The Vendor is required to provide a records management system (RMS) to replace its existing system, which has become outdated after over 20 years of service and is approaching its end-of-life.
- The RMS seamlessly integrates with the current central square computer-aided dispatch (CAD) system, workday’s enterprise resource planning (ERP) system and image trend’s elite ePCR software electronic patient care reporting (ePCR).
- Provides vital fire and rescue services to over 900,000 residents in the city region; in fiscal year 2024, department conducted more than 60,000 fire code inspections and investigations as well as 119,542 incidents.
- The current RMS is being phased out by its vendor, relies on outdated technology that lacks support for iOS devices, and does not have a reliable Disaster Recovery plan.
- A new RMS solution to improve operational efficiency, enhance data accessibility, and ensure compliance with all regulatory standards.
- The new RMS will revolutionize firefighters’ workflows, improve operational outcomes, and provide critical decision-making data unavailable during on-scene operations; a key feature of the new system will be its ability to support mobility, empowering firefighters to make real-time decisions with immediate access to analytical data.
- It plays a vital role in managing department resources, facilitating data collection, ensuring compliance with national and state reporting requirements, and providing valuable insights into daily operations.
- RMS solution services:
• Improved firefighter workflow and mobility: The mobile solution will empower firefighters to operate more efficiently on scene, enabling quicker and more informed decision-making;
• Enhanced data collection and reporting: The new system will improve data collection to meet national and state reporting requirements, providing enhanced analytical capabilities for deeper insights into daily operations and incident trends.
• Better patient care coordination: Including an electronic patient care reporting (ePCR) module will facilitate better communication and data exchange with medical personnel, leading to improve patient care and faster response times.
• Compliance and efficiency: The system will ensure compliance with national staffing and response time’s standards while streamlining scheduling and staffing processes for optimal resource allocation.
• Comprehensive incident report management: Seamless connectivity with the computer aided dispatch (CAD) system and other platforms will enhance overall incident management, from dispatch to on-scene operations and post-incident reporting and analysis.
• Any disparate system components shall share related data to ensure consistency.
• Application components shall share a single, common data model.
• Application components shall share a single, common database.
• Application shall have the ability to archive and purge data that has reached aging limits defined by the City.
• A single, common data repository shall be available that internal reports can be developed against.
• Packaged reporting capabilities shall include imbedded report distribution management capabilities.
• In addition to built-in, packaged reporting, the application shall provide an ad-hoc reporting capability that is end-user friendly and can produce data exports for additional analysis within external tools such as Microsoft Excel.
• Department shall have the ability to customize reporting components, such as the use of patient contact times for emergency medical services (EMS) calls, etc.
• The RMS must be able to integrate with Workday, Central Square, and Image Trend’s Elite ePCR software.
• Application shall provide the ability to interact with other systems via flat files, staging tables, functionally oriented web services, and/or application programming interfaces (API’s).
• All available integration channels shall be itemized and described in program documentation.
- The service provider must indicate the capability to recover from natural, human-caused, and electronic disasters (including security compromises) that could interrupt service to the city and the city's customers; the service provider will detail their solution to include:
Procedures for off-site storage of information;
• Capabilities and availability of alternate processing, communications, and operations facilities;
• Plans for maintaining business processes, including communications with the city, the city’s customers, and suppliers of goods and services.
• Estimated time to recover from disaster events, and service level expectations for business continuity following a disaster;
• Cost to the city, if any, for disaster recovery services; and
• A documented disaster recovery and business continuity plan, including dates of disaster recovery tests and schedule for future tests.
• Procedures for off-site storage of information.
- Information security features to be included with software/hardware purchases (e.g., access permissions, encryption for restricted data and data that passes from trusted to untrusted networks (FTP, RDP, telnet, etc.), standard authentication (active directory).
- Contract Period/Term: 7 years
- A Non-Mandatory Virtual Pre-Proposal Conference Date: February 21, 2025
- Questions/Inquires Deadline: February 19, 2025
- Submission Due Date of Written Questions after the Pre-Proposal Conference: February 25, 2025