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March 5, 2013 Agenda Packet
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March 5, 2013 Agenda Packet

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  • 1. NOTICE OF A PUBLIC MEETING AN AGENDA OF A REGULAR MEETING OF THE CITY COUNCIL THE CITY OF SAN ANGELO, TEXAS 9:00 A.M. - Tuesday, March 5, 2013 McNease Convention Center, South Meeting Room 500 Rio Concho DriveTHE MCNEASE CONVENTION CENTER IS ACCESSIBLE TO PERSONS WITH DISABILITIES.ACCESSIBLE ENTRIES AND SPECIALLY MARKED PARKING SPACES ARE AVAILABLE AT BOTHMAIN ENTRANCES AT SURBER DRIVE AND RIO CONCHO DRIVE. IF ADDITIONAL ASSISTANCEIS NEEDED TO OBSERVE OR COMMENT, PLEASE NOTIFY THE OFFICE OF THE CITY CLERK,ROOM 210, CITY HALL, 657-4405, AT LEAST 24 HOURS PRIOR TO THE MEETING.City Council meetings are broadcast on Channel 17-Government Access at 10:30 A.M. and 7:00 P.M. everyday for two weeks beginning on the Thursday after each meeting. As a courtesy to those in attendance, please place your cell phone on “Silent” or “Vibrate” Thank You!I. OPEN SESSION (9:00 A.M.) A. Call to Order B. Prayer and Pledge "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible.” C. Proclamation American Red Cross Month, March 2013, to be accepted by Janet Karcher, Executive Director for the American Red Cross, Central Texas Region, and Dr. Doyle Carter, Board Chair D. Recognitions Veronica Sanchez, City of San Angelo Human Resources Manager, for being named HR Professional of the Year by the Concho Valley Society for Human Resources Management Rex Rogers, for winning the contest suggesting the name for the City’s government access channel SATV E. Public Comment The Council takes public comment on all items in the Regular Agenda. Public input on a Regular Agenda item will be taken at its appropriate discussion. Public input on an item not on the Agenda or Consent Agenda may be identified and requested for consideration by the Council at this time. The Council may request an item to be placed on a future agenda, or for a Consent Agenda item, to be moved to the Regular Agenda for public comment.II. CONSENT AGENDA 1. Consideration of approving the February 21, 2013 City Council Special meeting minutes 2. Consideration of awarding bid and authorizing the City Manager or his designee to execute any necessary related documents: (submitted by Vehicle Maintenance Supt. Patrick Frerick) a. VM-03-13: Two ambulance chassis, Caldwell Country via Buyboard Contract #358-10 , $53,736.00 3. Consideration of rejecting all proposals received for FD-03-12 Records Management Software System (submitted by Fire Chief Brian Dunn)City Council Agenda Page 1 of 6 March 5, 2013
  • 2. 4. Consideration of authorizing the sale of the property at 6402 Lincoln Park Road West, Lot 21, Group Lincoln Park (Parker) for the appraised value of $25,793.00 and authorizing the Mayor, City Manager, or Water Utilities Director to execute all necessary legal documents pertaining to the sale of subject properties, subject to completion of all curative requirements 5. Consideration of adopting a Resolution of the City of San Angelo authorizing the mayor to execute a tax-resale (quitclaim) deed conveying all right, title and interest of the City of San Angelo, and all other taxing units interested in the tax foreclosure judgment: a. 321 E 24th Street, (Galilee), Lot 20, Block 1, Colonial Heights, $1,675.00, Suit No.B-06-0043-T b. 210 W Avenue N, (Garcia-Leake), Lot 10, Block 116, Fort Concho, $1,500.00, Suit No.B-07-0013-T c. 204 Paint Rock Road, (Pearcy), Lot 8, Block A, Glenmore Annex, $3,500.00, Suit No.B-06-0123-T d. 725 W 16th Street, (Perez), Lot 9, Block 11, Mineola, $750.00, Suit No.B-4722-B e. 833 W 16th Street, (Perez), Lot 3, Block 12, Mineola, $750.00, Suit No.TAX93-0109-B f. 2506 Coleman Street, (Salinas), Lot 12, Block 39, Hatcher, $2,079.00, Suit No.B-06-0119-T g. 701 W 15th Street, (Smith-Blair), Lot 1, Block 4, Mineola Annex, $750.00, Suit No.TAX90-0151B h. 703 W 15th Street, (Smith-Blair), Lot 2, Block 4, Mineola Annex, $750.00, Suit No.TAX90-0197B i. 707 W 15th Street, (Smith-Blair), Lot 4, Block 4, Mineola Annex, $750.00, Suit No.TAX89-0557B j. 507 N Farr Street, (William), Lot 16, Block 9, Miles, $11,000.00, Suit No.B-03-0099-T 6. Consideration of adopting a Resolution authorizing the City Manager to execute a first amended lease agreement to renew and amend original lease agreement between City of San Angelo and Concho Valley Workforce Development Board for lease of office space at Workforce Solutions of the Concho Valley at 202 Henry O. Flipper, San Angelo, Tom Green County, Texas (submitted by Ft. Concho Manager Bob Bluthardt) 7. Consideration of adopting a Resolution ratifying the application and contract for, and accepting, additional FY2013 Texas Department of State Health Services, Regional and Local Services System (RLSS) Grant funds in the amount of $22,402.00, to address public health environmental and food safety issues (submitted by Health Director Sandra Villarreal) 8. Consideration of approving the annual recertification for Galilee Community Development Corporation as a Community Housing Development Organization (CHDO) (submitted by Neighborhood and Family Services Director Bob Salas) 9. Consideration of adopting a Resolution ratifying and authorizing the City of San Angelo Public Safety Communications Center to no longer receive primary 9-1-1 calls made from residential land line phones physically located inside Goodfellow Air Force Base (submitted by Police Chief Tim Vasquez) 10. Second Hearing and consideration of adopting an Ordinance annexing property within the San Angelo’s existing city limits and related matters: (submitted by Planning Manager AJ Fawver) AN ORDINANCE ANNEXING INTO THE CITY OF SAN ANGELO, TOM GREEN COUNTY, TEXAS, ON PETITION OF PROPERTY OWNERS, TERRITORY GENERALLY DESCRIBED AS 8.995 ACRES LOCATED WEST/SOUTHWEST OF THE CITY AT ABOUT NORTHWEST OF MILLS PASS DRIVE, EAST OF COMMUNITY OF FAITH SUBDIVISION AND SOUTHWEST OF SAM’S CLUB ADDITION, ADJACENT AND CONTIGUOUS TO THE PRESENT CORPORATE LIMITS OF THE CITY, OUT OF THE DEAF AND DUMB ASYLUMS LANDS SURVEY NO. 2, ABSTRACT NO. 8211, TOM GREEN COUNTY; DESCRIBING THE TERRITORY ANNEXED; FINDING THAT ALL NECESSARY AND REQUIRED LEGAL CONDITIONS HAVE BEEN SATISFIED; PROVIDING FOR AMENDMENT OF THE OF THE BOUNDARIES AND OFFICIAL MAP OF THE CITY; APPROVING A SERVICE PLAN THEREFORE; SUBJECTING THE PROPERTY SITUATED THEREIN TO BEAR ITS PRO RATA PART OF TAXES LEVIED; PROVIDING RIGHTS AND PRIVILEGES AS WELL AS DUTIESCity Council Agenda Page 2 of 6 March 5, 2013
  • 3. AND RESPONSIBILITIES OF INHABITANTS OF SAID TERRITORY; DIRECTING THE FILING OF THE ORDINANCE IN THE MANNER REQUIRED BY LAW; DIRECTING NOTICE TO SERVICE PROVIDERS; DIRECTING PRECLEARANCE; PROVIDING A SEVERABILITY CLAUSE; DECLARING COMPLIANCE WITH OPEN MEETINGS ACT; AND, PROVIDING AN EFFECTIVE DATEIII. REGULAR AGENDA: F. EXECUTIVE/CLOSED SESSION Executive Session under the provision of Government Code, Title 5. Open Government; Ethics, Subtitle A. Open Government, Chapter 551. Open Meetings, Subchapter D. Exceptions to Requirement that Meetings be Open, Section 551.071 to consult with attorney on pending or contemplated litigation; or a settlement offer regarding Personal Injury Claim #A012255 Executive Session under the provision of Government Code, Title 5. Open Government; Ethics, Subtitle A. Open Government, Chapter 551. Open Meetings, Subchapter D. Exceptions to Requirement that Meetings be Open, Section 551.072 to deliberate the purchase, exchange, lease, or value of real property Executive Session under the provision of Government Code, Title 5. Open Government; Ethics, Subtitle A. Open Government, Chapter 551. Open Meetings, Subchapter D. Exceptions to Requirement that Meetings be Open, Section 551.087 to discuss an offer of financial or other incentive to a company or companies with whom the City of San Angelo is conducting economic development negotiations and which the City of San Angelo seeks to have, locate, stay or expand in San Angelo G. PUBLIC HEARING AND COMMENT 11. Update and presentation on the Upper Colorado River Authority Storm Water Master Plan (Presentation by City Engineer Clinton Bailey, Stephen Brown, UCRA Management Consultant, and Chuck Brown, UCRA Director of Operations) 12. Acceptance of the FY 2012 Actuarial Report submitted by Jason Martin of Towers Watson: approval of their recommendation and authorizing funding for the self-insurance fund consisting of the Workers’ Compensation Fund in the amount of $2,675,000 and the Property Casualty Fund in the amount of $1,973,000.00 (Presentation by Risk Manager John Seaton) 13. Consideration of adopting a Resolution authorizing the City Manager to execute a revocable license agreement for awning, in substantially the attached form, as shown in Exhibit “B” between the City of San Angelo, Texas and Texas Theatre of San Angelo, LLC and Janie Rodriguez D/B/A Noco Salon for constructing and maintaining an awning at 212 South Irving Street and such other instruments as may be necessary or convenient for carrying out such purposes; and, finding a public purpose and benefit therein (Presentation by Interim Director of Development Services AJ Fawver) 14. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo PD 13-01: West Company/Granger Macdonald AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: an unaddressed 9.8 acre property out of approximately 75 acres currently described as Section 3, Arden Acres, which is located adjacent to and directly west of theCity Council Agenda Page 3 of 6 March 5, 2013
  • 4. intersection of Northwest Drive and Green Hill Road. The property specifically occupies a proposed Second Replat of Arden Acres, Section Three, Block 3, Tract 3 in western San Angelo, changing the zoning classification from a combination of Single-Family Residential (RS-1) and General Commercial (CH) to Planned Development (PD) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 15. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-02: Debbie Clark AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: 2008 Beacon Street, located on the northeast corner of the intersection of Beacon Street and Montague Avenue. This property specifically occupies the Avondale Addition, Block 10, Lots 15-20, in central San Angelo, changing the zoning classification from a Single-Family Residential (RS-1) to a Two-Family Residential (RS-2) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 16. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-03: Tom Green County AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: 318 North Bell Street, located on the northeast corner of the intersection of North Bell Street and Spaulding Street. This property specifically occupies the Bell Addition, Block 9, 2.35 acres in the southwest corner of Block 9, in north central San Angelo, changing the zoning classification from Single-Family Residential (RS-1) to Neighborhood Commercial (CN) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 17. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-04: Abel Fernandez AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: 1006 East 14th Street, located approximately 170 feet from the northeast intersection at East 14th Street and Wade Street. This property specifically occupies the Exall Addition, Block 9, Lot 8 Exc. West 88.7’, in north central San Angelo, changing the zoning classification from a Single-Family Residential (RS-1) to a Neighborhood Commercial (CN) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver)City Council Agenda Page 4 of 6 March 5, 2013
  • 5. 18. First Public Hearing and consideration of introducing of an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-06: City of San Angelo Development Corporation AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: 1020, 1030, & 1040 Gateway Drive, located east of the intersection of Gateway Drive and FM 380; more specially occupying the Gateway Addition, Section 1, Block 3, Lots 1 and 2 and Tract A, in Section 1 being a 20.059 acres, in northeast San Angelo, changing the zoning classification from Light Manufacturing (ML) to Heavy Manufacturing (MH) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 19. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-07: City of San Angelo Planning AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: An unaddressed tract of land located at the southwest end of Twin Mountain Drive. This property specifically occupies approximately 24 acres of the G. Maurer Survey 0182, Abstract 1649, west of Sections One-A and One-B of The Homestead, in southwest San Angelo, changing the zoning classification from a Planned Development (PD) to a Single Family Residential (RS-1) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 20. Discussion of the 2013-2018 Capital Improvement Plan preparation, procedures, and submissions (Presentation by Budget Manager Morgan Trainer) 21. Discussion of revisions to the hotel occupancy tax allocations specifically reviewing the proposed Convention & Visitors Bureau contract and any action in connection thereto (Presentation by Assistant City Manager/Chief Financial Officer Michael Dane) 22. First Public Hearing and consideration of introducing an Ordinance amending established boundaries of Single Member District 1 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS AMENDING THE ESTABLISHED BOUNDARIES OF SINGLE MEMBER DISTRICT NUMBER 1 FOR THE PURPOSE OF INCORPORATING NEWLY ANNEXED AREAS INTO SAID DISTRICT, PROVIDING FOR PRECLEARANCE AND ALL OTHER NECESSARY ACTIONS; AND PROVIDING FOR AN EFFECTIVE DATE (Presentation by City Clerk Alicia Ramirez) H. FOLLOW UP AND ADMINISTRATIVE ISSUES 23. Consideration of and possible action on matters discussed in Executive/Closed Session, if neededCity Council Agenda Page 5 of 6 March 5, 2013
  • 6. 24. Consideration of approving various Board nominations by Council and designated Councilmembers: a. Animal Shelter Advisory Committee: Ryan Smith (SMD6) to a 1st full term January 2015 b. Civic Events Board: Tim Condon (SMD2) to an unexpired term October 2013 c. Development Corporation: John Bariou to a 2nd term February 2015 25. Announcements and consideration of Future Agenda Items 26. Adjournment Given by order of the City Council and posted in accordance with Title 5, Texas Government Code, Chapter 551, Wednesday, February 27, 2013, at 5:00 P.M. /s/________________________ Alicia Ramirez, City ClerkCity Council Agenda Page 6 of 6 March 5, 2013
  • 7. PROCLAMATIONWHEREAS, March is American Red Cross Month - a special time to recognize and thank our heroes – those who volunteer, take life-saving courses or provide financial donations to support an organization whose mission is to help those in need; andWHEREAS, We would like to remember those who help all of us here in San Angelo by giving their time to help their neighbor, and thank our heroes – our volunteers, class takers and financial supporters who help us assist those in need; andWHEREAS, In San Angelo, the Red Cross works tirelessly through its volunteers and employees to help when disaster strikes providing the comfort of a helping hand. It provides 24-hour support to members of the military, veterans and their families, and provides training in CPR, aquatics safety, and first aid; andWHEREAS, Across the country, the American Red Cross responds to nearly 70,000 disasters a year. It provides some 400,000 services to military members, veterans and civilians and trains more than seven million people in first aid, water safety and other life- saving skills every year; andWHEREAS, Our community depends on the American Red Cross, which relies on donations of time and money to fulfill its humanitarian mission. Despite these challenging economic times, the American Red Cross continues to offer help and comfort to those in need.NOW, THEREFORE, I, Alvin New, Mayor of the City of San Angelo, Texas, on behalf of the CityCouncil, do hereby proclaim the month of March 2013, as “AMERICAN RED CROSS MONTH”and encourage all Americans to support this organization and its noble humanitarian mission. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City to be affixed this 5th day of March, 2013. THE CITY OF SAN ANGELO ___________________________ ALVIN NEW, MAYOR
  • 8. CITY COUNCIL MINUTE RECORDThe City of San Angelo Page 1Tuesday, February 21, 2013 Vol. 104 OPEN SESSIONBE IT REMEMBERED City Council convened in a regular meeting at 11:24 A.M., Tuesday, February 21,2013, in the San Angelo McNease Convention Center, 500 Rio Concho Drive, San Angelo, Texas. All dulyauthorized members of the Council, to-wit: Mayor, Alvin New Councilmember Paul Alexander Councilmember Dwain Morrison Councilmember Johnny Silvas Single Member District #4 - Vacant Councilmember Kendall Hirschfeld Councilmember Charlotte Farmerwere present and acting, thus constituting a quorum. Whereupon, the following business was transacted:An invocation was given by Councilmember Alexander and pledge was led by Councilmember Hirschfeld.PUBLIC COMMENTNo one came forward to comment publicly.CONSENT AGENDAAPPROVAL OF THE FEBRUARY 5, 2013 AND FEBRUARY 11, 2013 CITY COUNCIL REGULAR ANDSPECIAL MEETING MINUTES, RESPECTIVELYAWARD OF BID WU-04-13 FOR CAUSTIC SODA TO DPC INDUSTRIES (SWEETWATER, TX) IN THEAMOUNT OF $68,800.00 FOR SOLUTION WHICH IS 25% CAUSTIC SODA AND TO K.A. STEELCHEMICAL, INC. (LEMONT, IL) IN THE AMOUNT OF $174,000.00 FOR SOLUTION WHICH IS 50%CAUSTIC SODA AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE ANYNECESSARY RELATED DOCUMENTSADOPTION OF A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE TAX-RESALE(QUITCLAIM) DEEDS CONVEYING ALL RIGHT, TITLE AND INTEREST OF THE CITY OF SANANGELO, AND ALL OTHER TAXING UNITS INTERESTED IN THE TAX FORECLOSUREJUDGMENT:629 E 19th Street, (Hagelstein), Lots 14-16, Block 4, Marx & Blum, $36,000.00, A-10-0117-TAXNext to 24 W Avenue C, (Sawyer), Lot 8, Block 76, Fort Concho, $1,750.00, Suit No. TAX89-0281B23 W 13th Street, (Jones), Lot 6, Block 60, Miles Addition, $750.00, Suit No.TAX89-0282BNext to 114 Lowrie Avenue, (Torres), E 50’ of South ½ of Lot 14, Block 10, J.E. Douglas Addition, $1,500.00,Suit No. B2220-BADOPTION OF A RESOLUTION AUTHORIZING THE EXECUTION OF A MEMORANDUM OFUNDERSTANDING WITH GOODFELLOW AIR FORCE BASE READINESS AND EMERGENCYMANAGEMENT FLIGHT PROVIDING FOR EMERGENCY AND MUTUAL AID ASSISTANCE INPREPARATION FOR AND RESPONSE TO DISASTER OR CIVIL EMERGENCIESADOPTION OF A RESOLUTION AUTHORIZING THE SAN ANGELO POLICE DEPARTMENT TOAPPLY FOR THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM (JAG)
  • 9. Page 2 MinutesVol. 104 February 21, 2013AUTHORIZATION FOR THE SAN ANGELO FIRE DEPARTMENT TO PARTICIPATE IN THE 2013MUSCULAR DYSTROPHY ASSOCIATION (MDA) FILL THE BOOT CAMPAIGNADOPTION OF A RESOLUTION DESIGNATING POLLING PLACES WITHIN THE ELECTIONPRECINCTS WITHIN THE CITY OF SAN ANGELO, TEXAS FOR ELECTIONS ORDERED;PROVIDING FOR PRE-CLEARANCE AND ALL OTHER NECESSARY ACTIONS; AND PROVIDINGFOR AN EFFECTIVE DATEADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ANINTERLOCAL AGREEMENT FOR JOINT ELECTION TO HOLD A JOINT ELECTION ON MAY 11,2013 WITH TOM GREEN COUNTY, VERIBEST INDEPENDENT SCHOOL DISTRICT, WALLINDEPENDENT SCHOOL DISTRICT, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT, AND SANANGELO INDEPENDENT SCHOOL DISTRICTMotion, to approve the Consent Agenda, as presented, was made by Councilmember Hirschfeld and secondedby Councilmember Morrison. Motion carried unanimously.REGULAR AGENDA: PUBLIC HEARING AND COMMENTRECESSAt 11:30 A.M., Mayor New called a recess.RECONVENEAt 11:32 A.M., Council reconvened, and the following business was transacted:EXECUTIVE/CLOSED SESSIONAt 11:32 A.M., Council convened in Executive Session under the provision of Government Code, Title 5.Open Government; Ethics, Subtitle A. Open Government, Chapter 551. Open Meetings, Subchapter D.Exceptions to Requirement that Meetings be Open, Section 551.072 to deliberate the purchase, exchange,lease, or value of real property; and, Section 551.071 to consult with attorney on pending or contemplatedlitigation; or a settlement offer regarding Personal Injury Claim #A012255.OPEN SESSION (continued)At 12:05 P.M. City Council concluded the Executive/Closed Session whereupon the following business wastransacted:RECESSAt 12:05P.M., Mayor New called a recess.RECONVENEAt 12:41 P.M., Council reconvened, and the following business was transacted:PUBLIC HEARING AND COMMENTPOSTPONEMENT OF THE DEMONSTRATION AND CONSIDERATION OF THE NEPTUNE N SIGHTIQ SOFTWARE WHICH WOULD ALLOW CITIZENS THE ABILITY TO ACCESS THEIR UTILITYDATA COLLECTED FROM THE CITY’S AUTOMATIC METER READING SYSTEMMayor New announced the item will be postponed to a future meeting. City Council concurred.POSTPONEMENT OF THE UPDATE AND PRESENTATION ON THE UPPER COLORADO RIVERAUTHORITY STORM WATER MASTER PLAN
  • 10. Minutes Page 3February 21, 2013 Vol. 104Mayor New announced the item will be postponed to a future meeting. City Council concurred.PRESENTATION OF THE 4TH QUARTER REPORT FOR THE CHAMBER OF COMMERCEECONOMIC DEVELOPMENT COUNCIL AND CONVENTION & VISITORS BUREAU (CVB)Vice President for Economic Development John Dugan Miller and CVB Vice President Pamela and presentedbackground information.General discussion was held on economic growth due to the influx of oil industry prospects, impact to localbusinesses, and hotel room occupancy.AUTHORIZATION OF THE PAYROLL DEDUCTION FOR POLICE OFFICER DUTY RIFLESAssistant Police Chief Jeff Fant presented background information.Motion, to approve the payroll deduction, as presented, was made by Councilmember Hirschfeld and secondedby Councilmember Silvas. Motion carried unanimously.APPROVAL OF A LICENSE AGREEMENT WITH THE PEOPLE/PLANT CONNECTION FOR THEDEVELOPMENT AND OPERATION OF A COMMUNITY GARDEN AT RIO VISTA PARKParks and Recreation Director Carl White and Susan M. Stanfield, President of the People/Plant Connectionpresented background information. A copy of the presentation is part of the permanent supplemental record.Motion, to approve the agreement, as presented was made by Councilmember Silvas and seconded byCouncilmember Hirschfeld. Motion carried unanimously.DISCUSSION OF THE 2013-2018 CAPITAL IMPROVEMENT PLAN PREPARATION, PROCEDURES,SUBMISSIONS, AND PUBLIC FORUMSBudget Manager Morgan Trainer presented background information. A copy of the presentation is part of thepermanent supplemental record.Assistant City Manager/Chief Financial Officer Michael Dane suggested identifying projects and which willthen translate into an action plan. City Manager Daniel Valenzuela stated Council will have the opportunity toidentify these projects during the strategic planning workshop.FIRST PUBLIC HEARING AND RECONSIDERATION OF INTRODUCING AN ORDINANCEORDERING THE GENERAL ELECTION AND SPECIAL ELECTION FOR MAY 11, 2013:AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS, ORDERINGTHAT A GENERAL ELECTION BE HELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THEPURPOSE OF ELECTING MUNICIPAL OFFICERS; AND ORDERING THAT A SPECIAL ELECTION BEHELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THE PURPOSE OF ELECTINGMUNICIPAL OFFICERS TO FILL VACANCIES FOR UNEXPIRED TERMS; AUTHORIZING A JOINTELECTION WITH TOM GREEN COUNTY, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT (ISD),SAN ANGELO ISD, WALL ISD AND VERIBEST ISD; ORDERING PUBLICATION; MAKINGPROVISIONS FOR THE CONDUCT OF THE ELECTIONS AND OTHER PROVISIONS INCIDENT ANDRELATED TO THE PURPOSE OF THIS ORDINANCE; MAKING TENTATIVE PROVISIONS FOR ARUNOFF ELECTION, IF NECESSARY; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR ANEFFECTIVE DATE (UNA ORDENANZA DEL CONSEJO DE LA CIUDAD DE SAN ANGELO, TEXAS,CONVOCANDO UNA ELECCIÓN GENERAL PARA LA ELECCIÓN DE OFICIALES MUNICIPALESQUE SE CELEBRARÁ EL 11 DE MAYO DE 2013; Y CONVOCANDO UNA ELECCIÓN SPECIAL QUESE CELEBRARÁ EL 11 DE MAYO DE 2013 PARA LA ELECCIÓN DE OFICIALES MUNICIPALESPARA OCUPAR UNOS POSICIONES VACANTES POR TÉRMINOS NO COMPLETADO; AUTORIZARELECCIÓN CONJUNTA CON TOM GREEN COUNTY, GRAPE CREEK DISTRITO ESCOLARINDEPENDIENTE (DEI), SAN ANGELO DEI, WALL DEI, AND VERIBEST DEI; ORDENANDO
  • 11. Page 4 MinutesVol. 104 February 21, 2013PUBLICACIÓN, HACIENDO PROVISIONES PARA LA CONDUCTA DE DICHAS ELECCIONES YOTRAS PROVISIONES RELACIONADAS AL MOTIVO DE ESTA ORDENANZA; HACIENDOTENTATIVO PROVISIONES PARA LA CONDUCTA DE SEGUNDA VOTACIÓN, (ELECCIÓN DEDESEMPATE); PREVIENDO POR DIVISIBILIDAD; Y PREVIENDO UNA FECHA DE VIGENCIA)Presentation by City Clerk Alicia Ramirez presented background information.Motion, to introduce the Ordinance, as presented, was made by Councilmember Hirschfeld and seconded byCouncilmember Alexander. Motion carried unanimously.General discussion was held on the polling locations, reassignment of the precinct locations, and the impact ofthe changes to the voters.FOLLOW UP AND ADMINISTRATIVE ISSUESCONSIDERATION OF MATTERS DISCUSSED IN EXECUTIVE/CLOSED SESSIONNo action was taken on matters discussed in Executive/Closed Session.APPROVAL OF VARIOUS BOARD NOMINATIONS BY COUNCIL AND DESIGNATEDCOUNCILMEMBERS:Development Corporation: 2nd terms through February 2015: Tony Villarreal (SMD1), Pedro Ramirez (SMD3),Chris Cornell (SMD5), Scott Tankersley (SMD6), and Randy Brooks (Mayor); and Larry Teague (SMD2) to a8th term February 2015Planning Commission: Ryan Smith (SMD3) to a 1st term January 2016Motion, to approve various board nominations by Council and designated Councilmembers, was made byCouncilmember Morrison and seconded by Councilmember Silvas. Motion carried unanimously.ANNOUNCEMENTS AND CONSIDERATION OF FUTURE AGENDA ITEMSCity Manager Daniel Valenzuela distributed the proposed March 5, 2013 Agenda and solicited Councilcomments and suggestions.ADJOURNMENTMotion, to adjourn, was made by Councilmember Morrison and seconded by Councilmember Silvas. Motioncarried unanimously.The meeting adjourned at 1:26 P.M. THE CITY OF SAN ANGELO ___________________________________ Alvin New, MayorATTEST:_______________________________Alicia Ramirez, City ClerkIn accordance with Chapter 2, Article 2.300, of the Official Code of the City of San Angelo, the minutes of thismeeting consist of the preceding Minute Record and the Supplemental Minute Record. Details on Councilmeetings may be obtained from the City Clerk’s Office or a video of the entire meeting may be purchased fromthe Public Information Officer at 481-2727. (Portions of the Supplemental Minute Record video tape recordingmay be distorted due to equipment malfunction or other uncontrollable factors.)
  • 12. City of San AngeloMemo Date: February 18, 2013 To: Councilmembers From: Patrick Frerich, Vehicle Maintenance Subject: Agenda Item for March 5, 2013 Contact: Patrick Frerich, Vehicle Maintenance - 657-4329 Caption: Consent Consideration of awarding Buyboard quote VM-03-13 for two ambulance chassis ($53,736.00), and authorizing the City Manager or designee to execute any necessary related documents. Summary: A Buyboard quote was solicited and received from Caldwell Chevrolet for two (2) one-ton chassis for the use of ambulance vehicles. History: The City has established a replacement cycle for ambulance chassis of two per year. Existing City-owned ambulance boxes are removed, cleaned, updated, and remounted on the new chassis. The box remount services will be performed by another company and will be presented to Council for approval at a later date. Financial Impact: The City will purchase two (2) one-ton chassis from Caldwell Country ($53,736.00) off Buyboard contract #358-10 from capital account 501-9100-800-07-42. Related Vision Item: NA Other information/Recommendation: Staff recommends awarding the bid to Caldwell Chevrolet (Caldwell, TX) and Frazer, LTD (Houston, TX). Attachments: None Reviewed by: Brian Dunn, Fire ChiefC:Usersbryan.kendrickDesktop03-05-1302a PUR VM-03-13 - Ambulance Chassis.doc
  • 13. City of San AngeloMemo Date: 02/07/2013 To: Mayor and Councilmembers From: Scott Farris Assistant Fire Chief Subject: Agenda Item for March 5, 2013 Contact: Scott Farris, Fire Department, 657-4355 Caption: Consent Agenda Consideration for rejection of all proposals received for FD-03-12 Records Management System. Summary: Proposals were solicited from Six (6) vendors to provide the San Angelo Fire Department with a Records management system for both fire and EMS data. Three (3) vendors responded with proposals. After reviewing the proposals and negotiating with the vendors we find that the Three (3) vendors we received proposals from are unable to provide the services for both the fire and EMS data we have requested. We would request that the present proposals be rejected and we will conduct further research into vendors that will meet our needs. History: Our current records management system was purchased in 2001. Since the purchase, the system has been sold to three different vendors and we are using a system that we will not be able to keep maintenance on and will soon be obsolete. Financial Impact: $0 Financial impact Other Information/ Staff recommends rejection of the three solicited proposals. The SAFD would like to Recommendation: move forward to meet future needs for our reporting and data management systems. Our requirements for reporting to the state level as well as billing, Vehicle management, Hydrant inspections, & interdepartmental data collection would not be met with any of the three proposals we received. We recommend staying within our current software system and entertaining research with other vendors to meet our needs. We will conduct a future RFP at a later date after collecting data from vendors that may meet our requirements for both Fire and EMS records management.. Attachments: SoftwareRFP FD-03-12.docx, SoftwareEF Recovery Prop.pdf, SoftwareEmergencyTech Prop.pdf, SoftwareHPFront Cover.pdf, SoftwareHPTable of Contents.pdf, SoftwareHPSan Angelo1.pdf, SoftwareHPRFP Quote 9_12.pdf, SoftwareHPExecutive Summary.pdf, SoftwareHPAddendum_1(16).pdf, SoftwareRecords Management Committee Recommendations.docx, Publication: None Reviewed by Director: Brian Dunn, Fire Chief, 2/18/2013
  • 14. Request for Proposal City of San Angelo Fire DepartmentRecords Management System RFP No.: FD-03-12 City of San Angelo P.O. Box 1751 San Angelo, Texas 76902 RFP SUBMITTAL DEADLINE September 24, 2011, 2:00 P.M. Local Time
  • 15. Table of ContentsINTRODUCTION ..................................................................................................................................................... 1 DISQUALIFICATION .........................................................................................................................................................1 CONFIDENTIALITY ...........................................................................................................................................................1 DOCUMENT AVAILABILITY................................................................................................................................................1 DIGITAL FORMAT ...........................................................................................................................................................1 ADDENDA.....................................................................................................................................................................1 AWARD OF CONTRACT ....................................................................................................................................................1 ACCEPTANCE OF PROPOSAL CONTENT ................................................................................................................................2 EQUAL EMPLOYMENT OPPORTUNITY .................................................................................................................................2 PROPOSAL TERM ...........................................................................................................................................................2 POINTS OF CONTACT ......................................................................................................................................................2INSURANCE REQUIREMENTS ................................................................................................................................. 3DEADLINE AND DELIVERY LOCATION ..................................................................................................................... 7 DEADLINE.....................................................................................................................................................................7 COPIES.........................................................................................................................................................................7 SEALED CONTAINER ADDRESSING......................................................................................................................................7 DELIVERY ADDRESSES .....................................................................................................................................................7SCOPE OF SERVICES REQUESTED ............................................................................................................................ 9 GENERAL SPECIFICATIONS................................................................................................................................................9 SUMMARY OF CURRENT OPERATIONS ................................................................................................................................9 SCOPE OF SERVICES ........................................................................................................................................................9 TERM OF CONTRACT.....................................................................................................................................................10PROPOSAL FORMAT............................................................................................................................................. 11 PROPOSAL FORMAT INSTRUCTIONS .................................................................................................................................11SELECTION PROCESS ............................................................................................................................................ 13SUBMISSION FORMS............................................................................................................................................ 15 LETTER OF INTEREST .....................................................................................................................................................17 ADDENDUM ACKNOWLEDGEMENT ..................................................................................................................................19 DISCLOSURE OF CERTAIN RELATIONSHIPS..........................................................................................................................21 DEBARMENT AND SUSPENSION CERTIFICATION ..................................................................................................................25 LIST OF REFERENCES .....................................................................................................................................................27 RECORD MANAGEMENT SYSTEM QUESTIONNAIRE .............................................................................................................29
  • 16. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220INTRODUCTIONCity of San Angelo seeks a provider for Records Management System for Fire and EMS information. Disqualification Disqualification may occur for any of the following reasons: • The respondent is involved in any litigation against the City of San Angelo; • The respondent is in arrears on any existing contract or has defaulted on a previous contract with the City; • The respondent is debarred, suspended, or otherwise excluded from or ineligible for participation in State or Federal assistance programs. Confidentiality All proposals submitted shall remain confidential. After award, proposals will be made available for public inspection. The City shall not be responsible for the confidentiality of any trade secrets or other information contained or disclosed in the proposal unless clearly identified as such. Document Availability Proposals documents are available and may be examined or obtained without charge in the Purchasing Department, Suite 314, City Hall, San Angelo, Texas. The Request for Proposal is also available at http://www.sanangelotexas.us. The proposal documents may be found by following the links. o City Departments o Purchasing o Bidding Information o Bid Opportunities>RFP: FD-03-12 Digital Format If Bidder obtained the bid specifications in digital format in order to prepare a proposal, the bid must be submitted in hard copy according to the instructions contained in this bid package. If, in its bid response, Bidders makes any changes whatsoever to the published bid specifications, the bid specification as published shall control. Furthermore, if an alteration of any kind to the bid specification is discovered after the contract is executed and is or is not being performed; the contract is subject to immediate cancellation without recourse. Addenda Should bid documents or specifications be revised prior to the deadline for submittals, the City’s Purchasing Division will issue an addendum addressing the nature of the change. Respondents must review all addendums and complete, sign and include the Addendum Acknowledgement form with their bid. Addenda will be posted on the City’s website as they are issued. Bidder is responsible for contacting the City or checking the City’s website to determine if any addendums have been issued prior to submitting a bid. Award of Contract The City reserves the right to accept or reject any or all proposals, and to waive any informalities or irregularities in the RFP process. The City is an equal opportunity employerRFP: FD-03-12/Records Management System 1
  • 17. The City will select the most highly qualified respondent(s) of the requested services based on demonstrated competence and qualifications and then attempt to negotiate with respondent(s) a contract(s) at a fair and reasonable price. Acceptance of Proposal Content Before submitting a proposal, each Respondent shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the performance of the contract and to verify any representations made by the City upon which the proposal will rely. If the Respondent receives an offer because of its proposal, failure to have made such investigation and examinations will in no way relieve the Respondent from its obligation to comply in every detail with all provisions and requirements. Equal Employment Opportunity Attention of Respondents to the requirement for ensuring that employees and applicants for employment are not discriminated against because of their race, color religion, sex, national origin, age, or disability. Proposal Term Proposal shall be in effect for at least 180 days from the submission date. Points of Contact Roger Banks, Division Manager Kevin Lassiter, Assistant Fire Chief Purchasing Department San Angelo Fire Department City of San Angelo City of San Angelo P.O. Box 1751 306 W. 1st San Angelo Texas, 76902-1751 San Angelo, TX 76903 Email: roger.banks@sanangelotexas.us Email: operations@safiredept.com Telephone: (325) 657-4220 Phone: (325) 657-4355RFP: FD-03-12/Records Management System 2
  • 18. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220INSURANCE REQUIREMENTSThe following insurance requirements are an example of the City’s typical insurance requirements. The finalrequirements will be completed during the negotiations process. For more specific information, please contactJohn Seaton, Risk Manager at (325) 657-4359.1 INDEMNIFICATION. 1.1 GENERAL INDEMNIFICATION. CONTRACTOR AGREES TO INDEMNIFY, DEFEND, AND HOLD CITY, ITS COUNCILMEMBERS, BOARD AND COMMISSION MEMBERS, OFFICIALS, AGENTS, GUESTS, INVITEES, CONSULTANTS AND EMPLOYEES FREE AND HARMLESS FROM AND AGAINST ANY AND ALL CLAIMS, DEMANDS, PROCEEDINGS, SUITS, JUDGMENTS, COSTS, PENALTIES, FINES, DAMAGES, LOSSES, ATTORNEYS’ FEES AND EXPENSES ASSERTED BY ANY PERSON OR PERSONS, INCLUDING AGENTS OR EMPLOYEES OF CONTRACTOR OR CITY, BY REASON OF DEATH OR INJURY TO PERSONS, OR LOSS OR DAMAGE TO PROPERTY, RESULTING FROM OR ARISING OUT OF, THE VIOLATION OF ANY LAW OR REGULATION OR IN ANY MANNER ATTRIBUTABLE TO ANY ACT OF COMMISSION, OMISSION, NEGLIGENCE OR FAULT OF CONTRACTOR, ITS AGENTS OR EMPLOYEES, OR THE JOINT NEGLIGENCE OF CONTRACTOR AND ANY OTHER ENTITY, AS A CONSEQUENCE OF ITS EXECUTION OR PERFORMANCE OF THIS CONTRACT OR SUSTAINED IN OR UPON THE PREMISES, OR AS A RESULT OF ANYTHING CLAIMED TO BE DONE OR ADMITTED TO BE DONE BY CONTRACTOR HEREUNDER. THIS INDEMNIFICATION SHALL SURVIVE THE TERM OF THIS CONTRACT AS LONG AS ANY LIABILITY COULD BE ASSERTED. NOTHING HEREIN SHALL REQUIRE CONTRACTOR TO INDEMNIFY, DEFEND OR HOLD HARMLESS ANY INDEMNIFIED PARTY FOR THE INDEMNIFIED PARTY’S OWN GROSS NEGLIGENCE OR WILLFUL MISCONDUCT. 1.3 PROSPECTIVE APPLICATION. ANY AND ALL INDEMNITY PROVIDED FOR IN THIS CONTRACT SHALL SURVIVE THE EXPIRATION OF THIS CONTRACT AND THE DISCHARGE OF ALL OTHER OBLIGATIONS OWED BY THE PARTIES TO EACH OTHER HEREUNDER AND SHALL APPLY PROSPECTIVELY NOT ONLY DURING THE TERM OF THIS CONTRACT BUT THEREAFTER SO LONG AS ANY LIABILITY (INCLUDING BUT NOT LIMITED TO LIABILITY FOR CLOSURE AND POST CLOSURE COSTS) COULD BE ASSERTED IN REGARD TO ANY ACTS OR OMISSIONS OF CONTRACTOR IN PERFORMING UNDER THIS CONTRACT. 1.4 RETROACTIVE APPLICATION. THE INDEMNITY PROVIDED FOR IN THIS CONTRACT SHALL EXTEND NOT ONLY TO CLAIMS AND ASSESSMENTS OCCURRING DURING THE TERM OF THIS CONTRACT BUT RETROACTIVELY TO CLAIMS AND ASSESSMENTS WHICH MAY HAVE OCCURRED DURING THE TERM OF PREVIOUS AGREEMENTS BETWEEN CITY AND CONTRACTOR.2 Insurance. 2.1 General Conditions. The following conditions shall apply to all insurance policies obtained by Contractor for the purpose of complying with this Contract. 2.1.1 Satisfactory Companies. Coverage shall be maintained with insurers and under forms of policies satisfactory to City and with insurers licensed to do business in Texas. 2.1.2 Named Insured. All insurance policies required herein shall be drawn in the name of Contractor, with City, its council members, board and commission members, officials, agents, guests, invitees, consultants and employees named as additional insureds, except on Workers’ Compensation coverage.RFP: FD-03-12/Records Management System 3
  • 19. 2.1.3 Waiver of Subrogation. Contractor shall require its insurance carrier(s), with respect to all insurance policies, to waive all rights of subrogation against City, its councilmembers, board and commission members, officials, agents, guests, invitees, consultants and employees. 2.1.4 Certificates of Insurance. At or before the time of execution of this Contract, Contractor shall furnish City’s Risk Manager with certificates of insurance as evidence that all of the policies required herein are in full force and effect and provide the required coverages and limits of insurance. All certificates of insurance shall clearly state that all applicable requirements have been satisfied. The certificates shall provide that any company issuing an insurance policy shall provide to City not less than thirty (30) days advance notice in writing of cancellation, non-renewal or material change in the policy of insurance. In addition, Contractor and insurance company shall immediately provide written notice to City’s Risk Manager upon receipt of notice of cancellation of any insurance policy, or of a decision to terminate or alter any insurance policy. Copies of required endorsements will be attached to the certificates to confirm the required coverages are in effect. Certificates of insurance and notices of cancellations, terminations or alterations shall be furnished to City’s Risk Manager at City Hall, 72 West College or P.O. Box 1751, San Angelo, Texas 76903. 2.1.6 SubContractors’ Insurance. Contractor shall cause each SubContractor and Sub- subContractor of Contractor to purchase and maintain insurance of the types and in the amounts specified below. Contractor shall require SubContractors and Sub- subContractors to furnish copies of certificates of insurance to Lessor’s Risk Manager evidencing coverage for each SubContractor and Sub-subContractor. 2.2 Types and Amounts of Insurance Required. Contractor shall obtain and continuously maintain in effect at all times during the term hereof, at Contractor’s sole expense, insurance coverages as follows with limits not less than those set forth below: 2.2.1 Commercial General Liability. This policy shall be a occurrence-type policy and shall protect the Contractor and additional insureds against all claims arising from bodily injury, sickness, disease or death of any person (other than the Contractor’s employees) and damage to property of the City or others arising out of the act or omission of the Contractor or its agents and employees. This policy shall also include protection against claims for the contractual liability assumed by Contractor under the paragraph of this Contract entitled “Indemnification,” including completed operations, products liability, contractual coverage, broad form property coverage, explosion, collapse, underground, premises/operations, and independent contractors (to remain in force for two years after final payment). Policy limits may but higher than but no less than: $ 2,000,000 General Aggregate $ 1,000,000 Each Occurrence $ 1,000,000 Products- Completed Operations $ 1,000,000 Personal & Advertising InjuryRFP: FD-03-12/Records Management System 4
  • 20. 2.2.3 Workers’ Compensation and Employer’s Liability. If Contractor hires any employees, Contractor shall maintain Workers’ Compensation and Employer’s Liability insurance, which shall protect the Contractor against all claims under applicable state workers’ compensation laws and employer’s liability. Coverage shall not be less than: Statutory Amount Workers’ Compensation $ 100,000.00 Employer’s Liability, Each Accident $ 100,000.00 Employer’s Liability, Disease– Each Employee $ 500,000.00 Employer’s Liability, Disease - Policy Limit The foregoing requirement will not be applicable if, and so long as, Contractor qualifies as a self-insurer under the rules and regulations of the commission or agency administering the workers’ compensation program in Texas and furnishes evidence of such qualification to Lessor in accordance with the notice provisions of this Contract. If Contractor uses contract labor, Contractor shall require its contractor to maintain the above referenced coverage and furnish copies of certificates of insurance as required herein. 2.2.5 Professional Liability. This insurance shall include contractual liability in its coverage, and the coverage under this policy shall survive the term of this Contract as long as any liability could be asserted. Policy limits shall be no less than: $1,000,000“CITY” can also be known as “Lessor”“CONTRACTOR” can also be known as “Contractor” or “Professional”“CONTRACT” can also be known as “Agreement” or “Contract”“PREMISES” can also be known as “Contracted Premises”RFP: FD-03-12/Records Management System 5
  • 21. Intentionally Left BlankRFP: FD-03-12/Records Management System 6
  • 22. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220DEADLINE AND DELIVERY LOCATION Deadline Sealed submittals must be received and time stamped by September 24, 2012, 2:00 P.M., Local Time. The clock located in Purchasing will be the official time. Faxed or electronically transmitted RFP submittals will not be accepted It is the sole responsibility of the respondent to ensure that the sealed RFP submittal arrives at the above location by specified deadline regardless of method chosen by the respondent for delivery. Copies Please submit One (1) original, five (5) copies and one (1) copy in PDF format on CD or USB flash drive of all proposal documents, including questionnaire. Sealed Container Addressing • Lower Left Hand Corner: “RFP: FD-03-12/Records Management System” • Top Left Hand Corner: Enter your company name and address. Delivery Addresses USPS: Purchasing Department RFP: FD-03-12/Records Management System City of San Angelo 72 West College Avenue San Angelo, Texas 76903 Delivery Services (FedEx, UPS, etc): Purchasing Department, RFP: FD-03-12/Records Management System City of San Angelo 72 West College Avenue, Suite 314 San Angelo, Texas 76903 Please ensure the delivery envelope/container is marked, “RFP Enclosed”.RFP: FD-03-12/Records Management System 7
  • 23. Intentionally Left BlankRFP: FD-03-12/Records Management System 8
  • 24. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220SCOPE OF SERVICES REQUESTED General Specifications 1. The contractor shall provide a records management system that is compatible with NFIRS, TXFIRS, Medicare, Medicaid, and other State and National reporting agencies. Ongoing maintenance fees for the system should include updates that keep all aspects of the system up-to-date with current requirements for the above agencies. 2. The provided records management system must include Fire Incident reporting, EMS Incident reporting, Patient Side Care reporting, Electronic NEMSIS Billing extracts, Interface with ZOLL medical devices, Human Resources, equipment tracking and certification management. 3. Optimally the records management system should include Occupancy Management, Pre-Fire Plan Management and viewer, Vehicle Maintenance, Hydrant Tracking, Employee Scheduling, Training Records Documentation, Overtime System, Employee Time Record and data conversion from existing system to new records management system. If the records management system does not include these elements a separate “stand alone” program must be offered and the price included with the submitted bid. The provided solution should include: 1. All necessary software for the records management system, including: licenses for the contractor’s software, installations of Windows Server operating systems, installations of Microsoft SQL, any other third party or contractor provided interfaces or software required for the records management system to integrate and receive information from the currently used Intergraph CAD system. 2. All necessary server hardware, including the necessary servers and mounting hardware for a 2 post rack mount system. 3. On-Site installation of all software and instruction on software installation and maintenance. 4. On-Site “Train the Trainer” instruction. 5. Business hours technical support with 24 hour emergency support available. Ability to provide on-site technical support with 24 hour notice Summary of Current Operations The San Angelo Fire Department provides fire protection for the community of San Angelo and is the only ambulance service provider in Tom Green County. The department averages a total of 12,000 runs per year (Approx. 10,000 EMS Runs and 2,000 Fire Runs). Our current records management system stores all run information as well as occupancy information, fire training records, personnel information, training, vehicle and equipment information, and hydrants. Scope of Services In order to fully understand the services of the provider, please complete the Report Management System Questionnaire and submit it with your proposal. The form is located in the Submission Forms section of this RFB.RFP: FD-03-12/Records Management System 9
  • 25. Term of Contract Please submit a copy of your standard contract. This contract will be evaluated with the following considerations in mind. This Sales Contract will include the initial purchase and annual maintenance including software upgrades with the price guaranteed for 5 years and additional 5 year terms to be negotiated. The first twelve months of the contract will be a trial period during which the records management system will be monitored to insure all components are working satisfactorily. The City has the option to cancel the contract after the six (6) month trial period if the contractor has not performed to the City’s satisfaction. The successful bidder will be awarded a contract on an exclusive basis subject to the right of both the City and the contractor to terminate the contract upon thirty (30) days written notice at the address of both the City of San Angelo and the contractor set forth in the contract. The contract shall not be assignable. Cancellation This contract may be canceled by the City upon completion of the twelve (12) month trial period or after the twelve month trial period by written notice thirty (30) days prior to termination. Right to Reject Bid Proposal The City reserves the right to reject any or all bid proposals and to disregard typographical, mathematical or obvious errors. The City will not pay cost incurred by any bidders in the preparation of bid proposals.RFP: FD-03-12/Records Management System 10
  • 26. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220PROPOSAL FORMATProposals shall be submitted in the following format with each element requested and/or form furnished asspecified to facilitate evaluation of the proposals. The detailed requirements in this RFP are mandatory.Proposers are required to submit a complete RFP that satisfies all requirements. Each RFP is required to address,with a written response, each requirement in all sections of the RFP and in the same format and sequence as thedetails presented herein. To facilitate evaluation, all submittals must be submitted in the uniform format. Allsubmittals must follow the prescribed format and shall include completed forms which are attached to this RFP.Failure to follow the required format or complete the required forms may result in submittals being rejected andremoved from consideration.City of San Angelo will not participate in any cost the Respondent may incur in the preparation and submission of aproposal. The City will not be liable in any manner with regard to this RFP and the Respondent’s response to it. FAILURE TO ADHERE TO THE REQUIRED FORMAT MAY BE CAUSE FOR REJECTION OF PROPOSAL. Proposal Format Instructions Proposal should be submitted in a three-ring binder or report cover and tabbed. Each response should be organized in a fashion as outline below with sections labeled (not numbered): Please submit One (1) original, five (5) copies and one (1) copy in PDF format on CD or USB flash drive of all proposal documents, including questionnaire Each response should be organized in a fashion as outline below with sections labeled (not numbered): Tab 1 Table of Contents Tab 2 Executive Summary (no longer than 2 pages, No smaller than Ariel 9-point font) Tab 3 Completed RFP Letter Of Interest and IRS W-9 Form Tab 4 Completed Conflict Of Interest form (if applicable) and Completed Debarment and Suspension Certificate Tab 5 List of References Tab 6 Example of your standard contract Tab 7 Pricing Options Tab 8 Report Management System QuestionnaireRFP: FD-03-12/Records Management System 11
  • 27. Intentionally Left BlankRFP: FD-03-12/Records Management System 12
  • 28. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220SELECTION PROCESS All submittals shall be evaluated by a selection committee and those applicants selected for the short list may be invited to attend an interview, at the applicants own expense. A. The selection committee will consist of the following individuals: 1. Kevin Lassiter, Assistant Chief of Operations, SAFD 2. Scott Farris, Assistant Chief of Administration, SAFD 3. Roger Banks, Purchasing Manager, COSA 4. Peter Haidinger, System Analyst, SAFD 5. Geneva Rodriguez, Administrative Assistant, SAFD B. The selection committee will evaluate all proposals that are submitted. Selection ratings will be based on 100-point scale. Ranking will be as reflected below: • Overall Cost ....................................................................................... 30% • Conformance to Specifications ......................................................... 45% • Experience/References ..................................................................... 25% Total ........ 100% C. Respondents are advised that the City reserves the right to evaluate and rank the proposals without input from the respondents. Therefore, proposals should be complete as initially submitted. However, if you are selected for an interview, you will be expected to present not only your proposal, but also your approach. D. City staff shall make a recommendation to City Council of the selection of the most qualified respondent to enter into contract negotiations with the City. E. The selected respondent shall enter into negotiations with the City for the services to be performed. F. If satisfactory negotiations cannot be concluded, the City reserves the right to negotiate with the next highest-ranking respondent. G. When services and fees are agreed upon, the selected respondent shall be offered a contract subject to City Council approval. H. Should negotiations be unsuccessful, the City may enter into negotiations with the next, highest ranked respondent until an agreement for services and fees are reached. The City retains the right to end the process at any time. I. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s) shall pay their own costs incurred in preparing for, traveling to and attending the interviews. The City reserves the right to accept or reject all or part of proposals.RFP: FD-03-12/Records Management System 13
  • 29. Intentionally Left BlankRFP: FD-03-12/Records Management System 14
  • 30. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220SUBMISSION FORMS • RFP Letter Of Interest • Addendum Acknowledgement • Conflict Of Interest form • Debarment and Suspension Certificate • List of References • Pricing Options • Report Management System QuestionnaireRFP: FD-03-12/Records Management System 15
  • 31. Intentionally Left BlankRFP: FD-03-12/Records Management System 16
  • 32. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220Letter of InterestThe undersigned firm submits the following information in response to Request for Proposal (as amended byAddenda), issued by the City of San Angelo, Texas (“City”). • Respondent is responsible for calling the Purchasing Division or checking the City’s website to determine if any addendums have been issued prior to submitting a proposal. • Respondent also understands that the City is not bound to select any proposals for the final pre-qualified list and may reject any RFP submittal that the City receives. • Respondent further understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the respondent, and that the RFP submittal materials will become the property of the City and will not be returned. • Respondent agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP and accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. • The respondent certifies, by submission of this proposal or acceptance of this contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal or State departments or agencies. • Respondent agrees that any offer submitted because of this RFP shall be binding on the Respondent for 120 calendar days following the specified opening date. Any proposal for which the respondent specifies a shorter acceptance period may be rejected.This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. Company Authorized Signature Printed Name & Title Address City, State Zip Code DateRFP: FD-03-12/Records Management System 17
  • 33. Intentionally Left BlankRFP: FD-03-12/Records Management System 18
  • 34. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Addendum AcknowledgementReceipt is hereby acknowledged of the following addenda to the Contract documents. Addendum No. 1 dated Received Addendum No. 2 dated Received Addendum No. 3 dated Received Addendum No. 4 dated Received Addendum No. 5 dated Received Addendum No. 6 dated Received Company Name Signature Printed Name ________________________________ Title ________________________________ Address ________________________________ City, State Zip Code THIS FORM MUST BE RETURNED WITH THE BIDRFP: FD-03-12/Records Management System 19
  • 35. Intentionally Left BlankRFP: FD-03-12/Records Management System 20
  • 36. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220k NOTICE TO VENDORS Disclosure of Certain Relationships Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor orperson considering doing business with a local governmental entity make certain disclosures concerning anyaffiliation or business relationship that might cause a conflict of interest with the local governmental entity. Theprovisions of Chapter 176 and the Form CIQ questionnaire that you must complete to comply with this law, areavailable at the Texas Ethics Commission website at http://www.ethics.state.tx.us/whasnew/confliict forms.htm. A current list of City of San Angelo and City of San Angelo Development Corporations officers is availablein the office of the City of San Angelo City Clerk’s office located in Room 201 of City Hall or on the City’s website athttp://sanangelotexas.org. If you are considering doing business with the City of San Angelo or the City of SanAngelo Development Corporation and have an affiliation or business relationship that requires you to submit acompleted Form CIQ, it must be filed with the records administrator (City Clerk) of the City of San Angelo no later ththan the seventh (7 ) business day after the date you become aware of facts that require the form to be filed. SeeSection 176.006, Texas Local Government Code. It is a Class C misdemeanor to violate this provision. By Submitting a response to a City of San Angelo or City of San Angelo Development CorporationRequest for Proposals, Request for Bids, or Request for Qualifications or by conducting business with either ofthose two entities, you are representing that you are in compliance with the requirements of Chapter 176 of theTexas Local Government Code. Roger S. Banks Division ManagerRFP: FD-03-12/Records Management System 21
  • 37. Intentionally Left BlankRFP: FD-03-12/Records Management System 22
  • 38. CITY OF SAN ANGELO PURCHASING DEPARTMENT P.O. Box 1751, San Angelo, Texas 76902 Tel: (325) 657-4220 or 657-4212RFP: FD-03-12/Records Management System 23
  • 39. Intentionally Left BlankRFP: FD-03-12/Records Management System 24
  • 40. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Debarment and Suspension Certification(1) The prospective primary participant certifies to the best of its knowledge and belief that it and its principals: (a) Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default.(2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective primary participant shall attach an explanation to this proposal. Company Signature Printed Name & Title Address City, State Zip Code DateRFP: FD-03-12/Records Management System 25
  • 41. Debarment and Suspension Certification INSTRUCTIONS1. By signing and submitting this proposal, the prospective participant is providing the certification set out below.2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the determination whether to enter into this transaction. However, failure of the prospective participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.3. The certification in this clause is a material representation of fact upon which reliance was placed when the City of San Angelo determined to enter into this transaction. If it is later determined that the prospective participant knowingly rendered an erroneous certification, in addition to other remedies available, the City of San Angelo may terminate this transaction for cause.4. The prospective participant shall provide immediate written notice to the City of San Angelo to which this proposal is submitted if at any time the prospective participant learns that its certification was erroneous when submitted or has become erroneous because of changed circumstances.5. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549(13 CFR Part 145). You may contact the City of San Angelo for assistance in obtaining a copy of these regulations.6. The prospective participant agrees by submitting this proposal that, should the proposed transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the City of San Angelo.7. The prospective participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment and Suspension" provided by the City of San Angelo, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the ineligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List.9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the City of San Angelo, the City of San Angelo may terminate this transaction for cause.RFP: FD-03-12/Records Management System 26
  • 42. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220List of ReferencesList at least three (3) references of similar scope and size giving company name, contact information, and term. REFERENCE ONEGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period: REFERENCE TWOGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period: REFERENCE THREEGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period: REFERENCE FOURGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period:RFP: FD-03-12/Records Management System 27
  • 43. Intentionally Left BlankRFP: FD-03-12/Records Management System 28
  • 44. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220Record Management System Questionnaire Your Report Management System Questionnaire System Comments (Yes or No) General Support multi-jurisdictional functions allowing individual agencies, departments, groups or individuals to share data while also protecting agency specific or confidential data. Modules integrated to maximize information sharing and reduce duplication of effort. Individual workstations: Use a graphical user interface (GUI) Support command-line, point-and-click, and function key entry of commands and/or data Support insert and delete modes in field data entry Support cut and paste modes in field data entry Ability to reduce data entry redundancy by populating all duplicate fields with a single entry Allow user to move windows anywhere on screen(s) Allow user to minimize and maximize windows Ability to restrict any/all RMS windows from being closed, as determined by system administrator Support use of numeric keypad for number entry Support relational database management technology to eliminate duplicate entry, duplicate storage and operational inefficiencies. Print any text information on any screen to a printer Print any text information in any window to a printer Print any or all records retrieved from an inquiry to a networked printer Print any or all records retrieved from an inquiry to a workstation attached printer Include date, hour, and minutes in most time stamps Include date, time, and user ID stamp for all data entries Use standard database format for storing date, so that dates can be manipulated as dates Use standard database format for storing time, so that times can be manipulated as times Search all tables/files using any or all fields Search all tables/files using exact match and wild cardRFP: FD-03-12/Records Management System 29C:Usersbryan.kendrickDesktop03-05-1303a RFP FD-03-12.docx
  • 45. Your Report Management System Questionnaire System Comments (Yes or No) Supports National Fire Incident Reporting System (NFIRS 5) Provide pick lists for data entry (e.g. pull-down menus) Use a relational database for all data and code table storage Display real-time date and time constantly on screen Include jurisdictional indicator in incident and report number Relational database should be SQL compliant Ability for system administrator to relabel/hide/modify fields on screens Ability to auto fill fields during data entry using existing information such as names, addresses, phone numbers, from a master names index. Ability to provide basic word processing features like those in MS Word for writing narratives. Include description of items such as: Spell-checking Medical dictionary Word wrap Copy, cut and paste Allow for a training system to be set up to allow non-production use of the system. This would be used to train personnel in the use of the system and to try out modifications and enhancements before they go into production. The system should include online help and tutorials Ability to add attachments of any type (EKG/plans/documents or images) System has the capability to establish an "auto-export" to defined entities such as billing, State, Federal, etc. User friendly interface for the rapid export of data to patient billing systems via multiple formats. (i.e. CSV, XML, TLV) Allow user to adjust window and font size Security Require a minimum of user name and password to log user onto system Allow each user to have individual security profile Allow system administrator to assign new password Does not display password as a visible field anywhere in system without System Administrator rights Support assigning security access by module Within module, support assigning security access by function (e.g., insert, modify, delete, read-only)RFP: FD-03-12/Records Management System 30
  • 46. Your Report Management System Questionnaire System Comments (Yes or No) Restrict access to the operating system of the server(s) Restrict access to the operating system of the workstation Support ability of system administrator to remotely log-off users from any device Support assigning security access by certain fields Within a field, support assigning security access by function (e.g., insert, modify, delete, read-only) Advance and flexible data security - HIPAA compliant (Field level access of data base) Restrict access to individual database tables by security (including access from report writer) Online Storage Complete RMS records will be available online for a minimum of 7 years Performance Operate 24 hours per day, 7 days per week except when system down time is necessary for upgrades and routine maintenance. Response time for typical FRMS commands (excluding ad hoc inquiries or large reports) must average 2 seconds or less Audit Support an audit log of each transaction performed, including date, time, and user ID of person performing transaction Allow system administrator to review selected transactions Documentation Provide user level, system administrator functional & system technical manuals in hardcopy and electronic form System Training Perform onsite end user module training for train the trainers, system administrator training & major release/update training for end user and system administrator Perform onsite end user module training direct to some users Training/Test System Support a full training mode which is independent of the live, operational system (including independent code tables and files)RFP: FD-03-12/Records Management System 31
  • 47. Your Report Management System Questionnaire System Comments (Yes or No) Support a full test mode which is independent of the live, operational system (including independent code tables and files) and independent of the training mode Support a full training and test server which is independent of the live, operational server (including independent code tables and files) Backup and Purge Support purging of records in all files/tables based on date Support archiving of records in all files/tables based on date, prior to purge Write all archived records to alternative medium Allow backup/purge to occur without affecting RMS operation (i.e., RMS to remain "up" during backups) Code Tables All RMS codes and descriptions can be entered, modified, or deleted by system administrator at any time except for NFIRS and NHTSA codes Allow system administrator full security access to all relational tables Fire/EMS RMS Reporting Create ad-hoc reports Provide ability to export the entire RMS database to a separate database, in a variety of standard file formats Provide ability to export user-selected portions of the RMS database to a separate file, in a variety of standard file formats Provides a variety of "canned" reports Must have the ability to build charts and graphs Ability for general user to easily create any report without using third party reporting programs. (ie Crystal Reports) User friendly interface for report creation. Ability to print specific portions of a report without printing the entire report. Basic Fire/EMS Incident Reporting Support entry of NFIRS 5.0 required data Ability to support NFIRS "plus one" type coding (3-character NFIRS code plus 4th character for local use) Display code description anytime code is displayed on screen and allow access via either Automatically create incident and populate fields with data transferred from CADRFP: FD-03-12/Records Management System 32
  • 48. Your Report Management System Questionnaire System Comments (Yes or No) Data transferred from CAD should include, at minimum: Location of incident Incident number Call type code and expanded description Name of caller Address of caller Telephone number of caller Call source (e.g., E911, 7-digit) Area designators Call box # Map page reference Date and time of call pick up (off-hook) Date and time of call entry Date and time of each units dispatch Date and time of each units enroute to scene Date and time of each units arrival on scene Date and time of each units available-on-radio Date and time of each units available-in-quarters Date and time of incident closure Incident priority Incident number (system generated) Cross-reference incident number(s), if multi-jurisdictional response Report (aka, run) number (optional, system generated) Disposition All units assigned to incident All personnel assigned to each unit at the incident Support manual entry of incident information Ability for rapid medical data entry via a large touch screen interface. Allow the entry of unlimited length text in comments type fields Support word wrap in narrative fields Support spell check in narrative fields Support cut and paste ability in narrative fields Support ability to enter previously created narrative templates Support ability to automatically generate narratives based upon incident type Record report information in RMS for all units assigned to an incident, with individual date/time stamps for all status changes Ability to update RMS with any new CAD information receivedRFP: FD-03-12/Records Management System 33
  • 49. Your Report Management System Questionnaire System Comments (Yes or No) Allow company officer to enter incident report for their unit as soon as it clears the incident, even if the incident is not closed Support ability to store partially completed report(s), complete another transaction, and return to the interrupted report(s) for completion Allow review of all partially completed reports Allow modification of the previously entered incident information: Location Type Automatically perform edit checks of field data (NFIRS Rules) Support ability to supplement a report (by the same or different company) Ability to record multiple exposures as supplements to original incident Ability for supervisor to review and approve report Ability to enter mutual aid reports and record outside jurisdictional unit(s) ID and involvement Ability to generate and print public information report for an incident Ability to generate standard queries and reports based upon various categories and criteria (not just NFIRS codes) Ability to correlate builing/business names with addresses. Basic EMS Specific Incident Reporting Ability to chart advanced EMS patient procedures. Ability to have automatic narrative generation from data entry fields Ability to generate personal narrative templates Ability to Staff generate narrative templates. Ability to have extensive QA/QI tools. Ability to provide retrospective report review work flow feature Ability to have database query tools Ability to have automatic bill calculation. Ability to provide real-time error checking and user feedback Ability to establish a benchmark time that defines arrival to patient with the press of a button. System will then use that time as the starting time for procedures, vitals, etc.RFP: FD-03-12/Records Management System 34
  • 50. Your Report Management System Questionnaire System Comments (Yes or No) Ability to enter information via drop down boxes and combo boxes that have an “auto scroll” feature for rapid entry. (i.e. Medication input for Metoprolol user types “met” and the box scrolls to entries that start with “Met.”) Ability to enter data fields with pre-filled data such as states and zip codes. Includes FDA medication database for easy selection via quick fill or drop down box. Includes medication allergy database for easy selection via quick fill or drop down box. Includes medical dictionary in patient reporting narrative. Ability for individual custom patient narrative template that prompts the user for information. Patient narrative imports data gathered on scene. Ability to populate patient information such as address medical history, allergies, and medications from previous patient contact reports. Ability for administrator users to easily and rapidly modify EMS report forms. Ability for administrator users to easily and rapidly modify the information contained within drop down boxes, combo boxes, and other input fields. Address Verification If no address conflict exists, automatically enter the location into the data entry form If address conflict exists, display choices to the operator and allow selection of the correct address Complexes with a single address but multiple tenants (malls, apartment buildings) should be able to be verified by either the complexs address or the tenants address Display the following information for address verification, as appropriate: Exact location or intersection High and low cross street Common place/business name Fire station area Call box # Map page City code Indicators for additional location information (e.g., hazard, pre-plan, occupant, prior history) Allow override and entry of non-verified address Ability to have construction management featuresRFP: FD-03-12/Records Management System 35
  • 51. Your Report Management System Questionnaire System Comments (Yes or No) Ability to have transaction logging Fire prevention/ inspection Ability to support any adopted fire code Support entry of exact addresses, to the apartment level Support entry of unlimited auxiliary contact information for each location (i.e., landlord name, address, telephone, management company name, address, telephone, etc.) Allow recording of occupancy classification Allow recording of initial fire department conditions for new business approval Ability to record type of equipment installed in a location, by manufacturer, make, model, and install date Ability to record unlimited number of "special circumstances" regarding a location (i.e., Building Inspection information, unique characteristics, etc.) Support entry of unlimited number of violations Support "check box" style of data entry for violation codes Display plain English description for violation codes in addition to code Edit data entry to minimize entry of code(s) which would be invalid based on previous entry Allow designation of inspection responsibility by station area for each address Allow scheduling of follow-up inspections Allow designation of re-inspection frequency based on type of business (e.g., regular inspections are every two years; self-inspections are every four years; fire permits every year) Support ability to create reinspection schedules on a daily, weekly, monthly or yearly basis Support ability to print out inspection schedules for individual inspectors, company, all companies in a specific shift, or all companies Support ability to generate form letters documenting specific violations with date of scheduled reinspection Support ability to view online and print out history of prior violations for any address Allow inspection record to be viewed online without making any changes to record Record the name and ID of the inspector and the date and time for each inspection performedRFP: FD-03-12/Records Management System 36
  • 52. Your Report Management System Questionnaire System Comments (Yes or No) System should come pre-loaded with all violation code tables providing for any copyright laws or regulations. Support ability to record results of violation re-inspection Support ability to record penalties for non-compliance Support ability to print out complete inspection report Record name and operator ID of anyone making changes to inspection record Support ability to perform inspections in the field and upload results to main system Ability to associate a scanned image (i.e., "pre-fire plan") to a location Ability to build and update pre-fire plans based on building information provided Ability to have occupancy hazard risk assessment Ability to correlate building/business names with addresses. Ability to update building real property data in a mobile environment by product implementation Ability of rapid data entry with drop down menus. Ability for user to create highly custom narratives with user prompts. Ability to create professional mobile pre-plans Fire investigation Support ability to track fire investigation Allow designation of an incident as a potential arson, with ability to record additional fields of associated information Investigation data could include: Investigator name and ID PD investigator assigned PD case number Date case begun Date case closed Suspect information (unlimited) Witness information (unlimited) Property owner Evidence taken (unlimited) Who collected evidence Characteristics of fire/MO Cause of fire Status of case Narrative Ability to attach graphic file(s) to an investigation record (e.g., fire scene diagram)RFP: FD-03-12/Records Management System 37
  • 53. Your Report Management System Questionnaire System Comments (Yes or No) Ability to attach any Windows-compliant file(s) to an investigation record Allow case status to be updated with ongoing activities and notes Ability to automatically supplement initial NFIRS report with investigation results Support ability to view and print entire case report Support ability to view and print summary of all investigations in progress Hazardous materials management Include a hazardous materials database as part of the FRMS, for use in identifying materials contacted and recommended remedial action, all of which should be a part of the Pre-Fire-Plan for an address or location Hazardous material information should include: Chemical (by name, code, category) Consequences of chemical Resource list for mitigation SOPs Allow recording of types and locations of hazardous materials stored at addresses within the city Hazardous material information for location should include: Warnings Chemicals at location Ability to record hazardous material spill information, including: Location Incident number (if any - not required) Date of spill Dept. of Envir. Protection number Type of spill Chemical spilled (unlimited) Equipment Inventory Support various types of equipment management, with type controlling the number and type of fields which are displayed to the operator (e.g., breathing apparatus, hoses, ladders, etc.) Inventory data should include: Equipment Class Equipment Sub-Class Item description Inventory ID number Unit ID Serial number Make/Model numberRFP: FD-03-12/Records Management System 38
  • 54. Your Report Management System Questionnaire System Comments (Yes or No) VIN number Date of purchase Date brought in to service Scheduled retirement date Supplier name, address, telephone Cost Manufacturer name, address, telephone Expiration date Location Status Comments Hose data would include: Purchase date Date brought in to service Length Size Test pressure Hose location, by station or apparatus Test results, including date and time of test Next scheduled test Name and ID of individual performing test Breathing apparatus data should include: Location, by station, apparatus, and operator Serial number Cylinder check Regulator function Diaphragm function Face piece and tube status Name and ID of individual performing test Date and time of test Next scheduled test date Test results Hazmat monitoring equipment data should include: Serial number Type of instrument Date entered into service Date of last calibration Date of last maintenance Maintenance action taken Name and ID of individual performing action Next scheduled maintenance date Hazmat suits data should include: ID number Type of suit Date entered into serviceRFP: FD-03-12/Records Management System 39
  • 55. Your Report Management System Questionnaire System Comments (Yes or No) Date of last test Test results Maintenance action taken Name and ID of individual performing test Next scheduled test date Support the ability to track inventory of all vehicles in fleet, inventory data should include: Description Inventory ID number Vehicle type VIN License number Purchase date Manufacturer Model number Serial number Warranty expiration Warranty description Location Special requirements Date of service Service record (including maintenance/repair performed, mechanic, time spent out of service, etc.) Mileage at time of service Engine hours at time of service Date of next scheduled service Equipment carried (cross referenced from equipment inventory) Ability to provide results of annual pump test Ability to provide location of the equipment by current assignment to a unit, station or personnel Allow default test frequencies to be created for each type of equipment Allow default maintenance type and frequencies to be created for each type of equipment Allow test record to be viewed online without making any changes to record Hydrant Inventory Supports hydrant information which integrates with other modules such as Pre-Plans and Inspections Support ability to record disposal by user, date, and reason disposed of (e.g., broken, burned, etc.) Allow default test frequencies to be created Support ability to print out test schedules for individual company, all companies in a specific shift, or all companiesRFP: FD-03-12/Records Management System 40
  • 56. Your Report Management System Questionnaire System Comments (Yes or No) Allow test record to be viewed online without making any changes to record Support ability to print out complete test report Hydrant data would include: Hydrant ID Number (Alpha/Numeric) Fire District Sector/Zone Department/Agency Street address with geo-verification City, State, Zip Cross Street Additional Address Information Manufacturer Model Year Date installed ISO Type Valve Size Barrel Size Barrel Length Hydrant/Main/Valve data fields Water Main ID Main Diameter Main Type Pressure Zone Hydrant Lead Size Hydrant Valve Size Lead Valve Distance Outlets Distance to Curb Ability for Hydrant Inspections to including the following data fields: Date of Inspection Time of Inspection Name of personnel performing the inspection Service preformed Repairs done or needed Notes field Other service preformed or requested Ability to track a history of flows for a hydrant Ability to add attachments of any type Ability to maintain Hydrant Flow tests performed including the following data fields: Date of Flow Time of Flow Name of personnel performing the testRFP: FD-03-12/Records Management System 41
  • 57. Your Report Management System Questionnaire System Comments (Yes or No) Pitot Outlet Diameter with drop down list of choices Discharge Coeff. Correcting Factor Calculated Flow in GPM Calculated Flow in GPM at 20, 10, and 0 psi. Training Support ability to track training for all personnel Training data to be tracked would include: Fire courses College/vocational degrees Certifications, including expiration dates Seminars Continuing education BLS/ALS courses Name of entity providing training Support the ability to have an unlimited number of each category of training above Track training by date, time, locations and hours spent Support ability to create course curriculum, including date, time, class size, and location of classes Support ability to create class code and class descriptions Support ability to designate class as mandatory or not by type of class Support ability to designate class as certified or not by type of class Ability to assign a unique identifier for each certified class Support the ability to allow for station company to enter its own categories of mandatory training Support ability to enter class roster for each scheduled class Support ability to record class attendance and issue grades for an entire class Automatically post record of attendance into individuals training record Automatically post training results into individuals personnel record without requiring user re-entry Ability to record attendance and grade for individuals from outside jurisdictions (for both certified and non-certified classes Ability to print a number of training reports indicating course attendance, average grades, course cancellations, hours spent, types of courses, etc.RFP: FD-03-12/Records Management System 42
  • 58. Your Report Management System Questionnaire System Comments (Yes or No) Ability to print report of total training hours completed by individuals or groups, for user defined time intervals (i.e., month, quarter, year-to-date, etc.) Ability to set mandatory number of training hours by category (e.g., suppression related) Ability to print report of which individuals have not completed the mandatory training hours certifications Ability to view and print individual training record for a specified period of time Ability to require certain types of training for individuals based upon job requirements (e.g., required certifications) Support ability to print list of certificates due to expire within specified period of time Ability for system to print a report for the training officer of certificates due to expire within an upcoming user specified period of time Personnel Support ability to track all personnel information for Fire Department staff (both paid and volunteer) Personnel data should include: Staff member ID (employee ID) Name Agency Rank/job title Current assignment - location Current assignment - shift Temporary assignment and expiration date Date hired Seniority ranking Gender Race Ethnicity Physical descriptors Promotion/reclassification date Probation end date Last evaluation date Next evaluation date Performance evaluation results (should retain results for all reviews, with date and time stamps and name and ID of supervisor) Education (prior to beginning at Fire Department, plus updates from Training records) Certifications (cross referenced from Training records) Certification(s) expiration dateRFP: FD-03-12/Records Management System 43
  • 59. Your Report Management System Questionnaire System Comments (Yes or No) Licenses License(s) expiration date Special skills Home address Home telephone Other contact numbers Emergency contact information Issued equipment (unlimited) Career/promotion history Qualifications for "acting" status Accidents/injuries, including date and time, status, narrative Disability indicator, including status and expiration date Medical examination information (record of when, type, and expiration)(e.g., breathing apparatus medical, drivers license medical) Support the ability to track an unlimited number and type of certifications per person Support the ability to record an unlimited number and type of skills per person Support the ability to record an unlimited number and type of licenses per person Support the ability to restrict the types of data available for display by security Support the ability to print complete employee history record Ability to have FLSA compliant time accounting and payroll Ability to have flexible work schedule capabilities Ability to scheduling and time accounting for staff and line employees Ability to have customized employee performance evaluations Ability to have a integrated payroll system Interfaces/ Subsystems CAD Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, every 5 minutes, at minimum Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, in real time Support the ability to upload premise/location information from the fire RMS into CAD, including the following:RFP: FD-03-12/Records Management System 44
  • 60. - emergency contact information - hazardous materials information - Knox box/key/combination information - premise inspection information - pre-fire plan information Support the ability to upload personnel skills information from the fire RMS into CAD Scheduling/rostering software Support the ability to schedule personnel to shift and unit Maintains a daily roster that includes a user-defined table of types of leave and track FEMA/USAR/UASI overtime. Ability to automatically remove someone from the daily schedule when they are on leave (vacation, injury, etc.) Restrict the ability to double schedule any individual Ability to notify supervisors of personnel shortages at a station. Support the ability to view and print the schedule for a specified period of time Ability to track personnel trades and automatically remove traded-off employee from equipment assignment State NFIRS Upload Ability to extract the State required NFIRS data and submit electronically in the required format Mobile Application Ability to support tablet-based field data collection Allow users to swap patient data on scene wirelessly. (i.e. Engine company established patient care, now the medic is transporting and needs the info) Ability to allow the mobile computing with the full suite of modules while disconnected from the network Ability to integrate with CAD to provide in field reporting with NFIRS and EMS ePCRs Ability to apply Geo-Verification of addresses while in the disconnected mode. Ability of synchronization of the mobile and the server. Ability to disconnect the mobile before the synchronization has been completedRFP: FD-03-12/Records Management System 45Y:12-RFXFire DeptFD0312 Records Mgt SysFD0312 092212.docx
  • 61. Proposal to:The City of San Angelo, Texas for Fire Department Records Management System RFP: FD-03-12 Presented by
  • 62. 2
  • 63. Contact InformationCompany Name: EF RecoveryPrimary Contact:Ed Grubbs, CEOToll Free: 877.213.9047 ext. 300Fax: 253.853.1301Email: egrubbs@efrecovery.comThis Proposal is binding for 180 days after submission deadline.Signature:Ed Grubbs, CEO EF RecoveryPrincipal Vendor Location:10421 Burnham Drive N.W., Bldg. OneP.O. Box 2029Gig Harbor, WA. 98335Secondary:476 S. Earlham St.P.O. Box 12032Orange, Ca. 92859Number of Employees:25 employees, 10+ Sales RepresentativesYears in Business: 6 3
  • 64. Table of ContentsTable of Contents………………………………….. Tab 1Executive Summary……………………………….. Tab 2Letter of Interest & W9.……………………………. Tab 3Debarment & Suspension Certificate…………….. Tab 4References………………………………………….. Tab 5Example of Standard Contract………………….... Tab 6Pricing Options……………………………………… Tab 7Questionnaire……………………………………….. Tab 8 4
  • 65. Executive SummaryTo the Committee: Mr. Lassiter, Mr. Farris, Mr. Banks, Mr. Haidinger and Ms. RodriguezWe appreciate the opportunity to submit this proposal for your Fire Department Records Management System.We would like to clarify that our Proposal is for a hosted solution fully managed by EF Recovery. EFRecovery has partnered with ZOLL to deliver and support their hosted RescueNet FireRMS, Fire Mobileand ePCR solutions. Our personnel are experts at providing hosted solutions and in addition to our in-house knowledge of the RescueNet Suite of products, we have immediate access to the knowledge basewithin ZOLL.On behalf of the staff and management of EF Recovery, we would like to thank you for the opportunity toprovide services that have such an important impact on your citizens. While we take pride in helpingmunicipalities maintain the community’s expected levels of service in times of declining budgets, helpingyou sustain the optimum level of public safety is our primary goal.We offer the City of San Angelo: Software As A Service (SaaS) and Superior System MaintenanceRescueNet FireRMS, Fire Mobile and ePCR are SaaS hosted offerings to organizations that do not wishto maintain an Enterprise version in-house. With hosted RescueNet FireRMS, Fire Mobile and ePCR, EFRecovery through its partnership with ZOLL, provides the IT infrastructure and support as well as theroutine maintenance, database backup and software upgrades of these systems so that our customerscan focus on meeting their every day needs without the IT headaches and expense. Customers are ableto go live quickly and with minimal upfront capital investment while we do the technical work. From theinformation you provide, we will pre-configure your database to reduce the time and expense of a typicalstartup. Data is maintained in our Tier II Data Center, and is backed up near real-time to a secure facility.Partnership with EF Recovery (EFR) brings a combination of experience, dedication, creative energy andintegrity to the table. EF Recovery, established in 2006, is headquartered in Gig Harbor, Washington witha satellite office in Orange County, California. The company was formed to assist fire departments andmunicipalities in maintaining the community’s expected levels of service, especially in a time of decliningbudgets. EFR is a leader in fire department billing solutions and in hosted solutions (we host the entire ZOLLRescueNet Suite of products.) EFR has earned endorsements from a variety of state firefighterassociations, and the Washington State Fire Chief’s Association.Ours is the finest technology available and we are the only company with the ability to bring this solutionto our clients in a format that not only significantly simplifies its use, but also makes it extremely costeffective. Unlike any other company, we will help you coordinate the consolidation of your ePCR andFireRMS and Fire Mobile programs, resulting in significant savings in both operational costs and manhours. We will be there for you consistently and continuously. Data Center OverviewEF Recovery maintains a TIER 2 DATA CENTER at its corporate headquarters in Gig Harbor,Washington. As a Tier 2 facility EF Recovery provides the following systems and practices:Access & Security • All physical access to the facility is controlled via an electronic access system which requires going through several locked doors. EF Recovery exceeds HIPAA 5010 requirements. • All access and its purpose is recorded in a log and reviewed for appropriateness. • Personnel accessing the facility are trained IT professionals and we require a minimum of two staff at any time when physically accessing the servers. • Vendors are always accompanied by EF Recovery employees during any work done in the Data Center. 5
  • 66. • Additional security is maintained via alarm system and CCTV video cameras. • A fire clean suppression system protects data in the event of a fire. The system conforms to National Fire Protection Association (NFPA) Standard 72.System Security • All data in and out passes through a WatchGuard Fire box. The WatchGuard provides state full packet inspection which removes any potential threat before it enters the facility. • Network administration, system maintenance, server support and other access is controlled and monitored through Microsoft’s Data Center security application. • Passwords are changed every 30 days and must meet DOD class 5 standards for passwords.Architecture • EF Recovery maintains a storage network (SAN) based on EMC software and storage devices. RAID arrays are self healing and fully redundant. All SAN data is de-duplicated and backed-up to a secure offsite facility. • All switching on both LAN and SAN is redundant. • All of the physical servers run XEN server virtual environment. This allows administrators to move servers around in the event of a physical server failure or to perform maintenance. • The facility has backup power generators in the event of a power failure. • There are two fiber routes out of the facility each with separate providers. Key PersonnelAt EF Recovery, we are serious when we say that customer service is #1. We have assembled a first ratestaff to address all of your concerns during implementation. But we don’t stop there. We will provideprofessional, responsible support to you and your staff for as long as we are your partners. We know thatboth accountability and availability of our staff are key to your success. You will have the contactinformation for your entire team from first to last so that you can always reach someone you know. Ourteam approach was developed to insure excellent communications between our clients and theirdesignated team. This eliminates the frustration associated with the impersonal “runaround” that is oftenexperienced in business today. Your EFR team will consist of the following well qualified individuals plusadditional staff as needed.Ed Grubbs, Chief Executive OfficerEd has over 40 years of business management experience and is a company founder and ExecutiveBoard Member. He will be coordinating our entire team’s effort to create a productive and valuablepartnership with your City and to ensure your complete satisfaction. As stated above, both accountabilityand availability are important components to the success of our program. Ed will be there to addressyour questions, training issues or concerns as they arise.Robert Philpott, Chief Technology OfficerRobert brings 28 years of experience in software design and systems architecture to your organization.He will be involved in the implementation of your program and will direct all ongoing IT support.Designated IT TechnicianYour Designated IT Technician will be appointed on acceptance of our Proposal and will be involved inimplementation and directly responsible for ongoing IT support.Customer Service TechnicianA senior CST will be assigned to you on acceptance of our Proposal and will be available to assist yourpersonnel with any questions that might arise on a daily basis. EFR’s remote support allows ourtechnician to immediately see what an individual is having an issue with and correct it. It’s as if they weresitting right next to each other.EF Recovery provides Help Desk support from your designated applications specialist five days a weekfrom 8am PST to 5pm PST. Emergency support is available outside of these hours on a call back basis.Technical support and system changes are available during normal business hours. 6
  • 67. City of Santa Fe Fire Department200 Murales Rd Santa Fe, NM 87504 Brian Caldwell, MSO 505-955-3123 bscaldwell@santafenm.gov Hosted FireRMS, ePCR, EMS billing FireRMS January 2011 ePCR & EMS billing August 2010 South Pierce Fire & Rescue5403 340th Street East Eatonville, WA 98328 Sam Yount, Asst. Chief/MSO 253-377-1963 Hosted ePCR, FireRMS & EMS billing April 2010 Happy Camp Volunteer Ambulance 26th 4th Avenue Happy Camp, CA Frank Henderson , EMS Manager 530-493-2643 Hosted ePCR December 2010 Eunice Fire Department1107 J Eunice, New Mexico Ronnie Savell, Fire Chief 575-394-3258 Hosted ePCR September 2011
  • 68. APPLICATION SERVICE PROVIDER AGREEMENT Terms and Conditions1. TERM. This Agreement will begin on the Effective Date and continue for a period of three (3) years. Thereafter, this Agreement will automatically renew foradditional 1 year terms, unless either party provides the other party written notice of its intent not to renew at least 120 days prior to the expiration of the then-current term.2. SERVICES. This Agreement is a services agreement and is not intended to provide licenses or other rights in or to any software, hardware, technology or systemsused by or on behalf of EF Recovery to provide the Services (the “System”). Subject to the terms of this Agreement, including, without limitation, Customer’s payment ofall applicable Fees, EF Recovery will use commercially reasonable efforts to provide access to the Services to Customer in accordance with the specifications for theServices published by EF Recovery. Upon request by Customer, EF Recovery may agree to provide additional services to Customer in connection with the Services. Alladditional services will be provided at EF Recovery’s then-current rates for those services, unless otherwise agreed in writing by the parties and will be considered part ofthe “Services” for purposes of this Agreement.3. ACCESS AND SECURITY. Customer may access the Services solely for Customer’s own internal business purposes. Customer agrees to notify EF Recoveryimmediately of any actual or suspected unauthorized use of the Services. Customer agrees not to provide access to the Services other than to Customer’s own employeesand contractors. Customer may not sublicense, distribute, sell, use for service bureau use, lease, rent, loan, or otherwise transfer Customer’s right to access the Services toany third party. Customer will ensure the security and confidentiality of all passwords and other identifiers for use in accessing the Services (“Identifiers”). Customer willbe responsible for all transactions and other activities conducted through the Services using any Identifiers furnished to or generated by Customer, and any such transactionswill be deemed to have been completed by Customer. Customer agrees to maintain a current list of all persons authorized to access and use the Services on behalf ofCustomer and to notify EF Recovery of changes to such list. In no event will EF Recovery be liable for the foregoing obligations or the failure by Customer to fulfill suchobligations.4. LIMITATIONS. Subject to the terms of this Agreement, including, without limitation, Customer’s payment of all applicable Fees, Customer may access and usethe Services as set forth in this Agreement for Customer’s own internal business purposes. Customer will not and will not permit any third party to: (a) use the Services orSystem in any unlawful manner or in any other manner that could damage, disable, overburden or impair the Services; (b) use automated scripts to collect information from,or otherwise interact with, the Services; (c) use the Services to intimidate or harass any persons or entities; (d) reverse engineer, decompile, disassemble, or otherwiseattempt to derive the source code or method of operation of the System or Services; (e) remove, bypass or circumvent any electronic protection measures on the System orServices; (f) remove, alter, or obscure any copyright or other proprietary rights notices included on the System or Services; or (g) upload to the Services, or otherwiseprovide to EF Recovery any code or device capable of or intended to interrupt, harm or damage the Services or the operation of the Services.5. ADDITIONAL CUSTOMER OBLIGATIONS. Customer will cooperate with EF Recovery with all reasonable requests of EF Recovery for data, information,materials, and assistance to assist EF Recovery in the performance of the Services. Customer will designate a contact person (and one or more backup contact persons) to beprimarily responsible for coordination of the Services with EF Recovery.6. CONTENT. Except for any data, information or other content (“Content”) included on or made accessible through the Services by EF Recovery (“EF RecoveryContent”), Customer will be solely responsible for all Content provided by or on behalf of Customer through the Services (“Customer Content”). Customer grants to EFRecovery all rights and licenses in and to such Content necessary for EF Recovery to provide the Services. Customer will not provide Content that: (a) is libelous,defamatory, obscene, abusive, pornographic, or threatening; (b) infringes, misappropriates or otherwise violates any intellectual property rights or rights of publicity orprivacy; (c) contains any viruses or programming routines intended to damage, surreptitiously intercept or expropriate the Services, System or any data or information; (d)violates any law, rule or regulation, or suggests, encourages or intends to incite any conduct that is illegal in any way or that advocates illegal activity; or (e) is materiallyfalse, misleading or inaccurate. EF Recovery may take remedial action if Content violates this Section 6, however, EF Recovery has no obligation, and takes noresponsibility, to review Content for accuracy or potential liability. EF Recovery will use commercially reasonable efforts to maintain back-up copies of Customer dataduring the term of this Agreement. EF Recoverys obligation will not extend beyond the term of this Agreement.7. FEE SCHEDULEPage 2 of 5 Customer Initials: __________
  • 69. EF Recovery APPLICATION SERVICE PROVIDER AGREEMENT8. TERMINATION AND SUSPENSION. Either party may terminate this Agreement if the other party materially breaches this Agreement and does not cure suchmaterial breach within 15 days after receiving written notice thereof from the non-breaching party. EF Recovery may suspend the Services (or any portion thereof) uponnotice to Customer in the case of any breach or threatened breach by Customer. Upon expiration or termination of this Agreement for any reason: (1) EF Recovery maycease all Services; (2) all Fees owed to EF Recovery under this Agreement before such termination or expiration will be immediately due and payable; and (3) uponpayment of all such Fees, and upon the request of Customer, EF Recovery will provide Customer with a single copy of all Customer Content included by Customer in anytrip report existing on the System as of the effective date of expiration or termination in PDF format (copies in non-PDF format will be made available upon the request ofCustomer at EF Recoverys then-current rates). Sections 7, 9, 10.2, 12, 13, 14, 15 and 16 will survive expiration or termination of this Agreement for any reason.9. OWNERSHIP. EF Recovery will retain all right, title and interest in and to the Services, System and EF Recovery Content, any updates, upgrades, enhancements,modifications, improvements and translations thereto or thereof, and all worldwide intellectual property and proprietary rights therein and relating thereto, including,without limitation, all patents, copyrights, trade secrets, trademarks, service marks and any other intellectual property, proprietary, and sui generis rights (“IPR”). Asbetween EF Recovery and Customer.10. MINIMUM SERVICE LEVEL AND DISCLAIMER.10.1 "Minimum Service Level" Subject to the terms of this Agreement, EF Recovery will make the Services available for access by Customer as described in thisAgreement an average of 99.5% of the time (the “Minimum Service Level”). If during any 30 day period, EF Recovery fails to meet the Minimum Service Level, thenCustomer’s sole and exclusive remedy will be the right to terminate the Agreement if the failure is not corrected within 15 days following notice of the failure by Customer.The following items are excluded from the computation of Minimum Service Level: (a) downtimes caused by scheduled maintenance; (b) Customer-caused outages ordisruptions; (c) failures of interconnections to or from, and connectivity within, the Internet; (d) failures due to third party services, software or systems; and (e) otherevents, actions or failures otherwise disclaimed or excluded under this Agreement.10.2 "Telephone Support" (a) Emergency Support. EF Recovery will provide telephone support to the Designated Interface during the Emergency Support Hours toaddress Errors that prevent Customer from using the Supported Programs for a purpose for which the user has an immediate need (e.g., Failure tocomplete a PCR constitutes such an error, while failure to connect to the server to upload data is not such an error, as there is a work around, printingthe PCR locally.). (b) Technical Support. EF Recovery will provide telephone support to the Designated Interface during the Business Hours to address all otherErrors relating to software. Such telephone support will include the following:(i) Clarification of functions and features of the Supported Program;(ii) Clarification of the Documentation;(iii) Guidance in operation of the Supported Program;(iv) Assistance in identifying and verifying the causes of suspected Errors in the Supported Program; and (v) Advice on bypassing identified Errors in the Supported Program, if reasonably possible. EF Recovery shall use commerciallyreasonable efforts to provide a Resolution to the Supported Program. EF Recovery will acknowledge each Customer report of an Error by writtenacknowledgment, in electronic form, setting forth a Service Request number (SR#) for use by Customer and EF Recovery in all correspondence relatingto such Error to track the Error until it is resolved.10.3 "Disclaimer" EXCEPT AS EXPRESSLY SET FORTH IN THIS AGREEMENT, THE SERVICES ARE PROVIDED AND MADE AVAILABLE“AS IS” AND ON AN “AS AVAILABLE” BASIS. EF RECOVERY MAKES NO REPRESENTATIONS OR WARRANTIES (WRITTEN OR ORAL) UNDERTHIS AGREEMENT, AND SPECIFICALLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING,BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE ANDNON-INFRINGEMENT. EF RECOVERY WILL NOT BE RESPONSIBLE FOR, AND HEREBY DISCLAIMS ALL LIABILITY IN CONNECTION WITH,ANY INTERRUPTIONS OR DISRUPTIONS IN ACCESS TO THE SERVICES OR THE SYSTEM, OR THE FLOW OF DATA TO OR FROM THESYSTEM AND OTHER PORTIONS OF THE INTERNET OR ANY THIRD PARTY SERVICE PROVIDER. EF RECOVERY DOES NOT WARRANT THATTHE ACCESS TO THE SERVICES OR SYSTEM WILL BE PROVIDED ERROR-FREE, UNINTERRUPTED, SECURE, OR VIRUS-FREE. EF RECOVERYWILL NOT HAVE ANY LIABILITY FOR THE ACCURACY, COMPLETENESS, OR TIMELINESS OF CONTENT STORED ON THE SERVICESOR SYSTEM OR PROVIDED THROUGH THE SERVICES OR FOR ANY DECISION MADE OR ACTION TAKEN BY CUSTOMER INRELIANCE UPON ANY SUCH CONTENT.11. INFRINGEMENT CLAIMS. EF Recovery will defend at its own expense any action against Customer brought by a third party claiming that theService infringes any third party U.S. patents or registered copyrights issued as of the Effective Date, or misappropriates any third party trade secrets,and EF Recovery will pay those costs and damages finally awarded against Customer in any such action that are specifically attributable to such claim orthose costs and damages agreed to in a monetary settlement of such action. The foregoing obligations are conditioned on Customer: (1) notifyingEF Recovery promptly in writing of such action; (2) giving EF Recovery sole control of the defense thereof and any related settlement negotiations; and (3)cooperating and, at EF Recoverys request and expense, assisting in such defense. If the Service becomes, or in EF Recovery’s opinion is likely to become, thesubject of a claim covered by this Section 11, EF Recovery may, at its option and expense, either: (a) procure for Customer the right to continue using thePage 3 of 5 Customer Initials: __________
  • 70. EF Recovery APPLICATION SERVICE PROVIDER AGREEMENTService; (b) replace or modify the Service so that it becomes non-infringing; or (c) terminate this Agreement, in whole or in part, as appropriate, and refund Customer anyFees paid by Customer in advance for the Service under this Agreement. Notwithstanding the foregoing, EF Recovery will have no obligation under this Section 11 orotherwise with respect to any infringement claim based upon: (i) any use of the Service not in accordance with this Agreement; (ii) any use of the Service in combinationwith products, equipment, software, or data not supplied by EF Recovery if such infringement would have been avoided but for the combination with other products,equipment, software or data; (iii) any use of any release of the Service other than the most current release made commercially available by EF Recovery; or (iv) anymodification of the Service by any person other than EF Recovery or its authorized agents or subcontractors. This Section 11 states EF Recovery’s entire liability and theCustomer’s exclusive remedy for any claims of infringement.12. INDEMNIFICATION. Customer will indemnify, defend, and hold harmless EF Recovery, and its subsidiaries, affiliates and subcontractors, and theirowners, officers, directors, employees and agents (collectively, the “EF Recovery Indemnitees”) from and against any and all direct and indirect losses,damages, liabilities, costs and expenses (including reasonable attorneys’ fees) resulting from or arising out of any: (1) use of the System; (2) actual oralleged breach by Customer of any provision of this Agreement; (3) negligence or willful misconduct of Customer; or (4) damage to property or injuryto or death of any person directly or indirectly caused by Customer or Customer’s use of the System. EF Recovery will provide Customer with notice of anysuch claim or allegation, and EF Recovery has the right to participate in the defense of any such claim at its expense.13. LIMITATION OF LIABILITY. IN NO EVENT: (A) WILL EF RECOVERY’S AGGREGATE LIABILITY RELATED TO THIS AGREEMENTEXCEED THE AMOUNTS ACTUALLY PAID TO EF RECOVERY BY CUSTOMER IN THE 12 MONTH PERIOD IMMEDIATELY PRECEDING THEDATE THE CLAIM AROSE. IN NO EVENT WILL EF RECOVERY BE LIABLE FOR ANY SPECIAL, INCIDENTAL, DIRECT OR CONSEQUENTIALDAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT (HOWEVER ARISING, INCLUDING NEGLIGENCE),INCLUDING, BUT NOT LIMITED TO, INTERRUPTED COMMUNICATIONS, LOST DATA, OR LOST PROFITS OR REVENUE, ANDDAMAGES THAT RESULT FROM INCONVENIENCE, DELAY OR LOSS OF USE OF ANY CONTENT OR OF THE SERVICES, EVEN IF EF RECOVERYHAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND NOTWITHSTANDING THE FAILURE OF ESSENTIAL PURPOSE OFANY LIMITED REMEDY HEREIN.14. CONFIDENTIALITY.14.1 "Confidential Information" Each party (the “Disclosing Party”) may from time to time disclose to the other party (the “Recipient”) certain information regardingthe business of the Disclosing Party and its suppliers, including technical, marketing, financial, employee, planning, and other confidential or proprietary information that ismarked or identified as confidential, or disclosed under circumstances that would lead a reasonable person to believe such information is confidential (“ConfidentialInformation”). The Services and System, including without limitation any routines, subroutines, directories, tools, programs, or any other technology included therein, shallbe considered EF Recovery’s Confidential Information. The Recipient will not use any Confidential Information of the Disclosing Party for any purpose not expresslypermitted by this Agreement, and will disclose the Confidential Information of the Disclosing Party only to the employees or contractors of the Recipient who have a needto know such Confidential Information for purposes of this Agreement and who are under a duty of confidentiality no less restrictive than the Recipient’s duty hereunder.The Recipient will protect the Disclosing Party’s Confidential Information from unauthorized use, access, or disclosure in the same manner as the Recipient protects its ownconfidential or proprietary information of a similar nature and with no less than reasonable care.14.2 "Exceptions" The Recipient’s obligations under this Section 14 with respect to any Confidential Information of the Disclosing Party will terminate if suchinformation: (a) was already known to the Recipient at the time of disclosure by the Disclosing Party; (b) was disclosed to the Recipient by a third party who had the right tomake such disclosure without any confidentiality restrictions; (c) is, or through no fault of the Recipient has become, generally available to the public; or (d) wasindependently developed by the Recipient without access to, or use of, the Disclosing Party’s Confidential Information. In addition, the Recipient will be allowed todisclose Confidential Information of the Disclosing Party to the extent that such disclosure is: (i) approved in writing by the Disclosing Party; (ii) necessary for theRecipient to enforce its rights under this Agreement in connection with a legal proceeding; or (iii) required by law or by the order of a court of similar judicial oradministrative body; provided that the Recipient notifies the Disclosing Party of such required disclosure promptly and in writing and cooperates with the Disclosing Party,at the Disclosing Party’s request and expense, in any lawful action to contest or limit the scope of such required disclosure.14.3 "Authority to Disclose Confidential Information." Prior to making any disclosure to EF Recovery of private patient information, Customer represents that it hasobtained, in accordance with federal, state and local laws relating to the privacy of patient health information, including but not limited to the Health Insurance andPortability and Accountability Act of 1996 and regulations, and guidelines related thereto, a properly executed, written authorization from each of its patients or the patientsauthorized representatives documenting the patients express written consent to enable the disclosure by Customer to EF Recovery of protected health information.15. DATA PRIVACY. EF Recovery agrees to comply with the Health Insurance Portability and Accountability Act of 1996 (PL 104-191) and the regulationspromulgated thereunder (“HIPAA”) in the performance of the Services. If, due to the nature of the Services, the parties determine that EF Recovery is actingas Customer’s business associate under HIPAA or is otherwise required to enter into a business associate agreement under HIPAA, EF Recovery agrees toenter into a HIPAA business associate agreement in a form acceptable to both parties. EF Recovery agrees not to use or further disclose any Protected HealthInformation (as such term is defined in HIPAA) in violation of HIPAA or of this Agreement, provided that EF Recovery may collect, extract, compile,synthesize, and analyze non-personally identifiable data or information resulting from the use and operation of the Services under this Agreement in anaggregated form without directly identifying Customer or any other individual or entity as the source thereof. To the extent any such data orinformation is collected or generated by EF Recovery, the data and information will be solely owned by EF Recovery and may be used by EF Recovery for any lawfulbusiness purpose without a duty of accounting to Customer.Page 4 of 5 Customer Initials: __________
  • 71. EF Recovery APPLICATION SERVICE PROVIDER AGREEMENT16. ADDITIONAL TERMS.16.1 "Relationship" EF Recovery and Customer are acting solely as independent contractors, and neither party is an agent or partner of the other. Nothing in thisAgreement will be deemed to constitute a partnership, joint venture, or employer/employee relationship between the parties. Neither party will hold itself out as having anyauthority to enter into any contract or create any obligation or liability on behalf of or binding upon the other party.16.2 "Subcontractors" Customer acknowledges and agrees that some or all of EF Recovery’s obligations hereunder may be provided by one or more third partyservice providers selected from time to time by EF Recovery.16.3 "Notices" Communications and notices required or permitted under this Agreement will be deemed delivered when hand-delivered to the receiving person, orwhen mailed, certified mail, return receipt requested, in first class U.S. mail, to the addresses specified on the initial page of this Agreement, or when faxed to the faxnumber or electronically transmitted to the Internet address specified, with hard copy mailed within 3 days thereafter in the manner set forth above. Any party may changeits address for purposes of this notice provision by giving notice in the manner prescribed above.16.4 "Force Majeure" EF Recovery will not be liable to Customer or otherwise under this Agreement for delays or failures in performance under this Agreement duein any way to any failure by Customer to perform its obligations under this Agreement in a timely manner or otherwise comply with the terms of this Agreement or tocauses beyond EF Recovery’s reasonable control, including, without limitation, labor disputes, acts of God, shortages, telecommunications failures or errors, actions orinactions of suppliers or service providers, fire, earthquake, flood, or other similar events.16.5 "Governing Law and Venue" This Agreement will be governed by and interpreted in accordance with the laws of the State of Washington without reference toits choice of laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply to this Agreement. Any action or proceedingarising from or relating to this Agreement will be brought solely in the state and federal courts in Tacoma, Washington, and each party irrevocably submits to thejurisdiction and venue of any such court in any such action or proceeding.16.6 "Assignment" EF Recovery may assign or transfer this Agreement, provided that EF Recovery’s successor agrees to assume all of EF Recovery’s obligations andresponsibilities under this Agreement. Customer may not assign or transfer, by operation of law or otherwise, any of its rights or obligations under this Agreement(including any license granted hereunder), or delegate any of its duties under this Agreement, to any third party without EF Recovery’s prior consent. Any attemptedassignment or transfer in violation of the foregoing will be null and void. This Agreement will be binding upon and will inure to the benefit of EF Recoverys andCustomers permitted successors and assigns.16.7 "Waivers; Severability" All waivers must be in writing. Any waiver or failure to enforce any provision of the Agreement on one occasion will not be deemed awaiver of any other provision or of such provision on any other occasion. If any provision of the Agreement is unenforceable, such provision will be changed andinterpreted to accomplish the objectives of such provision to the greatest extent possible under applicable law and the remaining provisions will continue in full force andeffect.Page 5 of 5 Customer Initials: __________
  • 72.   CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220  Record Management System Questionnaire     Your   Report Management System Questionnaire System Comments (Yes or No) General     Yes    Support multi-jurisdictional functions allowing individual agencies, departments, groups or individuals to share data while also protecting agency specific or confidential data. Modules integrated to maximize information sharing and reduce Yes    duplication of effort. Individual workstations:     Use a graphical user interface (GUI) Yes    Support command-line, point-and-click, and function key entry of No  FireRMS uses  commands and/or data a standard  Windows GUI  for the user to  enter data.  There are  several quick  key entry  combinations. Support insert and delete modes in field data entry Yes    Support cut and paste modes in field data entry Yes    Ability to reduce data entry redundancy by populating all duplicate Yes    fields with a single entry   Yes    Allow user to move windows anywhere on screen(s) Allow user to minimize and maximize windows Yes    Ability to restrict any/all RMS windows from being closed, as No    determined by system administrator Support use of numeric keypad for number entry Yes    Yes    Support relational database management technology to eliminate duplicate entry, duplicate storage and operational inefficiencies. Print any text information on any screen to a printer Yes    Print any text information in any window to a printer Yes      Yes    Print any or all records retrieved from an inquiry to a networked printer Print any or all records retrieved from an inquiry to a workstation Yes    attached printer   Yes    Include date, hour, and minutes in most time stamps RFP: FD‐03‐12/Records Management System  
  • 73.   Yes  User ID can be  Include date, time, and user ID stamp for all data entries tracked  through SQL  Auditing which  is provided at  no additional  cost.  Use standard database format for storing date, so that dates can be Yes    manipulated as dates Use standard database format for storing time, so that times can be Yes    manipulated as times Search all tables/files using any or all fields Yes      Yes    Search all tables/files using exact match and wild card   RFP: FD‐03‐12/Records Management System      Your   Report Management System Questionnaire System Comments (Yes or No)   Yes    Supports National Fire Incident Reporting System (NFIRS 5) Provide pick lists for data entry (e.g. pull-down menus) Yes      Yes    Use a relational database for all data and code table storage Display real-time date and time constantly on screen Yes      Yes    Include jurisdictional indicator in incident and report number Relational database should be SQL compliant Yes      Yes    Ability for system administrator to relabel/hide/modify fields on screens   Yes    Ability to auto fill fields during data entry using existing information such as names, addresses, phone numbers, from a master names index.   Yes    Ability to provide basic word processing features like those in MS Word for writing narratives. Include description of items such as: Spell-checking Yes    Medical dictionary Yes  Word wrap Yes    Copy, cut and paste Yes      Yes    Allow for a training system to be set up to allow non-production use of the system. This would be used to train personnel in the use of the system and to try out modifications and enhancements before they go into production. RFP: FD‐03‐12/Records Management System  and tutorials The system should include online help Yes    
  • 74.   CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Ability to add attachments of any type (EKG/plans/documents or Yes    images)   No    System has the capability to establish an "auto-export" to defined entities such as billing, State, Federal, etc.   Yes  Can be  User friendly interface for the rapid export of data to patient billing systems via multiple formats. (i.e. CSV, XML, TLV) accomplished  using any  standard  reporting  application  like Crystal,  Excel or  Access.  Allow user to adjust window and font size No    Security       Yes    Require a minimum of user name and password to log user onto system Allow each user to have individual security profile Yes    Allow system administrator to assign new password Yes    Does not display password as a visible field anywhere in system without Yes    System Administrator rights Support assigning security access by module Yes    Within module, support assigning security access by function (e.g., Yes    insert, modify, delete, read-only) RFP: FD‐03‐12/Records Management System  
  • 75.      Your   Report Management System Questionnaire System Comments (Yes or No)   No  This would be  Restrict access to the operating system of the server(s) controlled by  the city IT  department  and domain  rights.    No  This would be  Restrict access to the operating system of the workstation controlled by  the city IT  department  and domain  rights.  Support ability of system administrator to remotely log-off users from any No  This would be  device controlled by  the city IT  department  and domain  rights.  Support assigning security access by certain fields Yes    Within a field, support assigning security access by function (e.g., insert, Yes    modify, delete, read-only) Advance and flexible data security - HIPAA compliant (Field level access Yes    of data base) Restrict access to individual database tables by security (including No    access from report writer) Online Storage       Yes    Complete RMS records will be available online for a minimum of 7 years Performance       Yes    Operate 24 hours per day, 7 days per week except when system down time is necessary for upgrades and routine maintenance.   Yes    Response time for typical FRMS commands (excluding ad hoc inquiries or large reports) must average 2 seconds or less Audit       Yes    Support an audit log of each transaction performed, including date, time, and user ID of person performing transaction   Yes    Allow system administrator to review selected transactions Documentation     RFP: FD‐03‐12/Records Management System  
  • 76.   CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902   Telephone: (325) 657-4219 or (325) 657-4220 Yes    Provide user level, system administrator functional & system technical manuals in hardcopy and electronic form System Training       Yes    Perform onsite end user module training for train the trainers, system administrator training & major release/update training for end user and system administrator   Yes    Perform onsite end user module training direct to some users Training/Test System       Yes    Support a full training mode which is independent of the live, operational system (including independent code tables and files) RFP: FD‐03‐12/Records Management System  
  • 77.      Your   Report Management System Questionnaire System Comments (Yes or No) Support a full test mode which is independent of the live, operational Yes    system (including independent code tables and files) and independent of the training mode   Yes    Support a full training and test server which is independent of the live, operational server (including independent code tables and files) Backup and Purge     Yes  FireRMS  Support purging of records in all files/tables based on date allows the  purging of  Incident,  Roster,  Training and  Other Entries. Support archiving of records in all files/tables based on date, prior to Yes  FireRMS  purge allows the  archiving of  Incident,  Roster,  Training and  Other Entries. Write all archived records to alternative medium Yes    Allow backup/purge to occur without affecting RMS operation (i.e., RMS Yes    to remain "up" during backups) Code Tables     Yes    All RMS codes and descriptions can be entered, modified, or deleted by system administrator at any time except for NFIRS and NHTSA codes   Yes    Allow system administrator full security access to all relational tables Fire/EMS RMS Reporting   Create ad-hoc reports Yes      Yes  This is a  Provide ability to export the entire RMS database to a separate database, in a variety of standard file formats function of MS  SQL Server.    Yes  This is a  Provide ability to export user-selected portions of the RMS database to a separate file, in a variety of standard file formats function of MS  SQL Server.  Provides a variety of "canned" reports Yes    RFP: FD‐03‐12/Records Management System  
  • 78.   Must have the ability to build charts and graphs Yes  This can be  accomplished  using any  standard third  party  application  like Crystal or  Excel. Also,  Vinelight  Business  Analytics  offers a  Dashboard  Analytics tool  for FireRMS.  See  www.vinelight .com.     No    Ability for general user to easily create any report without using third party reporting programs. (ie Crystal Reports) User friendly interface for report creation. No    Ability to print specific portions of a report without printing the entire Yes    report. Basic Fire/EMS Incident Reporting   Support entry of NFIRS 5.0 required data Yes      Yes    Ability to support NFIRS "plus one" type coding (3-character NFIRS code plus 4th character for local use) Display code description anytime code is displayed on screen and allow Yes    access via either Automatically create incident and populate fields with data transferred Yes    from CAD RFP: FD‐03‐12/Records Management System  
  • 79.      Your   Report Management System Questionnaire System Comments (Yes or No)   Yes    Data transferred from CAD should include, at minimum: Location of incident Yes    Incident number Yes    Call type code and expanded description Yes    Name of caller Yes    Address of caller Yes    Telephone number of caller Yes    Call source (e.g., E911, 7-digit) Yes    Area designators Yes    Call box # Yes    Map page reference Yes    Date and time of call pick up (off-hook) Yes    Date and time of call entry Yes    Date and time of each units dispatch Yes    Date and time of each units enroute to scene Yes    Date and time of each units arrival on scene Yes    Date and time of each units available-on-radio Yes    Date and time of each units available-in-quarters Yes    Date and time of incident closure Yes    Incident priority Yes    Incident number (system generated) Yes      Yes    Cross-reference incident number(s), if multi-jurisdictional response   Yes    Report (aka, run) number (optional, system generated) Disposition Yes    All units assigned to incident Yes    All personnel assigned to each unit at the incident Yes    Support manual entry of incident information Yes      Yes    Ability for rapid medical data entry via a large touch screen interface.   Yes    Allow the entry of unlimited length text in comments type fields Support word wrap in narrative fields Yes    Support spell check in narrative fields Yes    Support cut and paste ability in narrative fields Yes      Yes  This function is  Support ability to enter previously created narrative templates available in  EMS Module.  Support ability to automatically generate narratives based upon incident Yes    type   Yes    Record report information in RMS for all units assigned to an incident, with individual date/time stamps for all status changes RFP: FD‐03‐12/Records Management System  
  • 80.     Yes    Ability to update RMS with any new CAD information received RFP: FD‐03‐12/Records Management System  
  • 81.      Your   Report Management System Questionnaire System Comments (Yes or No)   Yes    Allow company officer to enter incident report for their unit as soon as it clears the incident, even if the incident is not closed   Yes    Support ability to store partially completed report(s), complete another transaction, and return to the interrupted report(s) for completion Allow review of all partially completed reports No          Allow modification of the previously entered incident information: Location Yes    Type Yes      Yes    Automatically perform edit checks of field data (NFIRS Rules) Support ability to supplement a report (by the same or different Yes    company)   Yes    Ability to record multiple exposures as supplements to original incident Ability for supervisor to review and approve report Yes    Ability to enter mutual aid reports and record outside jurisdictional unit(s) Yes    ID and involvement   Yes    Ability to generate and print public information report for an incident   Yes    Ability to generate standard queries and reports based upon various categories and criteria (not just NFIRS codes)   Yes    Ability to correlate builing/business names with addresses. Basic EMS Specific Incident Reporting   Ability to chart advanced EMS patient procedures. Yes  ZOLL ePCR  would be  recommended   Yes  ZOLL ePCR  Ability to have automatic narrative generation from data entry fields would be  recommended Ability to generate personal narrative templates Yes  ZOLL ePCR  would be  recommended Ability to Staff generate narrative templates. Yes  ZOLL ePCR  would be  recommended Ability to have extensive QA/QI tools. Yes  ZOLL ePCR has  the tools of  QA/QI.  RFP: FD‐03‐12/Records Management System  
  • 82.     Yes  ZOLL ePCR has  Ability to provide retrospective report review work flow feature the tools of  QA/QI.  Ability to have database query tools Yes  ZOLL ePCR  would be  recommended Ability to have automatic bill calculation. Yes  ZOLL Billing  would be  recommended    Yes  ZOLL ePCR  Ability to provide real-time error checking and user feedback would be  recommended   Yes  ZOLL ePCR  Ability to establish a benchmark time that defines arrival to patient with the press of a button. System will then use that time as the starting time would be  for procedures, vitals, etc. recommended RFP: FD‐03‐12/Records Management System  
  • 83.      Your   Report Management System Questionnaire System Comments (Yes or No)   Yes  ZOLL ePCR  Ability to enter information via drop down boxes and combo boxes that have an “auto scroll” feature for rapid entry. (i.e. Medication input for would be  Metoprolol user types “met” and the box scrolls to entries that start with recommended “Met.”) Ability to enter data fields with pre-filled data such as states and zip Yes  ZOLL ePCR  codes. would be  recommended Includes FDA medication database for easy selection via quick fill or Yes  ZOLL ePCR  drop down box. would be  recommended Includes medication allergy database for easy selection via quick fill or Yes  ZOLL ePCR  drop down box. would be  recommended   Yes  ZOLL ePCR  Includes medical dictionary in patient reporting narrative. would be  recommended Ability for individual custom patient narrative template that prompts the Yes  ZOLL ePCR  user for information. would be  recommended Patient narrative imports data gathered on scene. Yes  ZOLL ePCR  would be  recommended   Yes  ZOLL ePCR  Ability to populate patient information such as address medical history, allergies, and medications from previous patient contact reports. would be  recommended Ability for administrator users to easily and rapidly modify EMS report Yes  ZOLL ePCR  forms. would be  recommended   Yes  ZOLL ePCR  Ability for administrator users to easily and rapidly modify the information contained within drop down boxes, combo boxes, and other input fields. would be  recommended Address Verification   If no address conflict exists, automatically enter the location into the data Yes    entry form If address conflict exists, display choices to the operator and allow Yes    selection of the correct address RFP: FD‐03‐12/Records Management System  
  • 84.     Yes    Complexes with a single address but multiple tenants (malls, apartment buildings) should be able to be verified by either the complexs address or the tenants address   Yes    Display the following information for address verification, as appropriate: Exact location or intersection Yes    High and low cross street Yes    Common place/business name Yes    Fire station area Yes    Call box # Yes    Map page Yes    City code Yes    Indicators for additional location information (e.g., hazard, pre-plan, Yes    occupant, prior history) Allow override and entry of non-verified address Yes    Ability to have construction management features Yes    RFP: FD‐03‐12/Records Management System  
  • 85.      Your   Report Management System Questionnaire System Comments (Yes or No) Ability to have transaction logging Yes    Fire prevention/ inspection   Ability to support any adopted fire code Yes      Yes    Support entry of exact addresses, to the apartment level   Yes    Support entry of unlimited auxiliary contact information for each location (i.e., landlord name, address, telephone, management company name, address, telephone, etc.) Allow recording of occupancy classification Yes    Allow recording of initial fire department conditions for new business Yes    approval   Yes    Ability to record type of equipment installed in a location, by manufacturer, make, model, and install date Ability to record unlimited number of "special circumstances" regarding a Yes    location (i.e., Building Inspection information, unique characteristics, etc.) Support entry of unlimited number of violations Yes      Yes    Support "check box" style of data entry for violation codes   Yes    Display plain English description for violation codes in addition to code Edit data entry to minimize entry of code(s) which would be invalid Yes    based on previous entry Allow designation of inspection responsibility by station area for each Yes    address Allow scheduling of follow-up inspections Yes      Yes    Allow designation of re-inspection frequency based on type of business (e.g., regular inspections are every two years; self-inspections are every four years; fire permits every year) Support ability to create reinspection schedules on a daily, weekly, Yes    monthly or yearly basis   Yes    Support ability to print out inspection schedules for individual inspectors, company, all companies in a specific shift, or all companies Support ability to generate form letters documenting specific violations Yes    with date of scheduled reinspection Support ability to view online and print out history of prior violations for Yes    any address Allow inspection record to be viewed online without making any changes Yes    to record Record the name and ID of the inspector and the date and time for each Yes    inspection performed RFP: FD‐03‐12/Records Management System  
  • 86.      Your   Report Management System Questionnaire System Comments (Yes or No) System should come pre-loaded with all violation code tables providing Yes    for any copyright laws or regulations.   Yes    Support ability to record results of violation re-inspection Support ability to record penalties for non-compliance Yes    Support ability to print out complete inspection report Yes    Record name and operator ID of anyone making changes to inspection Yes    record Support ability to perform inspections in the field and upload results to Yes    main system   Yes    Ability to associate a scanned image (i.e., "pre-fire plan") to a location Ability to build and update pre-fire plans based on building information Yes    provided Ability to have occupancy hazard risk assessment Yes      Yes    Ability to correlate building/business names with addresses. Ability to update building real property data in a mobile environment by Yes    product implementation Ability of rapid data entry with drop down menus. Yes      Yes    Ability for user to create highly custom narratives with user prompts. Ability to create professional mobile pre-plans Yes    Fire investigation   Support ability to track fire investigation Yes      Yes    Allow designation of an incident as a potential arson, with ability to record additional fields of associated information Investigation data could include: Yes    Investigator name and ID Yes    PD investigator assigned Yes    PD case number Yes    Date case begun Yes    Date case closed Yes    Suspect information (unlimited) Yes    Witness information (unlimited) Yes    Property owner Yes    Evidence taken (unlimited) Yes    Who collected evidence Yes    Characteristics of fire/MO Yes    Cause of fire Yes    Status of case Yes    Narrative Yes    Ability to attach graphic file(s) to an investigation record (e.g., fire scene Yes    diagram) RFP: FD‐03‐12/Records Management System  
  • 87.      Your   Report Management System Questionnaire System Comments (Yes or No)   Yes    Ability to attach any Windows-compliant file(s) to an investigation record   Yes    Allow case status to be updated with ongoing activities and notes Ability to automatically supplement initial NFIRS report with investigation Yes    results Support ability to view and print entire case report Yes    Support ability to view and print summary of all investigations in Yes    progress Hazardous materials management     Yes    Include a hazardous materials database as part of the FRMS, for use in identifying materials contacted and recommended remedial action, all of which should be a part of the Pre-Fire-Plan for an address or location Hazardous material information should include: Yes    Chemical (by name, code, category) Yes    Consequences of chemical Yes    Resource list for mitigation Yes    SOPs Yes    Allow recording of types and locations of hazardous materials stored at Yes    addresses within the city   Yes    Hazardous material information for location should include: Warnings Yes    Chemicals at location Yes      Yes    Ability to record hazardous material spill information, including: Location Yes    Incident number (if any - not required) Yes    Date of spill Yes    Dept. of Envir. Protection number Yes    Type of spill Yes    Chemical spilled (unlimited) Yes    Equipment Inventory     Yes    Support various types of equipment management, with type controlling the number and type of fields which are displayed to the operator (e.g., breathing apparatus, hoses, ladders, etc.) Inventory data should include: Yes    Equipment Class Yes    Equipment Sub-Class Yes    Item description Yes    Inventory ID number Yes    Unit ID Yes    Serial number Yes    Make/Model number Yes    RFP: FD‐03‐12/Records Management System  
  • 88.      Your   Report Management System Questionnaire System Comments (Yes or No) VIN number Yes    Date of purchase Yes    Date brought in to service Yes    Scheduled retirement date Yes    Supplier name, address, telephone Yes    Cost Yes    Manufacturer name, address, telephone Yes    Expiration date Yes    Location Yes    Status Yes    Comments Yes    Hose data would include: Yes    Purchase date Yes    Date brought in to service Yes    Length Yes    Size Yes    Test pressure Yes    Hose location, by station or apparatus Yes    Test results, including date and time of test Yes    Next scheduled test Yes    Name and ID of individual performing test Yes    Breathing apparatus data should include: Yes    Location, by station, apparatus, and operator Yes    Serial number Yes    Cylinder check Yes    Regulator function Yes    Diaphragm function Yes    Face piece and tube status Yes    Name and ID of individual performing test Yes    Date and time of test Yes    Next scheduled test date Yes    Test results Yes    Hazmat monitoring equipment data should include: Yes    Serial number Yes    Type of instrument Yes    Date entered into service Yes    Date of last calibration Yes    Date of last maintenance Yes    Maintenance action taken Yes    Name and ID of individual performing action Yes    Next scheduled maintenance date Yes    Hazmat suits data should include: Yes    ID number Yes    Type of suit Yes    Date entered into service Yes    RFP: FD‐03‐12/Records Management System  
  • 89.      Your   Report Management System Questionnaire System Comments (Yes or No) Date of last test Yes    Test results Yes    Maintenance action taken Yes    Name and ID of individual performing test Yes    Next scheduled test date Yes    Support the ability to track inventory of all vehicles in fleet, inventory Yes    data should include: Description Yes    Inventory ID number Yes    Vehicle type Yes    VIN Yes    License number Yes    Purchase date Yes    Manufacturer Yes    Model number Yes    Serial number Yes    Warranty expiration Yes    Warranty description Yes    Location Yes    Special requirements Yes    Date of service Yes    Service record (including maintenance/repair performed, mechanic, Yes    time spent out of service, etc.) Mileage at time of service Yes    Engine hours at time of service Yes    Date of next scheduled service Yes      Yes    Equipment carried (cross referenced from equipment inventory) Ability to provide results of annual pump test Yes    Ability to provide location of the equipment by current assignment to a Yes    unit, station or personnel   Yes    Allow default test frequencies to be created for each type of equipment Allow default maintenance type and frequencies to be created for each Yes    type of equipment Allow test record to be viewed online without making any changes to Yes    record Hydrant Inventory   Supports hydrant information which integrates with other modules such Yes    as Pre-Plans and Inspections Support ability to record disposal by user, date, and reason disposed of Yes    (e.g., broken, burned, etc.) Allow default test frequencies to be created Yes      Yes    Support ability to print out test schedules for individual company, all companies in a specific shift, or all companies RFP: FD‐03‐12/Records Management System  
  • 90.      Your   Report Management System Questionnaire System Comments (Yes or No) Allow test record to be viewed online without making any changes to Yes    record Support ability to print out complete test report Yes    Hydrant data would include: Yes    Hydrant ID Number (Alpha/Numeric) Yes    Fire District Yes    Sector/Zone Yes    Department/Agency Yes    Street address with geo-verification Yes    City, State, Zip Yes    Cross Street Yes    Additional Address Information Yes    Manufacturer Yes    Model Yes    Year Yes    Date installed Yes    ISO Type Yes    Valve Size Yes    Barrel Size Yes    Barrel Length Yes    Hydrant/Main/Valve data fields Yes    Water Main ID Yes    Main Diameter Yes    Main Type Yes    Pressure Zone Yes    Hydrant Lead Size Yes    Hydrant Valve Size Yes    Lead Valve Distance Yes    Outlets Yes    Distance to Curb Yes      Yes    Ability for Hydrant Inspections to including the following data fields: Date of Inspection Yes    Time of Inspection Yes    Name of personnel performing the inspection Yes    Service preformed Yes    Repairs done or needed Yes    Notes field Yes    Other service preformed or requested Yes    Ability to track a history of flows for a hydrant Yes    Ability to add attachments of any type Yes    Ability to maintain Hydrant Flow tests performed including the following Yes    data fields: Date of Flow Yes    Time of Flow Yes    Name of personnel performing the test Yes    RFP: FD‐03‐12/Records Management System  
  • 91.      Your   Report Management System Questionnaire System Comments (Yes or No) Pitot Yes    Outlet Diameter with drop down list of choices Yes    Discharge Coeff. Yes    Correcting Factor Yes    Calculated Flow in GPM Yes    Calculated Flow in GPM at 20, 10, and 0 psi. Yes    Training   Support ability to track training for all personnel Yes    Training data to be tracked would include: Yes    Fire courses Yes    College/vocational degrees Yes    Certifications, including expiration dates Yes    Seminars Yes    Continuing education Yes    BLS/ALS courses Yes    Name of entity providing training Yes    Support the ability to have an unlimited number of each category of Yes    training above   Yes    Track training by date, time, locations and hours spent Support ability to create course curriculum, including date, time, class Yes    size, and location of classes   Yes    Support ability to create class code and class descriptions   Yes    Support ability to designate class as mandatory or not by type of class   Yes    Support ability to designate class as certified or not by type of class   Yes    Ability to assign a unique identifier for each certified class Support the ability to allow for station company to enter its own Yes    categories of mandatory training   Yes    Support ability to enter class roster for each scheduled class Support ability to record class attendance and issue grades for an entire Yes    class   Yes    Automatically post record of attendance into individuals training record Automatically post training results into individuals personnel record Yes    without requiring user re-entry   Yes    Ability to record attendance and grade for individuals from outside jurisdictions (for both certified and non-certified classes Ability to print a number of training reports indicating course attendance, Yes    average grades, course cancellations, hours spent, types of courses, etc. RFP: FD‐03‐12/Records Management System  
  • 92.      Your   Report Management System Questionnaire System Comments (Yes or No) Ability to print report of total training hours completed by individuals or Yes    groups, for user defined time intervals (i.e., month, quarter, year-to-date, etc.) Ability to set mandatory number of training hours by category (e.g., Yes    suppression related) Ability to print report of which individuals have not completed the Yes    mandatory training hours certifications Ability to view and print individual training record for a specified period of Yes    time   Yes    Ability to require certain types of training for individuals based upon job requirements (e.g., required certifications) Support ability to print list of certificates due to expire within specified Yes    period of time   Yes    Ability for system to print a report for the training officer of certificates due to expire within an upcoming user specified period of time Personnel   Support ability to track all personnel information for Fire Department Yes    staff (both paid and volunteer) Personnel data should include: Yes    Staff member ID (employee ID) Yes    Name Yes    Agency Yes    Rank/job title Yes    Current assignment - location Yes    Current assignment - shift Yes    Temporary assignment and expiration date Yes    Date hired Yes    Seniority ranking Yes    Gender Yes    Race Yes    Ethnicity Yes    Physical descriptors Yes    Promotion/reclassification date Yes    Probation end date Yes    Last evaluation date Yes    Next evaluation date Yes      Yes    Performance evaluation results (should retain results for all reviews, with date and time stamps and name and ID of supervisor) Education (prior to beginning at Fire Department, plus updates from Yes    Training records)   Yes    Certifications (cross referenced from Training records) Certification(s) expiration date Yes    RFP: FD‐03‐12/Records Management System  
  • 93.      Your   Report Management System Questionnaire System Comments (Yes or No) Licenses Yes    License(s) expiration date Yes    Special skills Yes    Home address Yes    Home telephone Yes    Other contact numbers Yes    Emergency contact information Yes    Issued equipment (unlimited) Yes    Career/promotion history Yes    Qualifications for "acting" status Yes      Yes    Accidents/injuries, including date and time, status, narrative   Yes    Disability indicator, including status and expiration date   Yes    Medical examination information (record of when, type, and expiration)(e.g., breathing apparatus medical, drivers license medical) Support the ability to track an unlimited number and type of certifications Yes    per person Support the ability to record an unlimited number and type of skills per Yes    person Support the ability to record an unlimited number and type of licenses Yes    per person Support the ability to restrict the types of data available for display by Yes    security   Yes    Support the ability to print complete employee history record   Yes    Ability to have FLSA compliant time accounting and payroll Ability to have flexible work schedule capabilities Yes      Yes    Ability to scheduling and time accounting for staff and line employees   Yes    Ability to have customized employee performance evaluations Ability to have a integrated payroll system Yes  Roster data is  stored in MS  SQL database  can be  extracted in  any format  that can be  consumed by  a third party  payroll  system.  RFP: FD‐03‐12/Records Management System  
  • 94.   Interfaces/ Subsystems   CAD     Yes    Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, every 5 minutes, at minimum Ability to receive transfer of incident information from CAD to FRMS, via Yes    TCP/IP, in real time   Yes    Support the ability to upload premise/location information from the fire RMS into CAD, including the following: RFP: FD‐03‐12/Records Management System  
  • 95.    - emergency contact information Yes    - hazardous materials information Yes    - Knox box/key/combination information Yes    - premise inspection information Yes    - pre-fire plan information Yes    Support the ability to upload personnel skills information from the fire No    RMS into CAD Scheduling/rostering software     Yes    Support the ability to schedule personnel to shift and unit   Yes    Maintains a daily roster that includes a user-defined table of types of leave and track FEMA/USAR/UASI overtime.   Yes    Ability to automatically remove someone from the daily schedule when they are on leave (vacation, injury, etc.) Restrict the ability to double schedule any individual No      Yes    Ability to notify supervisors of personnel shortages at a station. Support the ability to view and print the schedule for a specified period Yes    of time   Yes    Ability to track personnel trades and automatically remove traded-off employee from equipment assignment State NFIRS Upload   Ability to extract the State required NFIRS data and submit electronically Yes    in the required format Mobile Application   Ability to support tablet-based field data collection Yes    Allow users to swap patient data on scene wirelessly. (i.e. Engine Yes  ZOLL ePCR  company established patient care, now the medic is transporting and would be  needs the info) recommended Ability to allow the mobile computing with the full suite of modules while Yes    disconnected from the network Ability to integrate with CAD to provide in field reporting with NFIRS and Yes    EMS ePCRs Ability to apply Geo-Verification of addresses while in the disconnected Yes    mode. Ability of synchronization of the mobile and the server. Yes    Ability to disconnect the mobile before the synchronization has been Yes    completed            RFP: FD‐03‐12/Records Management System  
  • 96.    RFP: FD‐03‐12/Records Management System    
  • 97. Hosted FireRMS ZOLL FireRMS Powered by EF RecoveryMost first responders spend minimal time in an office environment. The majority of timeis spent at incidents; training, performing inspections or other daily field operations.RescueNet FireRMS has been enhanced so that it is as mobile as first responders are.EF Recovery’s hosted FireRMS will streamline reporting, and dramatically reduce reportcompletion time for first responders. It provides a simple solution to effectively manageyour fire department personnel, records and resources. Designed with an intuitive and easy-to-use user interface, it makes the administration of daily operations simple. Flexibility andease of customization lets you tailor your system to meet your individual needs. Themodules are tightly integrated, which minimizes redundant data entry and reportcompletion time, and reduces the cost associated with administrative services allowingyou to focus on life-saving operations.EF Recovery will provide the IT infrastructure and support, as well as the routinesoftware maintenance of the hosted FireRMS program. This allows our client to focuson meeting their business goals. This means that the City will not have to provide anyservers or traditional IT support in order to fully enjoy all the benefits of this state-of-the-art management tool. FireRMS OverviewRescueNet FireRMS is an integral component of ZOLL’s RescueNet suite of productswhich include tools to manage all areas of emergency response. FireRMS provides thetools that cities of all sizes can use to manage day-to-day operations.FireRMS enables users to: • Streamline NFIRS compliant incident reporting • Customize desktop data • Manage resources • Track assignments • Schedule training • Generate a roster of detailed assignments • Manage operational data • Create comprehensive reportsFireRMS features tightly integrated modules that can all be accessed from one area –the FireRMS desktop. This desktop, as the central hub of the system, manages dailyactivities and provides full incident reporting functionality. FireRMS includes thefollowing standard modules: • Daily Roster • Personnel 8
  • 98. • Occupancies • Hydrants • Vehicles and Equipment • Scheduling and Tracking • ReportingThere are also several fully integrated third party applications and add on componentswhich can be discussed if desired. RescueNet FireRMS Tools RescueNet FireRMS gives you the necessary tools to organize and manage your fire department. • Fire Reporting – Collect detailed fire data and submit NFIRS and state-compliant reports. • Incidents – Information from your CAD system automatically populates the incident report. Intuitive validation ensures that your reports are accurate and filled out completely. • Training – Set up training for a group or a single individual. Searches can be performed on a variety of criteria such as date, person, station, shift, etc. View and print a single day’s scheduled training or an entire month of training activities. • Schedule & Tracking – Assign tasks and track the progress. This module is tightly integrated with the personnel and scheduling modules so duplicate data entry is eliminated. • Daybook – An automated to-do list lets you track items and record completion. • Occupancy – Maintain information concerning fire inspections, permits, violations, and pre-incident planning of buildings and businesses. Record information for building and businesses such as construction, floor levels, contacts, utilities, special features, HazMats, lock boxes, cautions, photos, blueprints, etc. • Personnel – Create and update personnel information, including biography, education, employment, and medical information. Attachments can be added to show photos, certifications, etc. Schedule trainings and track communication. • Roster – Create roster and schedules by individual, company, station, battalion or division. Manage personnel movement and coverage. Track regular, overtime, temporary assignments and leave time. The roster module is tightly integrated with the Incident module so personnel assigned to a dispatched vehicle are automatically populated. 9
  • 99. • Hydrants – Automate the hydrant scheduling and information managementprocess. Manage inspection schedules, place hydrants in/out of service, and trackflow calculators.• Vehicles & Equipment – A comprehensive fleet and equipment management tooldesigned to track vehicle maintenance and equipment assigned to a particular vehicle.Notifications on scheduled maintenance are automatic.• Supplies & Inventory – Streamline supplies, inventory and ordering processes.Automatically generate a purchase order.• Customizable Fields – Add fields to fit your City’s specific needs. 10
  • 100. RescueNet FireRMS Mobile - In the FieldFire inspectors, EMS professionals, incident commanders and hydrant inspectors have uniquerequirements for collecting and accessing data in the field that are different from managing datain the station. Many cities still use paper forms for their various field-reporting tasks, and thenreturn to the station to re-enter that same information into a records management system orother database. With RescueNet FireRMS Mobile, inspections and patient care reporting can beperformed in the field. Drop down menus, touch screens and signature capture capabilitiesmake field operations a breeze. Reports can be printed on-site and updates to occupancyinformation are in real time.Some competitive systems offer a mobile application that only allows remote access to aspecific module such as inspections. The RescueNet FireRMS Mobile is a client copy ofRescueNet FireRMS (Enterprise Edition) operating on a Microsoft Windows® XP Tablet with a“subscriber” copy of the agency database. So the application you use in the City is the sameapplication you use in the field with access to ALL modules as specified by security status. Thisprovides users with unprecedented access to key information, and the ability to add to or updateinformation anytime – anywhere. Since the mobile application is the same as the applicationused in the station, training on the mobile application is minimal. 11
  • 101. Zoll RescueNet ePCR Powered by EF RecoveryEF Recovery and Zoll have partnered to manage Zoll’s RescueNet ePCR solution. Ourpersonnel are experts at providing hosted solutions and in addition to our in-house knowledge ofthe RescueNet Suite of products, we have immediate access to the ZOLL knowledge base.SOFTWARE AS A SERVICE (SaaS)Hosted RescueNet ePCR is a SaaS hosted offering of TabletPCR and WebPCR fororganizations that do not wish to maintain an enterprise ePCR solution. With hosted RescueNetePCR, EF Recovery provides the IT infrastructure and support, as well as the routine softwaremaintenance of the ePCR system, database backups and software upgrades so that you canfocus on meeting your goals for patient care, quality assurance initiatives, state reporting, etc.The system will be configured based on your crew members, vehicle lists, procedures andmedications used and any other agency specific criteria you provide. Data is maintained in aTier II Data Center, and backed up near real-time to a secure backup facility.RescueNet ePCR provides access to TabletPCR and WebPCR with a base configuration thatmeets state reporting needs; utilizing best practices developed by hundreds of RescueNetePCR users. Customers are able to go-live with RescueNet ePCR quickly and with minimalinvestment. ePCR Solution OverviewThrough our partnership with ZOLL, EF Recovery providesthe most widely used, Windows-based EMS software in theindustry. RescueNet is the only suite of fully-integrated EMSsoftware solutions that streamline operations by managingdata from the time of the initial call through to thecompletion of the billing process. There are more than1,400 customers worldwide using one or all of the closelyintegrated RescueNet components. We are confident thatour recommended solution will meet the needs of the Citytoday, as well as provide the scalability to grow in the future.The RescueNet ePCR Suite is a complete electronic patient care reporting solution thatcombines the proven, easy-to-use TabletPCR product with a Web-based PCR editor(RescueNet WebPCR) and advanced document routing, for better quality improvement andassurance. It is designed to capture and allow access to all pre-hospital patient, clinical, andsystem information on tablet PCs and mobile computers. The RescueNet ePCR Suite simplifiesdata input and improves access to information. This fifth-generation solution offers dynamicallyconfigurable screens to capture patient care data, an easy-to-use touch-screen user interface,advanced reporting of all data captured in the field, a graphical, configurable workflow editor fordesigning custom workflows for PCR reviews, and a Web-based solution for reviewing andediting patient care reports.RescueNet ePCR is designed for mobile and Web entry of patient care reports, all patient data,including signatures, and ECG strips are stored in the central database for quick and accurate 12
  • 102. retrieval when the need arises. A system administrator can customize complete call rules toenforce that certain data points are always captured on the PCR.Once a report is completed, the customized PCR workflow routing engine easily manages thedistribution of a PCR to the appropriate parties within the organization for QA/QI review or otherresponsibilities. RescueNet ePCR enables the City to customize the design of the PCRWorkflow managing the evaluation of the PCRs based on the City’s defined criteria andappropriately routing PCRs for review. Customizable workflows increase the efficiency of theQA/QI process and eliminate the risk of loss of paper copies of PCRs.Advanced QA/QI reports allow evaluation of key performance metrics like average responsetimes, IV and intubations success rates, and intervention outcomes analysis. ZOLL ePCR ComponentsTabletPCRTabletPCR is the mobile component of RescueNet ePCR. Specifically engineered for ease ofdata entry, TabletPCR utilizes large buttons and locally customized captions, labels, and picklists. TabletPCR is also specifically designed to operate in a disconnected state, so that entry ofdata is not dependent upon an internet connection. Once a connection has been reestablished,TabletPCR automatically synchronizes data with the server.WebPCRThe RescueNet WebPCR is the counterpart to TabletPCR that can be run over a Web browser.All the configuration items, pick-lists, captions, etc., that are defined for TabletPCR, are thesame in WebPCR. Users can log into WebPCR to finish incomplete PCRs, create new PCRs, orreview PCRs that have been routed to them as part of a defined PCR workflow. Once reviewed,depending on security rights, the user can route the call back to the medic for review, to adifferent user for QA (i.e., Medical Director) or send it on to the next phase of the workflow.RescueNet ReportingThe RescueNet Reporting Module provides reporting access to all fields in the ePCR system.This module uses the industry standard Crystal Reports to provide users with many pre-configured reports and also enables to users to develop custom reports. Also, ZOLL’sRescueNet ePCR system is built on the industry-standard Microsoft SQL database, providingthe City with reliability and fast query returns.RescueNet ePCR Workflow EditorAs shown in the screenshot to the right, thegraphical Workflow Editor allowsadministrators to design the flow of PCRsthrough the review process. It is designed toallow quick layout of conceptual flows tosimplify the design process.RescueNet InterfacesIn addition to being able to interface with theCity’s existing CAD and system and otherRescueNet products like RescueNet Billing,RescueNet TabletPCR supports importingdata automatically from ZOLL E- and M- 13
  • 103. Series devices as well as from Philips and Physio-Control devices. This functionality allowsusers to use the monitor to capture vitals, record ECG data, document interventions, etc., andimport that data directly into the RescueNet PCR. A Closer Look at RescueNet ePCR TabletPCR Decision SupportThe following screenshot shows how TabletPCR provides decision support to field personnel. 14
  • 104. Complete Call RulesComplete Call Rules enable the system administrator to control what information is required onthe PCR to collect appropriate clinical data, ensure compliance with state reportingrequirements and Medicare, and capture information necessary for billing and collection.Users can easily navigate to the missing data element by tapping on the failed Complete CallRule. The system will automatically navigate to the screen containing the missing element, thussaving the time it would take for the user to find the screen. The following screenshot showshow TabletPCR informs users of missing information.Complete Call Rules are extremely flexible, enabling the administrator to define rules based onone or more fields already collected in the PCR. For example, a rule could be created thatrequires a user to enter at least one set of vital signs for all cardiac calls. Virtually any piece ofinformation collected in a PCR can be used to build a Complete Call Rule. 15
  • 105. The Body SurveyThe RescueNet ePCR Body Survey enables users to document injuries and conditions to bodyparts on a graphical representation of the patient’s body. TabletPCR automatically selects thecorrect body type based on the gender and age entered in the Patient tab.Users can either link a body part to an injury or link injuries to body parts. The latter option isespecially useful when documenting an injury that affects several body parts. Injury to Body -- Choose the type of injury and then apply it to multiple body parts. The Body Survey – Injury to Body Uploading DataTabletPCR users can upload Cardiac Monitor/Defibrillator information, including waveforms andvital signs. Additionally, code markers that users enter on monitors can be mapped to specificinterventions in TabletPCR. RescueNet TabletPCR supports importing data automatically from Hosted RescueNet ePCR Software SupportEF Recovery will provide the ZOLL ePCR system in a SaaS or software as a service model.This means that the City will not have to provide any servers or traditional IT support in order tofully enjoy all the benefits of this state-of-the-art electronic patient care reporting system. Thereare no licenses to purchase no maintenance fees - only a small per trip charge.EF Recovery maintains a Tier II data center in Gig Harbor, Washington. In addition to industrystandard practices such as a fault tolerant system and HIPAA compliance, EFR also backs upyour data in near real-time to a secure backup facility. This virtually eliminates the potential fordata loss even in a catastrophic scenario.EF Recovery will configure the system and conduct web based training for personnel. Thisincludes loading all necessary information such as crew, ambulance, facilities, drugs and allneeded information to provide a fully functional working system. Ongoing system changes such 16
  • 106. as workflow and custom reports can be requested and in most cases are completed within 48hours.EF Recovery will ensure that all required NEMSIS information is captured and all state reportingrequirements are met. This includes Trauma, DNR’s, and all general reporting. EF Recovery willproduce other reports as required by the state and/or federal government such as the 5010 andICD 10 coding changes that came into effect in January 2011.In addition to the tablet or laptops used in the field, should the City continue to use paper PCR’s,web access is also available to create a patient record from the paper PCR’s, review PCR’s(QA Process), or to access over 300 reports and other information such as password changesand user information.The ePCR Program will meet or exceed these requirements: • Collection of pre-hospital information by field personnel into a database through use of a tablet or similar device. Additionally paper PCR’s can be input through desktop PC’s. • Introduction of real time decision support while completing an ePCR so that all required fields are completed and clinical evaluation and management action meet standard of care parameters • Application of a robust analytics tool so that individual organization and authorized staff can rapidly and accurately complete quality assurance reports and all data fields can be flexibly queried. • Provision of an integration engine from EF Recovery to the City so field records from providers using other ePCR systems can be integrated into a common database with the City’s databases. • A common hosting solution for the City’s applications.Field documentation tools will be: • Compliant with state health and regional EMS standards, including compulsory reporting to centralized state and City databases. • Compliant with the NEMSIS Gold standard. • Able to be modified and customized by the City so that standard specifications are met while permitting unique identification and individual information collection that may be important to the City. • Rapidly updateable so the standard data fields can be modified based on urgent system- wide contingencies. • Secure from intrusion, outfitted with fail-over redundancies and compliant with best practice standards related to medical and emergency services information technology.The system will interface with commonly available computer aideddispatch (CAD) systems and hospital electronic medical record (EMR)systems so that field units can: • Receive and auto-populate dispatch data and utilize short cuts or smart keys to capture call interval times. • Communicate bi-directionally with computer aided dispatch centers. • Maintain and access various reference databases. • Fax data from tablet to hospital. 17
  • 107. The System • Will have the ability to start and complete a patient care report online through a secure log in. • Will have a comprehensive mobile application that will start and complete a patient care report, with or without internet connectivity. • Can be used on standard tablet PC’s or other mobile computing devices. • Will transmit encrypted patient information from mobile to web database. • Has the ability to interface with a Computer Aided Dispatch system capable of accepting and receiving CAD data in an XML format. • Is NEMSIS Gold compliant. • Has a complete and customizable web based data reporting tool. • Has a robust data validation tool. • Has a robust Quality Assurance tool. • Is HIPAA compliant, meeting all state and federal confidentiality, security and transaction coding requirements. • Has the ability to print or fax a patient care report to the hospital. • Operates effectively as a mission critical application 24/7 and with a proven back up/redundancy system. • Can complete a single patient care report over multiple sessions (start, save, exit, restart). • Can store and forward information or provide data caching in areas of limited or no network connectivity. • Can transmit data over hard-wired networks, wireless networks (Wi-Fi) and cellular data networks. • Will use GIS and GPS systems for navigational purposes. • Will print reports in the field and at fixed locations. • Will use standard “off the shelf” hardware and software. Vendor will provide: 1. Training 2. Comprehensive implementation services to assure that the system is completely and accurately installed. 3. Appropriate down-time procedures, back up capability, training services and documentation. 18
  • 108. 20
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  • 111. The Complete Package.Efficiency Through IntegrationYour City Can Have It All –  EMS Billing  Hosted ZOLL ePCR  Hosted ZOLL FireRMS  Emergency Response Billing  Funded Tablets 23
  • 112. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012TABLE OF CONTENTS TABLE OF CONTENTS ............................................................................ ……1 EXECUTIVE SUMMARY................................................................................. 3 LETTER OF INTEREST ................................................................................. 5 CONFLICT OF INTEREST FORM & DEBARMENT AND SUSPENSION CERTIFICATE .............................................................................................. 7 LIST OF REFERENCES ............................................................................... 11 SAMPLE CONTRACT ................................................................................... 13 PRICING OPTIONS .................................................................................... 25 REPORT MANAGEMENT QUESTIONNAIRE .................................................. 31 SCOPE OF SERVICES ................................................................................. 63 ADDENDUM ACKNOWLEDGEMENT FORM ...................................................67 SUGGESTED HARDWARE SPECIFICATIONS ............................................... 69 VISUAL FIRE PRODUCT DESCRIPTION ......................................................73 © 2012 Emergency Technologies, Inc. Page 1
  • 113. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012EXECUTIVE SUMMARY Tab 2: Executive Summary (no longer than 2 pages, No smaller than Ariel 9‐point font) ETI Response:Emergency Technologies, Inc. www.EmergencyTechnologies.com8521 Six Forks Road, Raleigh, NC 27615 / (800) 485-0202Emergency Technologies, Inc. (ETI) is a privately held software and services company focused exclusively ondeveloping and marketing application software to Fire and EMS departments. Products that provide superiorautomation and eliminate any data-entry redundancy include a Fire Records Management System (FRMS), anEmergency Medical Services Patient Reporting (EMS) system and a Field-based Reporting (FBR) system used bymedium and large Fire Departments and EMS Agencies. Since 1995 ETI has continued to deliver a quality FRMS.Our track record shows that we have successfully installed and are supporting over 350 departments and weunderstand what it takes to efficiently deploy a complex FRMS. We are an experienced Microsoft Certified Partnercompany that reacts quickly and effectively to our clients needs. We value our customer input and feedback, asthat has allowed ETI to continue to produce and improve practical, easy-to-use, software packages that Fire andEMS professionals have grown to trust and rely on. Our annual User Group conference provides an excellentforum in which ETI staff can listen and learn from our customers field experience and knowledge. Customers, aswell, gain valuable in-depth product knowledge through specialized training seminars.One of ETI’s many strengths is the quality of services provided to its customers. From well-documented projectmanagement, including technical specifications, training and implementation plans to operational assistance andtechnical support, ETI partners with its customers to deliver the complexities of a successful FRMS and EMSproject implementation. ETI offers additional training in areas such as Report Writing for groups that want tomaximize the power of their Visual Fire and Visual EMS systems.Meeting all aspects of a fire department’s information management needs, the Visual Fire modules are fullyintegrated and present a consistent user interface to speed training and maximize effectiveness. Operating on aMicrosoft® Windows® platform with Microsoft SQL Server™, Visual Fire is a fast and robust 32-bit application thatautomates and reports on virtually every Fire and EMS Department’s operations. Set up the level of security youragency requires by indicating the types of activity allowed to each user or group and prevent unauthorized accessentirely, and do so across multiple departments. With ETI’s Crystal Viewer, you can take advantage of hundreds ofreports with security-controlled access to enhance your data reporting for any purpose - be it public information,inventory analysis, staff scheduling, inspection tracking or reporting to government officials. A multi-jurisdictionalsystem that allows each agency to complete their own reports, a supervisor can easily review completed reportsand either approve or send the report back to the report creator for rework.Visual Fire is integrated with CAD vendor software and address (geo)verification occurs upon entry of an address. Key modules include: NFIRS 5Incident Reporting, EMS e-PCR, Fire Pre-Plans, Inspections, Exposure andSchedule Administration. Other modules to help you do your job include,Personnel, Training, Equipment Inventory, Permits, E-Sign, Image or other“object” attachments, Investigations and Master Indices (including Name,Address and Vendor/Businesses). Visual Fire’s modules can be usedseparately, but are all tightly integrated with each other. All modules sharedata that is linked across the system and the Visual Fire Mobile offers all thefunctionality in the field that is available on the Desktop. The ETI solution isdesigned for portability; you can start with an office LAN and easily move tomobile laptops or tablets when you’re ready to capitalize on the full power ofVisual Fire in the field.The ETI Advantage: The implementation of a new FRMS is a complex undertaking. ETI has several keyadvantages that will help ensure a successful project and bring your Fire departments to the forefront of Fire andEMS records automation. These advantages are: We are a software and services company dedicated exclusively to Fire and EMS solutions. Our livelihood depends upon us delivering a quality system and our track record shows that we have been successful. © 2012 Emergency Technologies, Inc. Page 3
  • 114. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012 We are an experienced Microsoft Certified Partner company that uses industry-standard technology tools and therefore reacts quickly and effectively to our clients’ needs. With staff formerly with the Fire Service and others with public safety system experience, we understand what it takes to successfully deploy a complex FRMS. Our FRMS software makes a move to mobile (in the field) reporting easy. Our mobile product has the same user interface as the desktop system and can be hosted on Tablet PC’s and other portable devices. Since it uses the same interface as Desktop system, this will eliminate the expense of additional training when mobile is deployed. © 2012 Emergency Technologies, Inc. Page 4
  • 115. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012CONFLICT OF INTEREST FORM & DEBARMENT AND SUSPENSIONCERTIFICATE Tab 4: Completed Conflict Of Interest form (if applicable) and Completed Debarment and Suspension  Certificate ETI Response:Please see the forms on the next several pages. © 2012 Emergency Technologies, Inc. Page 7 This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 116. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012Debarment and Suspension Certification  INSTRUCTIONS  1. By  signing  and  submitting  this  proposal,  the  prospective  participant  is  providing  the  certification  set  out  below. 2. The  inability  of  a  person  to  provide  the  certification  required  below  will  not  necessarily  result  in  denial  of  participation  in  this  covered  transaction.    The  prospective  participant  shall  submit  an  explanation  of  why  it  cannot  provide  the  certification  set  out  below.    The  certification  or  explanation  will  be  considered  in  connection with the determination whether to enter into this transaction.  However, failure of the prospective  participant  to  furnish  a  certification  or  an  explanation  shall  disqualify  such  person  from  participation  in  this  transaction. 3. The certification in this clause is a material representation of fact upon which reliance was placed when the  City  of  San  Angelo  determined  to  enter  into  this  transaction.    If  it  is  later  determined  that  the  prospective  participant knowingly rendered an erroneous certification, in addition to other remedies available, the City of  San Angelo may terminate this transaction for cause. 4. The  prospective  participant  shall  provide  immediate  written  notice  to  the  City  of  San  Angelo  to  which  this  proposal  is  submitted  if  at  any  time  the  prospective  participant  learns  that  its  certification  was  erroneous  when submitted or has become erroneous because of changed circumstances. 5. The  terms  "covered  transaction,"  "debarred,"  "suspended,"  "ineligible,"  "lower  tier  covered  transaction,"  "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as  used  in  this  clause,  have  the  meanings  set  out  in  the  Definitions  and  Coverage  sections  of  the  rules  implementing Executive Order 12549(13 CFR Part 145).  You may contact the City of San Angelo for assistance  in obtaining a copy of these regulations. 6. The  prospective  participant  agrees  by  submitting  this  proposal  that,  should  the  proposed  transaction  be  entered  into,  it  shall  not  knowingly  enter  into  any  lower  tier  covered  transaction  with  a  person  who  is  debarred,  suspended,  declared  ineligible,  or  voluntarily  excluded  from  participation  in  this  covered  transaction, unless authorized by the City of San Angelo. 7. The  prospective  participant  further  agrees  by  submitting  this  proposal  that  it  will  include  the  clause  titled  "Certification  Regarding  Debarment  and  Suspension"  provided  by  the  City  of  San  Angelo,  without  modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier  covered  transaction  that  it  is  not  debarred,  suspended,  ineligible,  or  voluntarily  excluded  from  the  covered  transaction,  unless  it  knows  that  the  certification  is  erroneous.    A  participant  may  decide  the  method  and  frequency by which it determines the ineligibility of its principals.  Each participant may, but is not required to,  check the Nonprocurement List. 9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order  to  render  in  good  faith  the  certification  required  by  this  clause.    The  knowledge  and  information  of  a  participant  is  not  required  to  exceed  that  which  is  normally  possessed  by  a  prudent  person  in  the  ordinary  course of business dealings. 10. Except  for  transactions  authorized  under  paragraph  6  of  these  instructions,  if  a  participant  in  a  covered  transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred,  ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available  to the City of San Angelo, the City of San Angelo may terminate this transaction for cause.    © 2012 Emergency Technologies, Inc. Page 10 This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 117. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012LIST OF REFERENCES Tab 5: List of References ETI Response: © 2012 Emergency Technologies, Inc. Page 11This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 118. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012List of References List at least three (3) references of similar scope and size giving company name, contact information, and term. REFERENCE ONEGovernment/Company Name: City of San Antonio, Bexar County, and City of Schertz, TexasLocation: San Antonio, TexasContact Person and Title: Glen OutlawTelephone Number: GOutlaw@schertz.comScope of Work: Complete Fire and E-PCR system including training and project management.Contract Period: 11/2008 - present REFERENCE TWOGovernment/Company Name: Loveland Colorado Fire DepartmentLocation: Loveland, ColoradoContact Person and Title: Karen Skillman Programmer/Analyst IT DepartmentTelephone Number: (970) 962-2338 email: skillk@ci.loveland.co.usScope of Work: Complete Fire and E-PCR system including training and project management.Contract Period: 12/2008 - present REFERENCE THREEGovernment/Company Name: Horry County, South CarolinaLocation: Myrtle Beach, South Carolina / Horry County, South CarolinaContact Person and Title: Michael Hodge NFIRS / GIS CoordinatorTelephone Number: (843)915-7060 email: hodgem@horrycounty.orgScope of Work: Complete Fire and E-PCR system including training and project management.Contract Period: 2006 - present REFERENCE FOURGovernment/Company Name: Oklahoma City (OK) Fire DepartmentLocation: Oklahoma City, OklahomaContact Person and Title: Brian Stanaland District Fire ChiefTelephone Number: 405-297-3314 email: brian.stanaland@okc.govScope of Work: Complete Fire & E-PCR System including project management and training.Contract Period: 11/2006 - present © 2012 Emergency Technologies, Inc. Page 12 This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 119. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012SAMPLE CONTRACT Tab 6: Example of your standard contract ETI Response: Emergency Technologies Inc. SOFTWARE MAINTENANCE AND SUPPORT AGREEMENTThis Software Maintenance and Support Agreement (hereinafter referred to as the “Agreement”) is enteredinto this ___ day of October, 2012 by and between Emergency Technologies, Inc., a North Carolinacorporation (hereinafter referred to as "ETI"), and the XXXXX Fire Department, a local governmentagency (hereinafter referred to as “Customer”). WITNESSETH: WHEREAS, ETI and Customer entered into that certain Emergency Technologies Software LicenseAgreement dated of even date herewith (the "Agreement") under which Customer obtained a perpetual,non-exclusive, nontransferable license to use certain computer software in object code form and relateduser documentation on certain terms and conditions; WHEREAS, Customer desires to receive the Support, as defined herein, from ETI and ETI desiresto render the Support to Customer with respect to the Licensed Program (as hereinafter defined) on theterms and conditions set forth herein; NOW THEREFORE, in consideration of the premises hereof, and the mutual obligations herein,the parties hereto, intending to be legally bound, hereby agree as follows: Section 1 Definitions. For the purposes of this Agreement, the following definitions shall apply to the respectivecapitalized terms: 1.1 “Coverage Time” shall mean Monday through Friday 8:00 a.m. to 5:00 p.m. Eastern time, excluding ETI holidays. 24x7 Support coverage is an available option. See Section 3.1 (g). 1.2 “Documentation” shall mean collectively the written materials delivered with the ETI software describing its structure and process for use. 1.3 "Effective Date" shall mean the date on which an authorized ETI representative accepts this Agreement as indicated by the signature and date at the end of this Agreement. 1.4 "Customer Error" shall mean an error in the functioning of the ETI software which results from any of the following: (a) use of the ETI software in a manner that is not reasonably within ordinary use of the ETI software, as specified in the Materials for the Version of the ETI software being used by Customer; or (b) inputting of incorrect data by © 2012 Emergency Technologies, Inc. Page 13 This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 120. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012 Customer; or (c) nonstandard characteristics of Customers hardware, network, or network configuration; or (d) interaction with other software installed on Customers hardware; or (e) failure to follow instructions given by ETI technical staff; or (f) attempted execution of the ETI software on hardware not of the type listed in the Documentation; or (g) unauthorized software alterations (including problems, errors, or malfunctions caused or created by the operator), customizing of programs, accident, neglect, power surge or failure, lightning, operating environment not in conformance with the manufacturer’s specifications (for electric power, air quality, humidity or temperature), operating system errors, or hardware malfunction; or (h) Customer’s continued use of data that either Customer or ETI has determined to be flawed or damaged; or (i) Any problems caused by Customer adding, deleting, altering or modifying any part of the database structure in anyway. 1.5 "Enhancement" shall mean any modification or addition that, when made or added to the ETI software materially changes or upgrades its utility, efficiency, functional capability or application. 1.6 "Error Correction" shall mean either a software modification or addition that, when made or added to the ETI software, establishes material conformity of the ETI software to the Documentation, or a procedure or routine that, when used in the regular operation of the ETI software, eliminates the nonconformitys practical adverse effect on Customer. Without limiting the foregoing, Error Correction does not include repair or recreation of data files as a result of software malfunction. In the event that the Documentation is incorrect, it will be corrected as an Error Correction. 1.7 "Materials" shall mean collectively the ETI software, the Documentation, and other materials related to the ETI software and provided for use in connection with the ETI software or maintenance and support services. 1.8 "Reproducible Material Error" shall mean a failure of the ETI software to operate in substantial conformance with the Documentation. The Reproducible Material Errors must be able to be recreated by ETI under the same or similar conditions with reasonable effort on hardware of the type listed in the License Agreement. Any error constituting a Customer Error is excluded from this definition. 1.9 "ETI software" shall mean the software specified in the License Agreement, including any Error Corrections, Enhancements, Upgrades, New Versions, or portions thereof, which Customer may obtain pursuant to this Agreement or otherwise from ETI, together with any new Software Modules provided to Customer by ETI. 1.10 “Software Module” shall mean a software component which if included in the ETI software will contribute distinct functionality not otherwise available in the ETI software. 1.11 “System Administrator” shall mean an employee or agent of Customer who satisfies the requirements of this Agreement’s Section 6. 1.12 “Upgrade” shall mean software program logic and documentation changes, corrections, and improvements which maintain the operational quality of the ETI software, including without limitation Error Corrections. 1.13 "Version" shall mean a significant modification of the ETI software, generally involving additional or significantly improved functionality. New Versions are indicated by whole integer increases in the Version number or a modified product name. Where consistent in the context of this Agreement, Version shall also mean a modification to an individual Software Module that is part of the ETI software, and which is indicated by whole integer increase in the Software Module’s Version number or a modified Software Module name. Versions are provided at the sole discretion of ETI and may require payment of an additional fee. Section 2 © 2012 Emergency Technologies, Inc. Page 14This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 121. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012 Term of Agreement. 2.1 Term of Agreement. This Agreement shall be effective from the Effective Date of this Agreement and extend for a period of one year. Thereafter, the Agreement Term shall automatically renew for successive periods of one year each unless and until terminated pursuant to Section 8 hereof. In no event, however, shall the Agreement Term extend beyond the prescribed term of the License Agreement. Section 3 Standard Services. 3.1 Standard Services. ETI will provide at no charge beyond the annual Software Maintenance, the following maintenance and support services in support of the ETI software: (a) Error Corrections. Upon notification by Customer’s System Administrator, as required by Section 5.5, that a Reproducible Material Error may exist, ETI shall use good faith, reasonable efforts to determine if such an error exists, and to notify Customer whether the problem is a Reproducible Material Error or a Customer Error. If it is a Reproducible Material Error, ETI shall respond with reasonable speed and make reasonable efforts to create an Error Correction. When possible, ETI will provide Error Corrections via scripts. If the Error Correction requires a code change ETI will provide the Correction in the next available build cycle. ETI will include the Error Correction in all subsequent Versions of the ETI software. ETI shall not be responsible for correcting Reproducible Material Errors in any Version of the ETI software other than the most recent Version. (b) Enhancements and Upgrades. ETI may, from time to time, create Enhancements or Upgrades to the ETI software. ETI shall consider and evaluate the development of any Enhancements requested by Customer, but ETI shall have no obligation to create any specific Enhancements. ETI may supply Customer with Enhancements and Upgrades at no additional charge. All Enhancements and Upgrades provided become part of the Materials, are governed by the Software License, and will be maintained as ETI software. (c) Telephone Support Assistance. During Coverage Hours ETI shall accept telephone calls from System Administrators reporting problems with the ETI software and seeking assistance in its use; ETI has no obligation to accept or respond to calls from other than a System Administrator. If ETI chooses to respond to a call from Customer’s personnel other than a System Administrator, ETI reserves the right to bill for such support in accordance with Section 5.6. ETI will make an initial response to Customer’s requests for support communicated through ETI’s service number by System Administrators by the end of the next business day. Support is provided exclusively for problems related to the operation or functionality of the Materials. ETI shall not provide support for any Version of the ETI software other than the most recent Version, except that ETI will continue to support a prior Version for a period of three hundred sixty-five (365) days after release of a new Version. (d) Changes in Services. ETI reserves the right to change the scope or terms of services provided pursuant to this Section 3 for any upcoming term of this Agreement, provided that notice must be given at least sixty (60) days before any renewal term for the changes to be effective during the renewal term. (e) Excluded Services. ETI shall have no obligation to provide any services not specifically listed in Section 3(a)-(c) of this Agreement. The following items are specifically not covered by this Agreement, without limitation: (i) Any hardware failure including, but not limited to, failure caused by wiring, multiplexers, modems, phone lines, power, or connectors, and any hardware limitations due to insufficient memory, disk storage, incorrect configuration or processing power; © 2012 Emergency Technologies, Inc. Page 15This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 122. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012 (ii) Any problems caused by hardware failure; (iii) Any work required to restore or recover the operating system and/or data files; (iv) Any problem caused by Customer; (v) Any configuration (including client/server configurations), maintenance, or upgrading of the operating system or network operating system including, but not limited to, backups and restorations, fixes, and patches; and any nonconformity resulting from Customers misuse or improper use of the licensed program or combining or merging the licensed program with any hardware or software not supplied by ETI, or not authorized to be so combined or merged by ETI, shall not be considered an Error. Nor shall licensed program or data file damage resulting from unauthorized software alterations (including problems, errors, or malfunctions caused or created by the operator), customizing of programs, accident, neglect, power surge or failure, lightning, operating environment not in conformance with the manufacturers specifications (for electric power, air quality, humidity or temperature), operating system errors, or hardware malfunction be considered an Error. (vi) Any problem caused by Customer creating a publication or restoring a backup of database with a publication, including but not limited to, detaching and re-attaching a database with a publication; (vii) Any problems caused by Customer adding, deleting, altering or modifying any part of the database structure in anyway; (viii) Any problems caused by Customer making any data changes from any source other than through the user interface (ix) Any problems caused by an incorrectly installed, configured, or maintained operating system, SQL database or network operating system, or versions of such operating systems not supported by ETI; and (x) Any problems with, or caused by any software not supported by ETI, including, but not limited to, computer aided dispatch (CAD) systems, law enforcement records management systems, word processors, spreadsheets, communications programs, operating systems and network operating systems. (xi) Any activity related to the process of physically conducting inspections, taking inventory, issuing permits or other job-related functions (as distinct from the computerized aspect of such functions). (xii) System software installations made by the Customer without authorization of ETI such as installing or upgrading the operating system, any required third-party applications or a new SQL version. (f) Severity Levels and Response Times. ETI will classify all support items using the definitions in Table 1. Each support item will be entered into ETI’s ticket tracking system and the user will be informed of the ticket number. The hours and days that are listed in the response time as ‘business hours’ or ‘business days’ are to be interpreted as ETI’s normal business operating workdays (Monday-Friday 8AM- 5PM EST). © 2012 Emergency Technologies, Inc. Page 16This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 123. CITY OF SAN ANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Table 1. Support Severity and Response LevelsSEVERITY DEFINITION RESPONSE TIME TARGET EXAMPLELEVEL RESOLUTION FIRE RMS TIME1 Total System Failure1. - occurs when the Response within Resolve within 24 Inability for users System is not functioning and there is no one (1) business business hours of to gain access to workaround; the entire Visual Fire/Visual EMS hour of initial notification any module, all system is not functioning. acknowledgement modules of initial notification inoperable or from ETI. inaccessible.2 Critical Failure - Critical process failure occurs Response within Resolve within 3 In NFIRS module, when a module (e.g. NFIRS) or interface in three (3) business business days of users cannot the System is not functioning that does not hours of initial notification access existing prohibit continuance of basic operations in acknowledgement reports or create other modules and there is usually no suitable of initial notification new reports. work-around. This is not applicable to from ETI. intermittent and non-reproducible problems or errors.3 Non-Critical Failure - Non-Critical part or Response within Resolve in next Spell-checker fails component failure occurs when a System two (2) business Supplemental to run. component is not functioning, but the System days of Release within 180 is still useable for its intended purpose, or acknowledgement calendar days there is a reasonable workaround. of initial notification following verification from ETI.4 Inconvenience - An inconvenience occurs Response within Resolve in a future Error or dialogue when System causes a minor disruption in the one (4) business Supplemental box message way tasks are performed but does not stop days of Release such as workflow. acknowledgement “Resources Not of initial notification Available” from ETI. appears, but does not affect functionality.5 Customer request for an enhancement to Written response If accepted, a System functionality is submitted in writing. within thirty (30) release date will be business days provided with a fee schedule, as appropriate. Notes: 1. This does not apply to a situation where some workstations cannot run the FRMS due to a network problem. This applies to a condition that effect all workstations and is due to an ETI product problem. 2. This does not apply when an interface does not function due to a problem with the other system in the interface. (i) ETI will use the severity guidelines in the Table 1 to determine when remote support is not sufficient and ETI must come on-site to resolve the problem. For example, if there was a Severity level 1 problem and remote attempts had not been successful and were not expected to be successful within the target resolution time, then ETI would send a systems engineer on-site to address the problem. ETI would then continue to work the problem until resolved with on-site and remote resources. The costs incurred for on-site support will be paid by ETI. (ii) If it is determined that the problem is due to a non-ETI product problem, then the cost incurred will be billable to the client. The daily rate for ETI personnel on-site is $995 per day, or then current prevailing professional services or development rate will apply, plus all travel and living expenses. (g) 24x7 Support. If Customer has purchased the optional 24x7 support option, © 2012 Emergency Technologies, Inc. Page 17 This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 124. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012 ETI support shall be limited to Severity Level 1 and 2 errors as defined in Table 1 above. Severity Level 1 and 2 shall be reported by an authorized and recognized System Administrator following the ETI after hours notification process. Errors other then Severity Level 1 and 2 will not be supported other than during normal Coverage Time. Section 4 Other Services. 4.1 Other Services. ETI may furnish the following “Other Services”: (a) Account Management. If the Customer has elected to purchase the optional Account Management Service the Customer will have a dedicated Account Manager who will provide monthly status reports, one site visit per year, and project plans. This service is available after initial Project Management services are fulfilled and the Customer is turned over to support. Account Management services are in addition to routine support not a replacement for support. All Errors shall be reported through support. The Account Manager provides monthly updates and tracks all tickets and projects to completion. (b) Training Classes. ETI will provide to the Customer the training classes listed in Exhibit D for attendance by Customer’s System Administrators or other personnel. In the event the training classes are presented at Customer’s facilities, Customer shall provide all furnishings and equipment required, including without limitation lecterns, writing surfaces, chairs, overhead projector and the number of computer systems indicated by ETI as necessary for training of the number of persons intended to attend any specified class. Each Customer (student) participant must have his/her own computer system to use. Class sizes are limited to a one instructor to twelve student ratio. Training classes shall be conducted during normal business hours (8AM to 5PM) on normal business days (Monday through Friday). Any class conducted outside normal business hours may be subject to additional fees. If training classes are not part of the original contract additional costs, including travel and living expenses shall be required. (c) Installation Services. ETI will undertake installation of the ETI software on the server, including any Upgrades, Enhancements or New Versions, in accordance with this Agreement. ETI may, at its sole discretion assist or perform the SQL server installation. If ETI provides such service, ETI shall not be responsible for continuing to maintain or diagnose or otherwise provide support for SQL or any third-party software. To the extent that installation services are to be performed at Customers facilities, Customer shall provide, at no cost to ETI, office space, electrical power, telecommunications capability, network connectivity, computer printing capability, clerical and reproduction services, office supplies, parking, and other equipment, facilities or assistance as needed to perform the installation services. In addition Customer shall provide access to and use of Customer’s computer equipment and software, as is reasonably required for the performance of the installation services. Customer is responsible for keeping a backup of all data files prior to the installation which allow for the recreation of the data files in the event that those provided to ETI are lost or destroyed during the installation. (d) Data Conversion Services. No data conversion services are within scope of this project. If ETI undertakes or assists in conversion of Customer’s data to an electronic format compatible for use with the ETI software a separate change order or SOW would be executed with the specifications, terms and fees defined. (e) New Versions. ETI may, from time to time, create New Versions of the ETI software. New Versions or new Software Modules to the ETI software may be provided to Customer at ETI’s sole discretion. ETI has discretion over what will be offered as a Version or Software Module and what additional charge will be made © 2012 Emergency Technologies, Inc. Page 18This proposal has been prepared by Emergency Technologies, Inc. and is a confidential document that contains ideas, concepts, methods and other proprietary information. Readers are to treat the information contained herein as confidential and may not copy or reproduce any of these materials for distribution outside of their organization without the written permission of Emergency Technologies, Inc.
  • 125. CITY OF SAN ANGELO, TEXASRFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEMDUE: SEPTEMBER 27, 2012 for each Version or Software Module. Versions and Software Modules may in and of themselves require Customer training prior to use. If training is required, then training, including travel and living expenses, shall be separately priced, in accordance with Section 4(b). All Versions and Software Modules provided become part of the Materials, are governed by the Software License, and will be maintained as ETI software. (f) Customer Error. If Customer notified ETI of a Material Error pursuant to Section 1.8, and after investigation by ETI it is determined by ETI that the problem