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	Corporate Report
DEPARTMENT/	CAO's Office
DIVISION	Emergency Medical Services	REPORT NO.	2008.146
DATE PREPARED	July 2, 2008	FILE NO.
MEETING DATE	July 28, 2008
SUBJECT	AVL / GPS Equipment for District EMS Vehicles

RECOMMENDATION

With respect to Report No. 2008.146 (Emergency Medical Services), we recommend that Automatic Vehicle Locator (AVL) and Global Positioning System (GPS) equipment be purchased for use by Superior North EMS District paramedics;

AND THAT the project be funded in accordance with the attached Source of Financing;

AND THAT Appropriation Change Order #15 be approved;

AND THAT the Mayor and Clerk be authorized to execute any necessary documentation;

AND THAT any necessary by-laws be presented to Council for ratification.

The Ministry of Health and Long Term Care (MOHLTC) has traditionally provided 50% funding for AVL / GPS technology for use by emergency medical services. In 2003, City of Thunder Bay EMS vehicles were equipped with AVL technology under this program.

Administration is recommending that AVL / GPS technology (software and hardware) be added to each District EMS vehicle under the same program. The MOHLTC will provide mapping software at no cost to the City of Thunder Bay.

This hardware provided at 50% funding will also permit the use of iMedic software for District EMS operations. iMedic is an electronic medical record software program which provides a database for EMS purposes.

As part of the 2008 budget process, a capital order to purchase 7 new ambulances was approved by City Council. With the agreement by the Province to fund our Armstrong operations at 100%, previously allocated capital funds are no longer required. Administration is now recommending that part of the funds from the existing capital order be diverted towards AVL / GPS equipment for District EMS vehicles.

Since 2003, City of Thunder Bay paramedics have utilized AVL / GPS technology in their EMS vehicles. The Central Ambulance Communications Centre (CACC) has real-time access to the information as well. Paramedics in District EMS operations do not have access to this technology. Our District paramedics are routinely dispatched to remote emergency scenes where they are required to use bush roads. Accordingly, our paramedics often encounter difficulties when attempting to access remote emergency scenes. Further, our staffing patterns result in the problem of paramedics sometimes providing EMS coverage in communities in which they are not familiar, leading to increased response and transport times due to this unfamiliarity with the community and surrounding area. AVL / GPS technology with mapping software will prevent these types of occurrences.

Both CACC and EMS supervisors will be able to access real time tracking of our vehicles, thus enhancing effectiveness and health and safety. Retroactive access will permit the use of empirical data for investigation and quality assurance purposes.

With the hardware provided through this program, we will realize the additional benefits of the iMedic software for District operations. iMedic has been in use for City of Thunder Bay EMS operations since 2003 and has provided invaluable efficiencies through electronic records management, data collection, decreased time for documentation completion, and trends tracking. We will provide the same benefits to District operations through this program.

The one-time capital cost for AVL / GPS technology is $205,000. After the 50% funding from the MOHLTC on eligible expenses, the net one-time capital cost (including iMedic) will be $119,400.

One Time Capital Costs	GROSS	Net
iMedic Costs	33, 800	33,800
AVL/GPS Costs	171,200	171,200
50% MOHLTC Funding		(85,600)
Total	205,000	119,400

The annual operating cost for AVL / GPS technology is $19,310. After the 50% funding from the MOHLTC on eligible expenses, the additional annual operating cost (including iMedic) will be $12,185.

It is concluded that City Council should approve the financing of AVL / GPS technology and iMedic software on the terms and conditions outlined in this report.

It is also concluded that the project should be funded in accordance with the attached Source of Financing and that Appropriation Change Order #15 should be approved.

The MOHLTC provides 50% funding for GPS / AVL technology and supplies mapping software at no cost to the City of Thunder Bay. In 2003, Superior North EMS took advantage of this program for City based EMS vehicles.

iMedic software will be funded at 100% by the City of Thunder Bay. We are taking advantage of the provision of hardware through the AVL / GPS program, however, as that hardware will provide a platform for the iMedic software.

Attachment A – Contract Source of Financing

Attachment B - Appropriation Change Order #15