Incident Information Management System

The Vendor is required to provide a replacement for its current Incident Information Management System (IIMS).
- Solution includes:
•    The IIMS solution shall include cloud-based hosting and shall not require the province to host.
•    The IIMS will support flexible emergency management support functions for both day-today operations and large-scale, multi-incident and multi-agency response with capability to manage single or multiple incidents independently or together (with data summarized across multiple incidents).
•    Software deployment and configuration if required;
•    Solution testing; must include both functional and non-functional testing, such as disaster recovery testing, security assessments and penetration testing, to ensure the system meets performance, resilience and security requirements.
•    Integration with the province’s active directory, and exchange/ms365 environments
•    Integration with province’s Entra id platform;
•    User acceptance testing;
•    Provision of training and reference material for train-the-trainer trainers, application administrators and any appropriate technical resources;
•    Provision of training materials to support general user training by agency trainers;
•    Implementation of the solution;
•    Provision of continual access to maintained and updated online training and help material for general users and application administrators as the solution is modified after initial implementation (new features, fixes etc.);
•    24x7x365 application maintenance and support services; and
•    Client relationship support.
•    Facilitate potential external application integrations and future third-party applications;
•    Support the business processes of the commission during both day-to-day operations and during an emergency incident response. 
•    At a high level these processes comprise day to day non-emergency incident tracking and reporting, emergency incident activation, emergency incident coordination, emergency incident wrap-up, and post-incident information request management;
•    Integration with geospatial data sources used by agency;
•    The successful proponent will be expected to implement the solution in collaboration with the province’s business staff and, where applicable, third-party service providers; 
•    Be used in parallel with the current IIMS for a period of time before final cutover to the new software.
•    The solution’s data must be encrypted in transit and at rest.
•    The solution will be accessible through a single sign in portal and will not require users to sign into multiple web applications to access all solution functionality.
•    The solution will be available to all users regardless of their geographic location.
•    Solution can be accessed via the internet from computers running MacOS, windows, Linux using web browsers utilizing the chromium engine (chrome, edge, brave, Vivaldi), and the Firefox browser.
•    Solution can be accessed using phones and tablets running iOS and android operating systems.
•    Ability to create user accounts for non-goa users independent of using Microsoft Entra id or goa domain authentication.
•    Enable users to assign, coordinate, and track the status of the activities, tasks and assets in one or multiple incidents.
•    Solution will allow the creation and modification of an unlimited number of incidents, which can be active and running concurrently.
•    Solution will allow role/group access controls for incident access.
•    Incidents can be marked as closed/archived once response phase of the emergency is concluded.
•    Closed/archived incidents can only be accessed, modified or administered by those with role/group access permissions to do so.
•    Solution will provide a reports function that is a dynamic collection of tasks that meet criteria based on any combination of but not limited to task type, status, role routing, task due date/time or specific keywords or phrases.
•    Ability to create and modify tasks and assign those tasks to multiple specific roles/groups.
•    Task templates for specific scenarios such as logistics requests can be configured by administrators and made available to specific roles/groups.
•    Ability to set/modify/delete due dates with date and/or time on tasks.
•    Tasks that are overdue for completion will alert roles routed on that task.
•    Task updates/status changes/new comments will alert roles/groups assigned the task.
•    Tasks status can be changed by roles/groups assigned the task or by administrators.
•    Tasks can be deleted by administrators, but not by non-administrators.
•    Task comments/logs and specific entries or actions in tasks can be deleted or modified by administrators, but not by non-administrators.
•    Task templates configurable by administrators that can have pre-assigned role routing, status settings.
•    All solution data is keyword searchable both during and after incident response has concluded.
•    All user and administrator activity is logged and auditable.
•    Reports and other exportable products can be exported in the adobe pdf format.
•    All dynamic GIS map views can be exported as either image files (.jpg and/or .PNG) or adobe pdf format.
•    The solution will provide a general-purpose reference library for storing of standard operating procedures, other documentation or files.
•    Reference library supports creation of folder based hierarchical structure.
•    Role/group access controls in reference library can restrict or permit folder creation/deletion, folder/file access, file upload/deletion.
•    An incident specific file library will be created for each incident created in the solution for storing of documentation or files associated with each individual incident.
•    Incident file library will be pre-populated on incident creation with an administrator configurable list of folders/files with preset role/group access policies.
•    Incident file library supports creation of folder based hierarchical structure.
•    Role/group access controls in incident file library can restrict or permit folder creation/deletion, folder/file access, file upload/deletion.
•    Roles/groups able to submit updates for their respective roles/areas to be combined into a common operating picture report.
•    Common operating picture report can be exported as Adobe Pdf format.
•    Common operating picture report can be distributed via integrated email functionality to administrator configurable distribution lists based on EMIS emergency management stakeholders.
•    Common operating picture report can be distributed via integrated email functionality to user entered email addresses.
•    Solution will support the creation of an incident action plan (IAP) by allowing users with appropriate role/group access to select all applicable fillable incident command system (ICS) compliant forms from a forms library and combining them into an IAP package.
•    The solution will allow the completed IAP to be saved into the Incident file library in adobe pdf format.
•    The solution will allow the IAP pdf file to be distributed to administrator configurable distribution lists configured in the “EMIS” section of the solution to selected emergency management stakeholders.
•    The solution will allow the IAP pdf file to be distributed via email to individual email addresses entered by a user.
•    The solution will allow multiple IAP to be developed independently for concurrent active incidents.
•    Allow roles/groups with appropriate access permissions to create incident specific geospatial data (points, lines, polygons) on the solution’s integrated dynamic map environment.
•    Allow roles/groups with appropriate access permissions to create “markup” on consisting of any combination of, but not limited to text, icon, shape or symbol elements in the solution’s integrated dynamic map environment.
•    Solution will allow multiple windows to be open, and each window can independently be configured to display content from different areas of the solution functionality.

- Contract Period/Term: 2 years