Consideration and Approval of Contract: Approval of the Master Subscription and License Agreement with ESO Solutions, Inc. for Fire and Medical Reporting Software in the amount of $53,209.79.

1. Approve the Master Subscription and License Agreement with ESO Solutions, Inc. for Fire and Medical Reporting Software; and
2. Authorize the City Manager to execute the necessary documents.

The Flagstaff Fire Department (FFD) is required by state and federal laws and regulations to document all incidents responded to and with official actions taken by FFD members. ESO Solutions, Inc. (ESO) is the new parent company that bought out FFD's current reporting system (Fire House). All the current data in Fire House will be rolled over to ESO software and will be available to collect from a historical perspective. It was essential to get the new software because Fire House is being phased out in the next fiscal year and a change in software providers was imminent. ESO will be able to work with Fire House to ensure there is no loss of service and no additional fees due to overlap. The procurement method approved by the Procurement Director was through a "proprietary" justification because no other software company is able to provide this service. This new ESO software will cover four different platforms the City pays for annually: 1) Fire reporting, training, and daily duties; 2) Fire House Analytics; 3) Fire House Inspections; and 4) Medi-View electronic patient care reporting.

FFD budgeted for the new software and received approved in Fiscal Year 2021-2022 in account 001-03-051-0203-2-4343. By continuing to work with the parent company, ESO, FFD will also be receiving pro-rated costs based on the timing of the current contract with Fire House. Additionally, by using ESO, FFD is also receiving a regional discount as two primary Greater Flagstaff Regional (GFR) partners who had been using Fire House are also switching to ESO.

Approval of the Master Subscription and License Agreement (License Agreement) is necessary because although the License Agreement originally entered into on September 2, 2021, was in the amount of $49,908.60, the current cost is over $49,999.  At the time of the signing, the cost fell below the Procurement Code Manual requirement to bring a contract before City Council. See Informal Procurement Process, Article 7, Section 7.1(D). However, during the administration of the License Agreement, due to mandatory fees, the cost for the services from ESO increased slightly to $53,209.79. Under the Procurement Code Manual, all purchases over $49,999 must be approved by the City Council. See Article 7(B), "Formal Procurement Limit." For this reason, the License Agreement has come before the City Council.

PBB: Safe & Healthy Community - Provide public safety with the resources, staff and training to respond to community needs. High Performing Governance - Serve the public by providing high quality internal and external service

Regional Plan: Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service. Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.

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