Records Management Software Solution

The vendor is required to provide records management system including software, consulting and implementation services and annual support and maintenance.
- The ideal solution will provide a single point of data entry and seamlessly integrate with county’s CAD system to streamline workflows and reduce redundant data entry.
- Required core modules
•    Occupancy management and pre-incident planning
o    Manage occupancies, pre-incident mapping, ArcGIS maps integration
o    Fire systems tracking, hazardous material documentation, and contact management
o    Mobile capability for field data collection
•    Inspections
o    Field inspections and configurable checklists
o    Violation management
o    Virtual inspections capability
o    Integrated pre-incident planning
o    Signature capture in the field
•    Permitting
o    Permit management with customizable permit types
o    Plan review workflows
o    Permit fee processing
•    Incident reporting
o    Incident documentation, as well as the ability to support the proposed transition to NERIS
o    Data exchange compatibility
o    Historical data migration
o    API integration with emergency response information system (NERIS) repository
o    CAD integration
o    National emergency medical services information systems (NEMSIS) compatibility
o    Geospatial integration
o    State and federal compliance with automated submission
o    Customizable reporting capabilities
•    ePcr
o    Higher patient incident documentation
o    Meet state compliance requirements
o    Provide automated submissions
o    HIPAA encrypted
o    HIPAA compliant with signature capture
o    Billing integration
- Optional items:
•    Invoicing (permitting and fee management)
o    Invoice management
o    Billing report generation
o    Customizable fee schedules
•    Training records
o    Training assignment and completion tracking
o    Certification management with expiration notifications
o    Ability to enter a personnel license number and expiration date and run compliance reports on pending expiration dates.
- System requirements
•    Integration capabilities
o    Ability to integrate with county for cad information download and use through a secured API
o    API integration with google workspace (email and calendar)
•    User interface and experience
o    Intuitive, modern user interface
o    Role-based dashboards and access controls
o    Mobile responsiveness for field operations
- Technical requirements
•    Cloud-based SaaS solution with guaranteed uptime of 99.5% or better
•    Comprehensive data security measures including encryption, audit logging
•    Regular backup and disaster recovery capabilities
•    Scalable to accommodate growth in users and data
•    support for all major browsers and mobile platforms
•    All data remains the property of the city of department
- Reporting and analytics
•    Customizable reporting tools
•    Real-time dashboards and metrics
•    Export capabilities (pdf, excel, csv, etc.)
•    GIS mapping and spatial analysis, including integration with Esri tools.
- Training and support
•    Comprehensive implementation and training plan
•    Online and in-person training options
•    Documentation and knowledge base
•    Ongoing technical support with defined response times
•    Assigned client success manager.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 22, 2025