Title
Recommendation to Authorize the City Manager to Execute an Agreement with ImageTrend LLC, for Two Years, with the Option to Extend for Up to Three Additional Years, for the Purchase and Implementation of Fire Records Management System for a Total Amount Not-to-Exceed $179,396. (Fire 10032210-52010)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Alameda Fire Department (AFD) seeks funding to replace its outdated records management system, Zoll, which will become unsupported as of December 2025. The department plans to adopt ImageTrend, a cloud-based "Software as a Service" (SaaS) solution widely used by regional agencies such as Alameda County Fire Department and Livermore-Pleasonton Fire Department. ImageTrend offers advanced data management features, seamless integration with AFD’s Computer-Aided Dispatch (CAD) system, and compliance with federal standards including National Emergency Response Information System (NERIS). These enhancements will modernize AFD’s records management infrastructure, improve operational efficiency, and streamline emergency response.
The agreement will be for an initial two-year period, with an option to extend for up to three (3) years, with total compensation not-to-exceed $179,396. ImageTrend’s adoption addresses the limitations of the current system, supports data-driven decision-making, and ensures regulatory compliance. This investment will enhance AFD’s ability to deliver superior service to the community, aligning with its mission of innovation and excellence in emergency response operations.
BACKGROUND
AFD seeks funding to replace its current records management system, Zoll, which will become obsolete and unsupported by December 2025. To address this critical need, AFD recommends implementing ImageTrend, a premier provider of electronic records management systems (RMS) tailored specifically for fire departments. ImageTrend’s advanced configuration will enable streamlined data capture and reporting for fire operations and fire investigations. Replacing Zoll is vital, as the current system is outdated, unreliable, and incompatible with NERIS requirements, which would hinder federal compliance. ImageTrend’s cloud-based SaaS solution significantly enhances AFD’s ability to efficiently manage incident data.
DISCUSSION
Fire departments need to have a robust records management system and reporting process to ensure compliance with public records laws, retain evidence for legal proceedings, provide data to the NFIRS/NERIS database, and track performance. Every AFD incident response is entered into the RMS. These reports include detailed information including dispatch & response times, resources utilized, responsible party information, and a narrative of the actions taken by AFD personnel. For medical responses, additional information specific to patient care is recorded in a separate electronic healthcare report (EHR) provided by another vendor that will continue to serve that purpose for the time being. ImageTrend does have an EHR module that AFD may consider transitioning to at a future date. Once implemented, ImageTrend will become the primary system for maintaining incident response data (excluding patient care data) and will also become the department’s fire investigation reporting system.
The transition to ImageTrend is expected to be seamless, as many neighboring jurisdictions already use the system, and it will seamlessly integrate with the City of Alameda’s (City) CAD system since it has already been successfully established through the Alameda County and Livermore-Pleasanton Fire Departments. ImageTrend is utilized by neighboring agencies such as the Alameda County Fire Department and the Livermore-Pleasonton Fire Department, while the City of Fremont is currently in the process of transitioning to the system and the City of Oakland is exploring contracting with ImageTrend.
Notably, ImageTrend ensures compliance with the U.S. Fire Administration's forthcoming NERIS implementation, which will replace the National Fire Incident Reporting System (NFIRS) in January 2026. The new platform complies with NFIRS and with NERIS requirements making it an indispensable tool for maintaining operational effectiveness and regulatory compliance during the federal database transition. Through ImageTrend, AFD can leverage data-driven decision-making to optimize operations and deliver emergency services more effectively. Its widespread regional use further facilitates collaboration, data sharing, and improved emergency response capabilities.
Key advantages of implementing ImageTrend include:
• A centralized platform for fire reporting and fire investigation documentation.
• Automatic compliance with NFIRS and NERIS standards.
• Comprehensive tracking features for apparatus checks, fire investigations, and various programs on a daily, monthly, and annual basis.
• Seamless integration with neighboring agencies, enabling improved community services and cross jurisdictional collaboration.
• Reduced implementation time due to established regional protocols and procedures between ImageTrend and Alameda County Regional Emergency Communication Center, provider for AFD dispatch services.
• Daily situational and performance awareness is provided through the ImageTrend dashboard.
This upgrade ensures compliance with industry standards and strengthens emergency response capabilities, enabling AFD to deliver superior service to the community. The investment aligns with AFD’s mission and its commitment to innovation and excellence in emergency response operations.
ALTERNATIVES
AFD must replace its existing records management system, Zoll, as it will become unsupported and nonfunctional after December 2025. While the City may explore alternative systems, there is no guarantee that they would integrate seamlessly with AFD’s existing systems, including essential platforms such as CAD. An incompatible solution could result in operational inefficiencies, data transfer delays, non-compliance with federal reporting requirements, and increased administrative burdens, ultimately jeopardizing the department’s ability to deliver reliable and effective emergency services.
FINANCIAL IMPACT
The projected costs for the proposed service agreement with ImageTrend, covering Fire and Fire Investigations records management systems for an initial two-year period, with an option to extend for up to three (3) years, are as follows:
FY 24-25 total compensation shall not exceed $43,203
FY 25-26 total compensation shall not exceed $31,599
FY 26-27 total compensation shall not exceed $33,178
FY 27-28 total compensation shall not exceed $34,837
FY 28-29 total compensation shall not exceed $36,579.
The cumulative cost over the five-year period is not-to-exceed $179,396. Funds to implement ImageTrend are available in the FY 24-25 budget and the recommended budget for FY 25-27 includes funding for this system.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action supports the City Strategic Plan Priority to Enhance Community Safety & Services. This action will invest in public safety staff and resources, including crime prevention, fire infrastructure, disaster preparedness and legal protections, as well as expand and maintain City services that support community wellbeing and quality of life, including libraries, parks and mental health services.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute an agreement with ImageTrend LLC, for two years, with the option to extend for up to three additional years, for the purchase and implementation of Fire Records Management System for a total amount not-to-exceed $179,396.
Respectfully submitted,
Nicholas Luby, Fire Chief
By,
Anne Iturraran, Fire Administrative Services Manager
Financial Impact section reviewed,
Ross McCarthy, Acting Finance Director
Exhibit:
1. Service Provider Agreement