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HomeMy WebLinkAboutRFP - P1091 PFA FIRE AND EDMS RECORD MGMT SYSTEMWrilIHIN11 tEaais( i3st Pu It d ISu7,T 111 1777 REQUEST FOR PROPOSAL P1091 Poudre Fire Authority Fire and EMS Records Management System Written proposals five (5) will be received at the City of Fort Collins Purchasing Division 215 North Mason St 2nd floor Fort Collins Colorado 80524 Proposals will be received before 2 30 p m (our clock) November 30 2007 Proposal No P1091 If delivered they are to be sent to 215 North Mason Street 2nd Floor Fort Collins Colorado 80524 If mailed the address is P O Box 580 Fort Collins 80522-0580 Questions regarding scope of the project or the proposals submittal or process should be directed to James R Hume CPPO Senior Buyer (970) 221-6776 A copy of the Proposal may be obtained as follows Download the Proposal/Bid from the BuySpeed Webpage httos Hsecure2 fcgov com/bso/login iso Come by Purchasing at 215 North Mason St 2nd floor Fort Collins and request a copy of the Bid Sales Prohibited/Conflict of Interest No officer employee or member of City Council shall have a financial interest in the sale to the City of any real or personal property equipment material supplies or services where such officer or employee exercises directly or indirectly any decision -making authority concerning such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift gratuity favor entertainment kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Collusive or sham proposals Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities Sincerely James B O Neill II CPPO FNIGP Director of Purchasing & Risk Management 215 North Mason Street 2nd Floor P 0 Box 580 " Fort Collins CO 80522 0580 " (970) 221 6775 Fax (970) 221 6707 www fceov corn 425 Code violation and citation tracking Ability to track citations and record violation histories for individuals 426 Fire Pre -Plan module with Graphic Design Interface 427 Training Records 428 Personnel Module (Integrated with Incident Training and Inspection modules) 1 Certification tracking and notification 2 Firefighter injury and exposure tracking (incident and not -incident related) 4 29 Asset tracking maintenance 430 Apparatus and Equipment 1 Inventory 2 Depreciation 3 Maintenance schedule and tracking 4 Fuel 5 Operating cost calculator 431 Interfaces 1 GIS Geographical Information System 2 CAD Computer Aided Dispatch 3 MDC Mobile Data Computer 4 Scan & OCR Generator 5 Master file conversion to reporting system format 6 Import / Export 432 Administrative Access 1 Budget development system 2 Payroll Functionality 3 Fee Billing Programming 4 Inquiry and Query 5 Automated billing 6 Fax and Email Capable 7 Microsoft Outlook Calendaring Capable 8 Interactive Staff Scheduler with Multiple Input / Output Methods 9 Automated / Agency Defined Administrative Notification System 10 Voice Generated Phone Pager Email Text Message Notification Output with a Notification Hierarchy 11 Internal email 12 Form generator 13 Report Writer 14 Activity Tracking 15 Digital Imaging 16 Personnel System 17 Health Records 18 Personnel Exposure Records 433 General Performance Capabilities 1 Pull Down Menus 2 Non Redundant Data entry 3 Quick Incident Browse and Recall 4 Customizable with Agency Specific Master Files 5 Pop-up windows for NFIRS 5 0 and NEMSYS EMS Required Fields 6 Log in -out Tracking 7 Unique User Login and Password 8 Network Data Retrieval 434 Software Maintenance and Support Due to the critical nature of incident records management the Vendor must propose a plan that addresses its ability to be prepared and able to provide either on -site or remote service within 24 hours of being notified during normal business hours The Vendor shall offer a maintenance service plan that includes 1 Normal Maintenance -- for problems that do not affect the overall performance of the System but still require attention The Vendor shall provide its response times to the PFA IT department under Normal Maintenance Maximum response time is not to exceed two business days from the time the complaint is received 2 Critical Maintenance -- for problems that jeopardize or degrade any part of the System The Vendors maximum response is 24 hours not including weekends and holidays The areas covered under Critical Maintenance include but are not limited to a) The ability for the end user to connect to the Records Management System via MDC s and workstation display terminals the ability for the end user to display the records management system database and successfully process incidents b) The Vendor shall be responsible for scheduling and coordinating work and resolving the problem or providing a work around option within the maximum response time c) The Vendor shall also be responsible for providing PFA with methods of contacting the Vendor d) The Vendor shall provide PFA with software maintenance and upgrade options 435 Disaster Recovery and Backup 1 PFA will be responsible for the additional implementation (reuse) or purchase of all software and hardware required for the backup and recovery of the System PFA will be responsible for the compatibility of the hardware The Vendor shall define any additional or special equipment or software needed to successfully backup and recover the proposed system 2 PFA requires the Vendor to provide instruction for the backup and recovery of the System to enable PFA to recover from a database or hardware failure within 12 hours or less using Symantec Backup Exec version 11d PFA requires the Vendor to work side by side with PFA technical resource(s) while performing these Installations configurations and testing to provide knowledge transfer to the PFA for future installations that the PFA may be required to perform 3 The Vendor will provide sufficient System Documentation describing the Systems operation (and/or architecture operating system dependencies) and procedure to perform a successful backup and recovery of both the application and related database(s) PFA and Vendor will jointly sign -off that the objective was met and that System Documentation is complete 44 Warranty The successful Vendor shall provide a minimum ONE (1) year performance and upgrade warranty on the entire system which covers defective programming program improvements provided Vendor supplied hardware the improper choice of development configuration improper design or engineering and or poor or improper workmanship or quality control techniques This warranty shall cover the complete System as provided by the Vendor and shall include any and all costs for labor and parts or materials that are required to correct any and all deficiencies It is not the intent of this requirement that routine hardware preventative maintenance items or non -Vendor supplied hardware be covered A sample of this warranty shall be submitted with the Vendor's proposal The Vendor must supply copies of all other warranties and or licenses applicable to this System The Vendor shall submit with the bid proposal the vendors warranties as described above Warranties shall begin at the acceptance of the System by the PFA Bid proposals fading to meet this requirement will not be accepted 441 Warranty Service Response The successful Vendor must have an authorized support center staffed with technicians certified in the system being bid The center must be accessible during normal business hours (8 A M — 5 P M M-F Mountain Time) to respond to a verbal or written notification that warranty support and or support work is required Arrangements for service must be made within (1) hour with notification to the hosting agency being made by E-mail or faxed letter with a statement of intent to show where and when the warranty support shall be accomplished Additional warranty or logistical services that the Vendor might provide above and beyond the requirements of these Specifications shall also be listed They may be used as an additional basis for a contract award 45 Current Release and Functionality All Systems furnished shall be guaranteed to be new and of current release meet all relevant standards conforming to current programming National State and local regulatory requirements The System shall be to the best of the Bidders knowledge free of defects and suitable for the use intended and the requirements of this Specification and be in an operable condition at the time of delivery No programming or attachment shall be substituted or applied contrary to the Developers recommendations and standard practices Security measures will be provided in accordance with the information technology industrys best practices The major components of the security plan will include details concerning the security architecture which includes the Network Platform Physical and Process 46 Installation Installation must be by the Vendors employee(s) The installation must be completed without interrupting the Agency operations or the operations at the hosting location 47 Training Programs The successful Vendors authorized training associate shall provide a minimum of five days operational training at the following location 3400 West Vine Fort Collins CO 80521 A sample training program must be included with each firm's proposal The program shall include at a minimum training in all aspects of System input data retrieval maintenance operation back-up and security The training must provide PFA personnel with a thorough understanding of System operation and adequately prepare them to present the training to other system users 52 Reference Evaluation (Top -ranked firms) The Project Managers will check references using the following criteria The evaluation rankings will be labeled Satisfactory / Unsatisfactory 53 Qualification and Standard a Overall Performance - Would you hire this company again? b Timetable - Was the original Project completed within the specified time? Were interim deadlines met in a timely manner? c Completeness - Was the company responsive to client needs did the company anticipate problems? Were problems solved quickly and effectively? d Budget - Was the original Project completed within budget? e Job Knowledge - Did company personnel exhibit the knowledge and skills necessary for the efficient completion of the Project? 60 Proposal Acceptance and Pricing Prices Prices shall be quoted FOB Fort Collins Colorado and must be valid for 120 days from the RFP opening Project Timeline and Payments Payment 30% upon execution of agreement Payment 60% split equally between incremental Project phases as negotiated and agreed to by both parties and payable within 30 days after acceptance of such incremental phase Payment 10% within 30 days after Final Acceptance of the completed project SOFTWARE LICENSE AGREEMENT This Software License Agreement ("Agreement") is entered in to between THE CITY OF FORT COLLINS, COLORADO, a municipal corporation ("City") and hereinafter ("Company"), and shall be effective on the date signed by the City Definitions a Software The term Software shall mean the computer program in object code and source code and the user manuals described in the specifications set forth in Exhibit A " Statement of Work The term Software includes any corrections bug fixes enhancements updates or other modifications including custom modifications to such computer program and user manuals b Certificate of Installation The term Certificate of Installation shall mean a written notice signed by Company and acknowledged by the City certifying that the Software has been installed, that the Software substantially complies with the specifications set forth in Exhibit A that the software has been fully configured and that the master records ( rules ) for the operation of the program have been established and that the training of City employees is complete 2 License a Grant of License Company grants City pursuant to the terms and conditions of this Agreement a perpetual nonexclusive nontransferable license to use the Software b Authorized Equipment and Site City shall use the Software on the computers used for City business c Restrictions on Use City agrees to use the Software only for City s business including any collaborative services with other governmental entities provided appropriate licensing fees have been paid to the Company d Copies City may make archival copies of the Software s computer program provided that the copies shall include Company copyright and any other proprietary notices e Modifications, Reverse Engineering City agrees that only Company shall have the right to alter maintain enhance or otherwise modify the Software City shall not disassemble decompde or reverse engineer the Software s computer program f User Manuals Company shall provide City with a minimum of three paper copies and one CD copy of the user manuals and the manuals shall be updated with each new release of the Software and shall be updated no less than annually g Personnel Company personnel working with the City shall be acceptable to the City 3 Delivery, Installation, Data Conversion, Testing and Acceptance All activities related to the implementation of the Software shall proceed in accordance with Exhibit B Implementation Schedule Each activity listed in Exhibit B shall include both a start date and completion date In addition the Implementation Schedule shall incorporate the following specific activities a Delivery Company shall deliver the Software to the City location(s) specified by the Information Services Director of the City within a mutually agreed time after the effective date of this Agreement b Installation Company shall install the Software at the locations designated City shall grant Company access to the location(s) and the computer system(s) for the period of time required for such installation c Data Conversion Data conversion data entry and verification of data shall be completed in accordance with the specifications of City as set forth in Exhibit A " d Testing City shall have thirty (30) days commencing upon delivery of the Certificate of Installation to test the Software for substantial compliance with the specifications set forth in Exhibit A (the Testing Period) City shall provide notice to Company of any failure of the Software to comply with such specifications Upon receipt of such notice Company shall use its best efforts to remedy the failure and install a fix within five (5) days If City provides such notice to Company the Testing Period at City s option may be extended for thirty (30) days after Company asserts to City that the problem has been fixed e Acceptance Acceptance shall occur (i) upon Citys delivery of notice to Company that the Software substantially complies with the specifications set forth in Exhibit A or (u) if City does not provide notice of a failure of the Software after thirty (30) days from the close of the Testing Period then after thirty (30) days after the close of the Testing Period, Acceptance shall be deemed to have occurred 4 License Fee a In General In consideration for the license(s) granted by Company under this Agreement as set forth in Exhibit C Pricing Quotation City shall pay Company a fee not to exceed $ b Payment Terms Each installation of the License Fee shall be due and payable in accordance with the Payment Schedule which is incorporated into Exhibit B Implementation Schedule All amounts are due thirty (30) days from receipt of invoice by City from Company 5 Ownership a Title City and Company agree that Company owns all proprietary rights including patent copyright trade secret trademark and other proprietary rights in and to the Software and any corrections bug fixes enhancements or updates to the Software b Transfers Under no circumstances shall City sell license publish display distribute assign or otherwise transfer to a third party the Software or any copy thereof in whole or in part without Company s prior written consent except in when City is using the Software to provide collaborative services with other governmental entities and the appropriate licensing fees have been paid to the Company for this usage 6 Confidential Information Company agrees not to use City data except when specifically authorized by City and to treat all City data as confidential City agrees to maintain the confidentiality of proprietary information identified as such by Company to the extent allowed by law Warranty Company warrants to City that for a period of one year commencing upon Acceptance the Software will substantially comply with the specifications set forth in Exhibit A During this warranty period Company shall also provide City the support and maintenance services set forth in the Software Maintenance Agreement appended hereto as Exhibit D After expiration of the warranty period Company shall provide support and maintenance for the Software pursuant to the terms of such Maintenance Agreement 8 Indemnification Indemnity Company shall indemnify and hold harmless City from and against any claims including reasonable legal fees and expenses based upon infringement of any copyright or patent by the Software City agrees to notify the Company of any such claim promptly in writing and to allow Company to control the proceedings City agrees to cooperate fully with Company during such proceedings Company shall defend and settle at its sole expense all proceedings arising out of the foregoing In the event of such infringement Company may replace in whole or in part the software with a substantially compatible and functionally equivalent computer program or modify the Software to avoid the infringement Insurance Company agrees to maintain workers compensation and employers liability insurance at the statutory limits Company will also maintain a commercial general liability policy in the amount of $500 000 00 per occurrence $1 000 000 00 aggregate $1 000 000 00 products and completed operations aggregate 10 Source Code The uninterrupted availability of the Software is critical to City in the operation of its business Company agrees to provide the source code to the Information Services Director of City 11 Term and Termination a Effective Date This Agreement and the license granted hereunder shall take effect upon the date the City executes this Agreement b Termination City shall have the right to terminate this Agreement upon giving thirty (30) days notice Within thirty (30) days after termination of the license City will return to Company at Company s expense the Software and all copies thereof or delete or destroy all other copies of the Software and inform the Company that the Software has been returned or all copies deleted or destroyed and its use discontinued 12 Force Mafeure Neither party shall be in default or otherwise liable for any delay in or failure of its performance under this Agreement if such delay or failure arises due to any act of God any acts of the common enemy the elements, earthquakes floods fires epidemics riots failures or delay in transportation or communications provided however that lack of funds shall not be deemed to be a reason beyond a party s reasonable control The parties will promptly inform and consult with each other as to any of the above causes which in their judgment may or could be the cause of a delay in the performance of this Agreement 13 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement such party may be declared in default thereof 14 Remedies In the event a party has been declared in default such defaulting party shall be allowed a period often (10) days within which to cure said default In the event the default remains uncorrected the party declaring default may elect to (a) terminate the Agreement and seek damages (b) treat the Agreement as continuing and require specific performance or (c) avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default 15 Notices All notices under this Agreement shall be effective when mailed postage prepaid and sent to the following addresses COMPANY CITY City of Fort Collins Purchasing P O Box 580 Fort Collins, CO 80522 With a Copy To 16 General Provisions a Complete Agreement This Agreement its attachments the Citys Request for Proposal and the Companys Response to the Request for Proposal are the complete and exclusive statement of the agreement between the parties which supersedes and merges all prior proposals understandings and all other agreements oral or written between the parties relating to this Agreement b Order of Precedence In the event of any conflict or inconsistency among documents related to this Agreement said conflict or inconsistency shall be resolved by giving precedence to the later dated document Unless otherwise agreed to by both parties document precedence shall be as follows (1) the Software License Agreement (2) the Request for Proposal (3) the Company s response to the Request for Proposal c Amendment This Agreement may not be modified altered or amended except by written instrument duly executed by both parties except that address for notice may be changed as provided in section 13 d Waiver The waiver or failure of either party to exercise in any respect any right provided for in this Agreement shall not be deemed a waiver of any further right under this Agreement e Severabrlrty If any provision of this Agreement is invalid illegal or unenforceable under any applicable statute court decision or rule of law it is to that extent to be deemed omitted The remainder of the Agreement shall be valid and enforceable to the maximum extent possible f Survival All provisions of this agreement that by their nature would reasonably be expected to continue after the termination of this Agreement will survive the termination of this Agreement g Governing Law This Agreement and performance hereunder shall be governed by the laws of the State of Colorado Venue for any cause of action arising hereunder shall be in Larimer County Colorado CITY OF FORT COLLINS P-1091 POUDRE FIRE AUTHORITY FIRE & EMS RECORDS MANAGEMENT SYSTEM Opening date November 30, 2007, 2 30pm (our clock) 10 REQUIREMENTS 1 1 General Description The City of Fort Collins on behalf of Poudre Fire Authority (PFA) is soliciting written proposals from qualified companies currently offering a Fire/EMS Records Management System (RMS) 12 Objective The primary objective of this protect is to integrate Fire and EMS RMS into a unified modular database system The ideal vendor will be a partner involved in all aspects of project design implementation deployment and training PFA wishes to provide their employees and affiliates a comprehensive fully integrated interoperable Fire/EMS Records Management System herein referred to as the System The functionality of the system shall be in accordance with the specifications and conditions contained within this Request for Proposals Pending the identification of a qualified vendor and the successful acceptance of a proposal from the vendor PFA plans to enter into a contract to purchase the system for licensed use by PFA and Affiliates 13 Purpose Use state-of-the-art Fire/EMS Information Management System solutions to help meet Poudre Fire Authority reduce response times enhance communications give immediate relevant access to data related to public safety and streamline operating procedures 14 Technology The Fire/EMS Records Management System solution described in the proposal should be based on mature technology that is installed and in use in like agencies in the United States 1 5 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal Firms submitting proposals shall submit five (5) copies of the proposal with the following information a Company history and experience in providing RMS solutions as described in the scope of work See 2 3 Qualifications b The name of the company representatives responsible for answering questions about the firm s proposal products capabilities etc References from five or more organizations which have used your company for similar products and services within the last two years See 2 3 Qualifications h Read and Understood Each party acknowledges that it has read and understands this Agreement and agrees to be bound by its terms THE CITY OF FORT COLLINS COLORADO By James B O Neill II CPPO FNIGP Director of Purchasing and Risk Management Date ATTEST Clerk APPROVED AS TO FORM Assistant City Attorney [Insert Corporations name] or [Insert Partnership name] or [Insert mdividual's name] Doing business as _ finsert name of business] By PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST CORPORATE SECRETARY (Corporate Seal) EXHIBIT `A Statement of Work EXHIBIT B Implementation and Payment Schedule EXHIBIT C Pricing Quotation EXHIBIT D Software Maintenance Agreement 2 SOFTWARE MAINTENANCE AGREEMENT This Software Maintenance Agreement ("Agreement') is entered into between the CITY OF FORT COLLINS, COLORADO, a municipal corporation, hereinafter "City" and , hereinafter "Company", and shall be effective on the date signed by the City Scope of Agreement a General Company agrees to provide City standard maintenance on -site support and training services for the computer programs and user manuals listed below (collectively Software ) and regular upgrades including enhancements and user manuals b Software This agreement covers the software described in Exhibit A of the Software License Agreement between the City of Irving Texas and Company dated Company shall provide updates to the software as required in order that the software reflect current federal and state laws or requirements of the federal or state government or federal or state regulatory agencies User Manuals When this agreement refers to User Manuals it shall include any user manuals which are designed for the software and any user manuals listed in Exhibit A and all manuals provided to users for the software listed above At least three (3) user manuals shall be provided in paper format and one (1) in CD format The user manuals shall be updated with each new release of the software and shall be update at least annually Term This Agreement shall be effective for one year from the effective date and may be shall automatically renew for up to four additional one year periods unless sooner terminated as provided herein Such renewals shall be subject to sufficient funds being appropriated annually by the Fort Collins City Council which appropriations are in the Councils sole discretion Standard Maintenance Services Scope of Services During the term of this Agreement Company will provide City the following Standard Maintenance Services for the Software Corrections of substantial defects in the Software so that the Software will operate as described in the user manuals listed above as modified by the City s Specifications set forth in Exhibit A of the Software License Agreement b Periodic updates of the Software that may incorporate (A) corrections of any substantial defects (B) fixes of any bugs (C) enhancements to the Software and (D) upgrades to user manuals as sets out above c Telephone support including dial -up support between the hours of 7 00 a m to 7 00 p m Central Time Monday through Friday excluding City of Fort Collins holidays to assist City in using the Software d In the event of emergencies or systems failures caused by Company s software upgrades which occur outside of the designated support hours established by Section 3(c) telephone support including dial -up support twenty-four (24) hours per day seven (7) days per week for the term of the Agreement e Maintenance at Company s office of a test version including a test database for the most recent version of City s Software 4 On -Site Support Company upon receipt of a written request from City will provide City On -Site Support ate mutually agreed time City agrees to pay Company s costs associated with the provision of on -site support including charges for (i) Company s personnel (n) charges for travel, lodging and miscellaneous expenses (if personnel must travel more than 75 miles) in accordance with City guidelines for travel expenses and (ni) applicable taxes 5 Training Upon receipt of a written request from City Company will provide Training at a mutually agreed time at the offices of City unless City agrees to receive the Training elsewhere City agrees to pay Company all costs associated with this Training in accordance with costs reflected in Exhibit C Pricing Quotation including (i) charges for Company s personnel which may include a surcharge for training conducted at City s location (u) charges for travel lodging and miscellaneous (if personnel must travel more than 75 miles) in accordance with City guidelines for travel expenses and (ni) applicable taxes 6 Maintenance Fee a Warranty Period Company will not charge City any Maintenance Fee for the Warranty Period as defined in City s Software License Agreement for the Software 7 8 10 b Amount of Fee City agrees to pay Company an annual Maintenance Fee the amount set forth in Exhibit C" Pricing Quotation for Standard Maintenance Services provided by Company pursuant to this Agreement The amount charged for these services shall not increase by more than five (5) percent from one year to the next in the event of renewal Payment Terms City agrees to pay Company by thirty (30) days after receipt by City of invoices for agreed upon fees Obligations Of City a City Contact City shall notify Company of City s designated City Contact To the maximum extent practicable City communications with Company will be through the City Contact b Installation City agrees to install all corrections of substantial defects minor bug fixes and updates including any enhancements for the Software in accordance with the instructions and in order of receipt from Company c Facility and Personnel Access City agrees to grant Company reasonable access to City s facilities and personnel concerned with the operation of the Software to enable Company to provide services d No Modification of Software City agrees not to modify enhance or otherwise alter the Software unless and only to the extent such modification enhancement or other alteration is specifically authorized in the user manuals identified in this Agreement or through the consent of Company e Error Documentation Upon detection of any error in the Software City as requested by Company agrees to provide Company a listing of output and any other data including databases and backup systems that Company reasonably may request in order to reproduce operating conditions similar to those present when the error occurred Termination City shall have the right to terminate this Agreement at any time upon giving thirty (30) days notice to Company Upon termination City shall be entitled to a pro rata refund Company shall have the right to terminate this Agreement and all services provided pursuant to this Agreement (i) upon termination of City s Software License Agreement by either party for any reason and (n) if City violates any provision of this Agreement and City fads to cure such violation within fifteen (15) days after receipt of written notice from Company Indemnification Company shall indemnify and hold harmless City its officers agents and employees against and from any all actions suits claims demands or liability of any character whatsoever ansmg out of resulting from or occurring in connection with the performance of any services hereunder 11 Insurance Company agrees to maintain workers compensation and employers liability insurance at the statutory limits Company will also maintain a commercial general liability policy in the amount of $500 000 00 per occurrence $1 000 000 00 aggregate $1 000 000 00 products and completed operations aggregate 12 Source Code The uninterrupted availability of the Software is critical to City in the operation of its business Company agrees to provide the source code to the Information Services Director of City 13 Force Majeure Neither party shall be in default or otherwise liable for any delay in or failure of its performance under this Agreement if such delay or failure arises due to any act of God any acts of the common enemy the elements earthquakes floods fires epidemics riots failures or delay in transportation or communications, provided however that lack of funds shall not be deemed to be a reason beyond a party s reasonable control The parties will promptly inform and consult with each other as to any of the above causes which in their judgment may or could be the cause of a delay in the performance of this Agreement 14 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fad or refuse to perform according to the terms of this agreement such party may be declared in default thereof 15 Remedies In the event a party has been declared in default such defaulting party shall be allowed a period often (10) days within which to cure said default In the event the default remains uncorrected the party declaring default may elect to (a) terminate the Agreement and seek damages (b) treat the Agreement as continuing and require specific performance or (c) avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default 16 Notices All notices under this Agreement shall be effective when mailed postage prepaid and sent to the following addresses COMPANY CITY City of Fort Collins Purchasing P O Box 580 Fort Collins CO 80522 With a Copy To 17 General Provisions a Complete Agreement This Agreement its attachments the Citys Request for Proposal and the Companys Response to the Request for Proposal are the complete and exclusive statement of the agreement between the parties which supersedes and merges all prior proposals understandings and all other agreements oral or written between the parties relating to this Agreement b Order of Precedence In the event of any conflict or inconsistency among documents related to this Agreement said conflict or inconsistency shall be resolved by giving precedence to the later dated document Unless otherwise agreed to by both parties document precedence shall be as follows (1) the Software License Agreement (2) the Request for Proposal (3) the Company s response to the Request for Proposal c Amendment This Agreement may not be modified altered or amended except by written instrument duly executed by both parties except that address for notice may be changed as provided in section 13 d Waiver The waiver or failure of either party to exercise in any respect any right provided for in this Agreement shall not be deemed a waiver of any further right under this Agreement e Severabdity If any provision of this Agreement is invalid illegal or unenforceable under any applicable statute court decision or rule of law it is to that extent to be deemed omitted The remainder of the Agreement shall be valid and enforceable to the maximum extent possible f Survival All provisions of this agreement that by their nature would reasonably be expected to continue after the termination of this Agreement will survive the termination of this Agreement A written description of the proposed products and services as described in this request for proposal (RFP) In order to facilitate evaluations proposals should be arranged in the same order as presented in this RFP Pricing as requested The proposal must be signed by a duly authorized representative of the firm submitting the proposal The signature shall include the title of the individual signing the proposal Proposal Timeline* Solicitation released October 26 2007 Vendor questions due November 14 2007 (Questions and requests for clarification must be submitted via email to ihumeefcoov coin) Addendum issued November 26 2007 (Addendum will address vendor queries) Opening date December 3 2007 Evaluations complete Between December 3 and December 14 2007 Interviews (if needed) After January 15 2008 * All dates subject to change 20 ADMINISTRATIVE GUIDANCE Any information provided herein is intended to assist the Vendor in the preparation of proposals necessary to properly respond to this RFP Firms are at liberty to propose a System with additional capabilities or other features designed to enhance functionality 22 Proprietary Information Poudre Fire Authority is subject to public information laws which permit access to most records and documents Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible Proposals may not be marked Proprietary in their entirety Information considered proprietary is limited to material treated as confidential in the normal conduct of business trade secrets discount information and individual product or service pricing Summary price information may not be designated as proprietary as such information may be carried forward into other public documents All provisions of any contract resulting from this request for proposal will be public information 23 Qualifications The successful vendor shall have a minimum of five years experience providing RMS solutions and support to Fire and/or EMS agencies They must have a proven track record with combined Fire/EMS agencies and State level reporting and at minimum be HIPAA NEMSIS and NFIRS compliant 24 Demographics 1 District Population 182 873 2 Area 235 Sq miles 3 Fire Stations 13 4 EMS Services 4 g Governing Law This Agreement and performance hereunder shall be governed by the laws of the State of Colorado Venue for any cause of action arising hereunder shall be in Lanmer County Colorado h Read and Understood Each party acknowledges that it has read and understands this Agreement and agrees to be bound by its terms THE CITY OF FORT COLLINS COLORADO By James B O Neill II CPPO FNIGP Director of Purchasing and Risk Management Date ATTEST City Clerk APPROVED AS TO FORM Assistant City Attorney [Insert Corporation's name] or [Insert Partnership name] or [Insert individuals name] Doing business as _[insert name of business] By PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST CORPORATE SECRETARY (Corporate Seal) 25 Vendor Location Systems maintained or supported outside the United States will not be considered 251 Going Concern The Vendor of the System proposed shall have in operation for a period of not less than 5 years a records management system which is fully interfaced with divergent CAD systems and is multi operating system compatible The System bid must use the same platform as the system which currently installed and has been in operation for a minimum of 5 years The Vendor shall disclose any pending or anticipated litigation between the Vendor and any other party or parties that might affect this contract The Vendor shall have a minimum of five (5) records management systems installed and in current use by governmental agencies within the United States The five systems are not required to meet the specific Fire / EMS requirements of this RFP However the systems must utilize the same platform as the one being bid 252 Sub -contracts The PFA and Affiliates will not consider a System from a Vendor who proposes to outsource or sub -contract any System software or installation processes Vendor must provide warranty and technical support for all proposed System components Third -party arrangements are not acceptable 26 Acceptance The Protect Manager must accept each phase of the protect and provide final acceptance of the entire protect before payments for each particular phase or final payment for an entire protect shall be made 'Acceptance shall mean approval in writing of the completed installation and implementation of a protect phase or of an entire protect after allowing what the Protect Manager deems to be sufficient operating time in a production environment to allow the Protect Manager to determine that such installation and implementation complies with the Scope of Work and/or any Specifications relevant to the project 261 Performance tests and requirements The vendor must provide third party certification verifying that the System shall at the time of order conform to the minimum requirements of the latest standards covering Systems of this type This shall include federal state and local requirements The Vendor shall submit certifications that the System being supplied to the PFA and Affiliates is in compliance with the following requirements 1 Disparate CAD and RMS Interoperabdity 2 Multi Operating System Functionality 3 Dynamic Deployment 4 Dynamic Conversion of Standardized Databases 27 Licenses All Bidders must be licensed to do business in the State of Colorado 28 Change Orders Change orders shall be approved by the PFA Protect Manager or designate Such change orders must be in writing and contain the following minimum information 1 Date of change request 2 Change description 3 Cost of original specification 4 Cost of new specification 5 Net financial change effect 6 Agency s Authorized Name 7 Agency s Authorized Signature Change orders are required for any and all changes taking place once a Contract has been accepted in writing by both parties The PFA and Affiliates cannot be held liable for incomplete verbal or change orders approved by anyone other than the Agency s authorized agent 29 Definitions The following are definitions to be used in this RFP 1 Affiliates Any other public agencies established and maintained as a duly recognized public safety agency in the state of Colorado 2 API Application Programming Interface 3 Bug Any failure of the System caused by errors in the Source Code 4 CAD Computer Aided Dispatching 5 Contract The Contract shall mean the agreement between the successful Vendor and the Poudre Fire Authority - 6 Data Conversion The creation of a common format for importing and exporting the data required for this program to function in all its elements To include yet not limited to the conversion of current Agency data and future dynamic conversion of applicable data from multiple sources which meet current industry standards 7 Deliverables System delivered pursuant to this RFP the selected Vendors Proposal and as negotiated by and agreed to by both parties 8 Dynamic Deployment The ability to remotely upgrade client software while the system is running without inhibiting operational use of the System by other clients 9 Error Any failure of the System to operate in material conformity with the Specifications agreed to by PFA and the selected Vendor 10 Fire/EMS Records Management System or System The software and hardware that is the subject of this RFP 11 Hardware Computer and network equipment peripheral System devices and voice/data communication systems used during System operation 12 Implementation Includes completion of System design setup customization conversion testing training deployment and other services necessary to configure the software to meet the functional requirements agreed to by PFA and the selected Vendor 13 Protect Manager PFA will specify a Protect Manager to be the Authority s representative in all matters pertaining to implementation of the selected RMS Other personnel may be designated by the Protect Manager to act for PFA on portions of the Project 14 Records Management System RMS 15 Services Professional services including warranty maintenance updates and upgrades provided by the Vendor 16 Software Various kinds of programs used to operate computers and related devices 17 Source Code Software elements written in programming languages including all comments and procedural code such as job control language statements in a form intelligible to trained programmers and capable of being translated into object code for operation on computer equipment through assembly or compiling and accompanied by System Documentation including flow charts schematics statements of principles of operations and architecture standards describing the data flows data structures and control logic of the System in sufficient detail to enable a trained programmer through study of such System Documentation to maintain and/or modify the System without undue experimentation 18 Specifications The requirements set forth in this RFP 19 System Documentation Means all user guides operating manuals educational materials product descriptions and specifications technical manuals supporting materials and other information provided by the successful Vendor relating to the System whether distributed in print magnetic electronic or video format 20 Unauthorized Code Any Virus Trojan horse worm or other Software routines or equipment components designed to permit unauthorized access to disable erase or otherwise harm the software equipment or data or to perform any other actions 21 Vendor A qualified and interested firm that can provide the specified System and submits a proposal to the PFA 40 SCOPE OF WORK 41 Project Detail RMS Requirements The successful RMS proposal will maximize Fire EMS and Administrative staff efficiency streamline processes and in the process reduce response times and frustration 411 Global System Specifications 1 Ability to email forms and reports 2 Ability to print forms and reports 3 Ability to FAX forms and reports 4 Extensive help functionality 5 Spell check and Thesaurus 6 Alpha-numenc paging capability 7 Ability to create agency specific module 8 Staff Daily Roster fields and values for local reporting needs in any 412 Hardware Server hardware will be provided by PFA and meet the requirements of the selected vendor The System server and its equipment shall be installed at the Poudre Fire Authority Administration Offices located at 102 Remington Street Fort Collins CO 80524 413 Database Specifications Microsoft SQL Server 2005 or newer provided by PFA 414 Operating Systems 1 Server Microsoft Windows server 2003 provided by PFA 2 Workstations Microsoft Windows 2000 XP and Vista provided by PFA 415 Network Protocol TCP/IP 416 System Administration / Security and module access 1 print email or FAX Application security via application username and password 2 Windows active directory domain logon pass through authentication 3 Ability to define individual users 4 Ability to place individual users into user groups (no less than 15 user groups) 5 Ability to integrate with active directory for user/group information including phone numbers email addresses departments supervisors etc 6 Ability to limit group level access in specific windows or views of each module to a no access b read only access c read and write access 7 HIPPA compliant with appropriate staff and administrative level security 417 Data Conversion Our current database is NFIRS 5 0 compliant and resides on a Microsoft SQL 2000 database PFA would like to move our existing data to the new database The existing database contains approximately 6 1 /2 years of data or approx 2GB 418 Applications The following standard fully integrated modules are required Additionally modules must be capable of field data collection using portable devices that may not have server database connectivity but can later be synchronized with the server database and linked to the appropriate record via incident number 1 Fire Incident Reporting (NFIRS 5 0 compliant) A NFIRS plus one capability for local reporting needs B Fire investigation reports C Unit and assigned personnel associated with each incident with individual unit times recorded D Real -Time interface with our current CAD system (Tiburon CAD 2000) to populate like field data to include a) Incident number b) Alarm date c) Alarm time d) Incident dispatch date e) Incident dispatch time f) Incident en route date (first unit an route) g) Incident an route time (first unit an route) h) Incident arrival date (first unit on scene) Q Incident arrival time (first unit on scene) t) At patient date (if applicable) k) At patient time (if applicable) 1) Fire controlled date (if applicable) m) Fire controlled time (if applicable) n) Transport to facility date (if applicable) o) Transport to facility time (if applicable) p) Arrival at facility date (if applicable) q) Arrival at facility time (if applicable) r) Incident clear date (last unit to clear scene) s) Incident clear time (last unit to clear scene) t) Unit ID and associated En route dates and times for each unit u) Unit ID and associated Arrival dates and times for each unit v) Unit ID and associated Available dates and times for each unit w) Complete call or incident information provided by CAD vendor including • House or business number (if appropriate) • Street prefix (if any) • Street Name • Street Name suffix (if any) • City • State • Zip -code • Street intersection (if appropriate) • Map Coordinate • Fire Zone • Latitude and Longitude • CAD incident type • Priority Response flag (Code 3) • Station Area • Initial dispatch text information • Ability to translate final CAD call type to closest NFIRS 5 0 call type and place into incident type field 419 EMS Patient Care Reporting 1 Ability to report on NEMSIS 2 2 1 data points for export 2 Compliant with the State of Colorado s Data collection program for automated daily reporting 3 Basic Life Support (BLS) reporting 4 Advanced Life Support (ALS) reporting 5 HIPPA compliant with appropriate staff and administrative level security 6 Billing module 7 Ability to store and view patient care protocols 8 Audit flags — must be able to set our own criteria for audits and alerts for missing data 9 Forms- Refusal and consent forms with the ability to capture hand written electronic signatures 10 Auto narrative generator 11 Ability to use or create custom fields and values for ad -hoc studies 420 Business Occupancies / Inspections 1 Ability to incorporate 2006 IFC and local amendments 2 Able to track business inspections from assignment to compliance 3 Ability to track PFA benchmarks to include a) Inspection Numbers b) Inspections/ 1000 population c) Hazards/ Inspection d) Annual Inspection Tracking 4 Final Notice Tracking 5 Code Violation Tracking by Code Violation Number 6 Ability to perform mobile field -field based Inspections on Tablet PC or Windows Mobile Devices 7 Ability to issue paper based or electronic inspection documents to customers 8 Sprinkler Confidence Testing program Ability a) Links to Quick Books for Billing b) Ability to coordinate with General Safety Inspection for prevention of duplication of effort 421 Permit Tracking and inspection 1 Ability to Track Permit and Permit Based inspection through final inspections and sign - offs 2 Ability to transfer permit information to Business Occupancies once Protects are completed 422 International Fire Code Section 105 compliant permitting 423 Automated Web Based International Fire Code Chapter 27 Section 105 and Tier II reporting 424 Use and Construction Permits and licenses Ability to track Use and License Permits