Title
MOTION TO APPROVE THE FOURTH AMENDMENT TO THE AGREEMENT WITH ESO SOLUTIONS, INC. FOR TS-16-03 "FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM", IN ORDER TO CLARIFY AND CO-TERM ALL OF THE SUBSCRIPTION ELEMENTS AND TO ALIGN THE SUBSCRIPTION TERM OF THE AGREEMENT TO THE CITY'S FISCAL YEAR.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18(C)(7) of the City’s Code of Ordinance states, "[…] The following contractual services are not subject to the competitive procurement requirement: (i) Software licensing and maintenance with the company from which the software was purchased, or its authorized representative”
SUMMARY EXPLANATION AND BACKGROUND:
1. On February 01, 2017, the City Commission approved the Evaluation Committee's recommendation to award RFP # TS-16-03 "Fire Department Records Management System" to Xerox Government Systems (FIREHOUSE Software) and to direct the City Manager to negotiate a contract for services.
2. On August 22, 2017, the City entered into a Record Management Software Agreement with Conduent Government Systems LLC. formerly known as Xerox Government Systems for an initial one (1) year period, commencing August 22, 2017 and expiring August 21, 2018.
3. The City of Pembroke Pines Fire Department utilizes ESO Solutions, Inc. to provide Records Management, Electronic Patient Care, Fire Incident Reporting, and Hospital Health Data Exchange software.
4. Section 3.2 of the Original Agreement allows for five (5) additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
5. On September 4, 2018, the Parties executed the First Amendment for the first one (1) year renewal and to provide for recognition of the corporate name change of the Contractor from Conduent Government Systems LLC. to ESO Solutions, Inc. This Amendment did not however list FIREHOUSE within the SaaS Software Schedule although the subscription was included.
6. On August 7, 2019, the Parties executed the Second Amendment for the second one (1) year renewal period commencing on August 22, 2019 and ending on August 21, 2020.
7. On June 3, 2020, the Parties executed the Third Amendment for the third one (1) year renewal period commencing on August 22, 2020 and ending on August 21, 2021.
8. This Fourth Amendment formalizes the inclusion of the FIREHOUSE subscription, co-terms all the various ESO subscription elements and aligns the co-termed subscriptions with the City's fiscal year extending the existing term to September 30, 2021, as allowed by the Agreement.
9. All subscription fees have been paid for fiscal year 2020-2021. This Amendment co-terms all of the ESO software subscriptions to include FIREHOUSE RMS, commencing on October 1, 2021.
10. The Fire Department recommends the City Commission approve this Fourth Amendment to the Agreement with ESO Solutions, Inc. for TS-16-03 "Fire Department Records Management System", in order to clarify and co-term all of the subscription elements and to align the subscription term of the agreement to the City's fiscal year.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: There is no cost associated with this request
b) Amount budgeted for this item in Account No: "Not Applicable"
c) Source of funding for difference, if not fully budgeted: "Not Applicable"
d) 5 year projection of the operational cost of the project: "Not Applicable"
e) Detail of additional staff requirements: "Not Applicable"