Fire Operations Management Software

The vendor is required to provide to replace its fire operations management software and through wishes to identify experienced firms that supply and implement fire services management software that supports municipal fire department operations.
- Software features
1. Scheduling management
• Flexible, configurable shift scheduling with support for platoons, rotations, acting roles, and configurable shift rules
• Managing staff schedules via easy-to-use, interactive dashboard manual or auto-assigning personnel based on predefined rules such as seniority, qualifications, availability, and labor agreement constraints warning or prevents scheduling conflicts
• Pool staff management to manage casual or relief staff with limits on maximum hours or number of shifts per period
• Apply multiple pay codes (e.g., acting roles, holiday shifts, overtime) based on shift conditions
• Leave and overtime management
• Shift trades and approval workflows
2. Personnel management
• Create, manage, store, and access employee records including certifications, rank/skill and employment information
• Use personnel records to drive role eligibility, scheduling constraints, and training assignments
3. Computer-aided callouts
• Real-time callouts with configurable escalation rules for incident severity (including all-hands-on-deck scenarios) and immediate shift replacement due to unplanned absences.
• Multi-channel callout notifications (SMS, in-app, etc.)
• Acknowledging and declining callouts
• Able to bypass DND phone settings to ensure callouts always goes through
4. Calendar of daily activities & events
• Provide a consolidated view of all department events including training sessions, inspections, shifts, and special assignments.
• Enable custom event categories (e.g., training, community outreach, inspection) with color coding and reusable templates.
• Provide multiple viewing options of events and activities such as calendar with daily, weekly, and monthly view
• Notify assigned personnel via email, SMS, or in-app alerts when they are added to or removed from events
5. Public education
• Create, log, track, and manage public education events, visits, and programs
• Track participants, contacts, event outcomes, and recurring programs
• Include fire education-specific categories, templates, reporting if possible
6. Incident reporting with provincial compliance
• Provincial compliance fire documentation: fire code reporting, incident documentation, etc.
7. Fire investigation
• Log, track, and manage investigations separately from day-to-day operations that can be linked to related incidents, personnel, or property data
• Ability to upload fire reports to state of the fire commissioner
8. Training and learning management
• Assign training, record training completions and evaluations, view training logs, and manage certifications
• Ability to create and assign programs, courses and lessons
• Ability to attach lesson plans to assigned training
9. Fire prevention and permitting
• Provide a flexible inspection builder allowing creation and modification of checklist templates tailored to property types (e.g., commercial, residential, hydrant, pre-plan inspections)
• Maintain a centralized library of code standards (national, provincial, local); allow activation, deactivation, and linking to individual checklist items
• Enable inspectors to conduct inspections offline on mobile devices, capture photos, and sync data when connectivity is restored
• Allow inspectors to mark violations and add comments and photos; enable scheduling of re-inspections, follow-up tasks, and automated reminders
• Log, track, and manage fire-related permits, fines, and fees associated with a property
• Allow creation of recurring inspection schedules, customizable by property classification and risk assessment
• Enable assignments of inspections to specific work groups such as a fire company, fire inspector, etc.
• Support automatic reassignment of inspections when they are completed, flagged for reinspection, or overdue
10. Assets and inventory management
• Support inspection, tracking, testing, and managing of all fire department assets including apparatus, gear, PPE, and tools with status updates and assignment history
• Configurable check routines for vehicles and equipment with logging for inspections, issues, and operational readiness
• Support scheduling of preventive maintenance, tracking of repair activities and service history, and the ability to log repair costs for budgeting purposes
11. Data and analytics
• Provide a library of pre-configured reports (e.g., incident breakdowns, response compliance, asset reporting, payroll reports, compliance reports)
• Ability to create custom reports directly within the system
• Offer interactive dashboards with visual elements and drill-down capabilities.
- Questions/Inquires Deadline: July 11, 2025