formats including web-based and in-person. The Madison Fire Department is the record keeper of training records for its employees including fire fighters and paramedics, and also is contracted to maintain training records of personnel of other agencies. This record keeping is required to maintain paramedic licensure requirements for continuing education. The current tracking system has proven inefficient with the use of several databases containing redundant or out-dated information regarding the status of training performance.
The Madison Fire Department reviewed a software by TargetSolutions to facilitate not only EMS continuing education but also would address fire service training needs. TargetSolutions offers an on-line course catalogue as well as the ability to track in-person courses delivered by department personnel. TargetSolutions is the leading provider of web-based technology solutions for fire and EMS departments. These solutions enable departments to maintain compliance, reduce losses, deliver curriculum, and track all station-level tasks, certifications and training activities. TargetSolutions is the sole vendor who can provide the Fire Department with training and record keeping software for both fire service and EMS, therefore a sole source contract is needed to secure TargetSolutions as a vendor.
WHEREAS, the Madison Fire Department is required to track and maintain training records for the purpose of paramedic licensure renewals and has the desire to track fire service training performed by field personnel; and
WHEREAS, the current training and record management system is an Access database which is insufficient to handle expanding operational needs; and
WHEREAS, TargetSolutions can provide an all-in-one software to provide web-based courses, monitor training progress and record in-person courses for both EMS and fire service related trainings; and
WHEREAS, the Madison Fire Department has funding available in the 2016 budget for the purchase of these services; and
WHEREAS, TargetSolutions has proposed a client agreement including platform licenses for software access, a customized website, administration tools and applications at a cost of $30,384.65 for the first year and discounted municipal pricing for additional terms up to five years; and
WHEREAS, MGO 4.26 requires the Common Council to approve service contracts exceeding $25,000 if the contractor was not selected through a full competitive selection process and the fire department desires to use TargetSolutions for this technology for the reasons explained above; and
WHEREAS, MGO 4.26 also requires a contract for more than three years to be authorized by the Common Council; and this contract has the potential to be renewed on an annual basis for up to five years; and
NOW, THEREFORE, BE IT RESOLVED that the Mayor and City Clerk are authorized to sign contract document(s) as needed with TargetSolutions for the purposes and at the price described above, and the Council further authorizes the Fire Chief to sign annual renewal of the subscription based license for the useful life of the software as long as funding is available in the approved budget.