The Vendor is required to provide a web-based solution to collect, organize, and store fire safety system reports related to inspection, testing, and maintenance.
- This solution must provide a centralized, online platform where all submitted reports within the City are accessible.
- The system should also generate relevant metrics, enabling a data-driven approach to prioritizing fire prevention efforts and quantifying the number of fire safety systems.
- Solution must include the following functionalities:
1. Data collection & storage
• Accept electronic submission of fire safety system inspection, testing, and maintenance (ITM) reports from service providers.
• Ensure compatibility with standardized reporting formats (e.g., nfpa 25, nfpa 72).
• Maintain secure, long-term storage of all submitted reports.
• Provide role-based access to authorized agency personnel.
2. Centralized dashboard & reporting
• Display all submitted reports in a centralized, easy-to-navigate online platform.
• Allow filtering and sorting by property address, system type, inspection status, and service provider.
• Provide real-time notifications for reports with identified deficiencies, impairments, and overdue inspections.
• Generate automated reports summarizing compliance rates, system conditions, and maintenance trends.
3. Deficiency & impairment tracking
• Identify and categorize deficiencies and impairments according to severity.
• Provide automated alerts for critical deficiencies requiring immediate attention.
• Track the status of corrective actions taken by property owners and service providers.
• Allow the fire department to document follow-up inspections and enforcement actions.
4. Service provider & property owner management
• Maintain a database of companies performing inspections, testing, and maintenance within the jurisdiction.
• Track service provider performance, including report submission frequency and compliance accuracy.
• Enable communication between the fire department, property owners, and service providers regarding inspection findings and required corrective actions.
5. Analytics & decision-support tools
• Generate interactive dashboards with key performance indicators (KPIS) related to fire system compliance.
• Provide trend analysis on inspection failures, system impairments, and areas with high-risk deficiencies.
• Support data-driven decision-making to prioritize fire prevention efforts and resource allocation.
• Quantify the total number of fire safety systems within the city.
6. Security & compliance
- The system must adhere to all relevant cybersecurity and data privacy regulations, including but not limited to:
• Secure user authentication and role-based access control.
• Data encryption for stored and transmitted information.
• Compliance with federal, state, and local regulations governing fire safety data.
7. Implementation & support
• Provide a detailed implementation timeline, including system setup, data migration, and training for fire department personnel.
• Offer technical support, system maintenance, and software updates.
• Ensure system scalability to accommodate future growth and regulatory changes.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: April 18, 2025