Item C11BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 16,2013 Division: Emergency Services
Bulk Item: Yes X No Department: Fire Rescue
Staff Contact Person: Hollv Pf ester 289--6088
AGENDA ITEM WORDING: Approval to enter into a Software License Agreement with EMS
Technology Solutions, LLC, the provider of Ambutrak, for the purchase of software, equipment,
licensing, and training necessary to use Ambutrak a web -based access asset management system for a
first -year initial cost of $10,199, which will be paid for by the EMS award grant from the bureau of
Emergency Services; after 1" year an ongoing cost of $6,720 per year for web access, service and
support, and approval for the Fire Chief to sign all documents as needed to complete transaction.
ITEM BACKGROUND: The current method used by Monroe County Fire Rescue (MCFR) for
managing assets, like inventory and fleet, is manual and antiquated, requiring a tremendous amount of
staff hours to complete. Implementing Ambutrak, a web -based access tracking system, will improve
the accuracy and efficiency by which MCFR manages day-to-day inventory by implementing an
advanced automated solution; software will streamline logistics scheduling reducing the amount of
time currently spent on inventory requirements and allowing for better tracking and control of
inventory, plus, improving department data reporting and yearly auditing ability. Ambutrak also links
with the County's approved vendor of medical supplies to order additional inventory automatically.
Ambutrak is the only software with these unique features to the best of Fire Rescue's knowledge.
PREVIOUS RELEVANT BOCC ACTION: NIA
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
TOTAL COST FY13: $10,199 INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY FY12: SOURCE OF FUNDS: EMS Award Grant
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty � OMBIPurchasing Risk Managemenail
ts
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
BOARD OF COUNTY COMMISSIONERS
Contract with: EMS Technology
Solutions, LLC
CONTRACT SUMMARY
Contract #
Effective Date:
Expiration Date:
01/16/2013
Automatically renews annually
Contract Purpose/Description:
Approval to enter into a Software License Agreement with EMS Technology Solutions,
LLC, the provider of Ambutrak, for the purchase of software, licensing, and training
necessary to use Ambutrak a web -based access asset management system for a first- r
initial cost of $10,199, which will be paid for by EMS award ant; after 1st year an
ongoing cost of $6,720 per year for web access, service and support, and approval for the
Fire Chief to sign all documents as needed to complete transaction.
Contract Manager: Holly Pfiester 6088 Emergency Services 1 Stop 14
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 01/ 16/2013 Agenda Deadline: 01.. 2/2013
CONTRACT COSTS
Total Dollar Value of $101199 — Initial Set Up and 1st year Current Year $101199
Contract: costs Portion: $
Budgeted? Yes❑ No Z Account Codes:
Grant: $ 10,199
County Match: $ o - - -- -
Estimated Ongoing Costs:
$6,720 / year
(Not included in dollar value above)
ADDITIONAL COSTS
For: Technical support and web access on original 38 licenses.
(eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed 'e r
Division Director A2--13 YesO NoRr �
Risk Management I�[�Yes❑ NoE2/
O.M.B./Purchasing � I D-YesE1 No[✓]// kzrik4\U".-
County Attorney 1Z11U Imes[:] No qX0.
Comments: Year 2 cost (est. $6720) will be split $672 BOCC. bala
OMB Form Revised 2/27/ 41 MCP #2
EMS Technology Solutions Agreement A MEILITPAK
Date: 1-16-2013
Monroe County Fire Rescue EJ Aufderheide
490 63rd St EMS Technology Solutions, LLC
Suite 160 3760 Tramore Pointe Pkwy
Marathon, FL 33050 Austell, GA 30106
(305) 259-6047 (404) 423-2541
ej@ambutrak.com
EMS Technology Solutions, LLC provides AmbuTrak Inventory, Asset and Fleet Management
sole --source software as a service to Ambulance Services, Fire Departments, EMS Agencies, and
Hosptials. This agreement is being provided to you based on our assessment of your operational
requirements. Additional services and equipment may be quoted at any time.
Signed Agreements can be faxed to 404-424--9401. Attn: EJ Aufderheide
We look forward to working with you.
Proposed Products and Services:
a w,rc
Pro t rr e' � ti p .
Qutintlt
.. des ripe.
2
Tog,( f Rrt.� �
Ambutrak .Setup & Training
1.00
$1,500.00
$1,500.00
Fleet Management Setup & Training
1.00
$1,500.00
$1,500.00
AmbuTrak License Fee (Annual)
9.00
$360.00
$3,240.00
Fleet Management Add -On License (Annual)
29.00
$120.00
$3,480.00
Fleet Management License -'Included w! AmbuTrak
9.00
$0.00
$0.00
Barcode Printer
1.00
$0.00
$0.00
Barcode W Label Kit (11775)
1.00
$29.00
$29.00
Barcode Scanner Bluetooth
1.00
$450.00
$450.00
Customer Signature
Printed Name
Date
* Authorized Personnel Only - By executing this agreement I hereby certify I am an authorized agent of Monroe County
f
EMS Technology 'Solutions, LLC
Page 1 of 3 Page Agreement
VAQ hEffiK, OL L 14�1
4-
Printed Name Date
MON E COUNTY ATTORNEY
AP OV D A T F RIM:
YNTHIA L. ALL
ASSIST NT COUNTY ATTORNEY
Date__r___�? ��-'�
AmbuTrak Licensing Agreement Page 2 of 3
1. Scope: EMS Technology Solutions will provide Customer full access to the AmbuTrak management software as outlined in
the AmbuTrak Software as a Service Specifications document. The terms and conditions below represent the terms and
conditions under which EMS Technology Solutions will grant licenses to Customer for the use of AmbuTrak management
software. Unless terminated earlier in accordance with the terms and conditions herein, this Agreement shall begin on the
Effective Date and continue until terminated in accordance with Section 12. This agreement is subject to annual appropriation by
the Monroe County Board of Commissioners.
2. Grant of Exclusive License: Subject td the terms and conditions of this Agreement, EMS Technology Solutions hereby grants
to Customer an irrevocable license to the Product during the Term (the "License").
3. Licensing Fee: The fee and Contract Term for each License shall be as specified on the included Quote, payable as of the
respective Term. Setup, training and equipment fees are due upon execution of this agreement. The initial Licensing Fee is due
within 30 days following software installation. The number of licenses issued under this Agreement is 38 Licenses as specified
in the included Quote. Licenses may be increased or decreased without penalty. The minimum Licenses allowable are five.
4. Equipment: Customer may purchase equipment Including Barcode Printers, Barcode Scanners, PC Mobile Scanners and
Consumables as needed to operate the software at the prices specified on the included Equipment Price Guide. Equipment shall
be payable at the time of purchase. EMS Technology Solution is an authorized reseller of Psion Teklogix, Data Logix and
Cognitive devices.
5. Set Up and Training: Initial Set up and Training of the Product shall be performed by the EMS Technology Solutions as
outlined in the AmbuTrak Software as a Service Specifications document at the price specified on the Quote. Ongoing training
includes online administrator training and assistance with setting up crew members, assets, supply parts, cabinets and units.
Onsite training may be provided for a fee of $1,000 per day, inclusive of travel expense.
5. Technical Support: EMS Technology Solutions will provide application hosting as well as database management services
for the Products on our high performance application servers. EMS Technology Solutions will provide technical and non technical
support as part of the License Fee. Maintenance upgrades to the Products that are relevant to all Customers will be provided at
no additional charge.
7. Data Backup: Daily backup and storage of Customers data will be provided as part of the License Fee. Access to the data
backup can be provided via secure FTP upon request. The access will require Customer to pull the data to their local server as
there is no process to push data on a schedule. EMS Technology Solutions may restrict access to transferring these files to non
peak hours to avoid any potential service interruptions for other customers. Ownership of the data remains under the jurisdiction
of the Customer.
8. Warranties: Products licensed by EMS Technology Solutions and Equipment carry only those warranties made for them by
their manufacturers. The duration of the warranty shall extend for the length of time set by the manufacturer. There are no other
expressed or implied warranties, including any warranty of merchantability or fitness for a particular purpose. EMS Technology
Solutions sole obligation and Customers exclusive remedy for breach of any warranty shall be, at EMS Technology Solutions
option, to repair or replace the Product. EMS Technology Solutions shall not be liable for punitive, special, proximate, incidental,
consequential, or exemplary damages. Notwithstanding this Warranty, Customer shall be responsible for all regular service and
maintenance of Products and Equipment. In no event will EMS Technology Solutions be liable for any damages or nonconformity
of Products and Equipment to the extent caused either directly or indirectly by Customer or its designated representatives,
employees, contractors, or agents.
9. Force Majeure: In the event that either Party is prevented from performing or is unable to perform any of its obligations under
this Agreement (other than payment of amounts due hereunder) due to any Act of God, fire, casualty, flood, war, stake, lockout,
epidemic, destruction of facilities, riot, insurrection, or any other cause beyond the reasonable control of the Party invoking this
Section, such party's performance shall be excused and the time for the performance shall be extended for the period of the delay
or inability to perform due to such occurrences.
10. Confidentiality: EMS Technology Solutions may use certain Customer information as input data in a database where
Customers identity shall be kept anonymous. Neither party will make any press release regarding this Agreement without the
other party's prior written consent except as required under applicable law or by any governmental agency. Customer shall
maintain the confidentiality of all source materials and other sensitive information regarding software functionality.
AmbuTrak Licensing Agreement Page 3 of 3
11. Miscellaneous: Both Parties shall comply with all laws, rules, and regulations applicable to this Agreement. All purchases
under this Agreement are for Customers "own use" as such term is defined in judicial or legislative interpretation. This Agreement
is the entire agreement between the parties with regard to the subject matter of this Agreement. No amendment of the terms of
this Agreement will be binding on either party unless reduced to writing and signed by an authorized employee of the party to be
bound. All invoices will be paid in accordance with the Florida Local Government Prompt Payment Act.
12. Termination: Generally this Agreement shall terminate upon the earlier of (a) 30 days notice given by either Party to the other
or (b) the date that the license fee due hereunder is not timely paid, and such non-payment Is not cured within 90-days from the
due date. Notwithstanding the foregoing, however, each Party reserves the right to terminate the Agreement if: (a) the other Party
ceases to function as a going concern in the normal course of business; (b) the other Party commits or suffers any act of
bankruptcy or insolvency. If the Agreement for service is terminated for any reason, Customer will be provided access to a backup
of their data. EMS Technology Solutions will retain a copy of Customers data for up to one year from date of termination.
13. Relationship of Parties: Each Party is an independent contractor of the other. Neither Party shall be the legal agent of the
other for any purpose whatsoever and therefore has no right or authority to make or underwrite any promise, warranty, or
representation, to execute any Agreement, or otherwise to assume any obligation or responsibility in the name of or on behalf of
the other party, except to the extent specifically authorized in writing by the other Party.
14. Assignment. This Agreement and the rights and obligations hereunder shall be binding upon and inure to the benefit of the
Parties hereto and their respective successors and assigns; provided that no Assignment, sale or other assignment of this
Agreement can occur unless elther (a) the transfer occurs by way of merger, reorganization, consolidation, amalgamation, or as
part of a transfer of all or substantially all of the assigning party's assets, or (b) then non -transferring Party consents in writing to -
the transfer. In the event of such a transfer, the transferring Party agrees to secure consent from the transferee that it will assume
and perform all obligations of the transferring Party under this Agreement. Customer or EMS Technology Solutions shall give the
other written notice of any anticipated assignment of the Agreement as soon as administratively practicable after such information
may first be made public.
15. Notices: All notices or other communications that are required or permitted hereunder shall be in writing and delivered
personally, sent by facsimile (and such facsimile must be promptly confirmed by personal delivery, registered or certified mail or
overnight courier as provided herein), sent by nationally -recognized overnight courier or sent by registered or certified mail,
postage prepaid, return receipt requested, to the addresses first specified hereinabove, or to such other address as the Party to
whom notice Is to be given may have furnished to the other Party in writing in accordance herewith, to the attention of the Chief
Executive Officer.
16. Headings: The headings of this Agreement are for convenience only and shall not affect the meaning of the terms of this
Agreement.
17. Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of Florida,
excluding any conflicts or choice of law rule or principle that might otherwise refer construction or interpretation of this Agreement
to the substantive law of another jurisdiction.
18. Severability: If any provision of this Agreement is held to be illegal, invalid or unenforceable under any present or future law,
and if the rights or obligations of either Party under this Agreement will not be materially and adversely affected thereby such
provision shall be fully severable and the remaining provisions of this Agreement shall remain in full force and effect to the fullest
extent permitted by applicable law, each Party hereby waives any provision of law that would render any provision prohibited or
unenforceable in any respect.
19. Waiver: The failure of either Party to assert a right hereunder or to insist upon compliance with any term or condition of this
Agreement shall not constitute a waiver of that right or excuse a similar subsequent failure to perform any such term or condition
by the other Party.
20. Counterparts: This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but
all of which together shall constitute one and the same instrument.
21. Customers site will be encrypted per customers request
Acceptance of Agreement: IN WITNESS WHEREOF, the person signing below represents and warrants that she or he has the
authority to bind Monroe County Fire Rescue and execute the terms of this agreement.
Equipment Price Guide
AMSLrrA�IK
Please consult with your AmbuTrak representative regarding the best equipment options for
your operation.
Barcode Scanners:
USB Barcode Scanner with 5' USB cable $ 175.00
Bluetooth Wireless Barcode Scanner $ 450.00
Psion Teklogix WorkAbout Pro Mobile PC Scanner $ 2,475.00
[Includes charging dock, spare battery, 3 year manufactuer comprehensive warranty]
Barcode Printers:
CG400 Series Thermal Transfer Label Printer with USB cable $ 525.00
Thermal Media Kit (2,000 labels) $ 29.00
Signature Pads
SigUte 1x5, No Backlight $ 225.00
SignatureGem 1x5, High Signature Volume, No Backlight $ 315.00
SignatureGem 1x5, High Signature Volume, Backlight $ 340.00
Rugged Laptops:
Getac V100 Fully Rugged Convertible Notebook - 10.4" Display, 5 Year Warranty
[Intel 17-640UM 1.2GHz Processor, 4MB Cache, 4GB ❑DR3 RAM, 320GB HDD, 1200 NITS Multi -Touch Display, Mechanical
Keyboard, 802.11N Wireless, Bluetooth, 2M WebCam, Hand Strap, PCMCIA Type II+Express Card 54/34, 9 Cell
Battery, Low Temp -20C, IP65, WIN7, 5 Year Warranty]
Intel 17, Standard non -backlit Keyboard, No GPS $ 21800,00
Intel 17, Backlit Keyboard, GPS, 2GB RAM $ 3,200.00
Intel i7, Backlit, GPS, 2GB RAM, Gobi 2000 w/pass-thru, Fingerprint $ 3,500.00
Getac V200 Fully Rugged Convertible Notebook- 12.1" Widescreen Display, 5 Year Warranty
[Intel 17-62OLM 2.0GHz Processor, 4MB Cache, 4GB ❑DR3 RAM, 320GB HDD, 1200 NITs Multi --Touch Display, Mechanical
Keyboard, 802.11N Wireless, Bluetooth, 2M WebCam, Hand strap, PCMCIA Type II+Express Card 54/34, 9 CeliBattery,
Low Temp -20C, IP65, WIN7, 5 Year Warranty]
Intel 17, Standard non --backlit Keyboard, No GPS $ 3,000.00
Intel 17, Backlit Keyboard, GPS, 4GB RAM $ 31400,00
Intel i7, Backlit, GPS, 4GB RAM, Gobi 2000 w/pass-thru, Fingerprint $ 3,800.00
Getac B300 Fully Rugged Notebook - 13.3" QuadraClear Display, 5 Year Warranty
[Intel I5-2520M 2.5GHz Processor, 3MB Cache, 4GB DDR3 RAM, 320GB HDD, Touchscreen Display, 'Mechanical Backlight
Keyboard, SuperMultl DVD, 802.11N Wireless, Bluetooth, PCMCIA Type II+Express Card 54/34, Smart Card, eSATA/USB
3.0 (1x USB + 2x eSATA/USB),, Low Temp -29C, Fingerprint, IP65, WIN7,, 5 Year Warranty]
Intel i5, 700 NITS Display $ 2,700.00
Intel 15, 1400 NITS QuadraClear Display, DVD $ 3,400.00
Intel 15, 1400 NITS QuadraClear Display, Gobi, Dual -Pass, DVD, GPS $ 4,000.00
Intel i7, 1400 NITS QuadraClear Dlsplay, Gobi, Dual -Pass, DVD, GPS $ 4,200.00
Getac S400 Semi --Rugged Notebook -- 14" Display, 3 Year Warranty
[Intel 15-560M 2.66GHz Processor, 3MB Cache, 4GB ❑DR3 RAM, 320GB HDD, 700 NITs Multi -Touch Touchscreen
Display, Mechanical Backlit Keyboard, SuperMultl DVD, 802.11N Wireless, Bluetooth,, PCMCIA Type II+Express Card
54/34,, Smart Card, 4-1 Card Reader, TPM,, Low Temp -15C, Fingerprint,WIN7 Pro, 3 Year Warranty]
Intel 115, Backlit Keyboard, Bluetooth $ 1,800.00
Intel i5, Backlit Keyboard, Bluetooth, Gobi 2000 $ 2,000.00
Intel 15, Backlit Keyboard, Bluetooth, Gobi 2000, GPS, Pass-th ru $ 2,200.00
Panasonic H2 Dual Touch Tablet PC, 3 Year Warranty $ 3,600.00
[Win7, Intel Core 15-2557M 1.70GHz, 10.11nch XGA Dual Touch, 320GB(7200rpm), 4GB, Intel WIFi a/b/g/n, Bluetooth,
2MP Cam, 2D Bar, USB, Serial, LAN, No drive, Toughbook]
* Rugged Laptop prices, options and accessories may vary based on final configuration. Please request a quote.