Fiscal Note
The proposed resolution authorizes a multi-year renewal of the software support and maintenance for the Fire Department’s incident reporting system. This contract is funded by remaining fund balance of the Metropolitan Medical Response System (MMRS) grant. Annual costs are estimated at $30,000 per year. The current unassigned MMRS (Munis #12203020) fund balance of $208,000 can continue to support this contract for six years, at which point the costs would need to be funded by the Department’s operating budget.
Title
A resolution authorizing the renewal of a non-competitive service contract with ImageTrend, Inc. for the Madison Fire Department’s incident reporting system.
Body
WHEREAS, the Madison Fire Department incident reporting system was initially purchased with grant funds from ImageTrend, Inc. in 2011, the initial contract was authorized by the Common Council in 2013 for a three-year term with three optional one-year renewals; and
WHEREAS, ImageTrend, Inc. is a software company that develops industry-specific software for public safety and emergency medical services. ImageTrend’s software solution connects fire incident data, pre-hospital patient care records, and the computer aided dispatch to create comprehensive connected data for reporting and operations. The Madison Fire Department utilizes the ImageTrend Elite reporting software to track all fire and EMS incidents and the software is also utilized by Dane County EMS; and
WHEREAS, the Madison Fire Department needs on-going hosting and support for the incident reporting system and the Information Technology staff have approved of this software; and
WHEREAS, the Fire Department desires to renew the contract in one-year terms for the useful life of the software; and
WHEREAS; the existing contract with ImageTrend, Inc. allows for annual renewal upon mutual agreement with an annual price increase not to exceed inflation, with the annual price for 2020 being $23,806.59; and
WHEREAS, MGO 4.26 requires Common Council approval of service contracts of $50,000 or more if the contractor was not selected through a competitive selection process, and the reasons for selecting this contractor are set forth above and in the attached Noncompetitive Selection Request Form; and
NOW, THEREFORE, BE IT RESOLVED, that Council approves the renewal of the contract with Image Trend, Inc. for the Fire incident reporting system.
BE IT FURTHER RESOLVED, that the designee of the Finance Department is authorized to execute the contract on behalf of the City which may be renewed as needed for the useful life of the software.