To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract #23-567-6 with ImageTrend, LLC
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract #23-567-6 with ImageTrend, LLC, a limited liability company, in an amount not to exceed $331,935, to provide Emergency Medical Technician (EMT) licensing software and services for Contra Costa Health’s (CCH) Emergency Medical Services (EMS) Division the period from June 1, 2026 through May 31, 2029
FISCAL IMPACT:
This Contract will result in contractual service expenditures of up to $331,935 over a 3-year period and will be funded 100% by Measure H Funds.
BACKGROUND:
CCH EMS Division has been contracting with ImageTrend, LLC (formerly ImageTrend, Inc.) for the provision of its EMS license management Software as a Service (SaaS), including annual licensing, hosting, and support since 2015.
This Contractor was approved by Public Works Department’s Purchasing Division on July 15, 2025 as a sole source, in compliance with Administrative Bulletin 600.4 requirements. Health Services Personnel approved this Contract to ensure no conflicts with labor relations. A summary of service contract deliverables, including measurable outcomes required of the Contractor to be monitored by the department in compliance with Section III (B)(7) of the Purchasing Policy include technical support for County’s use of the software under the license grant, and access to maintenance and support.
On October 3, 2022, the Purchasing Services Manager approved and executed Software and Services Agreement #23-567-4 with ImageTrend, Inc., in an amount not to exceed $190,000, for the provision of hosted software and services, for the period July 1, 2022 through June 30, 2025.
On August 8, 2023, the Board of Supervisors approved Software and Services Amendment Agreement #23-567-5 with ImageTrend, LLC, effective September 1, 2023, to increase the payment limit by $47,056 to a new payment limit not to exceed $237,056 for additional services to host, license, and maintain and support the Software and data on its servers with no change in the term.
Approval of Contract #23-567-6 will allow the Contractor to continue to provide hosted software and services for CCH EMS through May 31, 2029. Under the Contract, Contractor’s liability is limited to an amount not to exceed the amount paid by the County in the twelve (12)-months preceding such claim. The division is requesting a retroactive effective date for this Contract due to delays caused by ongoing negotiations between the parties.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract is not approved, County will not have access to Contractor’s EMS license management services which may affect the division’s compliance with regulatory bodies and harm patient care.