TITLE
title
Utilization of Hillsborough County Contract With EPR Systems USA, Inc., for Comprehensive Electronic Records Management System for Hernando County Fire and Emergency Services (Contract No. 24-P0172/FH; Amount: $189,511.38)
body
BRIEF OVERVIEW
Hernando County Fire and Emergency Services has requested to increase annual expenditure for Hillsborough County Contract with EPR Systems USA, Inc., Hernando County File No. 24-P0172, for the recurring annual subscription for the current Comprehensive Electronic Records Management System. Fiscal year 2025 is requested in the amount of $59,511.38 and request for subsequent Fiscal Years annual estimated spend of $65,000.00 due to anticipated 3 - 5 % annual increases.
Hillsborough County’s Blanket Purchase Agreement represents the executed contract.
Fiscal Year 2025: Estimated increase $59,511.38
Fiscal Year 2026 - 2027: Estimate annual increase $65,000.00, total $130,000.00
This request is for a total increase for FY25 - 27of $189,511.38.
FINANCIAL IMPACT
Funding will be from budgeted amount in Hernando County Fire Emergency Services for future Fiscal Years.
Fiscal Year 2025 Funds in the amount of $59,511.38 are available in:
Fund: 1691 - HC Fire Rescue-Rescue, Department: 02495 - HCFR-PARAMEDICINE PGM, Account: 5305221 - OPER SUPP-CMPTR SOFTWARE in the amount of $4,995.00.
Fund: 1661 - HC Fire Rescue-Fire, Department: 02261 - HC FIRE RESCUE - FIRE, Account: 5304606 - REPAIR/MAINT-SOFTWARE in the amount of $7,359.88.
Fund: 1691 - HC Fire Rescue-Rescue, Department: 02491 - HC FIRE RESCUE - RESCUE, Account: 5304606 - REPAIR/MAINT-SOFTWARE in the amount of $47,156.50.
LEGAL NOTE
The Board has the authority to act on this item pursuant to Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
recommendation
RECOMMENDATION
It is recommended the Board approve FY 2025 annual expenditure of $59,511.38 and annual increases for $65,000.00 per FY26 and FY27 for a total of $189,511.38 with Contract 24-P0172/FH.
It is further recommended the Board authorize the Chief Procurement Officer to renew the contract with the same terms and conditions and approve change orders as they become necessary and required up to annual budgeted amounts.