Third Party Inspection Reporting Solution

The vendor is required to provide third party inspection reporting solution to manage and maximize the inspection, testing, and maintenance of fire protection systems by third party inspection companies.
- Third party inspection reporting solution reduces personnel time spent in administering fire code requirements and increases their ability to enforce and verify compliant fire protection systems.
•    The solution proposed should be a web-based application to provide electronic submission of inspection reports. 
•    The proposal should include detailed information on how the system or solution works. 
•    proposer shall provide benefit to the fire department, department company, property owner, as well as the community. 
•    Explain role or responsibility and what is required of the fire department, department companies, and property owners. 
•    Responsible for generating and sending notices to property owners such as reminders of upcoming inspections due, notice of inspection past due, and notice of completed inspection reports that contain one or more deficiencies. 
•    Notices shall be on city letterhead, either emailed and mailed out. 
•    Mail will probably be the best way with a return address to the department. 
•    The solution shall allow department companies to submit inspection reports.
•    Type of training offered shall be included in the proposal and any fees associated with training. 
•    Include software and hardware requirements needed. 
•    The system will be accessible 24/7/365. 
•    The solution should provide real-time data. 
•    The proposal shall include an up-time and maintenance schedule
•    Include backup and retention of information. 
•    It is anticipated that after the city council approves a contract with the selected vendor, the reporting solution shall be implemented January 1, 2026. 
•    Include conversion process to new system proposed. 
•    There shall be no lapse in conversion from current system to new system.
•    Include procedures for data transferring.

- Contract Period/Term: 3 years
- Pre-Proposal Conference Non-Mandatory Date: September 17, 2025
- Questions/Inquires Deadline: September 25, 2025