Records Management System

The Vendor is required to provide records management software solution to support fire inspection, code enforcement, construction permitting, and plan review operations.
- Requirement:
1. Compliance inspections and occupancy management
•    Occupancy-based searchable database using at minimum:
o    Address
o    District
o    Station
o    Zone
o    Property use
o    International fire code occupancy classification
o    Fire protection systems
o    Assigned inspection month
o    Occupancy id
•    Ability to have multiple contact types for each occupancy
o    Ability to mass add contacts for multiple occupancies
•    Ability to change a business name and maintain all previous inspection data without needing to create a new or duplicate address and occupancy
•    Inspections
o    Customizable inspection checklists based on associated risk.
o    At the beginning of inspections, prompt whether there are overdue inspections or outstanding violations.
o    Ability to assign specific occupancies to district personnel
o    Ability to inspect based on multiple editions of the fire code
o    Automatic non-editable time tracking (admin override permitted)
o    Allow offline mobile field inspections
o    Inspection results can be sent directly from the system via email
o    Photo and document attachments allowed
o    Digital signatures required
•    Reoccurring inspection scheduling based on occupancy risk to an annual, biennial, or triennial inspection schedule
•    On-demand inspections outside of inspection schedule
•    Automated re-inspection alerts
•    Escalation workflows
•    System shall be capable of having the international fire code uploaded and searchable
•    Configurable dropdown menus
•    Daily, weekly, monthly, yearly reporting with pdf, excel and Microsoft power bi export ability
•    GIS integration or ability to export occupancy data to a GIS platform
2. Data analysis
•    Ability to analyze all data fields using a custom report builder
•    Reports can be generated within the system using tables, charts, graphs, trend lines, etc.
•    Ability to export data fields in csv, excel, and pdf formats
•    Ability to track inspection performance based on schedule and district benchmarks
3. Document and records management
•    Document storage and version control
•    Automated retention schedules
•    Audit logs
•    Secure access controls.