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HomeMy WebLinkAboutRFP - 7396 PFA FIRE SERVICE RESPONSE PERFORMANCE ANALYSIS SOFTWARE & RUN CARD BUILDER SOFTWAREAddendum 1 – 7365 PFA Website Design Page 1 of 3 ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7396: PFA FIRE SERVICE RESPONSE PERFORMANCE ANALYSIS SOFTWARE & RUN CARD BUILDER SOFTWARE OPENING DATE: 3:00 PM (Our Clock) June 29, 2012 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Ed Bonnette, CPPB, CPM, Buyer, Buyer at (970) 416-2247 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. Financial 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 Addendum 1 – 7365 PFA Website Design Page 2 of 3 EXHIBIT 1 – QUESTIONS & ANSWERS 1.Q. What GIS tools are you using (ESRI, etc.)? 1.A. We use ESRI ArcGis Desktop 10 Service Pack 2 with an ArcView license (provided by City of Fort Collins GIS). Most of our data is in a Personal Geodatabase, although we also use shapefiles and SDE feature classes. We frequently use extensions including Network Analyst, Pictometry for ArcGis Desktop and Spatial Analyst. We use custom software programs (written at PFA) to build map books and to geocode incidents from our RMS system. 2.Q. What CAD system are you using? 2.A. Tiburon 3.Q. What Incident Management tool are you using (firehouse, etc.)? 3.A. High Plains RMS 4.Q. Can you share a topology or network diagram of your current systems used to extract and report on performance for the fire incidents? 4.A. We currently have a system where Tiburon CAD dialogues with CADCOM (a basic message server) which pushes incident information to High Plains (RMS). The payroll/staffing system also communicates with the CADCOM only to supply the personnel on the calls. The CAD system also communicates with the client computers (laptops in the apparatus) back and forth as officers put themselves en route, on-scene and available. The current plan is to eventually allow tablets to communicate with both systems (CAD and RMS). We use Crystal Reports to pull information from both CAD and RMS. We can further pull data directly from RMS through a query and drop it into Microsoft Excel for use with pivot tables. (Please see attached network diagram) 5.Q. What tools are you currently using to build reports off of your CAD and Incident management system? 5.A. Crystal Reports/ Excel (pivot tables) via High Plains RMS. 6.Q. What is the total volume of data (database size, number of rows or incidents per year and total number of years) that you would like the reporting solution to handle? 6.A. In 2011 the system responded to over 15,000 calls culminating in over 41,000 responses. We currently have data in High Plains for 2009 to present and would be looking to start our analysis in 2009. We do have access to data all the way back to 2001. Megabytes size of database? Addendum 1 – 7365 PFA Website Design Page 3 of 3 7.Q. For route display of units on incident response, do you currently capture route data, if yes, how is this done, and where is this data stored? 7.A. Not captured 8.Q. How many people are responsible currently for building the reports? 8.A. 4-5 as the IT department consists of 4 personnel (including the GIS specialist). The 5 th person is me, the Accreditation Manager as I have been working with data in Excel and a product called NFIRS 5 Alive. We don’t have a dedicated data analyst. 9.Q. How many people view the reports? 9.A. PFA publishes the response data in the PFA Annual Report which can be found on the website www.poudre-fire.org under About PFA/Reports Surveys. Historically, most of this data has been used to tell the PFA Board and the community about the services PFA provides and something about the performance. We also provide reports to NFPA and ICMA on an annual basis. Of course, our 168 employees view the data as well. 10.Q In addition to the incident performance Key Performance Indicator, what other relevant KPIs would like to see on your dashboards and reports? 10.A. PFA has a few performance benchmarks that the organization would like to use to further evaluate the department’s performance. These include these goals: a. Intercede before fire extends beyond the room of origin in 85% of structure fires. b. Limit civilian fire deaths to a five year average of .5 deaths per 100,000 population. c. Minimize civilian fire injuries by limiting them to a yearly average of 6.5 civilian injuries per 100,000 population. d. Number of Plan Reviews completed e. Number of Inspections/Re-Inspections- New construction f. Number of Inspections/Re-Inspections- General Fire Safety/Systems g. We have a hospital based ALS provider (our engine and trucks are BLS only) and we would be interested in understanding the amount of time we are on scene first and how long we wait for an ALS unit to arrive on scene. How do we view the gap between our arrival and theirs? How are we improving patient outcomes and what can we do to be better? These measures will change and adapt as we move further into the Accreditation process and continue to work on outcome based measures.