Alert System Software

The vendor required to provide alert system software for the purchase and implementation of a cloud-based software off the shelf (SaaS) solution to help support incident management, software hosting, disaster recovery, real time information sharing (example patient bed tracking), emergency notification and alert communications, training and exercises, and maintenance and inventory tracking of equipment for use by the department.
- Incident management
•    An electronic incident command system (ICS) that adheres to the national incident management system (NIMS) framework which are tied to FEMA forms and ICS guidance and are adapted for public health and healthcare use.
- Development of forms and surveys 
•    It is imperative that the software has form creation with customization and data tracking included. 
•    The program must allow end users to be creative to provide for efficiency and effectiveness during critical moments. 
•    A form can be designed for one time use or recurring by setting an expiration date. 
•    There needs to be a feature to create a link for form usage as well as a link for completed forms to be emailed to a specific individual for data analyzation. 
•    This feature is used by several different departments and bureaus across all regions.
- System registry and management:
•    Member profiles: ability to record names, roles, contact information, organizational affiliation and QR code for staff sign-in/out.
•    Integration capabilities: the system should integrate with the agencies designated human resources information system to extract or download employee account creation data and notification requirements.
•    Special tags and capabilities: ability to assign and manage custom tags identifying special training, expertise, or capabilities to support rapid identification during incidents.
•    Search and fast recall: robust search and filtering tools to quickly locate individuals based on name, organization, skills, tags, or other attributes.
•    Communication support: integrated tools or interfaces enabling incident commanders and authorized users to quickly contact individuals or groups (e.g., phone, email, messaging integration).
•    Permissions and access control: ensure that only authorized users can add, edit, or access sensitive member information.
•    Patient tracking: electronic system for the tracking and movement of triaged patients in the event of a mass casualty situation.
•    Bed availability tracking: electronic system for tracking hospital and healthcare bed types available daily by facility as well as facility situational assessment data.
- Incident command system project area features
1. The proposed software can be used for each of the following:
•    System can be used to manage disasters, special events, security and day-to-day operations. 
•    System shall be capable of being used for multiple real world and drill and exercise events simultaneously. 
•    System can manage related incidents in a hierarchal incident structure. 
•    Customers collaborate regionally. 
•    IMS project component shall comply with national incident management system (NIMS) principles and provisions for the incident command system (ICS).
2. The system’s incident action plan (IAP) capability:
•    IMS project component must support emergency support.
•    IMS project component must time and date stamp all actions performed on the system and preferably include the username of the person performing the action. 
•    Time and date stamps must not be alterable.
•    System must provide spell-check capability. 
•    System must provide for all major facets of emergency management without requiring the purchase of additional modules. 
•    Provide for receipt of alert notifications. 
•    Include in its proposal what methods the offeror has for deliver alerts. 
•    The offeror will be responsible for facilitating the communication of any alert.
3. Include alert notification for the following:
•    Incidents and events
•    Resource requests
•    Mission taskings
•    Sign-in/out QR code for staff accountability
•    Pre-event facility closures and clinical services
•    Post-event facility damage assessment with forms reports and photographs
•    Other requests and polling of stakeholders
4. Incident command system project area user tools requirements:
•    System must include automated after-action report and survey collection functionality. 
•    System must have formatting capabilities for standard homeland security exercise and evaluation program (HSEEP) reporting. 
•    System must include an integrated joint commission 6 critical element evaluation. 
•    System must have the ability to, or the option of, automation of bed availability data reporting from electronic medical record provider. 
•    System must have the ability to automatically extract census data from their electronic medical record provider and populate a patient manifest within the incident management platform. 
•    IMS shall include a status board that displays all open incidents and active users. 
•    The proposed IMS project component handles incident journaling and logging. 
•    IMS project component must include integrated ICS forms. 
•    Identify how users can switch between incidents and authorized roles and positions without logging out of the system. 
•    IMS product shall have integrated all hazards checklists and be adaptable for hospital incident command systems (HICS). 
•    IMS product must include a database that stores contact information for individuals. 
•    IMS software shall have a method to store documents and link them to incidents, critical infrastructure and key resources (CIKR), and missions at a minimum. 
•    IMS software shall have the ability to integrate with the state’s document management system (file director) using APIs. 
•    IMS product shall provide a common operating picture. 
•    Proposed solution shall provide the capability for multiple agencies to operate under a common incident. 
•    Proposed product shall support resource and map sharing features between users based on permissions. 
•    Provide the ability to poll the deployment for resource status, operations status, or ask basic questions of the user base. 
•    Proposed system must include mobile app in both apple and android platforms that allows for the initiation of incidents, log entry and enter data, assign to ICS role, and uploading pictures. 
•    System must include a mobile app for the triage and tracking of patients. 
•    Mobile native applications must use the state’s identity provider.
- Incident command system project area administrative features:
•    IMS software shall provide the ability to create incidents, manage multiple incidents simultaneously, and store, query and view historical data associated with an incident. 
•    The proposed project components must have a distinct user administration section. 
•    A system administrator must be able to easily add/change/inactivate and remove users. 
•    Each user must have a distinct access profile that defines that user’s access to data, at a minimum, read or edit access. 
•    Administration of the proposed project component shall be through a browser. 
•    Software administration from the server-only will not be considered.
•    Project component shall be capable of supporting a large number of users from multiple jurisdictions. 
•    The proposed project component shall support the ability to export reports in xml, csv, pdf, MHTML, excel, tiff and word formats. 
•    The system should allow data retention to be set to the desired timeframe for deletion. 
•    Project component must allow agencies and users access to the system from any location (e.g., local, regional, state, national, office, home, hotel, etc.) thereby implementing a “virtual EOC”. 
•    Project component must provide links to different types of reference data.