HomeMy WebLinkAboutRFP - P1091 PFA FIRE AND EMS RECORD MANAGEMENT SYSTEMAdministrative Services
Purchasing Divison
215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com
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:
1. Download the Proposal/Bid from the BuySpeed Webpage,
https://secure2.fcgov.com/bso/login.jsp
2. 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
CITY OF FORT COLLINS
P-1091 POUDRE FIRE AUTHORITY FIRE & EMS
RECORDS MANAGEMENT SYSTEM
Opening date: November 30, 2007, 2:30pm (our clock)
1.0 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).
1.2 Objective
The primary objective of this project 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.
1.3 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.
1.4 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.
c. 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.
d. 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.
e. 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: jhume@fcgov.com)
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.
2.0 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.
2.2 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.
2.3 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.
2.4 Demographics
1. District Population: 182,873
2. Area: 235 Sq. miles
3. Fire Stations: 13
4. EMS Services: 4
2.5 Vendor Location
Systems maintained or supported outside the United States will not be considered.
2.51 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.
2.52 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.
2.6 Acceptance
The Project Manager must accept each phase of the project and provide final acceptance of the
entire project before payments for each particular phase or final payment for an entire project
shall be made. "Acceptance" shall mean approval, in writing, of the completed installation and
implementation of a project phase or of an entire project, after allowing what the Project
Manager deems to be sufficient operating time in a production environment to allow the Project
Manager to determine that such installation and implementation complies with the Scope of
Work and/or any Specifications relevant to the project.
2.61 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 Interoperability
2. Multi Operating System Functionality
3. Dynamic Deployment
4. Dynamic Conversion of Standardized Databases
2.7 Licenses
All Bidders must be licensed to do business in the State of Colorado.
2.8 Change Orders
Change orders shall be approved by the PFA Project 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.
2.9 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 Vendor’s 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. Project Manager: PFA will specify a Project Manager to be the Authority's representative
in all matters pertaining to implementation of the selected RMS. Other personnel may
be designated by the Project 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.
4.0 SCOPE OF WORK
4.1 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.
4.11 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-numeric paging capability
7. Ability to create agency specific fields and values for local reporting needs in any
module
8. Staff Daily Roster
4.12 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.
4.13 Database Specifications
Microsoft SQL Server 2005 or newer provided by PFA
4.14 Operating Systems
1. Server: Microsoft Windows server 2003 provided by PFA
2. Workstations: Microsoft Windows 2000, XP, and Vista provided by PFA
4.15 Network Protocol
TCP/IP
4.16 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
4.17 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.
4.18 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 en route)
g) Incident en route time (first unit en route)
h) Incident arrival date (first unit on scene)
i) Incident arrival time (first unit on scene)
j) At patient date (if applicable)
k) At patient time (if applicable)
l) 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
4.19 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
4.20 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.
4.21 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 Projects are
completed.
4.22 International Fire Code Section 105 compliant permitting
4.23 Automated Web Based International Fire Code Chapter 27, Section 105 and Tier II
reporting
4.24 Use and Construction Permits and licenses
Ability to track Use and License Permits
4.25 Code violation and citation tracking
Ability to track citations and record violation histories for individuals
4.26 Fire Pre-Plan module with Graphic Design Interface
4.27 Training Records
4.28 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
4.30 Apparatus and Equipment
1. Inventory
2. Depreciation
3. Maintenance schedule and tracking
4. Fuel
5. Operating cost calculator
4.31 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
4.32 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
4.33 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
4.34 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.
4.35 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
4.4 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 vendor's warranties as described above.
Warranties shall begin at the acceptance of the System by the PFA. Bid proposals failing to
meet this requirement will not be accepted.
4.41 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.
4.5 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 Developer's
recommendations and standard practices.
Security measures will be provided in accordance with the information technology industry’s
best practices. The major components of the security plan will include details concerning the
security architecture which includes the Network, Platform, Physical, and Process.
4.6 Installation
Installation must be by the Vendor’s employee(s). The installation must be completed without
interrupting the Agency operations or the operations at the hosting location.
4.7 Training Programs
The successful Vendor’s 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.
5.0 EVALUATION OF PROPOSALS
5.1 Evaluation and Assessment of Proposal
An evaluation committee shall rank the interested firms based on their written proposals using
the ranking system set forth in the table below. Vendor proposals shall be scored as follows:
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an
outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the
qualification.
PFA may select a vendor based on written proposals, or highly rated vendors may be required
to participate in an oral interview and demonstration process. Such interviews and
demonstrations shall be ranked according to applicable criteria contained in the table below.
Scoring shall be the same as for written proposals.
Weighting
Factor
Qualification
Standard
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used, and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will work on the contract have
the necessary skills? Are sufficient people of the
requisite skills assigned to the contract?
1.0
Availability
Can the work be completed in the time frame
required? Are other qualified personnel available, if
required, to assist in meeting the project schedule?
1.0
Motivation
Is the firm interested and are they capable of doing
the work within a reasonable time frame?
2.0
Cost
Does the proposed cost compare favorably with
other proposals? Is the cost reasonable?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
5.2 Reference Evaluation (Top-ranked firms)
The Project Managers will check references using the following criteria. The evaluation
rankings will be labeled Satisfactory / Unsatisfactory.
5.3 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?
6.0 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.
1. 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’s 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, decompile 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 City’s delivery of notice to
Company that the Software substantially complies with the specifications set forth in
Exhibit “A”, or (ii) 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.
7. 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.
9. Insurance
Company agrees to maintain workers’ compensation and employer’s 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.
c. 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 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.
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 of ten (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 City’s Request for
Proposal and the Company’s 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. Severability. 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.
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 individual's name]
Doing business as ____[insert name of business]
By:_______________________________
__________________________________
PRINT NAME
__________________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:_____________________________
ATTEST: (Corporate Seal)
_____________________________
CORPORATE SECRETARY
EXHIBIT “A”
Statement of Work
EXHIBIT “B”
Implementation and Payment Schedule
EXHIBIT “C”
Pricing Quotation
EXHIBIT “D”
Software Maintenance Agreement
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.
1. 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.
c. 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.
2. 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
Council’s sole discretion.
3. Standard Maintenance Services
Scope of Services. During the term of this Agreement, Company will provide City the
following Standard Maintenance Services for the Software:
a. 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
at a 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; (ii) charges for
travel, lodging and miscellaneous expenses (if personnel must travel more than 75 miles) in
accordance with City guidelines for travel expenses; and (iii) 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; (ii) charges for
travel, lodging and miscellaneous (if personnel must travel more than 75 miles) in
accordance with City guidelines for travel expenses; and (iii) 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.
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.
7. Payment Terms
City agrees to pay Company by thirty (30) days after receipt by City of invoices for
agreed upon fees.
8. Obligations Of City
a. City Contact. City shall notify Company of City’s designated City Contact. To
the maximum extent practicable, City’s 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.
9. 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 (ii) if City violates any provision of this Agreement and
City fails to cure such violation within fifteen (15) days after receipt of written notice from
Company.
10. 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
arising out of, resulting from, or occurring in connection with the performance of any services
hereunder.
11. Insurance
Company agrees to maintain workers’ compensation and employer’s 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 fail 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 of ten (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 City’s Request for
Proposal and the Company’s 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. Severability. 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.
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 individual's name]
Doing business as ____[insert name of business]
By:_______________________________
__________________________________
PRINT NAME
__________________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:_____________________________
ATTEST: (Corporate Seal)
_____________________________
CORPORATE SECRETARY
ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of P1091: PFA Fire and EMS Record Management System
OPENING DATE: 3:00 P.M. (Our Clock) December 13, 2007
To all prospective bidders under the specifications and contract documents described above,
the following changes are hereby made.
CHANGE: Vendor Questions Due Date: November 30, 2007
Opening Date: December 13, 2007 3:00 P.M.
Evaluations Complete: Between December 15 and December 30, 2007
QUESTIONS AND ANSWERS:
Re: --Who is the incumbent vendor?
A - Zoll Data, formerly Bio-key, Aether and Sunpro
Re: -- What is the budget for system replacement?
A - Not available
Re: 1.5 -- What is PFA’s implementation timeline for the software?
A - As soon as possible following the completion of the RFP and selection process. Specifics
can be negotiated at the time of contract signing depending upon the successful vendor’s
resource availability.
Re: 2.3 -- What submission format is required by the State reporting requirements?
Fire=NFIRS 5.0 standard
EMS=NHTSA NEMSIS Dataset 2.2 with 67 data elements
The following links should help as well.
http://www.cdphe.state.co.us/em/emtsdata/handouts/HandoutNo4EMSDataCollSysV1.0Project
VendorLetter.pdf
http://www.cdphe.state.co.us/em/emtsdata/handouts/FAQ.pdf
Re: 2.4 -- How many incidents does the current Tiburon CAD system dispatch annually?
A - Approximately 14,000
a. How many RMS concurrent licenses are required by PFA?
A - Fifteen (15)
Administrative Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
Re: 2.6 & 2.9 -- (Definitions #13 Project Manager): Please specify what additional IT resources
will be offered by PFA to support project implementation.
A - PFA employs two full-time IT staff
Re: 2.6.1 -- Is 3rd party verification by current FDM RMS public safety clients sufficient to
indicate system compliance?
A - Yes
Re: 4.11 -- Global Specs – alpha-numeric paging: Is this system already in place? If so, please
specify.
A - PFA owned alpha-numeric paging system is in place. The paging application used is
PageGate by Notepage. This specification within the RFP was to determine if any vendors have
any value-added feature(s) within their systems that could improve administrative efficiencies.
For example: automatically paging an on-duty individual when they have failed to complete an
incident report an hour before going off shift.
Re: 4.14 -- O/S: Is the Vista O/S currently in place at PFA?
A - No, Vista is not currently in the production environment within our facilities. However we
anticipate needing to support Vista with certain staff that telecommutes with their home systems
using VPN. We anticipate supporting Vista in house as systems are replaced within one to two
years.
Re: 4.17 -- Data Conversion: Can PFA specify the approximate number of records that need to
migrate to the new database?
A - Approximately 84,000
What are the minimum fields?
A - All NFIRS 5.0 compliant fields plus incident narratives.
Re: 4.18 -- Applications: Please specify what is meant by D. “real-time.”
A - The Tiburon CAD system is capable of transferring incident information at time of dispatch
and each unit change of status until the call is closed. An acceptable methodology would be to
accept a complete incident transfer from CAD at the time the call is closed in CAD.
Re: 4.19 – 2 – State of Colorado’s Data collection program for automated daily reporting. Can
you provide more information about this standard?
A - This is related to the NEMSIS reporting standard. Though the state only requires reporting at
least once a month, due to our call volume our hope is a vendor has made this as automated as
possible with the option to automatically send this data on a daily basis.
Re: 4.19 -- EMS PCR: Regarding NEMSIS certification, which level is required? Please confirm
the requirement of ePCR capabilities (i.e. capturing e-signatures in the field). Please provide
more details on PFA’s expectations for auto narrative generator.
1. NEMSIS has two levels of reporting Gold standard and Silver standard. Colorado requires the
Silver standard which is defined as reporting 67 of 419 data elements.
2. Capturing e-signatures in the field is a value added feature that would be given additional
credit if it is available.
3. PFA expects a narrative to be generated from information entered into a fire or patient care
report. The narrative should have complete sentences, be grammar and spelling error free and
reflect accurately most if not all what took place at the scene. The person filling out the report
must have the ability to edit the narrative.
Re: 4.20 -- Permit Tracking: Are specific tablet PC or Windows mobile devices currently in
place? If so, please specify.
A - We have four Fujitsu Lifebook Model P1510 with Windows XP
Re: 4.22 – International Fire Code Section 105 Compliant permitting. Can you provide more
information about this Fire Code and Permitting type?
A - IFC Section 105 permitting includes a variety of permits typically issued by fire departments
for fire protection systems associated with a buildings, occupancies and/or businesses. This
section also includes permits issued for hazardous operations.
Re: 4.23 – Automated Web Based International Fire Code Chapter 27, Section 105 and Tier II
reporting. Can you provide more information on this feature, and how it will function within the
FRMS system?
A - IFC Chapter 27 contains the Hazardous Material storage and use reporting requirements for
occupancies using and storing these types of materials. The storage and use of these materials
are typically associated with an occupancy within a building or possibly the whole building. Over
certain amounts this information must be reported to the local fire department. A secure public
facing internet web form that business could fill out online and the information being submitted
to a database that could be accessed at the time of a call would enhance customer service and
improve firefighter and public safety.
Re: 4.23 -- Automated Web-based IFC reporting: Please provide details on what is meant by
this requirement.
See answer above.
Re: 4.26 -- Fire Pre-plan: Does the Graphic Design interface refer to a map-based viewer?
A - Fire Pre-plans typically contain information about business occupancies. For example: floor
plans, drawings, photographs and other information so that at the time of an emergency in that
building information is available to assist fire managers to effectively, efficiently and safely bring
the emergency under control. Somehow this information must be able to imported or designed
within the system so it can be viewed on laptops in the responding units.
Re: 4.31 -- Interfaces: Please specify which GIS and MDC are currently in use. Is the “master
file conversion” the same as the requirements of Item 4.17 Data Migration? Please define the
“Import / Export” requirements.
1. The files that are available to us are in ArcView format.
2. The Mobile Data Computers (MDC) in use are Panasonic model CF-29 using Verizon CDMA
national access connectivity to our network.
3. The master file conversion is redundant and can be ignored.
4. The Import/Export requirement is a general statement so as to provide these abilities where it
makes sense. For example: the ability to export an incident report to multiple formats such as
pdf or CSV file instead of sending it to a printer. Importing a variety of formats such as photos,
text files etc. for use in the pre-fire plan, training, incident and inspection and other modules.
Re: 4.32 – 1 – Budget Development System. Can you provide more information as to how this
will tie into the FRMS & EMS system?
A - This functionality was left in the document in error and can be ignored.
Re: 4.32 – 2 – Payroll Functionality. Can you provide more information as to how this will tie
into the FRMS & EMS system?
A - This functionality was left in the document in error and can be ignored.
Re: 4.32 – 3 & 5 – Fee Billing Program & Automated Billing. Do you currently use billing
software, and if so what is the name of the billing software that is currently in use? Are
interfaces required for budgets, payroll, fee billing and automated billing systems? If so, please
identify current software.
A - On the EMS side this project may provide an opportunity to partner with the ambulance
service provider here in Fort Collins which is operated by Poudre Valley Health Systems. Their
billing system vendor is Meditech and the version is (or soon will be) 5.6. An
interface/integration to that system is an option for which they are interested in pursuing,
however, this is not a requirement.
On the Fire side PFA charges fees for permits and plan-reviews. We currently do not have a
billing system.
Re: -- How many desktop and mobile computers will have access to the software?
A - 100-120 with software installed. ~15 concurrent connections.
Please contact James R. Hume, CPPO, Senior Buyer at (970) 221-6776 with any questions
regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.