Electronic Records Management System

The vendor is required to provide an electronic records management system (RMS) for fire incident reporting.
- Records management system
• The RMS system shall provide a reporting software to collect data and report data related to diverse emergency services standards and must allow for data reporting and analysis to enhance decision-making capabilities.
• The RMS software shall function in a browser or installed program and the ability to input in an offline mode use.
• Store data with the ability to connect and upload to the web when data connection is available.
• Allow the department and users to create, store, and manage custom reports, and schedule reports on a daily, weekly, annual, etc. basis.
• Comprehensive technical support with off-hour availability.
• The preferred software should have the ability to merge legacy product data into a single platform.
• Ability to communicate with other county fire cad platforms
• Ability to communicate with incident command software (tablet command).
• The preferred software should have the ability to manage all records routed to a user for completion, review or follow-up.
• Allow data and reports to be exported to microsoft products such as word, pdf, and excel.
• Meet current national fire incident reporting system and be prepared for transition to emergency reporting information system in the future.
• Ability to add custom fields that are able to be collected and mined into reports.
• Users shall be able to manage fire incident reports at the same time and be able to move from one report to another without loss of data in any report.
• Shall be able to share information between RMS software and current electronic patient care reporting software (ImageTrend).
• Shall be able to communicate and share data between staffing software (vector solutions or CrewSense).
- Analytics tool
• A web-based software.
• Data analysis tools, or similar, back-end software for reviewing and extracting recorded metrics.
• Must have a master field that ties back to county cad incident number for both EMS and fire incidents.
• Pre-packaged key performance indicators (KPI) of state required reporting metrics and department reports.
• Searches and reports shall have the ability to group by any field or combination of fields, whether code table-based or free form.
• Reporting system shall have the ability to redact user-definable fields in reports.
• Allow search and display of all fire incident-based reports.
• Allow search and display of recent and legacy data for a single platform use.
• The RMS program shall provide the ability to design custom reports and designate them for automatic generation and distribution via email. reports shall be exportable in pdf, excel or csv formats.
• The user must be able to combine visualizations (the visualization/charts need to be created in the system.) into interactive dashboards (including custom drill down paths) that may be published securely to the organization.  - Technology requirements
• The preferred software should be a hosted system.
• The software must be compatible on iOS and on the latest windows operating system.
• The software must allow for multiple user permission levels including but not limited to user, power user, supervisor, administrator, etc.
• Preferred to have multi-factor authentication (MFA) and single sign on capabilities.
• The system should provide end to end encryption and data encryption at rest.
• The system must provide mobile connectivity to server and offline accessibility.
• The system must integrate with the county cad system through API or custom programming to accept new dispatch calls.
• The city requests a test database for training and testing.
• The software must have audit tracking capabilities, including but not limited to those able to record user creations, logins, deletions, etc.
• The hosting vendor system must have cybersecurity polices, disaster recovery plan in place and must provide upon request.
• The system must have system redundancy for high availability. - Training
• Include a trainer database and testing site.
• Provide administrator training.
• Provide end user training.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 23, 2025