TO: Board of Supervisors
FROM: Jennifer Yasumoto, Director of Health and Human Services Agency
REPORT BY: Jennifer Ivancie, Staff Services Analyst I
SUBJECT: Amendment No. 3 to Agreement No. 190342B with ImageTrend, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 3 to Agreement No. 190342B with ImageTrend, Inc., for a contract maximum of $188,197 over the term July 1, 2025, through June 30, 2028 for continued use of the Licensing Management System. (Fiscal Impact: $188,197 Expenditure; Health and Human Services Agency Fund; Budgeted; Mandatory).
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BACKGROUND
Napa County’s Emergency Medical Services (EMS) Agency is mandated by state law to collect patient data for every EMS response and report this data to the State EMS Data system. The Electronic Patient Care Reporting (ePCR) repository system is necessary for meeting these state requirements.
In addition, California state law mandates the use of an electronic health record system that exports data in a format compliant with the current version of the California Emergency Medical Services Information System (CEMSIS) and the National Emergency Medical Services Information System (NEMSIS). ImageTrend’s software fully meets these compliance requirements.
ImageTrend Elite collects and aggregates clinical data from approximately 17 EMS provider agencies, which is essential for meeting California Health & Safety Code Section §1797.227. The collection and reporting of this data via a National EMS Information Systems (NEMSIS)-qualified vendor is required by law.
The EMS Agency is also mandated with certifying, re-certifying, and accrediting local EMS personnel. The Napa County Ambulance Ordinance mandates a permitting process for ambulance providers that includes application submissions and individual ambulance inspections. ImageTrend’s License Management System (LMS) allows the EMS Agency to manage this process each of these requirements digitally and efficiently.
LMS provides direct connections to the National Registry of Emergency Medical Technicians (NREMT), enabling more reliable candidate eligibility verification. Before LMS, EMS staff had to meet with applicants in person to process certifications and payments. LMS eliminates the need for in-person appointments and facilitates online submissions and payments, streamlining operations for EMS personnel and providers.
The costs associated with ImageTrend’s data system are funded through EMS Agency oversight fees, which include fees from the exclusive operating area (EOA) ambulance provider, hospitals, and those outlined in the Napa County Ambulance Ordinance.
Approval of this amendment continues use of ImageTrend to be compliant with mandated California Health & Safety Codes.
Budgeted as follows:
Year 1 - July 1, 2025 through June 30, 2026 for a maximum amount of $60,877.23
Year 2 - July 1, 2026 through June 30, 2027 for a maximum amount of $62,713.85
Year 3 - July 1, 2027 through June 30, 2028 for a maximum amount of $64,595.27
Requested action:
Approve and authorize Amendment No. 3 to Agreement No. 190342B with ImageTrend, Inc., for a contract maximum of $188,187 for the term July 1, 2025, through June 30, 2028.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Health and Human Services Agency Public Health Division |
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Is it Mandatory or Discretionary? |
Mandatory |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Appropriations have been included in the requested Fiscal Year 2025-2026 budget and future fiscal years will be budgeted accordingly. |
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Consequences if not approved: |
If this agreement is not approved Napa County would not be in compliance with State law. Additionally, the EMS Agency would be unable to provide accurate and timely quality improvement activities to oversee and improve the delivery of emergency medical care in the community. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.