Subject:
Title
Agreement with Station Automation, Inc. for PSTrax Logistics Management Software.
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Recommended Action:
Recommended Action
Approval and execution by the County Administrator of the agreement with Station Automation, Inc. for PSTrax Logistics Management Software.
• PSTrax is a cloud-based Operations Readiness and Logistics Management system for Fire & Emergency Medical Services (EMS) agencies.
• This software tracks and documents the scheduling and completion of vehicle checklists as well as the management of station supplies and safety inspections, further enhancing the quality of emergency medical service provided to citizens and visitors.
• EMS has implemented five (5) of the six (6) available modules for management of three hundred (300) controlled substance locations, two-hundred and fifty-eight vehicles (258), and the assets, supplies, maintenance, and inspections at eighty- five (85) locations. The remaining module will be implemented in 30-60 days.
• This purchase provides immediate assistance with continued COVID-19 preparation and response.
• The Safety and Emergency Services Department is satisfied with the performance of the PSTrax Logistics Management Software System and requests to continue with a new three (3) year agreement.
Contract No. 21-0693-N(KM) in the amount of $493,400.00, with an annual expenditure of $164,466.66 through September 30, 2024.
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Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
Summary:
The EMS & Fire Administration Department requires an operational readiness and logistics management system that is deployed countywide to all first responder agencies and Sunstar. This allows for tracking of controlled substance vials and documents vial handoffs. Narcotic control is an extremely important aspect of this software. It also documents the full history of each critical asset and assigns each asset to a place, apparatus, or person. This software tracks and documents the scheduling and completion of vehicle checklists as well as the management of station supplies and safety inspections, further enhancing the quality of emergency medical service provided to citizens and visitors. Additionally, the County maintains full rights and access to its data and can export information directly from the system at any time.
Background/Explanation:
On May 1, 2020, the County Administrator approved the agreement for PSTrax Logistics Management Software with Station Automation, Inc. per Contract No. 190-0322-N(DG).
During the procurement process in 2020, a committee of EMS Chiefs met to evaluate various vendors and overwhelmingly recommended PSTrax for its training support and customized design. Numerous agencies had already been using this software to track their fire supplies and inventories. So, it was a natural transition to use this product on the EMS side of operations also. PSTrax was ultimately selected through a procurement process with EMS Grant funds being used for the initial one-year implementation phase.
Over the past year, Phase 1 has been completed with all first responder agencies, their apparatus and inventories having been loaded into the PSTrax system. Phase 2, beginning in August, included the rollout of the Controlled Substance tacking module countywide. The last phase will be implemented in 30-60 days to track medical equipment maintenance and repairs.
Due to the overall positive response to this implementation and the countywide collaboration that has been conducted to this point, EMS & Fire Administration requests a non-competitive three-year services contract be put in place with PSTrax to ensure consistency in training support and protocols across all agencies countywide.
Fiscal Impact:
Total FY 22 expenditure (License and Implementation): $168,300.00
Total FY 23 expenditure (License): $162,550.00
Total FY 24 expenditure (License): $162,550.00
Total not to exceed three (3) year expenditure: $493,400.00
Annual expenditure not to exceed: $164,466.66
Funding will be derived from the requesting departments’ EMS Operating Funds.
Delegated Authority:
Authority for the County Administrator to approve this contract is granted under Code Section 2-180.
Staff Member Responsible:
James G. Fogarty, Director, Safety & Emergency Services
Merry Celeste, Director, Purchasing and Risk Management, Administrative Services Department
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Agreement