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March 5, 2013 Agenda Packet
The document announces a public meeting of the City Council of San Angelo, Texas to take place on March 5, 2013 at the McNease Convention Center. The agenda includes: an opening session with a call to order, prayer, pledge, and proclamations; recognitions of individuals; public comment; a consent agenda with various considerations; a regular agenda with public hearings, presentations, and considerations of ordinances regarding zoning, annexation, and other matters.
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March 5, 2013 Agenda Packet
- 1. NOTICE OF APUBLIC 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 Drive THE MCNEASE CONVENTION CENTER IS ACCESSIBLE TO PERSONS WITH DISABILITIES. ACCESSIBLE ENTRIES AND SPECIALLY MARKED PARKING SPACES ARE AVAILABLE AT BOTH MAIN ENTRANCES AT SURBER DRIVE AND RIO CONCHO DRIVE. IF ADDITIONAL ASSISTANCE IS 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. every day 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 ofauthorizing 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 DUTIES City Council Agenda Page 2 of 6 March 5, 2013
- 3. AND RESPONSIBILITIES OFINHABITANTS 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 DATE III. 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 the City Council Agenda Page 3 of 6 March 5, 2013
- 4. intersection of NorthwestDrive 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 PublicHearing 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 needed City Council Agenda Page 5 of 6 March 5, 2013
- 6. 24. Consideration ofapproving 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 Clerk City Council Agenda Page 6 of 6 March 5, 2013
- 7. PROCLAMATION WHEREAS, 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; and WHEREAS, 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; and WHEREAS, 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; and WHEREAS, 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; and WHEREAS, 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 City Council, 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 MINUTERECORD The City of San Angelo Page 1 Tuesday, February 21, 2013 Vol. 104 OPEN SESSION BE 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 duly authorized 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 Farmer were 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 COMMENT No one came forward to comment publicly. CONSENT AGENDA APPROVAL OF THE FEBRUARY 5, 2013 AND FEBRUARY 11, 2013 CITY COUNCIL REGULAR AND SPECIAL MEETING MINUTES, RESPECTIVELY AWARD OF BID WU-04-13 FOR CAUSTIC SODA TO DPC INDUSTRIES (SWEETWATER, TX) IN THE AMOUNT OF $68,800.00 FOR SOLUTION WHICH IS 25% CAUSTIC SODA AND TO K.A. STEEL CHEMICAL, 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 ANY NECESSARY RELATED DOCUMENTS ADOPTION OF A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE TAX-RESALE (QUITCLAIM) DEEDS CONVEYING ALL RIGHT, TITLE AND INTEREST OF THE CITY OF SAN ANGELO, AND ALL OTHER TAXING UNITS INTERESTED IN THE TAX FORECLOSURE JUDGMENT: 629 E 19th Street, (Hagelstein), Lots 14-16, Block 4, Marx & Blum, $36,000.00, A-10-0117-TAX Next to 24 W Avenue C, (Sawyer), Lot 8, Block 76, Fort Concho, $1,750.00, Suit No. TAX89-0281B 23 W 13th Street, (Jones), Lot 6, Block 60, Miles Addition, $750.00, Suit No.TAX89-0282B Next 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-B ADOPTION OF A RESOLUTION AUTHORIZING THE EXECUTION OF A MEMORANDUM OF UNDERSTANDING WITH GOODFELLOW AIR FORCE BASE READINESS AND EMERGENCY MANAGEMENT FLIGHT PROVIDING FOR EMERGENCY AND MUTUAL AID ASSISTANCE IN PREPARATION FOR AND RESPONSE TO DISASTER OR CIVIL EMERGENCIES ADOPTION OF A RESOLUTION AUTHORIZING THE SAN ANGELO POLICE DEPARTMENT TO APPLY FOR THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM (JAG)
- 9. Page 2 Minutes Vol. 104 February 21, 2013 AUTHORIZATION FOR THE SAN ANGELO FIRE DEPARTMENT TO PARTICIPATE IN THE 2013 MUSCULAR DYSTROPHY ASSOCIATION (MDA) FILL THE BOOT CAMPAIGN ADOPTION OF A RESOLUTION DESIGNATING POLLING PLACES WITHIN THE ELECTION PRECINCTS WITHIN THE CITY OF SAN ANGELO, TEXAS FOR ELECTIONS ORDERED; PROVIDING FOR PRE-CLEARANCE AND ALL OTHER NECESSARY ACTIONS; AND PROVIDING FOR AN EFFECTIVE DATE ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN INTERLOCAL AGREEMENT FOR JOINT ELECTION TO HOLD A JOINT ELECTION ON MAY 11, 2013 WITH TOM GREEN COUNTY, VERIBEST INDEPENDENT SCHOOL DISTRICT, WALL INDEPENDENT SCHOOL DISTRICT, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT, AND SAN ANGELO INDEPENDENT SCHOOL DISTRICT Motion, to approve the Consent Agenda, as presented, was made by Councilmember Hirschfeld and seconded by Councilmember Morrison. Motion carried unanimously. REGULAR AGENDA: PUBLIC HEARING AND COMMENT RECESS At 11:30 A.M., Mayor New called a recess. RECONVENE At 11:32 A.M., Council reconvened, and the following business was transacted: EXECUTIVE/CLOSED SESSION At 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 contemplated litigation; 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 was transacted: RECESS At 12:05P.M., Mayor New called a recess. RECONVENE At 12:41 P.M., Council reconvened, and the following business was transacted: PUBLIC HEARING AND COMMENT POSTPONEMENT OF THE DEMONSTRATION AND CONSIDERATION OF THE NEPTUNE N SIGHT IQ SOFTWARE WHICH WOULD ALLOW CITIZENS THE ABILITY TO ACCESS THEIR UTILITY DATA COLLECTED FROM THE CITY’S AUTOMATIC METER READING SYSTEM Mayor New announced the item will be postponed to a future meeting. City Council concurred. POSTPONEMENT OF THE UPDATE AND PRESENTATION ON THE UPPER COLORADO RIVER AUTHORITY STORM WATER MASTER PLAN
- 10. Minutes Page 3 February 21, 2013 Vol. 104 Mayor New announced the item will be postponed to a future meeting. City Council concurred. PRESENTATION OF THE 4TH QUARTER REPORT FOR THE CHAMBER OF COMMERCE ECONOMIC DEVELOPMENT COUNCIL AND CONVENTION & VISITORS BUREAU (CVB) Vice President for Economic Development John Dugan Miller and CVB Vice President Pamela and presented background information. General discussion was held on economic growth due to the influx of oil industry prospects, impact to local businesses, and hotel room occupancy. AUTHORIZATION OF THE PAYROLL DEDUCTION FOR POLICE OFFICER DUTY RIFLES Assistant Police Chief Jeff Fant presented background information. Motion, to approve the payroll deduction, as presented, was made by Councilmember Hirschfeld and seconded by Councilmember Silvas. Motion carried unanimously. APPROVAL OF A LICENSE AGREEMENT WITH THE PEOPLE/PLANT CONNECTION FOR THE DEVELOPMENT AND OPERATION OF A COMMUNITY GARDEN AT RIO VISTA PARK Parks and Recreation Director Carl White and Susan M. Stanfield, President of the People/Plant Connection presented 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 by Councilmember Hirschfeld. Motion carried unanimously. DISCUSSION OF THE 2013-2018 CAPITAL IMPROVEMENT PLAN PREPARATION, PROCEDURES, SUBMISSIONS, AND PUBLIC FORUMS Budget Manager Morgan Trainer presented background information. A copy of the presentation is part of the permanent supplemental record. Assistant City Manager/Chief Financial Officer Michael Dane suggested identifying projects and which will then translate into an action plan. City Manager Daniel Valenzuela stated Council will have the opportunity to identify these projects during the strategic planning workshop. FIRST PUBLIC HEARING AND RECONSIDERATION OF INTRODUCING AN ORDINANCE ORDERING THE GENERAL ELECTION AND SPECIAL ELECTION FOR MAY 11, 2013: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS, ORDERING THAT A GENERAL ELECTION BE HELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THE PURPOSE OF ELECTING MUNICIPAL OFFICERS; AND ORDERING THAT A SPECIAL ELECTION BE HELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THE PURPOSE OF ELECTING MUNICIPAL OFFICERS TO FILL VACANCIES FOR UNEXPIRED TERMS; AUTHORIZING A JOINT ELECTION WITH TOM GREEN COUNTY, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT (ISD), SAN ANGELO ISD, WALL ISD AND VERIBEST ISD; ORDERING PUBLICATION; MAKING PROVISIONS FOR THE CONDUCT OF THE ELECTIONS AND OTHER PROVISIONS INCIDENT AND RELATED TO THE PURPOSE OF THIS ORDINANCE; MAKING TENTATIVE PROVISIONS FOR A RUNOFF ELECTION, IF NECESSARY; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE (UNA ORDENANZA DEL CONSEJO DE LA CIUDAD DE SAN ANGELO, TEXAS, CONVOCANDO UNA ELECCIÓN GENERAL PARA LA ELECCIÓN DE OFICIALES MUNICIPALES QUE SE CELEBRARÁ EL 11 DE MAYO DE 2013; Y CONVOCANDO UNA ELECCIÓN SPECIAL QUE SE CELEBRARÁ EL 11 DE MAYO DE 2013 PARA LA ELECCIÓN DE OFICIALES MUNICIPALES PARA OCUPAR UNOS POSICIONES VACANTES POR TÉRMINOS NO COMPLETADO; AUTORIZAR ELECCIÓN CONJUNTA CON TOM GREEN COUNTY, GRAPE CREEK DISTRITO ESCOLAR INDEPENDIENTE (DEI), SAN ANGELO DEI, WALL DEI, AND VERIBEST DEI; ORDENANDO
- 11. Page 4 Minutes Vol. 104 February 21, 2013 PUBLICACIÓN, HACIENDO PROVISIONES PARA LA CONDUCTA DE DICHAS ELECCIONES Y OTRAS PROVISIONES RELACIONADAS AL MOTIVO DE ESTA ORDENANZA; HACIENDO TENTATIVO PROVISIONES PARA LA CONDUCTA DE SEGUNDA VOTACIÓN, (ELECCIÓN DE DESEMPATE); 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 by Councilmember Alexander. Motion carried unanimously. General discussion was held on the polling locations, reassignment of the precinct locations, and the impact of the changes to the voters. FOLLOW UP AND ADMINISTRATIVE ISSUES CONSIDERATION OF MATTERS DISCUSSED IN EXECUTIVE/CLOSED SESSION No action was taken on matters discussed in Executive/Closed Session. APPROVAL OF VARIOUS BOARD NOMINATIONS BY COUNCIL AND DESIGNATED COUNCILMEMBERS: 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 a 8th term February 2015 Planning Commission: Ryan Smith (SMD3) to a 1st term January 2016 Motion, to approve various board nominations by Council and designated Councilmembers, was made by Councilmember Morrison and seconded by Councilmember Silvas. Motion carried unanimously. ANNOUNCEMENTS AND CONSIDERATION OF FUTURE AGENDA ITEMS City Manager Daniel Valenzuela distributed the proposed March 5, 2013 Agenda and solicited Council comments and suggestions. ADJOURNMENT Motion, to adjourn, was made by Councilmember Morrison and seconded by Councilmember Silvas. Motion carried unanimously. The meeting adjourned at 1:26 P.M. THE CITY OF SAN ANGELO ___________________________________ Alvin New, Mayor ATTEST: _______________________________ Alicia Ramirez, City Clerk In accordance with Chapter 2, Article 2.300, of the Official Code of the City of San Angelo, the minutes of this meeting consist of the preceding Minute Record and the Supplemental Minute Record. Details on Council meetings may be obtained from the City Clerk’s Office or a video of the entire meeting may be purchased from the Public Information Officer at 481-2727. (Portions of the Supplemental Minute Record video tape recording may be distorted due to equipment malfunction or other uncontrollable factors.)
- 12. City of SanAngelo Memo 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 Chief C:Usersbryan.kendrickDesktop03-05-1302a PUR VM-03-13 - Ambulance Chassis.doc
- 13. City of SanAngelo Memo 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
- 15. Request for Proposal City of San Angelo Fire Department Records 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
- 17. Table of Contents INTRODUCTION..................................................................................................................................................... 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 ......................................................................................................................................................2 INSURANCE REQUIREMENTS ................................................................................................................................. 3 DEADLINE AND DELIVERY LOCATION ..................................................................................................................... 7 DEADLINE.....................................................................................................................................................................7 COPIES.........................................................................................................................................................................7 SEALED CONTAINER ADDRESSING......................................................................................................................................7 DELIVERY ADDRESSES .....................................................................................................................................................7 SCOPE OF SERVICES REQUESTED ............................................................................................................................ 9 GENERAL SPECIFICATIONS................................................................................................................................................9 SUMMARY OF CURRENT OPERATIONS ................................................................................................................................9 SCOPE OF SERVICES ........................................................................................................................................................9 TERM OF CONTRACT.....................................................................................................................................................10 PROPOSAL FORMAT............................................................................................................................................. 11 PROPOSAL FORMAT INSTRUCTIONS .................................................................................................................................11 SELECTION PROCESS ............................................................................................................................................ 13 SUBMISSION 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
- 19. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 INTRODUCTION City 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 employer RFP: FD-03-12/Records Management System 1
- 20. The City willselect 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) 657-4355 RFP: FD-03-12/Records Management System 2
- 21. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 INSURANCE REQUIREMENTS The following insurance requirements are an example of the City’s typical insurance requirements. The final requirements will be completed during the negotiations process. For more specific information, please contact John 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
- 22. 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 Injury RFP: FD-03-12/Records Management System 4
- 23. 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
- 24. Intentionally Left Blank RFP:FD-03-12/Records Management System 6
- 25. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 DEADLINE 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
- 26. Intentionally Left Blank RFP:FD-03-12/Records Management System 8
- 27. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 SCOPE 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
- 28. 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
- 29. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 PROPOSAL FORMAT Proposals shall be submitted in the following format with each element requested and/or form furnished as specified 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 the details presented herein. To facilitate evaluation, all submittals must be submitted in the uniform format. All submittals 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 and removed from consideration. City of San Angelo will not participate in any cost the Respondent may incur in the preparation and submission of a proposal. 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 Questionnaire RFP: FD-03-12/Records Management System 11
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- 31. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 SELECTION 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
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- 33. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 SUBMISSION FORMS • RFP Letter Of Interest • Addendum Acknowledgement • Conflict Of Interest form • Debarment and Suspension Certificate • List of References • Pricing Options • Report Management System Questionnaire RFP: FD-03-12/Records Management System 15
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- 35. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Letter of Interest The undersigned firm submits the following information in response to Request for Proposal (as amended by Addenda), 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 Date RFP: FD-03-12/Records Management System 17
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- 37. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Addendum Acknowledgement Receipt 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 BID RFP: FD-03-12/Records Management System 19
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- 39. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 k NOTICE TO VENDORS Disclosure of Certain Relationships Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local governmental entity make certain disclosures concerning any affiliation or business relationship that might cause a conflict of interest with the local governmental entity. The provisions of Chapter 176 and the Form CIQ questionnaire that you must complete to comply with this law, are available 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 available in 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 at http://sanangelotexas.org. If you are considering doing business with the City of San Angelo or the City of San Angelo Development Corporation and have an affiliation or business relationship that requires you to submit a completed Form CIQ, it must be filed with the records administrator (City Clerk) of the City of San Angelo no later th than the seventh (7 ) business day after the date you become aware of facts that require the form to be filed. See Section 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 Corporation Request for Proposals, Request for Bids, or Request for Qualifications or by conducting business with either of those two entities, you are representing that you are in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Roger S. Banks Division Manager RFP: FD-03-12/Records Management System 21
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- 41. CITY OF SANANGELO PURCHASING DEPARTMENT P.O. Box 1751, San Angelo, Texas 76902 Tel: (325) 657-4220 or 657-4212 RFP: FD-03-12/Records Management System 23
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- 43. CITY OF SANANGELO 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 Date RFP: FD-03-12/Records Management System 25
- 44. Debarment and SuspensionCertification 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. RFP: FD-03-12/Records Management System 26
- 45. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 List of References List at least three (3) references of similar scope and size giving company name, contact information, and term. REFERENCE ONE Government/Company Name: Location: Contact Person and Title: Telephone Number: Scope of Work: Contract Period: REFERENCE TWO Government/Company Name: Location: Contact Person and Title: Telephone Number: Scope of Work: Contract Period: REFERENCE THREE Government/Company Name: Location: Contact Person and Title: Telephone Number: Scope of Work: Contract Period: REFERENCE FOUR Government/Company Name: Location: Contact Person and Title: Telephone Number: Scope of Work: Contract Period: RFP: FD-03-12/Records Management System 27
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- 47. CITY OF SANANGELO 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 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 card RFP: FD-03-12/Records Management System 29 C:Usersbryan.kendrickDesktop03-05-1303a RFP FD-03-12.docx
- 48. Your Report ManagementSystem 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
- 49. Your Report ManagementSystem 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
- 50. Your Report ManagementSystem 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 CAD RFP: FD-03-12/Records Management System 32
- 51. Your Report ManagementSystem 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 unit's dispatch Date and time of each unit's enroute to scene Date and time of each unit's arrival on scene Date and time of each unit's available-on-radio Date and time of each unit's 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 received RFP: FD-03-12/Records Management System 33
- 52. Your Report ManagementSystem 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
- 53. Your Report ManagementSystem 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 complex's address or the tenant's 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 features RFP: FD-03-12/Records Management System 35
- 54. Your Report ManagementSystem 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 performed RFP: FD-03-12/Records Management System 36
- 55. Your Report ManagementSystem 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
- 56. Your Report ManagementSystem 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 number RFP: FD-03-12/Records Management System 38
- 57. Your Report ManagementSystem 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 service RFP: FD-03-12/Records Management System 39
- 58. Your Report ManagementSystem 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 companies RFP: FD-03-12/Records Management System 40
- 59. Your Report ManagementSystem 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 test RFP: FD-03-12/Records Management System 41
- 60. Your Report ManagementSystem 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 individual's training record Automatically post training results into individual's 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
- 61. Your Report ManagementSystem 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 date RFP: FD-03-12/Records Management System 43
- 62. Your Report ManagementSystem 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, driver's 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
- 63. - emergency contactinformation - 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 completed RFP: FD-03-12/Records Management System 45 Y:12-RFXFire DeptFD0312 Records Mgt SysFD0312 092212.docx
- 64. Proposal to: The Cityof San Angelo, Texas for Fire Department Records Management System RFP: FD-03-12 Presented by
- 65.
- 66. Contact Information Company Name:EF Recovery Primary Contact: Ed Grubbs, CEO Toll Free: 877.213.9047 ext. 300 Fax: 253.853.1301 Email: egrubbs@efrecovery.com This Proposal is binding for 180 days after submission deadline. Signature: Ed Grubbs, CEO EF Recovery Principal Vendor Location: 10421 Burnham Drive N.W., Bldg. One P.O. Box 2029 Gig Harbor, WA. 98335 Secondary: 476 S. Earlham St. P.O. Box 12032 Orange, Ca. 92859 Number of Employees: 25 employees, 10+ Sales Representatives Years in Business: 6 3
- 67. Table of Contents Tableof Contents………………………………….. Tab 1 Executive Summary……………………………….. Tab 2 Letter of Interest & W9.……………………………. Tab 3 Debarment & Suspension Certificate…………….. Tab 4 References………………………………………….. Tab 5 Example of Standard Contract………………….... Tab 6 Pricing Options……………………………………… Tab 7 Questionnaire……………………………………….. Tab 8 4
- 68. Executive Summary To theCommittee: Mr. Lassiter, Mr. Farris, Mr. Banks, Mr. Haidinger and Ms. Rodriguez We 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. EF Recovery has partnered with ZOLL to deliver and support their hosted RescueNet FireRMS, Fire Mobile and 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 base within ZOLL. On behalf of the staff and management of EF Recovery, we would like to thank you for the opportunity to provide services that have such an important impact on your citizens. While we take pride in helping municipalities maintain the community’s expected levels of service in times of declining budgets, helping you 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 Maintenance RescueNet FireRMS, Fire Mobile and ePCR are SaaS hosted offerings to organizations that do not wish to maintain an Enterprise version in-house. With hosted RescueNet FireRMS, Fire Mobile and ePCR, EF Recovery through its partnership with ZOLL, provides the IT infrastructure and support as well as the routine maintenance, database backup and software upgrades of these systems so that our customers can focus on meeting their every day needs without the IT headaches and expense. Customers are able to go live quickly and with minimal upfront capital investment while we do the technical work. From the information you provide, we will pre-configure your database to reduce the time and expense of a typical startup. 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 and integrity to the table. EF Recovery, established in 2006, is headquartered in Gig Harbor, Washington with a satellite office in Orange County, California. The company was formed to assist fire departments and municipalities in maintaining the community’s expected levels of service, especially in a time of declining budgets. EFR is a leader in fire department billing solutions and in hosted solutions (we host the entire ZOLL RescueNet Suite of products.) EFR has earned endorsements from a variety of state firefighter associations, 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 solution to our clients in a format that not only significantly simplifies its use, but also makes it extremely cost effective. Unlike any other company, we will help you coordinate the consolidation of your ePCR and FireRMS and Fire Mobile programs, resulting in significant savings in both operational costs and man hours. We will be there for you consistently and continuously. Data Center Overview EF 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
- 69. • 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 Personnel At EF Recovery, we are serious when we say that customer service is #1. We have assembled a first rate staff to address all of your concerns during implementation. But we don’t stop there. We will provide professional, responsible support to you and your staff for as long as we are your partners. We know that both accountability and availability of our staff are key to your success. You will have the contact information for your entire team from first to last so that you can always reach someone you know. Our team approach was developed to insure excellent communications between our clients and their designated team. This eliminates the frustration associated with the impersonal “runaround” that is often experienced in business today. Your EFR team will consist of the following well qualified individuals plus additional staff as needed. Ed Grubbs, Chief Executive Officer Ed has over 40 years of business management experience and is a company founder and Executive Board Member. He will be coordinating our entire team’s effort to create a productive and valuable partnership with your City and to ensure your complete satisfaction. As stated above, both accountability and availability are important components to the success of our program. Ed will be there to address your questions, training issues or concerns as they arise. Robert Philpott, Chief Technology Officer Robert 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 Technician Your Designated IT Technician will be appointed on acceptance of our Proposal and will be involved in implementation and directly responsible for ongoing IT support. Customer Service Technician A senior CST will be assigned to you on acceptance of our Proposal and will be available to assist your personnel with any questions that might arise on a daily basis. EFR’s remote support allows our technician to immediately see what an individual is having an issue with and correct it. It’s as if they were sitting right next to each other. EF Recovery provides Help Desk support from your designated applications specialist five days a week from 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
- 74. City of SantaFe Fire Department 200 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 & Rescue 5403 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 Department 1107 J Eunice, New Mexico Ronnie Savell, Fire Chief 575-394-3258 Hosted ePCR September 2011
- 75. APPLICATION SERVICE PROVIDERAGREEMENT Terms and Conditions 1. TERM. This Agreement will begin on the Effective Date and continue for a period of three (3) years. Thereafter, this Agreement will automatically renew for additional 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 systems used 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 of all applicable Fees, EF Recovery will use commercially reasonable efforts to provide access to the Services to Customer in accordance with the specifications for the Services published by EF Recovery. Upon request by Customer, EF Recovery may agree to provide additional services to Customer in connection with the Services. All additional 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 of the “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 Recovery immediately 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 employees and 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 to any third party. Customer will ensure the security and confidentiality of all passwords and other identifiers for use in accessing the Services (“Identifiers”). Customer will be responsible for all transactions and other activities conducted through the Services using any Identifiers furnished to or generated by Customer, and any such transactions will 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 of Customer 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 such obligations. 4. LIMITATIONS. Subject to the terms of this Agreement, including, without limitation, Customer’s payment of all applicable Fees, Customer may access and use the 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 or System 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 otherwise attempt 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 or Services; (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 otherwise provide 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 be primarily 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 Recovery Content”), Customer will be solely responsible for all Content provided by or on behalf of Customer through the Services (“Customer Content”). Customer grants to EF Recovery 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 or privacy; (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 materially false, misleading or inaccurate. EF Recovery may take remedial action if Content violates this Section 6, however, EF Recovery has no obligation, and takes no responsibility, to review Content for accuracy or potential liability. EF Recovery will use commercially reasonable efforts to maintain back-up copies of Customer data during the term of this Agreement. EF Recovery's obligation will not extend beyond the term of this Agreement. 7. FEE SCHEDULE Page 2 of 5 Customer Initials: __________
- 76. EF Recovery APPLICATION SERVICE PROVIDER AGREEMENT 8. TERMINATION AND SUSPENSION. Either party may terminate this Agreement if the other party materially breaches this Agreement and does not cure such material breach within 15 days after receiving written notice thereof from the non-breaching party. EF Recovery may suspend the Services (or any portion thereof) upon notice 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 may cease 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) upon payment 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 any trip 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 of Customer at EF Recovery's 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”). As between 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 this Agreement 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, then Customer’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 or disruptions; (c) failures of interconnections to or from, and connectivity within, the Internet; (d) failures due to third party services, software or systems; and (e) other events, 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 to address Errors that prevent Customer from using the Supported Programs for a purpose for which the user has an immediate need (e.g., Failure to complete 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, printing the PCR locally.). (b) Technical Support. EF Recovery will provide telephone support to the Designated Interface during the Business Hours to address all other Errors 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 commercially reasonable efforts to provide a Resolution to the Supported Program. EF Recovery will acknowledge each Customer report of an Error by written acknowledgment, in electronic form, setting forth a Service Request number (SR#) for use by Customer and EF Recovery in all correspondence relating to 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) UNDER THIS 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 AND NON-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 THE SYSTEM AND OTHER PORTIONS OF THE INTERNET OR ANY THIRD PARTY SERVICE PROVIDER. EF RECOVERY DOES NOT WARRANT THAT THE ACCESS TO THE SERVICES OR SYSTEM WILL BE PROVIDED ERROR-FREE, UNINTERRUPTED, SECURE, OR VIRUS-FREE. EF RECOVERY WILL NOT HAVE ANY LIABILITY FOR THE ACCURACY, COMPLETENESS, OR TIMELINESS OF CONTENT STORED ON THE SERVICES OR SYSTEM OR PROVIDED THROUGH THE SERVICES OR FOR ANY DECISION MADE OR ACTION TAKEN BY CUSTOMER IN RELIANCE 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 the Service 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 or those costs and damages agreed to in a monetary settlement of such action. The foregoing obligations are conditioned on Customer: (1) notifying EF 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 Recovery's request and expense, assisting in such defense. If the Service becomes, or in EF Recovery’s opinion is likely to become, the subject 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 the Page 3 of 5 Customer Initials: __________
- 77. EF Recovery APPLICATION SERVICE PROVIDER AGREEMENT Service; (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 any Fees paid by Customer in advance for the Service under this Agreement. Notwithstanding the foregoing, EF Recovery will have no obligation under this Section 11 or otherwise 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 combination with 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) any modification 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 the Customer’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 their owners, 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 or alleged breach by Customer of any provision of this Agreement; (3) negligence or willful misconduct of Customer; or (4) damage to property or injury to 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 any such 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 AGREEMENT EXCEED THE AMOUNTS ACTUALLY PAID TO EF RECOVERY BY CUSTOMER IN THE 12 MONTH PERIOD IMMEDIATELY PRECEDING THE DATE THE CLAIM AROSE. IN NO EVENT WILL EF RECOVERY BE LIABLE FOR ANY SPECIAL, INCIDENTAL, DIRECT OR CONSEQUENTIAL DAMAGES 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, AND DAMAGES THAT RESULT FROM INCONVENIENCE, DELAY OR LOSS OF USE OF ANY CONTENT OR OF THE SERVICES, EVEN IF EF RECOVERY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND NOTWITHSTANDING THE FAILURE OF ESSENTIAL PURPOSE OF ANY 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 regarding the business of the Disclosing Party and its suppliers, including technical, marketing, financial, employee, planning, and other confidential or proprietary information that is marked or identified as confidential, or disclosed under circumstances that would lead a reasonable person to believe such information is confidential (“Confidential Information”). The Services and System, including without limitation any routines, subroutines, directories, tools, programs, or any other technology included therein, shall be considered EF Recovery’s Confidential Information. The Recipient will not use any Confidential Information of the Disclosing Party for any purpose not expressly permitted 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 need to 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 own confidential 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 such information: (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 to make such disclosure without any confidentiality restrictions; (c) is, or through no fault of the Recipient has become, generally available to the public; or (d) was independently developed by the Recipient without access to, or use of, the Disclosing Party’s Confidential Information. In addition, the Recipient will be allowed to disclose Confidential Information of the Disclosing Party to the extent that such disclosure is: (i) approved in writing by the Disclosing Party; (ii) necessary for the Recipient 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 or administrative 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 has obtained, in accordance with federal, state and local laws relating to the privacy of patient health information, including but not limited to the Health Insurance and Portability and Accountability Act of 1996 and regulations, and guidelines related thereto, a properly executed, written authorization from each of its patients or the patients' authorized 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 regulations promulgated thereunder (“HIPAA”) in the performance of the Services. If, due to the nature of the Services, the parties determine that EF Recovery is acting as Customer’s business associate under HIPAA or is otherwise required to enter into a business associate agreement under HIPAA, EF Recovery agrees to enter into a HIPAA business associate agreement in a form acceptable to both parties. EF Recovery agrees not to use or further disclose any Protected Health Information (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 an aggregated form without directly identifying Customer or any other individual or entity as the source thereof. To the extent any such data or information 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 lawful business purpose without a duty of accounting to Customer. Page 4 of 5 Customer Initials: __________
- 78. EF Recovery APPLICATION SERVICE PROVIDER AGREEMENT 16. 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 this Agreement will be deemed to constitute a partnership, joint venture, or employer/employee relationship between the parties. Neither party will hold itself out as having any authority 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 party service 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, or when 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 fax number 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 change its 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 due in 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 to causes beyond EF Recovery’s reasonable control, including, without limitation, labor disputes, acts of God, shortages, telecommunications failures or errors, actions or inactions 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 to its 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 proceeding arising 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 the jurisdiction 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 and responsibilities 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 attempted assignment 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 Recovery's and Customer's 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 a waiver 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 and interpreted to accomplish the objectives of such provision to the greatest extent possible under applicable law and the remaining provisions will continue in full force and effect. Page 5 of 5 Customer Initials: __________
- 80. 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
- 81. 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
- 82. 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
- 83. 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
- 84. 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
- 86. 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
- 87. 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
- 88. 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 unit's dispatch Yes Date and time of each unit's enroute to scene Yes Date and time of each unit's arrival on scene Yes Date and time of each unit's available-on-radio Yes Date and time of each unit's 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
- 89.
- 90. 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
- 91. 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
- 92. 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
- 93. Yes Complexes with a single address but multiple tenants (malls, apartment buildings) should be able to be verified by either the complex's address or the tenant's 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
- 94. 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
- 95. 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
- 96. 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
- 97. 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
- 98. 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
- 99. 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
- 100. 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 individual's training record Automatically post training results into individual's 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
- 101. 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
- 102. 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, driver's 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
- 103. 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
- 104. - 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
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- 106. Hosted FireRMS ZOLL FireRMS Powered by EF Recovery Most first responders spend minimal time in an office environment. The majority of time is 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 report completion time for first responders. It provides a simple solution to effectively manage your 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 and ease of customization lets you tailor your system to meet your individual needs. The modules are tightly integrated, which minimizes redundant data entry and report completion time, and reduces the cost associated with administrative services allowing you to focus on life-saving operations. EF Recovery will provide the IT infrastructure and support, as well as the routine software maintenance of the hosted FireRMS program. This allows our client to focus on meeting their business goals. This means that the City will not have to provide any servers or traditional IT support in order to fully enjoy all the benefits of this state-of-the- art management tool. FireRMS Overview RescueNet FireRMS is an integral component of ZOLL’s RescueNet suite of products which include tools to manage all areas of emergency response. FireRMS provides the tools 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 reports FireRMS 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 daily activities and provides full incident reporting functionality. FireRMS includes the following standard modules: • Daily Roster • Personnel 8
- 107. • Occupancies • Hydrants • Vehicles and Equipment • Scheduling and Tracking • Reporting There are also several fully integrated third party applications and add on components which 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
- 108. • Hydrants –Automate the hydrant scheduling and information management process. Manage inspection schedules, place hydrants in/out of service, and track flow calculators. • Vehicles & Equipment – A comprehensive fleet and equipment management tool designed 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
- 109. RescueNet FireRMS Mobile- In the Field Fire inspectors, EMS professionals, incident commanders and hydrant inspectors have unique requirements for collecting and accessing data in the field that are different from managing data in the station. Many cities still use paper forms for their various field-reporting tasks, and then return to the station to re-enter that same information into a records management system or other database. With RescueNet FireRMS Mobile, inspections and patient care reporting can be performed in the field. Drop down menus, touch screens and signature capture capabilities make field operations a breeze. Reports can be printed on-site and updates to occupancy information are in real time. Some competitive systems offer a mobile application that only allows remote access to a specific module such as inspections. The RescueNet FireRMS Mobile is a client copy of RescueNet 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 same application you use in the field with access to ALL modules as specified by security status. This provides users with unprecedented access to key information, and the ability to add to or update information anytime – anywhere. Since the mobile application is the same as the application used in the station, training on the mobile application is minimal. 11
- 110. Zoll RescueNet ePCR Powered by EF Recovery EF Recovery and Zoll have partnered to manage Zoll’s RescueNet ePCR solution. 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 ZOLL knowledge base. SOFTWARE AS A SERVICE (SaaS) Hosted RescueNet ePCR is a SaaS hosted offering of TabletPCR and WebPCR for organizations that do not wish to maintain an enterprise ePCR solution. With hosted RescueNet ePCR, EF Recovery provides the IT infrastructure and support, as well as the routine software maintenance of the ePCR system, database backups and software upgrades so that you can focus 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 and medications used and any other agency specific criteria you provide. Data is maintained in a Tier 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 that meets state reporting needs; utilizing best practices developed by hundreds of RescueNet ePCR users. Customers are able to go-live with RescueNet ePCR quickly and with minimal investment. ePCR Solution Overview Through our partnership with ZOLL, EF Recovery provides the most widely used, Windows-based EMS software in the industry. RescueNet is the only suite of fully-integrated EMS software solutions that streamline operations by managing data from the time of the initial call through to the completion of the billing process. There are more than 1,400 customers worldwide using one or all of the closely integrated RescueNet components. We are confident that our recommended solution will meet the needs of the City today, as well as provide the scalability to grow in the future. The RescueNet ePCR Suite is a complete electronic patient care reporting solution that combines the proven, easy-to-use TabletPCR product with a Web-based PCR editor (RescueNet WebPCR) and advanced document routing, for better quality improvement and assurance. It is designed to capture and allow access to all pre-hospital patient, clinical, and system information on tablet PCs and mobile computers. The RescueNet ePCR Suite simplifies data input and improves access to information. This fifth-generation solution offers dynamically configurable 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 for designing custom workflows for PCR reviews, and a Web-based solution for reviewing and editing 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
- 111. retrieval when theneed arises. A system administrator can customize complete call rules to enforce that certain data points are always captured on the PCR. Once a report is completed, the customized PCR workflow routing engine easily manages the distribution of a PCR to the appropriate parties within the organization for QA/QI review or other responsibilities. RescueNet ePCR enables the City to customize the design of the PCR Workflow managing the evaluation of the PCRs based on the City’s defined criteria and appropriately routing PCRs for review. Customizable workflows increase the efficiency of the QA/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 response times, IV and intubations success rates, and intervention outcomes analysis. ZOLL ePCR Components TabletPCR TabletPCR is the mobile component of RescueNet ePCR. Specifically engineered for ease of data entry, TabletPCR utilizes large buttons and locally customized captions, labels, and pick lists. TabletPCR is also specifically designed to operate in a disconnected state, so that entry of data is not dependent upon an internet connection. Once a connection has been reestablished, TabletPCR automatically synchronizes data with the server. WebPCR The 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 the same in WebPCR. Users can log into WebPCR to finish incomplete PCRs, create new PCRs, or review 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 a different user for QA (i.e., Medical Director) or send it on to the next phase of the workflow. RescueNet Reporting The 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’s RescueNet ePCR system is built on the industry-standard Microsoft SQL database, providing the City with reliability and fast query returns. RescueNet ePCR Workflow Editor As shown in the screenshot to the right, the graphical Workflow Editor allows administrators to design the flow of PCRs through the review process. It is designed to allow quick layout of conceptual flows to simplify the design process. RescueNet Interfaces In addition to being able to interface with the City’s existing CAD and system and other RescueNet products like RescueNet Billing, RescueNet TabletPCR supports importing data automatically from ZOLL E- and M- 13
- 112. Series devices aswell as from Philips and Physio-Control devices. This functionality allows users to use the monitor to capture vitals, record ECG data, document interventions, etc., and import that data directly into the RescueNet PCR. A Closer Look at RescueNet ePCR TabletPCR Decision Support The following screenshot shows how TabletPCR provides decision support to field personnel. 14
- 113. Complete Call Rules CompleteCall Rules enable the system administrator to control what information is required on the PCR to collect appropriate clinical data, ensure compliance with state reporting requirements 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 Call Rule. The system will automatically navigate to the screen containing the missing element, thus saving the time it would take for the user to find the screen. The following screenshot shows how TabletPCR informs users of missing information. Complete Call Rules are extremely flexible, enabling the administrator to define rules based on one or more fields already collected in the PCR. For example, a rule could be created that requires a user to enter at least one set of vital signs for all cardiac calls. Virtually any piece of information collected in a PCR can be used to build a Complete Call Rule. 15
- 114. The Body Survey TheRescueNet ePCR Body Survey enables users to document injuries and conditions to body parts on a graphical representation of the patient’s body. TabletPCR automatically selects the correct 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 is especially 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 Data TabletPCR users can upload Cardiac Monitor/Defibrillator information, including waveforms and vital signs. Additionally, code markers that users enter on monitors can be mapped to specific interventions in TabletPCR. RescueNet TabletPCR supports importing data automatically from Hosted RescueNet ePCR Software Support EF 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 to fully enjoy all the benefits of this state-of-the-art electronic patient care reporting system. There are 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 industry standard practices such as a fault tolerant system and HIPAA compliance, EFR also backs up your data in near real-time to a secure backup facility. This virtually eliminates the potential for data loss even in a catastrophic scenario. EF Recovery will configure the system and conduct web based training for personnel. This includes loading all necessary information such as crew, ambulance, facilities, drugs and all needed information to provide a fully functional working system. Ongoing system changes such 16
- 115. as workflow andcustom reports can be requested and in most cases are completed within 48 hours. EF Recovery will ensure that all required NEMSIS information is captured and all state reporting requirements are met. This includes Trauma, DNR’s, and all general reporting. EF Recovery will produce other reports as required by the state and/or federal government such as the 5010 and ICD 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 changes and 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 aided dispatch (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
- 116. 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
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- 120. The Complete Package. EfficiencyThrough Integration Your City Can Have It All – EMS Billing Hosted ZOLL ePCR Hosted ZOLL FireRMS Emergency Response Billing Funded Tablets 23
- 121. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 TABLE 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
- 123. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 EXECUTIVE SUMMARY Tab 2: Executive Summary (no longer than 2 pages, No smaller than Ariel 9‐point font) ETI Response: Emergency Technologies, Inc. www.EmergencyTechnologies.com 8521 Six Forks Road, Raleigh, NC 27615 / (800) 485-0202 Emergency Technologies, Inc. (ETI) is a privately held software and services company focused exclusively on developing and marketing application software to Fire and EMS departments. Products that provide superior automation and eliminate any data-entry redundancy include a Fire Records Management System (FRMS), an Emergency Medical Services Patient Reporting (EMS) system and a Field-based Reporting (FBR) system used by medium 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 we understand what it takes to efficiently deploy a complex FRMS. We are an experienced Microsoft Certified Partner company that reacts quickly and effectively to our clients' needs. We value our customer input and feedback, as that has allowed ETI to continue to produce and improve practical, easy-to-use, software packages that Fire and EMS professionals have grown to trust and rely on. Our annual User Group conference provides an excellent forum in which ETI staff can listen and learn from our customers' field experience and knowledge. Customers, as well, 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 project management, including technical specifications, training and implementation plans to operational assistance and technical support, ETI partners with its customers to deliver the complexities of a successful FRMS and EMS project implementation. ETI offers additional training in areas such as Report Writing for groups that want to maximize 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 fully integrated and present a consistent user interface to speed training and maximize effectiveness. Operating on a Microsoft® Windows® platform with Microsoft SQL Server™, Visual Fire is a fast and robust 32-bit application that automates and reports on virtually every Fire and EMS Department’s operations. Set up the level of security your agency requires by indicating the types of activity allowed to each user or group and prevent unauthorized access entirely, and do so across multiple departments. With ETI’s Crystal Viewer, you can take advantage of hundreds of reports 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-jurisdictional system that allows each agency to complete their own reports, a supervisor can easily review completed reports and 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 5 Incident Reporting, EMS e-PCR, Fire Pre-Plans, Inspections, Exposure and Schedule 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 used separately, but are all tightly integrated with each other. All modules share data that is linked across the system and the Visual Fire Mobile offers all the functionality in the field that is available on the Desktop. The ETI solution is designed for portability; you can start with an office LAN and easily move to mobile laptops or tablets when you’re ready to capitalize on the full power of Visual Fire in the field. The ETI Advantage: The implementation of a new FRMS is a complex undertaking. ETI has several key advantages that will help ensure a successful project and bring your Fire departments to the forefront of Fire and EMS 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
- 124. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: 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
- 127. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 CONFLICT OF INTEREST FORM & DEBARMENT AND SUSPENSION CERTIFICATE 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.
- 130. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Debarment 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.
- 131. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 LIST OF REFERENCES Tab 5: List of References ETI Response: © 2012 Emergency Technologies, Inc. Page 11 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.
- 132. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 List of References List at least three (3) references of similar scope and size giving company name, contact information, and term. REFERENCE ONE Government/Company Name: City of San Antonio, Bexar County, and City of Schertz, Texas Location: San Antonio, Texas Contact Person and Title: Glen Outlaw Telephone Number: GOutlaw@schertz.com Scope of Work: Complete Fire and E-PCR system including training and project management. Contract Period: 11/2008 - present REFERENCE TWO Government/Company Name: Loveland Colorado Fire Department Location: Loveland, Colorado Contact Person and Title: Karen Skillman Programmer/Analyst IT Department Telephone Number: (970) 962-2338 email: skillk@ci.loveland.co.us Scope of Work: Complete Fire and E-PCR system including training and project management. Contract Period: 12/2008 - present REFERENCE THREE Government/Company Name: Horry County, South Carolina Location: Myrtle Beach, South Carolina / Horry County, South Carolina Contact Person and Title: Michael Hodge NFIRS / GIS Coordinator Telephone Number: (843)915-7060 email: hodgem@horrycounty.org Scope of Work: Complete Fire and E-PCR system including training and project management. Contract Period: 2006 - present REFERENCE FOUR Government/Company Name: Oklahoma City (OK) Fire Department Location: Oklahoma City, Oklahoma Contact Person and Title: Brian Stanaland District Fire Chief Telephone Number: 405-297-3314 email: brian.stanaland@okc.gov Scope 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.
- 133. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 SAMPLE CONTRACT Tab 6: Example of your standard contract ETI Response: Emergency Technologies Inc. SOFTWARE MAINTENANCE AND SUPPORT AGREEMENT This Software Maintenance and Support Agreement (hereinafter referred to as the “Agreement”) is entered into this ___ day of October, 2012 by and between Emergency Technologies, Inc., a North Carolina corporation (hereinafter referred to as "ETI"), and the XXXXX Fire Department, a local government agency (hereinafter referred to as “Customer”). WITNESSETH: WHEREAS, ETI and Customer entered into that certain Emergency Technologies Software License Agreement 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 related user documentation on certain terms and conditions; WHEREAS, Customer desires to receive the Support, as defined herein, from ETI and ETI desires to render the Support to Customer with respect to the Licensed Program (as hereinafter defined) on the terms 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 respective capitalized 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.
- 134. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Customer; or (c) nonstandard characteristics of Customer's hardware, network, or network configuration; or (d) interaction with other software installed on Customer's 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 nonconformity's 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 14 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.
- 135. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: 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 15 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.
- 136. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: 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 Customer's 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 manufacturer's 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 16 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.
- 137. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Table 1. Support Severity and Response Levels SEVERITY DEFINITION RESPONSE TIME TARGET EXAMPLE LEVEL RESOLUTION FIRE RMS TIME 1 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.
- 138. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: 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 Customer's 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 18 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.
- 139. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: 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 is not a Reproducible Material Error, but rather a Customer Error, all time and expenses accrued in making this determination shall be billed to Customer. Customer may request ETI to investigate and correct such a Customer Error for an additional fee. (g) Miscellaneous Services. In addition to those services specified in Section 4.1, other maintenance and support services, including but not limited to assistance provided on-site, custom programming, consulting, project management, operations support, correction of Customer Errors, responding to calls from other than a System Administrator, provision of “excluded services under Section 3.1(e), and provision of services otherwise included in Section 3 beyond the level specified in Section 3 or outside of normal business hours, may be furnished by ETI subject to additional fees and staff availability. Section 5 Customer Obligations. 5.1 Maintenance of Software License. Customer shall at all time have in effect a valid Software License for use of the ETI software. 5.2 Payments. Customer is, and remains, in compliance with the schedule of payments of the contract and annual support payments. 5.3 Customer Responsibility for Hardware, Software, and Communication Services. In order for Customer to obtain from ETI the services called for by this Agreement, Customer is solely responsible for procuring, installing, and maintaining all equipment, telephone lines, communications interfaces, and other software or hardware necessary to operate the ETI software, ETI reserves the right, from time to time, to require hardware and/or software upgrades or new version to support Upgrades, Enhancements or new Version of the ETI software. . 5.4 High-Speed Remote Access. Customer will provide a reliable, high-speed internet connection and enable ETI to have remote access and connectivity to the live, production ETI software. 5.5 Customer Notification of ETI. Customer shall notify ETI, in writing or by telephone, within fifteen (15) days of discovering any error or malfunctions that Customer believes is a Reproducible Material Error, and provide ETI with physical evidence of such error. Customer agrees to provide ETI with sufficient support and test time to duplicate the problem, and to determine whether the problem is a Reproducible Material Error in the ETI software. 5.6 System Administrator(s). Customer is responsible for providing one or more qualified System Administrators as described in section 6. Calls received by anyone not previously identified as System Administrators are not covered by this Agreement and are therefore subject to hourly fees, and are not subject to minimum Response Time. 5.7 Installation of Upgrades, Enhancements and New Versions. ETI will coordinate the installation of all Upgrades and Enhancements with the Customer. Major Version releases may require additional Customer Training, onsite installation, and have major impact on the Customer thus requiring significant project planning and additional cost. © 2012 Emergency Technologies, Inc. Page 19 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.
- 140. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Section 6 System Administrator Requirements. 6.1 Basic Requirements. Each System Administrator must either complete a ETI system administration training and ETI system data entry and modification course, or must otherwise have sufficient experience as to be able to understand and use ETI software in accordance with the Documentation effectively. 6.2 Additional Knowledge. Each System Administrator must be qualified through training or experience acquired independently of ETI to address, without the aid of ETI, all problems relating to any hardware, software, or operating system other than those which may be provided to Customer by ETI. 6.3 Initial System Administrator(s). The person(s) to be initially trained by ETI to serve as System Administrator(s) shall be no more than five (5) people and should be identified by the Customer prior to the start of training. 6.4 Change in System Administrator(s). Customer may change its System Administrator at any time be giving notice to ETI of the replacement System Administrator(s), provided that such replacement(s) are qualified in accordance with the terms of this Section 6. ETI may require Customer to appoint a new System Administrator if ETI, in its sole discretion, determines that the System Administrator does not meet the qualifications required under this Section 6 or otherwise have the experience or ability to communicate effectively with ETI support personnel. Section 7 Fee/Payment and Anniversary Date. 7.1 Maintenance and Support Fee. Customer shall be required to pay an annual Software Maintenance Fee with respect to the ETI software currently licensed. If additional Software Modules are added to the ETI software during any annual term of this Agreement, then ETI shall calculate the annual fee for support of such additional Software Modules and Customer shall pay the pro-rated portion of that additional fee for the time period from the date the additional Software Module is added to the ETI software to the end of the initial or then-current renewal term; thereafter the fee for the additional Software Module shall be included in the annual fee. 7.2 Charges for Other Services. For Other Services training courses Customer shall pay such amounts as specified in Exhibit B, if applicable. For installation or data conversion services Customer shall pay the amount specified in the applicable Installation Services Amendment, Data Conversion Services Amendment, or Statement of Work documents Customer agrees to pay additional charges according to the ETI fee schedule for all work performed outside of coverage hours or for services rendered under Section 4. These charges are applicable for any work performed after hours regardless of cause even if it was reported and/or initiated during Coverage Time Customer will be required to authorize any work outside of Coverage Time that results in additional charges. In addition, Customer agrees to pay all reasonable expenses incurred in connection with ETI’s provision of Other Services, including without limitation, courier fees, copier expenses, costs of reproductions, costs of disposable supplies purchased exclusively for work for Customer, travel expenses (including airfare, rental cars, taxis, lodging, meals, parking and necessary incidentals). 7.3 Payment Terms. The anniversary date for maintenance and support is the date of installation. Annual maintenance is due fifteen days prior to the anniversary date. ETI shall render an invoice for the annual maintenance fee at least thirty (30) days before each anniversary date. Failure to pay any amount due under this Agreement when due shall constitute a breach of this Agreement. All overdue amounts shall accrue interest at the rate of 1.5% per month or the highest interest rate allowed by applicable law. ETI shall be entitled to reimbursement of all costs incurred in collecting such amounts, including without limitation all court costs and reasonable attorney fees and expenses. ETI also reserves the © 2012 Emergency Technologies, Inc. Page 20 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.
- 141. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 right to refuse to provide any services under this Agreement if any amounts due under this Agreement remain unpaid for over thirty (30) days after invoice, and no refund shall be due to Customer if these services are so suspended. Additionally, Customer shall be required to pay a reinstatement fee, not to exceed eighteen (18) percent of the annual maintenance fee. If ETI does suspend service under this Agreement, Customer may have service reinstated only upon payment of all overdue invoices, including interest and reinstatement fee. 7.4 Change of Rates. ETI reserves the right to change its Support fees, provided that no such change will be effective until at least 30 days after ETI has given Customer written notice of such change by means of an invoice. In addition to the foregoing changes in Support Fees, fee changes will also result from changes in (1) Software prices, (2) Increases in the number of modules of a Licensed Program, (3) Increases in the number of users on the system, (4) Changes in the computer hardware or (5) Selection by Customer of different Coverage Hours. 7.5 Taxes. Customer shall be responsible for sales or use taxes, and state or local property or excise taxes associated with Customer’s licensing, possession, or use of the ETI software. Section 8 Termination. 8.1 This Agreement may be terminated as follows: (a) This Agreement shall immediately terminate upon the termination of the License Agreement; (b) This Agreement may be terminated by Customer upon the expiration of the then- current term of this Agreement, provided that at least ninety (90) days prior written notice is given to ETI. ETI may terminate this Agreement upon the expiration of the term of this Agreement, provided that at least ninety (90) days prior written notice is given to Customer; or (c) This Agreement may be terminated by either party upon thirty (30) days prior written notice if the other party has materially breached the provisions of this Agreement and has not cured such breach within such notice period. 8.2 Payments upon Termination. Following termination of this Agreement ETI shall immediately invoice Customer for all accrued fees, charges and reimbursable expenses. Customer shall pay the invoiced amounts upon receipt of such invoices; any amounts not paid within thirty (30) days after the date of the invoice shall bear interest until paid at the rate of one and one half percent (1.5%) per month, or the highest interest rate allowed by applicable law, until paid. Termination of this Agreement pursuant to the terms of Section 8 shall not obligate ETI to refund any amount paid by Customer. 8.3 Additional Rights. Termination of this Agreement shall be in addition to, and not in lieu of, any other remedies available to ETI. 8.4 Survival. The rights, obligations, and limitations of Sections 5.2, 8, 9, 10 and 11 shall survive termination of this Agreement. 8.5 License Agreement. Provided that the License Agreement otherwise remains in effect, then upon termination of this Agreement Customer shall be permitted to continue use of the ETI software pursuant to the terms of the License Agreement. If the License Agreement has terminated, Customer shall take such actions with respect to the License Software as required under the License Agreement upon its termination. © 2012 Emergency Technologies, Inc. Page 21 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.
- 142. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Section 9 Proprietary Rights. 9.1 To the extent that ETI may provide Customer with any Error Corrections or Enhancements or any other software, including any new software programs or components, or any compilations or derivative works prepared by ETI (collectively, "Vendor Programs"), Customer may (1) install one set of the Vendor Programs in the most current form provided by ETI , in Customer's own facility; (2) use such Vendor Programs in connection with the Licensed Programs, and in a manner consistent with the requirements of the License Agreement, for purposes of serving Customer's internal business needs; and (3) make one copy of the Vendor Programs in machine-readable form for nonproductive backup purposes only. Customer may not use, copy, or modify the Vendor Programs, or any copy, adaptation, transcription, or merged portion thereof, except as expressly authorized by ETI. Upon termination of such License Agreement, Customer shall return or destroy the Vendor Programs, and returning the Vendor Programs in the manner required by the License Agreement shall be sufficient for such purposes. 9.2 The Vendor Programs are and shall remain the sole property of ETI, regardless of whether Customer, its employees, or contractors may have contributed to the conception of such work, joined in the effort of its development, or paid ETI for the use of the work product. Customer shall from time to time take any further action and execute any further instrument, including documents of assignment or acknowledgment that ETI may reasonably request in order to establish and protect its exclusive ownership rights in such works. Customer shall not assert any right, title, or interest in such works, except for the non-exclusive right of use granted to Customer at the time of its delivery or on-site development. Section 10 Disclaimer of warranty and limitation of liability. 10.1 ETI disclaims all warranties either expressed or implied and representations with respect to the licensed program, including its condition, its conformity to any representation or description, the existence of any latent or patent defects, and its merchantability or fitness for a particular use. 10.2 Customer specifically agrees that in no event shall ETI's cumulative liability for any claim arising in connection with this Agreement exceed the annual base software maintenance fee for one (1) year paid to ETI by Customer within the last twelve (12) months. 10.3 Customer expressly agrees that in no event shall ETI be liable for any consequential or special damages arising from breach of warranty, breach of contract, negligence or any other legal theory, whether in tort or contract, even if ETI has been advised of the likelihood of such damages occurring, including without limitation, damages from interruption or business, loss of profits or business opportunities, loss of use of software, loss of data, cost of recreating lost data, cost of any substitute software, or losses caused by delay. Termination of this Agreement by ETI pursuant to Section 8 shall not result in liability of ETI to Customer for damage, loss, or expense, and Customer expressly waives such claims. 10.4 No action, whether based on contract, strict liability, or tort, including any action based on negligence, arising out of the performance of services under this Agreement, may be brought by either party more than one (1) year after such cause of action accrued. © 2012 Emergency Technologies, Inc. Page 22 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.
- 143. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Section 11 Miscellaneous. 11.1 EMS Billing Exports. If the Customer has elected to purchase an optional EMS Billing Export and once the Export is accepted or is in production any changes are not covered under regular support and maintenance. Changes shall be made through a change order or Statement of Work document(s) that would detail the specific changes required and the costs associated with the changes. 11.2 Training and Testing Systems. The testing or training system is provided so the Customer may test and/or train without impact on the live, production system. ETI shall provide support to one (1) additional testing or training system. Support is limited to one (1) system in addition to the live, production system. ETI may, at its sole discretion, provide support to additional systems for additional costs to the Customer. 11.3 Publication (Mobile) Testing and Training Support. ETI does not provide support for testing or training systems that have a publication (mobiles) on the system unless the Customer has elected to purchase a separate support option to cover training system mobiles. If the Customer has purchased the additional support option, ETI will support no more than 12 mobile units. The mobiles shall be dedicated exclusively to the training or testing system. Support is limited to quarterly publication rebuilds for the system. 11.4 Waiver. No term or provision of this Agreement shall be deemed waived and no breach excused unless such waiver or consent shall be in writing and signed by the party claimed to have waived or consented. Failure to enforce any of the provisions of this Agreement shall not be construed as a waiver of future rights to enforce the same or other provisions of this Agreement. Further, should ETI elect to provide any services beyond its commitment herein, such provision of services shall not be construed to increase or otherwise change the level of services it is required to provide under this Agreement. 11.5 Assignment. Customer may only assign this Agreement in conjunction with an assignment of the Software License, and pursuant to the assignment terms in the Software License. 11.6 Force Majeure. ETI shall not be liable for any failure or delay in performance of any obligation under this Agreement if such failure or delay is caused by circumstances not directly under the control of ETI, including without limitation, failure resulting from acts of God, acts of public authorities, wars and war measures, strikes, fires, delays of suppliers or carriers, or serious illness of key personnel. 11.7 Governing Law, Adjudication, and Severability. This Agreement is to be governed by, and interpreted in accordance with the laws of the State of North Carolina, exclusive of its conflicts-of-law provisions. Customer agrees that any litigation arising out of this Agreement shall have exclusive venue in, and the parties shall submit themselves to the jurisdiction of, the Federal and State courts of Wake County, North Carolina. No action, whether based on contract, strict liability or tort, may be brought by either party related to or arising out of this Agreement more than one (1) year after the cause of action accrues. If any provision of this Agreement shall for any reason be adjudged by any court of competent jurisdiction to be invalid or unenforceable, such judgment shall not affect, impair, or invalidate the remainder of this Agreement, but shall be confined in its operation to the provision of this Agreement directly involved in the controversy in which such judgment shall have been rendered, and the invalid or unenforceable provision shall be struck. 11.8 Whole Agreement. Customer acknowledges that it has read this Agreement, understands it, and agrees to be bound by its terms and conditions. This is the complete © 2012 Emergency Technologies, Inc. Page 23 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.
- 144. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 and exclusive statement of the Agreement between Customer and ETI, which supersedes any proposal or prior agreement, oral or written, and any other communications relating to maintenance and support of the ETI software. All additions, amendments, or modifications of this Agreement shall be binding upon the parties only if they are in writing and executed by Customer and ETI. Any term or condition on a printed form which shall be sent to ETI by Customer shall have no effect, and shall not modify, add to or subtract from the obligations and rights set forth herein; Customer agrees that all terms on such forms are void. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly authorized representatives as set forth below. City of XXXX, Emergency Technologies, Inc. Authorized Signature Authorized Signature Print Name & Title Print Name & Title Date Date © 2012 Emergency Technologies, Inc. Page 24 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.
- 145. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 PRICING OPTIONS Tab 7: Pricing Options ETI Response: ETI Customer Quote September 24, 2012 Fire/EMS Records Management System San Angelo TX Item Extended Number Qty Product Code Description Unit Price Price Desktop 1 1 FRMS Visual Fire Enterprise - 50 Workstation License $78,225 $78,225 2 1 FRMS-CAD CAD Access* - 50 Workstation License $13,825 $13,825 3 1 FRMS-PP Visual Fire Audit Log $12,775 $12,775 4 1 FRMS-RST Visual Fire Shift Scheduler - 50 Workstation License $12,425 $12,425 5 1 FRMS-SUP Visual Fire Supply - 50 Workstation License $17,850 $17,850 6 1 FRMS-GEO Visual Fire Geo-Validation $15,750 $15,750 7 1 FRMS-PPPU Visual Fire Pre-Plan Pop-Up $15,225 $0 8 1 FRMS-LP12 Zoll M & E Series Monitor Interface $20,000 $20,000 9 1 FRMS-BILL EMS Billing Integration (Amazon Sweetsoft) $17,850 $17,850 10 1 FRMS-EXPT EMS State Data Export (NEMSIS Gold .XML) $13,125 $13,125 Total for Desktops $201,825 *CAD Access may require third party software and Interfaces and broadband connectivity to the central server. Mobile 11 1 FRMS-MDM Visual Fire Mobile - 40 Licenses $41,100 $41,100 12 1 FRMS-AIR CAD Access for Mobile * $7,900 $7,900 Total for Mobiles $49,000 *CAD Access may require third party software and Interfaces and broadband connectivity to the central server Professional Services 1 13 1 FRMS-PROJ Project Management - Fixed Cost 6 months $29,505 14 1 FRMS-GOLIVE "Go Live" On-Site Support (per day) $895 $895 15 1 FRMS-INT Product Installation $1,600 $1,600 16 1 FRMS-INT-TM Product Installation & Configuration Training for Mobile $1,295 $1,295 17 1 FRMS-INT-SUP Supply Setup & Configuration $1,600 $1,600 18 5 FRMS-CRPT Custom Report Development (per day) $895 $4,475 19 1 FRMS-EBILLS EMS Billing Setup & Configuration $4,785 $4,785 20 1 FRMS-IMP Import & Configuration of Personnel and Equipment $2,995 $2,995 21 1 FRMS-SA-Aud System Administrator Audit (SA-4) $895 $895 © 2012 Emergency Technologies, Inc. Page 25 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.
- 146. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 22 1 FRMS-SA-BA Business Analysis & Configuration (per day) $895 $895 23 2 FRMS-SA-TRN Visual Fire Setup & Configuration Training (per day) $895 $1,790 24 12 FRMS-TRN User Train-the-Trainer Training (per day) $895 $10,740 25 1 FRMS-SUPP Maintenance & Support $50,165 26 1 FRMS-SUPP Maintenance & Support (First year included) -$50,165 Total for Professional Services $61,470 1 Project management is expected to last no longer than 6 months, if project extends past 6 month than an additional fee will be charged of $4,920 per month. Travel and Living Expenses Price 27 1 FRMS-TLE Travel and Living Expenses $9,458 $9,458 Trips = 7 Net Total $317,330 Discount -$87,789 Grand Total $229,541 Additional Discount if Contract signed by December 31, 2012 -$29,954 $199,587 Maintenance & Support 28 1 FRMS-M&S Maintenance & Support $50,165 $50,165 System Server Hardware 29 2 FRMS-HW Dell Server(s) PowerEdge R420 $8,788 30 1 FRMS-SW Server Software & Accessories WINSVRSTD / WINSVRCAL $7,463 31 1 FRMS-SW Server Software & Accessories SQLSVRSTD / SQLCAL $9,766 $26,017 Modules included in this proposal: 16. Permits 17. Building Systems Inspections 1. Account Management Services * 18. Training 2. Administrative setup functions; the 19. Personnel Visual Fire Desktop 20. Security 3. NFIRS 5.0 Fire Incident Reporting 21. Fire Pre-Plans (Premise) 4. NFIRS 5.0 Data Export to the State 22. Hydrants Fire Marshal’s Office 23. Equipment 5. CAD Access ** 24. Station Log 6. Full System Audit Log 25. Exposure Log 7. Shift Scheduling 26. Crystal Viewer for Crystal Reports 8. Supply 27. Crystal Viewer Administrator 9. EMS ePCR 28. Master Locations 10. EMS QC Editor 29. Master Names 11. EMS Audit Log 30. Visual Fire/EMS Mobile 12. EMS State NEMSIS Data Extract 31. Mobile CAD Access ** 13. Fire Investigations 14. Pre-Plan Popup Available options: 15. Fire Inspections © 2012 Emergency Technologies, Inc. Page 26 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.
- 147. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 1. Advanced Multi-Agency Configuration 2. EMS Billing Extract 3. HazMat Billing 4. Two-way CAD Integration 5. Address Geo-Validation 6. Custom Reports 7. EMS Fax Communication Server 8. Data Conversion 9. Fire View (Map Analysis) 10. Fire Zone (Diagramming tool) 11. Apex Nexus (Diagramming tool) 12. Orion Interface 13. TeleStaff Interface 14. Mobile Command (ICS) 15. 5 by 9 Maintenance ** © 2012 Emergency Technologies, Inc. Page 27 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.
- 149. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 CAD Access * CAD Access may require third party software and Interfaces. Maintenance and Support: ** Maintenance and support for the first year is included in the base price of Visual Fire. Ongoing maintenance costs begin in year two and reflected above. Desktops and Mobiles must have the same level of support. The level of support is outlined in detail in the contract. Maintenance includes technical support through phone and/or e-mail and product upgrades. Product upgrades occur due to normal product enhancement and/or to maintain compatibility with new versions of Windows or updates to national data standards. This pricing is valid for 120 days and does not include any data conversion. 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. © 2012 Emergency Technologies, Inc. Page 29 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.
- 151. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 REPORT MANAGEMENT SYSTEM QUESTIONNAIRE Tab 8: Report Management System Questionnaire ETI Response: Record Management System Questionnaire Your Report Management System Questionnaire System Comments (Yes or No) General Support multi-jurisdictional functions allowing individual agencies, Visual Fire is a multi-jurisdictional system. departments, groups or individuals to share data while also protecting Yes Data can be shard, but is also confidential agency specific or confidential data. where secured within the Security module. The Visual Fire system includes integrated Modules integrated to maximize information sharing and reduce duplication Yes modules, so that data is shared across of effort. modules. Individual workstations: Visual Fire uses a graphical user interface Use a graphical user interface (GUI) Yes (GUI). Support command-line, point-and-click, and function key entry of Yes Visual Fire uses point-and-click data entry. commands and/or data Visual Fire has both insert and delete modes of data entry; data can be entered (inserted) Support insert and delete modes in field data entry Yes into the system via the user interface and deleted from the user interface if there are no outstanding dependencies. Cut and paste modes are available in Notes Support cut and paste modes in field data entry Yes and Comments fields. Ability to reduce data entry redundancy by populating all duplicate fields This function is available with the Visual Fire Yes with a single entry system. Users can move windows anywhere on the Allow user to move windows anywhere on screen(s) Yes screen. Allow user to minimize and maximize windows Yes Users can minimize and maximize windows. © 2012 Emergency Technologies, Inc. Page 31 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.
- 152. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Ability to restrict any/all RMS windows from being closed, as determined Yes This function is available. by system administrator Support use of numeric keypad for number entry Yes This function is available. Support relational database management technology to eliminate duplicate Yes This function is available. entry, duplicate storage and operational inefficiencies. Print any text information on any screen to a printer Yes This function is available. Print any text information in any window to a printer Yes This function is available. Print any or all records retrieved from an inquiry to a networked printer Yes This function is available. Print any or all records retrieved from an inquiry to a workstation attached Yes This function is available. printer Include date, hour, and minutes in most time stamps Yes This information is included on time stamps. This information is included on time stamps Include date, time, and user ID stamp for all data entries Yes and tracked within the Audit Log. Use standard database format for storing date, so that dates can be Yes This function is available. manipulated as dates Use standard database format for storing time, so that times can be Yes This function is available. manipulated as times Users can search using the Search and Report function. This function allows users to search Search all tables/files using any or all fields Yes on virtually any data element within a given module “on the fly”. Users can search with Search and Report Search all tables/files using exact match and wild card Yes feature using exact match or wildcard. Supports National Fire Incident Reporting System (NFIRS 5) Yes Visual Fire is NFIRS 5 compliant. Visual Fire provides pick lists for data entry. Provide pick lists for data entry (e.g. pull-down menus) Yes Some pick list choices can be customized to meet agency-specific needs. Use a relational database for all data and code table storage Yes This function is available. © 2012 Emergency Technologies, Inc. Page 32 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.
- 153. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) This is a function of the computer’s operating Display real-time date and time constantly on screen Yes system. Include jurisdictional indicator in incident and report number Yes This information is included on reports. Relational database should be SQL compliant Yes Visual Fire users a SQL Server backend. System Administrators can re-label, hide, modify, and display fields on the screen as Ability for system administrator to relabel/hide/modify fields on screens Yes long as the fields are not mandated by NEMSIS or NFIRS. Ability to auto fill fields during data entry using existing information such as Yes This information can be auto-filled. names, addresses, phone numbers, from a master names index. Ability to provide basic word processing features like those in MS Word for Yes writing narratives. Include description of items such as: Spell checking is available within the Spell-checking Yes comments and narrative fields. Medical dictionary Yes A dictionary is available for spell checking. Word wrap Yes Word wrap is available in narrative fields. Copy, cut, and paste are available in Copy, cut and paste Yes comments and narrative fields. Allow for a training system to be set up to allow non-production use of the A Training System is typically available and system. This would be used to train personnel in the use of the system and Yes separate from the Production system. to try out modifications and enhancements before they go into production. The system should include online help and tutorials Yes PDFs can be stored within the System menu. Any type of file attachment can be attached to Ability to add attachments of any type (EKG/plans/documents or images) Yes Visual Fire records. Exporting to state, federal, etc. is available from the software. Visual Fire will export a file System has the capability to establish an "auto-export" to defined entities that is compatible with state and federal Yes such as billing, State, Federal, etc. standards. If a billing export is necessary, ETI can work with the agency to create a file export that is compatible with the billing © 2012 Emergency Technologies, Inc. Page 33 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.
- 154. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) company. More information is needed to determine the work involved and the associated costs. A Statement of Work is necessary to define the billing export. If a billing export is necessary, ETI can work with the agency to create a file export that is compatible with the billing company. More User friendly interface for the rapid export of data to patient billing systems Yes information is needed to determine the work via multiple formats. (i.e. CSV, XML, TLV) involved and the associated costs. A Statement of Work is necessary to define the billing export. Window size can be controlled. Users can adjust font size within narrative fields. Users Allow user to adjust window and font size Yes can also adjust their resolution to make the screens and fonts larger. Security Username and Password are required to log Require a minimum of user name and password to log user onto system Yes onto the system. Allow each user to have individual security profile Yes Each user has an individual security profile. The System Administrator has the ability to Allow system administrator to assign new password Yes assign a new password. Does not display password as a visible field anywhere in system without Visual Fire does not display password Yes System Administrator rights anywhere in the system. Support assigning security access by module Yes Security access can be controlled by module. Within module, support assigning security access by function (e.g., insert, These security rights are available by Yes modify, delete, read-only) function. This is handled by the Operating System and Restrict access to the operating system of the server(s) Yes is not a function of the Visual Fire software. This is handled by the Operating System and Restrict access to the operating system of the workstation Yes is not a function of the Visual Fire software. Support ability of system administrator to remotely log-off users from any Yes This function is available. device Support assigning security access by certain fields Yes This function is available. Within a field, support assigning security access by function (e.g., insert, Yes This function is available. modify, delete, read-only) © 2012 Emergency Technologies, Inc. Page 34 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.
- 155. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Advance and flexible data security - HIPAA compliant (Field level access of Yes This function is available. data base) Restrict access to individual database tables by security (including access Yes This function is available. from report writer) Online Storage This function is available as long as the Complete RMS records will be available online for a minimum of 7 years Yes appropriate hardware is in place. Performance The system will operate 24/7, unless it is down for an upgrade. We typically give our Operate 24 hours per day, 7 days per week except when system down time customers notice of upgrades and how it will Yes is necessary for upgrades and routine maintenance. affect their system performance and can schedule updates/upgrades during non-peak hours. Response time for typical FRMS commands (excluding ad hoc inquiries or This function is available as long as the Yes large reports) must average 2 seconds or less appropriate hardware is in place. Audit Support an audit log of each transaction performed, including date, time, and This is available with the Audit Log function of Yes user ID of person performing transaction Visual Fire. The System Administrator can view selected Allow system administrator to review selected transactions Yes transactions within the Audit Viewer. Documentation This information is provided in electronic Provide user level, system administrator functional & system technical Yes form. Users have permission to print hard manuals in hardcopy and electronic form copies as necessary for use for all users. System Training Perform onsite end user module training for train the trainers, system System Administrator and train-the-trainer administrator training & major release/update training for end user and Yes training is available. system administrator We offer direct training to specific groups of Perform onsite end user module training direct to some users Yes users. © 2012 Emergency Technologies, Inc. Page 35 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.
- 156. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Training/Test System Support a full training mode which is independent of the live, operational Yes system (including independent code tables and files) Support a full test mode which is independent of the live, operational system (including independent code tables and files) and independent of the training Yes mode Support a full training and test server which is independent of the live, Yes, we are provided a training / test server in Yes operational server (including independent code tables and files) addition to the production server. Backup and Purge Purging is not recommended; however, is available wwith the Visual Fire system as long Support purging of records in all files/tables based on date Yes as no dependencies lie elsewhere in the system. Support archiving of records in all files/tables based on date, prior to purge Yes Archiving records is available. Records can be archived to an alternative Write all archived records to alternative medium Yes medium. The system can remain “up”, however we Allow backup/purge to occur without affecting RMS operation (i.e., RMS to Yes recommend archiving or backing up files remain "up" during backups) during off-peak times. Code Tables Any codes that are not mandated by state or All RMS codes and descriptions can be entered, modified, or deleted by Yes national standards can be modified at any system administrator at any time except for NFIRS and NHTSA codes time. A system administrator with full security Allow system administrator full security access to all relational tables Yes access will have rights to all tables within the system. Fire/EMS RMS Reporting Ad hoc reports are created with the search Create ad-hoc reports Yes and report feature. © 2012 Emergency Technologies, Inc. Page 36 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.
- 157. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Provide ability to export the entire RMS database to a separate database, in Visual Fire can export data into a variety of Yes a variety of standard file formats formats. Provide ability to export user-selected portions of the RMS database to a Visual Fire can export selected data into a Yes separate file, in a variety of standard file formats variety of formats. Visual Fire provides many canned reports with Provides a variety of "canned" reports Yes the system. Visual Fire offers some reports with charts and graphs. Additionally, information can be Must have the ability to build charts and graphs Yes exported into Excel format and then manipulated in Excel into chart/graph format. Ability for general user to easily create any report without using third party This is available with the Search and report Yes reporting programs. (ie Crystal Reports) feature. Visual Fire’s Search and Report feature User friendly interface for report creation. Yes provides a user friendly interface for ad hoc report creation. Users are able to print portions of Search and Report results to system printers. Ability to print specific portions of a report without printing the entire report. Yes Additionally, users can print certain pages of Crystal reports or Inline reports to a systems printer. Basic Fire/EMS Incident Reporting Visual Fire supports entry of NFIRS 5.0 Support entry of NFIRS 5.0 required data Yes compliant data. Visual Fire is NFIRS 5.0 complaint. Ability to support NFIRS "plus one" type coding (3-character NFIRS code Yes Plus one is available. plus 4th character for local use) Display code description anytime code is displayed on screen and allow Yes Code descriptions are available. access via either Data that is transferred from CAD is Automatically create incident and populate fields with data transferred from Yes automatically populated within the appropriate CAD fields. © 2012 Emergency Technologies, Inc. Page 37 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.
- 158. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Data transferred from CAD should include, at minimum: Yes This information is included with the CAD Location of incident Yes import. This information is included with the CAD Incident number Yes import. This information is included with the CAD Call type code and expanded description Yes import. This information is included with the CAD Name of caller Yes import. This information is included with the CAD Address of caller Yes import. This information is included with the CAD Telephone number of caller Yes import. This information is included with the CAD Call source (e.g., E911, 7-digit) Yes import. This information is included with the CAD Area designators Yes import. This information is included with the CAD Call box # Yes import. This information is included with the CAD Map page reference Yes import. This information is included with the CAD Date and time of call pick up (off-hook) Yes import. This information is included with the CAD Date and time of call entry Yes import. This information is included with the CAD Date and time of each unit's dispatch Yes import. This information is included with the CAD Date and time of each unit's enroute to scene Yes import. This information is included with the CAD Date and time of each unit's arrival on scene Yes import. This information is included with the CAD Date and time of each unit's available-on-radio Yes import. This information is included with the CAD Date and time of each unit's available-in-quarters Yes import. This information is included with the CAD Date and time of incident closure Yes import. © 2012 Emergency Technologies, Inc. Page 38 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.
- 159. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) This information is included with the CAD Incident priority Yes import. This information is included with the CAD Incident number (system generated) Yes import. This information is included with the CAD Cross-reference incident number(s), if multi-jurisdictional response Yes import. This information is included with the CAD Report (aka, run) number (optional, system generated) Yes import. This information is included with the CAD Disposition Yes import. This information is included with the CAD All units assigned to incident Yes import. This information is included with the CAD All personnel assigned to each unit at the incident Yes import. Support manual entry of incident information Yes Manual entry is supported. Ability for rapid medical data entry via a large touch screen interface. Yes This function is supported. Unlimited text can be entered into Allow the entry of unlimited length text in comments type fields Yes narrative/comments fields. Word wrap is supported in the narrative Support word wrap in narrative fields Yes fields. Spell Check is supported in the narrative Support spell check in narrative fields Yes fields. Cut and paste are supported in the narrative Support cut and paste ability in narrative fields Yes fields. Support ability to enter previously created narrative templates Yes This is supported on the Visual Fire system. Users can create narratives based on incident Support ability to automatically generate narratives based upon incident type Yes types. Record report information in RMS for all units assigned to an incident, with Yes This function is available. individual date/time stamps for all status changes Ability to update RMS with any new CAD information received Yes Updates are available to the RMS. © 2012 Emergency Technologies, Inc. Page 39 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.
- 160. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Allow company officer to enter incident report for their unit as soon as it Yes This function is available. clears the incident, even if the incident is not closed Support ability to store partially completed report(s), complete another Yes This function is available. transaction, and return to the interrupted report(s) for completion Allow review of all partially completed reports Yes This function is available. Allow modification of the previously entered incident information: Yes This function is available. Location Yes This function is available. Type Yes This function is available. Edit checks are made on field data based on Automatically perform edit checks of field data (NFIRS Rules) Yes NFIRS, NEMSIS, and user-defined Q/C rules. Support ability to supplement a report (by the same or different company) Yes Reports can be supplemented as necessary. Multiple exposures can be can be Ability to record multiple exposures as supplements to original incident Yes supplemented to an original incident. Ability for supervisor to review and approve report Yes Supervisors can review and approve reports. Ability to enter mutual aid reports and record outside jurisdictional unit(s) ID Users can enter mutual aid and outside Yes and involvement jurisdiction information. Ability to generate and print public information report for an incident Yes Information can be printed for the public. Ability to generate standard queries and reports based upon various This function is available with any criteria Yes categories and criteria (not just NFIRS codes) within the NFIRS module. This function is available with the Master Ability to correlate builing/business names with addresses. Yes Location index. Basic EMS Specific Incident Reporting Ability to chart advanced EMS patient procedures. Yes This function is available. Narratives can be generated based on the Ability to have automatic narrative generation from data entry fields Yes information entered within the system. Narrative templates can be created for use Ability to generate personal narrative templates Yes within the EMS module. © 2012 Emergency Technologies, Inc. Page 40 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.
- 161. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Narratives templates can be created for use Ability to Staff generate narrative templates. Yes within the EMS module. Users can build Q/C Rules to insure correct Ability to have extensive QA/QI tools. Yes data entry. Ability to provide retrospective report review work flow feature Yes This is mandated by security. The Search and Report is the ad hoc query Ability to have database query tools Yes tool that allows users to search on virtually any data element within the software. We have billing information that is collected inside the EMS module (e-pcr). This Ability to have automatic bill calculation. Yes information can be transferred along with patient info into a report. Ability to provide real-time error checking and user feedback Yes This function is available. 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 No This is available with a custom modification. procedures, vitals, etc. 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 Yes This function is available. 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. Yes This function is available. This could be available with a custom Includes FDA medication database for easy selection via quick fill or drop modification. We would need more information No down box. and a Statement of Work to define the work involved and the associated costs. Includes medication allergy database for easy selection via quick fill or drop Yes This function is available. down box. Includes medical dictionary in patient reporting narrative. Yes This function is available. © 2012 Emergency Technologies, Inc. Page 41 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.
- 162. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Ability for individual custom patient narrative template that prompts the user Yes This function is available. for information. Patient narrative imports data gathered on scene. Yes This function is available. Ability to populate patient information such as address medical history, Yes This function is available. allergies, and medications from previous patient contact reports. Ability for administrator users to easily and rapidly modify EMS report forms. Yes This function is available. Ability for administrator users to easily and rapidly modify the information Yes This function is available. 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 Yes This function is available. entry form If address conflict exists, display choices to the operator and allow selection Yes This function is available. of the correct address Complexes with a single address but multiple tenants (malls, apartment buildings) should be able to be verified by either the complex's address or the Yes This function is available. tenant's address Display the following information for address verification, as appropriate: Yes Exact location or intersection Yes This function is available. High and low cross street Yes This function is available. Common place/business name Yes This function is available. Fire station area Yes This function is available. Call box # Yes This function is available. Map page Yes This function is available. City code Yes This function is available. Indicators for additional location information (e.g., hazard, pre-plan, Yes This function is available. occupant, prior history) Allow override and entry of non-verified address Yes This function is available. © 2012 Emergency Technologies, Inc. Page 42 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.
- 163. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Ability to have construction management features Yes This function is available. Ability to have transaction logging Yes This function is available with Audit Log. Fire prevention/ inspection Ability to support any adopted fire code Yes This function is available. Support entry of exact addresses, to the apartment level Yes This function is available. Support entry of unlimited auxiliary contact information for each location (i.e., landlord name, address, telephone, management company name, address, Yes This function is available. telephone, etc.) Allow recording of occupancy classification Yes Occupancy classification is recorded. Allow recording of initial fire department conditions for new business approval Yes This function is available. Ability to record type of equipment installed in a location, by manufacturer, Yes This function is available. make, model, and install date Ability to record unlimited number of "special circumstances" regarding a Yes This function is available. location (i.e., Building Inspection information, unique characteristics, etc.) Support entry of unlimited number of violations Yes This function is available. While we do not have a "check box" style, we Support "check box" style of data entry for violation codes Yes do offer a point and click of the most common violations that are defined by the City. Display plain English description for violation codes in addition to code Yes This function is available. Edit data entry to minimize entry of code(s) which would be invalid based on Yes This function is available. previous entry Allow designation of inspection responsibility by station area for each Yes This function is available. address Allow scheduling of follow-up inspections Yes This function is available. © 2012 Emergency Technologies, Inc. Page 43 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.
- 164. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Allow designation of re-inspection frequency based on type of business (e.g., regular inspections are every two years; self-inspections are every four Yes This function is available. years; fire permits every year) Support ability to create reinspection schedules on a daily, weekly, monthly Yes This function is available. or yearly basis Support ability to print out inspection schedules for individual inspectors, Yes This function is available. company, all companies in a specific shift, or all companies Support ability to generate form letters documenting specific violations with Yes This function is available. date of scheduled reinspection Support ability to view online and print out history of prior violations for any Yes This function is available. address Allow inspection record to be viewed online without making any changes to Yes This function is available. record Record the name and ID of the inspector and the date and time for each This information is recorded with the Yes inspection performed inspection record. System should come pre-loaded with all violation code tables providing for This is available as long as the agency owns Yes any copyright laws or regulations. the code. Support ability to record results of violation re-inspection Yes This information is recorded. Support ability to record penalties for non-compliance Yes This information is recorded. Inspection reports can be printed to systems Support ability to print out complete inspection report Yes printers. Record name and operator ID of anyone making changes to inspection This information is recorded within the Audit Yes record Log and within the Inspection module. Support ability to perform inspections in the field and upload results to main Information can be entered into the system Yes system from the field. Scanned images can be associated with a Ability to associate a scanned image (i.e., "pre-fire plan") to a location Yes premise. Any type of file attachment can be attached to Premise records. Ability to build and update pre-fire plans based on building information Premise / Prefire plans can be updated based Yes provided on building information provided. © 2012 Emergency Technologies, Inc. Page 44 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.
- 165. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Hazards and risks can be saved with the Ability to have occupancy hazard risk assessment Yes occupancy record. Ability to correlate building/business names with addresses. Yes This function is available. Ability to update building real property data in a mobile environment by Yes This can be updated with Visual Fire Mobile. product implementation Drop-down menus are available to aid in rapid Ability of rapid data entry with drop down menus. Yes data entry. This is provided with our custom narrative Ability for user to create highly custom narratives with user prompts. Yes scripts. This function is available with the Premise / Ability to create professional mobile pre-plans Yes PrePlans module of Visual Fire. Fire investigation This information is tracked within the Fire Support ability to track fire investigation Yes Investigations module. Allow designation of an incident as a potential arson, with ability to record Yes This function is available. additional fields of associated information Investigation data could include: Yes This data is stored within the Fire Investigator name and ID Yes Investigations module of Visual Fire. This data is stored within the Fire PD investigator assigned Yes Investigations module of Visual Fire. This data is stored within the Fire PD case number Yes Investigations module of Visual Fire. This data is stored within the Fire Date case begun Yes Investigations module of Visual Fire. This data is stored within the Fire Date case closed Yes Investigations module of Visual Fire. This data is stored within the Fire Suspect information (unlimited) Yes Investigations module of Visual Fire. This data is stored within the Fire Witness information (unlimited) Yes Investigations module of Visual Fire. This data is stored within the Fire Property owner Yes Investigations module of Visual Fire. Evidence taken (unlimited) Yes This data is stored within the Fire © 2012 Emergency Technologies, Inc. Page 45 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.
- 166. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Investigations module of Visual Fire. This data is stored within the Fire Who collected evidence Yes Investigations module of Visual Fire. This data is stored within the Fire Characteristics of fire/MO Yes Investigations module of Visual Fire. This data is stored within the Fire Cause of fire Yes Investigations module of Visual Fire. This data is stored within the Fire Status of case Yes Investigations module of Visual Fire. This data is stored within the Fire Narrative Yes Investigations module of Visual Fire. Ability to attach graphic file(s) to an investigation record (e.g., fire scene Any type of file attachment can be attached to Yes diagram) a Fire Investigations record. Any type of file attachment can be attached to Ability to attach any Windows-compliant file(s) to an investigation record Yes a Fire Investigations record. This function is available within the Fire Allow case status to be updated with ongoing activities and notes Yes Investigations module. Ability to automatically supplement initial NFIRS report with investigation The NFIRS report can be associated with the Yes results Fire Investigations record. Support ability to view and print entire case report Yes This function is available. Support ability to view and print summary of all investigations in progress Yes This function is available. 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 Yes This function is available. 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 This information is stored within Visual Fire. Consequences of chemical Yes This information is stored within Visual Fire. Resource list for mitigation Yes This information is stored within Visual Fire. SOPs Yes This information is stored within Visual Fire. Allow recording of types and locations of hazardous materials stored at Yes This information is stored within Visual Fire. addresses within the city © 2012 Emergency Technologies, Inc. Page 46 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.
- 167. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Hazardous material information for location should include: Yes Warnings Yes This information is stored within Visual Fire. Chemicals at location Yes This information is stored within Visual Fire. Ability to record hazardous material spill information, including: Yes Location Yes This information is stored within Visual Fire. Incident number (if any - not required) Yes This information is stored within Visual Fire. Date of spill Yes This information is stored within Visual Fire. Dept. of Envir. Protection number Yes This information is stored within Visual Fire. Type of spill Yes This information is stored within Visual Fire. Chemical spilled (unlimited) Yes This information is stored within Visual Fire. Equipment Inventory Support various types of equipment management, with type controlling the This is handled with the Equipment Inventory number and type of fields which are displayed to the operator (e.g., breathing Yes module of Visual Fire. apparatus, hoses, ladders, etc.) Inventory data should include: Yes This data is stored within the Equipment Equipment Class Yes Inventory module. This data is stored within the Equipment Equipment Sub-Class Yes Inventory module. This data is stored within the Equipment Item description Yes Inventory module. This data is stored within the Equipment Inventory ID number Yes Inventory module. This data is stored within the Equipment Unit ID Yes Inventory module. This data is stored within the Equipment Serial number Yes Inventory module. This data is stored within the Equipment Make/Model number Yes Inventory module. This data is stored within the Equipment VIN number Yes Inventory module. Date of purchase Yes This data is stored within the Equipment © 2012 Emergency Technologies, Inc. Page 47 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.
- 168. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Inventory module. This data is stored within the Equipment Date brought in to service Yes Inventory module. This data is stored within the Equipment Scheduled retirement date Yes Inventory module. This data is stored within the Equipment Supplier name, address, telephone Yes Inventory module. This data is stored within the Equipment Cost Yes Inventory module. This data is stored within the Equipment Manufacturer name, address, telephone Yes Inventory module. This data is stored within the Equipment Expiration date Yes Inventory module. This data is stored within the Equipment Location Yes Inventory module. This data is stored within the Equipment Status Yes Inventory module. This data is stored within the Equipment Comments Yes Inventory module. Hose data would include: Yes This data is stored within the Equipment Purchase date Yes Inventory module. This data is stored within the Equipment Date brought in to service Yes Inventory module. This data is stored within the Equipment Length Yes Inventory module. This data is stored within the Equipment Size Yes Inventory module. This data is stored within the Equipment Test pressure Yes Inventory module. This data is stored within the Equipment Hose location, by station or apparatus Yes Inventory module. This data is stored within the Equipment Test results, including date and time of test Yes Inventory module. This data is stored within the Equipment Next scheduled test Yes Inventory module. Name and ID of individual performing test Yes This data is stored within the Equipment © 2012 Emergency Technologies, Inc. Page 48 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.
- 169. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Inventory module. Breathing apparatus data should include: Yes This data is stored within the Equipment Location, by station, apparatus, and operator Yes Inventory module. This data is stored within the Equipment Serial number Yes Inventory module. This data is stored within the Equipment Cylinder check Yes Inventory module. This data is stored within the Equipment Regulator function Yes Inventory module. This data is stored within the Equipment Diaphragm function Yes Inventory module. This data is stored within the Equipment Face piece and tube status Yes Inventory module. This data is stored within the Equipment Name and ID of individual performing test Yes Inventory module. This data is stored within the Equipment Date and time of test Yes Inventory module. This data is stored within the Equipment Next scheduled test date Yes Inventory module. This data is stored within the Equipment Test results Yes Inventory module. This data is stored within the Equipment Hazmat monitoring equipment data should include: Yes Inventory module. This data is stored within the Equipment Serial number Yes Inventory module. This data is stored within the Equipment Type of instrument Yes Inventory module. This data is stored within the Equipment Date entered into service Yes Inventory module. This data is stored within the Equipment Date of last calibration Yes Inventory module. This data is stored within the Equipment Date of last maintenance Yes Inventory module. This data is stored within the Equipment Maintenance action taken Yes Inventory module. Name and ID of individual performing action Yes This data is stored within the Equipment © 2012 Emergency Technologies, Inc. Page 49 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.
- 170. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Inventory module. This data is stored within the Equipment Next scheduled maintenance date Yes Inventory module. Hazmat suits data should include: Yes This data is stored within the Equipment ID number Yes Inventory module. This data is stored within the Equipment Type of suit Yes Inventory module. This data is stored within the Equipment Date entered into service Yes Inventory module. This data is stored within the Equipment Date of last test Yes Inventory module. This data is stored within the Equipment Test results Yes Inventory module. This data is stored within the Equipment Maintenance action taken Yes Inventory module. This data is stored within the Equipment Name and ID of individual performing test Yes Inventory module. This data is stored within the Equipment Next scheduled test date Yes Inventory module. Support the ability to track inventory of all vehicles in fleet, inventory data Yes should include: This information is stored within the Description Yes Equipment module. This information is stored within the Inventory ID number Yes Equipment module. This information is stored within the Vehicle type Yes Equipment module. This information is stored within the VIN Yes Equipment module. This information is stored within the License number Yes Equipment module. This information is stored within the Purchase date Yes Equipment module. This information is stored within the Manufacturer Yes Equipment module. Model number Yes This information is stored within the © 2012 Emergency Technologies, Inc. Page 50 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.
- 171. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Equipment module. This information is stored within the Serial number Yes Equipment module. This information is stored within the Warranty expiration Yes Equipment module. This information is stored within the Warranty description Yes Equipment module. This information is stored within the Location Yes Equipment module. This information is stored within the Special requirements Yes Equipment module. This information is stored within the Date of service Yes Equipment module. Service record (including maintenance/repair performed, mechanic, time This information is stored within the Yes spent out of service, etc.) Equipment module. This information is stored within the Mileage at time of service Yes Equipment module. This information is stored within the Engine hours at time of service Yes Equipment module. This information is stored within the Date of next scheduled service Yes Equipment module. This information is stored within the Equipment carried (cross referenced from equipment inventory) Yes Equipment module. This information is stored within the Ability to provide results of annual pump test Yes Equipment module. Ability to provide location of the equipment by current assignment to a unit, This information is stored within the Yes station or personnel Equipment module. This information is stored within the Allow default test frequencies to be created for each type of equipment Yes Equipment module. Allow default maintenance type and frequencies to be created for each type This function is available within the Yes of equipment Equipment module. This function is available within the Allow test record to be viewed online without making any changes to record Yes Equipment module. Hydrant Inventory © 2012 Emergency Technologies, Inc. Page 51 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.
- 172. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Supports hydrant information which integrates with other modules such as Hydrant information is accessible from other Yes Pre-Plans and Inspections modules. Support ability to record disposal by user, date, and reason disposed of (e.g., This information is stored within the Hydrants Yes broken, burned, etc.) module of Visual Fire. Allow default test frequencies to be created Yes This function is available within Visual Fire. Support ability to print out test schedules for individual company, all Yes This function is available within Visual Fire. companies in a specific shift, or all companies This information is stored within the Hydrants Allow test record to be viewed online without making any changes to record Yes Module of Visual Fire. This information is stored within the Hydrants Support ability to print out complete test report Yes Module of Visual Fire. This information is stored within the Hydrants Hydrant data would include: Yes Module of Visual Fire. This information is stored within the Hydrants Hydrant ID Number (Alpha/Numeric) Yes Module of Visual Fire. This information is stored within the Hydrants Fire District Yes Module of Visual Fire. This information is stored within the Hydrants Sector/Zone Yes Module of Visual Fire. This information is stored within the Hydrants Department/Agency Yes Module of Visual Fire. This information is stored within the Hydrants Street address with geo-verification Yes Module of Visual Fire. This information is stored within the Hydrants City, State, Zip Yes Module of Visual Fire. This information is stored within the Hydrants Cross Street Yes Module of Visual Fire. This information is stored within the Hydrants Additional Address Information Yes Module of Visual Fire. This information is stored within the Hydrants Manufacturer Yes Module of Visual Fire. This information is stored within the Hydrants Model Yes Module of Visual Fire. This information is stored within the Hydrants Year Yes Module of Visual Fire. © 2012 Emergency Technologies, Inc. Page 52 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.
- 173. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) This information is stored within the Hydrants Date installed Yes Module of Visual Fire. This information is stored within the Hydrants ISO Type Yes Module of Visual Fire. This information is stored within the Hydrants Valve Size Yes Module of Visual Fire. This information is stored within the Hydrants Barrel Size Yes Module of Visual Fire. This information is stored within the Hydrants Barrel Length Yes Module of Visual Fire. This information is stored within the Hydrants Hydrant/Main/Valve data fields Yes Module of Visual Fire. This information is stored within the Hydrants Water Main ID Yes Module of Visual Fire. This information is stored within the Hydrants Main Diameter Yes Module of Visual Fire. This information is stored within the Hydrants Main Type Yes Module of Visual Fire. This information is stored within the Hydrants Pressure Zone Yes Module of Visual Fire. This information is stored within the Hydrants Hydrant Lead Size Yes Module of Visual Fire. This information is stored within the Hydrants Hydrant Valve Size Yes Module of Visual Fire. This information is stored within the Hydrants Lead Valve Distance Yes Module of Visual Fire. This information is stored within the Hydrants Outlets Yes Module of Visual Fire. This information is stored within the Hydrants Distance to Curb Yes Module of Visual Fire. This information is stored within the Hydrants Ability for Hydrant Inspections to including the following data fields: Yes Module of Visual Fire. This information is stored within the Hydrants Date of Inspection Yes Module of Visual Fire. This information is stored within the Hydrants Time of Inspection Yes Module of Visual Fire. This information is stored within the Hydrants Name of personnel performing the inspection Yes Module of Visual Fire. © 2012 Emergency Technologies, Inc. Page 53 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.
- 174. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) This information is stored within the Hydrants Service preformed Yes Module of Visual Fire. This information is stored within the Hydrants Repairs done or needed Yes Module of Visual Fire. This information is stored within the Hydrants Notes field Yes Module of Visual Fire. This information is stored within the Hydrants Other service preformed or requested Yes Module of Visual Fire. This information is stored within the Hydrants Ability to track a history of flows for a hydrant Yes Module of Visual Fire. This information is stored within the Hydrants Ability to add attachments of any type Yes Module of Visual Fire. Ability to maintain Hydrant Flow tests performed including the following data This information is stored within the Hydrants Yes fields: Module of Visual Fire. This information is stored within the Hydrants Date of Flow Yes Module of Visual Fire. This information is stored within the Hydrants Time of Flow Yes Module of Visual Fire. This information is stored within the Hydrants Name of personnel performing the test Yes Module of Visual Fire. This information is stored within the Hydrants Pitot Yes Module of Visual Fire. This information is stored within the Hydrants Outlet Diameter with drop down list of choices Yes Module of Visual Fire. This information is stored within the Hydrants Discharge Coeff. Yes Module of Visual Fire. This information is stored within the Hydrants Correcting Factor Yes Module of Visual Fire. This information is stored within the Hydrants Calculated Flow in GPM Yes Module of Visual Fire. This information is stored within the Hydrants Calculated Flow in GPM at 20, 10, and 0 psi. Yes Module of Visual Fire. Training Support ability to track training for all personnel Yes This function is available. Training data to be tracked would include: Yes Fire courses Yes This function is available. College/vocational degrees Yes This function is available. © 2012 Emergency Technologies, Inc. Page 54 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.
- 175. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Certifications, including expiration dates Yes This function is available. Seminars Yes This function is available. Continuing education Yes This function is available. BLS/ALS courses Yes This function is available. Name of entity providing training Yes This function is available. Support the ability to have an unlimited number of each category of training Yes This function is available. above Track training by date, time, locations and hours spent Yes This function is available. Support ability to create course curriculum, including date, time, class size, Yes This function is available. and location of classes Support ability to create class code and class descriptions Yes This function is available. Support ability to designate class as mandatory or not by type of class Yes This function is available. Support ability to designate class as certified or not by type of class Yes This function is available. Ability to assign a unique identifier for each certified class Yes This function is available. Support the ability to allow for station company to enter its own categories of Yes This function is available. mandatory training Support ability to enter class roster for each scheduled class Yes This function is available. Support ability to record class attendance and issue grades for an entire Yes This function is available. class Automatically post record of attendance into individual's training record Yes This function is available. Automatically post training results into individual's personnel record without Yes This function is available. requiring user re-entry This information is tracked in the Visual Fire Ability to record attendance and grade for individuals from outside system. Other jurisdictions can be tracked as Yes jurisdictions (for both certified and non-certified classes long as they are also using the Visual Fire system. © 2012 Emergency Technologies, Inc. Page 55 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.
- 176. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Ability to print a number of training reports indicating course attendance, This information is available in a report. Users Yes average grades, course cancellations, hours spent, types of courses, etc. can print reports to systems printers. Ability to print report of total training hours completed by individuals or This information is available in a report. Users Yes groups, for user defined time intervals (i.e., month, quarter, year-to-date, etc.) can print reports to systems printers. Ability to set mandatory number of training hours by category (e.g., This function is available within the Visual Fire Yes suppression related) system. Ability to print report of which individuals have not completed the mandatory This information is available in a report. Users Yes training hours certifications can print reports to systems printers. This information is available in a report. Users Ability to view and print individual training record for a specified period of time Yes can print reports to systems printers. Ability to require certain types of training for individuals based upon job Yes This function is available. requirements (e.g., required certifications) Support ability to print list of certificates due to expire within specified period This information is available in a report. Users Yes of time can print reports to systems printers. Ability for system to print a report for the training officer of certificates due to This information is available in a report. Users Yes expire within an upcoming user specified period of time can print reports to systems printers. Personnel Support ability to track all personnel information for Fire Department staff This information is stored within the Yes (both paid and volunteer) Personnel module. This information is stored within the Personnel data should include: Yes Personnel module. This information is stored within the Staff member ID (employee ID) Yes Personnel module. This information is stored within the Name Yes Personnel module. This information is stored within the Agency Yes Personnel module. This information is stored within the Rank/job title Yes Personnel module. Current assignment - location Yes This information is stored within the © 2012 Emergency Technologies, Inc. Page 56 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.
- 177. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Personnel module. This information is stored within the Current assignment - shift Yes Personnel module. This information is stored within the Temporary assignment and expiration date Yes Personnel module. This information is stored within the Date hired Yes Personnel module. This information is stored within the Seniority ranking Yes Personnel module. This information is stored within the Gender Yes Personnel module. This information is stored within the Race Yes Personnel module. This information is stored within the Ethnicity Yes Personnel module. This information is stored within the Physical descriptors Yes Personnel module. This information is stored within the Promotion/reclassification date Yes Personnel module. This information is stored within the Probation end date Yes Personnel module. This information is stored within the Last evaluation date Yes Personnel module. This information is stored within the Next evaluation date Yes Personnel module. Performance evaluation results (should retain results for all reviews, with This information is stored within the Yes date and time stamps and name and ID of supervisor) Personnel module. Education (prior to beginning at Fire Department, plus updates from This information is stored within the Yes Training records) Personnel module. This is stored in the Training modules and Certifications (cross referenced from Training records) Yes made available in the Personnel module. Certification(s) expiration date Yes This is stored in the Training module. Licenses Yes This is stored in the Training module. License(s) expiration date Yes This is stored in the Training module. © 2012 Emergency Technologies, Inc. Page 57 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.
- 178. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Special skills are stored within the Visual Fire Special skills Yes system. This information is stored within the Home address Yes Personnel module. This information is stored within the Home telephone Yes Personnel module. This information is stored within the Other contact numbers Yes Personnel module. This information is stored within the Emergency contact information Yes Personnel module. This information is stored within the Issued equipment (unlimited) Yes Personnel module. This information is stored within the Career/promotion history Yes Personnel module. This information is stored within the Qualifications for "acting" status Yes Personnel module. Accidents/injuries, including date and time, status, narrative Yes This is available with the Visual Fire system. Disability indicator, including status and expiration date Yes This is available with the Visual Fire system. Medical examination information (record of when, type, and Yes This is available with the Visual Fire system. expiration)(e.g., breathing apparatus medical, driver's license medical) Support the ability to track an unlimited number and type of certifications per Yes This is available with the Visual Fire system. person Support the ability to record an unlimited number and type of skills per Yes This is available with the Visual Fire system. person Support the ability to record an unlimited number and type of licenses per Yes This is available with the Visual Fire system. person Support the ability to restrict the types of data available for display by security Yes This is handled with security. Support the ability to print complete employee history record Yes This information is available in a report. We do not provide payroll functions. We can Ability to have FLSA compliant time accounting and payroll No provide itemized times that a person has © 2012 Emergency Technologies, Inc. Page 58 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.
- 179. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) worked (i.e. vacation, sick, etc.). Flexible work schedules are available within Ability to have flexible work schedule capabilities Yes the Scheduler module of Visual Fire. Scheduling and time accounting are available Ability to scheduling and time accounting for staff and line employees Yes in the Scheduling module. This information can be stored within the commendations section of the Personnel Ability to have customized employee performance evaluations Yes module, as a customized event within the Station Log, or as an attachment in either module. Ability to have a integrated payroll system Yes This is available with a custom report. Interfaces/ Subsystems CAD Ability to receive transfer of incident information from CAD to FRMS, via Our standard Intergraph CAD interface is near Yes TCP/IP, every 5 minutes, at minimum time. Ability to receive transfer of incident information from CAD to FRMS, via Yes Yes, this is available. TCP/IP, in real time Support the ability to upload premise/location information from the fire RMS Yes into CAD, including the following: This information is available with the CAD - emergency contact information Yes interface. This information is available with the CAD - hazardous materials information Yes interface. This information is available with the CAD - Knox box/key/combination information Yes interface. This information is available with the CAD - premise inspection information Yes interface. This information is available with the CAD - pre-fire plan information Yes interface. Support the ability to upload personnel skills information from the fire RMS This information is available with the CAD Yes into CAD interface. Scheduling/rostering software © 2012 Emergency Technologies, Inc. Page 59 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.
- 180. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) Support the ability to schedule personnel to shift and unit Yes This function is available. Maintains a daily roster that includes a user-defined table of types of leave Yes This function is available. and track FEMA/USAR/UASI overtime. Ability to automatically remove someone from the daily schedule when they Individuals can be manually removed from the Yes are on leave (vacation, injury, etc.) Schedule for user-defined reasons. Individuals cannot have dual scheduling Restrict the ability to double schedule any individual Yes assignments within the scheduling module. Ability to notify supervisors of personnel shortages at a station. Yes This information is available from the system. Support the ability to view and print the schedule for a specified period of This information is available in a printed Yes time report. Ability to track personnel trades and automatically remove traded-off This information is tracked within the Yes employee from equipment assignment Personnel and Scheduling modules. State NFIRS Upload Ability to extract the State required NFIRS data and submit electronically in Visual Fire offers a NFIRS export for Yes the required format submission of data to the state. Mobile Application Ability to support tablet-based field data collection Yes Tablet based data collection is supported. This information can be transmitted wirelessly Allow users to swap patient data on scene wirelessly. (i.e. Engine company with a connection to the server. Once the Yes established patient care, now the medic is transporting and needs the info) information is automatically synced with the server, it is available from other workstations. Ability to allow the mobile computing with the full suite of modules while Visual Fire offers a full desktop in the field, Yes disconnected from the network even in a disconnected mode. Visual Fire has an Intergraph CAD interface Ability to integrate with CAD to provide in field reporting with NFIRS and EMS Yes that can populate near time CAD information ePCRs into the EMS e-PCRs and NFIRS reports. Ability to apply Geo-Verification of addresses while in the disconnected A connection is needed in order to No mode. geovalidate. Visual Fire will operate in a fully disconnected Ability of synchronization of the mobile and the server. Yes mode and will sync automatically with the server. No user intervention is required. Ability to disconnect the mobile before the synchronization has been Visual Fire will operate in a fully disconnected Yes completed mode and will sync automatically with the © 2012 Emergency Technologies, Inc. Page 60 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.
- 181. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Your Report Management System Questionnaire System Comments (Yes or No) server. No user intervention is required. © 2012 Emergency Technologies, Inc. Page 61 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.
- 182. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 © 2012 Emergency Technologies, Inc. Page 62 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.
- 183. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 SCOPE OF SERVICES SCOPE 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. ETI Response: Understood and Comply. Visual Fire is a complete fire records management system that includes NFIRS 5.0 compliant module and export and a NEMSIS Gold compliant e-PCR and export. ETI maintains compliancy with state and federal standards and will provide updates as required. 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. ETI Response: Understood and Comply. ETI can provide data conversion from the Zoll system to the Visual Fire system; however, much more information is necessary before we can accurately quote the amount of work involved and associated costs. 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. ETI Response: Understood and Comply. ETI can provide data conversion from the Zoll system to the Visual Fire system; however, much more information is necessary before we can accurately quote the amount of work involved and associated costs. The provided solution should include: 1. All necessary software for the records management system, including: licenses for the contractor’s © 2012 Emergency Technologies, Inc. Page 63 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.
- 184. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 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. ETI Response: Understood and Comply. 2. All necessary server hardware, including the necessary servers and mounting hardware for a 2 post rack mount system. ETI Response: Please see the section labeled “Suggested Hardware Specifications” for detailed information on the suggested hardware for this system. 3. On‐Site installation of all software and instruction on software installation and maintenance. ETI Response: Understood and comply. 4. On‐Site “Train the Trainer” instruction. ETI Response: Understood and comply. 5. Business hours technical support with 24 hour emergency support available. Ability to provide on‐ site technical support with 24 hour notice ETI Response: Understood and comply. 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. ETI Response: Understood. Scope of Services © 2012 Emergency Technologies, Inc. Page 64 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.
- 185. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 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. ETI Response: Comply and agree. We have included a standard sample contract in Tab 8: Report Management System Questionnaire. Term of Contract Please submit a copy of your standard contract. This contract will be evaluated with the following considerations in mind. ETI Response: Comply and agree. We have included a standard sample contract in Tab 6: Sample Contract. 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. ETI Response: Comply and agree. ETI will work with the customer to negotiate the price guarantee and terms for a 5 year agreement. 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. ETI Response: Exception. We will want to discuss, negotiate, and define the terms and agree on the terms mutually. We will need a mutually agreeable objective standard to determine cause for termination. In most implementations we have a mutually agreeable acceptance test plan to state that the customers’ expectations and the systems configuration are acceptable. 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. ETI Response: Exception. We will want to discuss, negotiate, and define the terms and agree on the terms mutually. We will need a mutually agreeable objective standard to determine cause for termination. In most implementations we have a mutually agreeable acceptance test plan to state that the customers’ expectations and the systems configuration are acceptable. © 2012 Emergency Technologies, Inc. Page 65 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.
- 186. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 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. ETI Response: Exception. We will want to discuss, negotiate, and define the terms and agree on the terms mutually. We will need a mutually agreeable objective standard to determine cause for termination. In most implementations we have a mutually agreeable acceptance test plan to state that the customers’ expectations and the systems configuration are acceptable. 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. ETI Response: Understood. © 2012 Emergency Technologies, Inc. Page 66 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.
- 187. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 ADDENDUM ACKNOWLEDGEMENT FORM © 2012 Emergency Technologies, Inc. Page 67 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.
- 189. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 SUGGESTED HARDWARE SPECIFICATIONS GROUP: 1 QUANTITY: 1 Base Unit PowerEdge R420 (225-2987) 1 Dell Hardware Limited Warranty Plus On Site Service Initial Year (939- 8097) 1 Dell Hardware Limited Warranty Plus On Site Service Extended Year (939-8107) 1 Dell ProSupport. For tech support, visit http://support.dell.com/ProSupport or call 1-800-945-3355 (989-3439) 1 ProSupport: Next Business Day Onsite Service After Problem Diagnosis, Initial Year (996-2261) 1 ProSupport: Next Business Day Onsite Service After Problem Diagnosis, 2 Year Extended (996-2291) 1 ProSupport: 7x24 HW / SW Tech Support and Assistance, 3 Year (996- 2331) 1 On-Site Installation Declined (900-9997) 1 Proactive Maintenance Service Declined (926-2979) 1 Shipping Material,PowerEdge R420 (331-7127) 1 PCIE Riser for Chassis with 2 Proc (331-7125) 1 On-Board Broadcom 5720 Dual Port 1GBE (430-4715) 1 Basic Management (331-3482) 1 2.5" Chassis with up to 8 Hot Plug Hard Drives (318-2082) 1 Bezel-4/8 Drive Chassis (318-1431) 1 RAID 5 for H710P/H710/H310 (3-8 HDDs) (331-7177) 1 PERC H310 Integrated RAID Controller (342-3528) 1 Heat Sink,PowerEdge (317-9826) 1 Intel Xeon E5-2407 2.20GHz, 10M Cache, 6.4GT/s QPI, No Turbo, 4C, 80W (319-0019) 1 Heat Sink,PowerEdge (317-9826) 1 Intel Xeon E5-2407 2.20GHz, 10M Cache, 6.4GT/s QPI, No Turbo, 4C, 80W (319-0028) 1 4GB RDIMM, 1333 MT/s, Low Volt, Single Rank, x4 Data Width (317- 9649) 4 1333 MHz RDIMMs (331-4422) 1 Performance Optimized (331-4428) 1 146GB 15K RPM Serial-Attach SCSI 6Gbps 2.5in Hotplug Hard Drive (342-0427) 4 Electronic System Documentation and OpenManage DVD Kit for R420 (331-7129) 1 DVD ROM, SATA, Internal (318-1390) 1 ReadyRails Sliding Rails With Cable Management Arm (331-4765) 1 Power Distribution Board for Hot Plug Power Supplies (331-7027) 1 Dual Hot Plug Power Supplies 550W (331-7131) 1 Power Cord, NEMA 5-15P to C13, 15 amp, wall plug, 10 feet / 3 meter (310-8509) 2 No Operating System (420-6320) 1 No Media Required (421-5736) 1 © 2012 Emergency Technologies, Inc. Page 69 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.
- 190. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 GROUP: 2 QUANTITY: 1 Base Unit PowerEdge R420 (225-2987) 1 Dell Hardware Limited Warranty Plus On Site Service Initial Year (939- 8097) 1 Dell Hardware Limited Warranty Plus On Site Service Extended Year (939-8107) 1 Dell ProSupport. For tech support, visit http://support.dell.com/ProSupport or call 1-800-945-3355 (989-3439) 1 ProSupport: Next Business Day Onsite Service After Problem Diagnosis, Initial Year (996-2261) 1 ProSupport: Next Business Day Onsite Service After Problem Diagnosis, 2 Year Extended (996-2291) 1 ProSupport: 7x24 HW / SW Tech Support and Assistance, 3 Year (996- 2331) 1 On-Site Installation Declined (900-9997) 1 Proactive Maintenance Service Declined (926-2979) 1 Shipping Material,PowerEdge R420 (331-7127) 1 PCIE Riser for Chassis with 2 Proc (331-7125) 1 On-Board Broadcom 5720 Dual Port 1GBE (430-4715) 1 Basic Management (331-3482) 1 2.5" Chassis with up to 8 Hot Plug Hard Drives (318-2082) 1 Bezel-4/8 Drive Chassis (318-1431) 1 RAID 5 for H710P/H710/H310 (3-8 HDDs) (331-7177) 1 PERC H310 Integrated RAID Controller (342-3528) 1 Heat Sink,PowerEdge (317-9826) 1 Intel Xeon E5-2430 2.20GHz, 15M Cache, 7.2GT/s QPI, Turbo, 6C, 95W (319-0021) 1 Heat Sink,PowerEdge (317-9826) 1 Intel Xeon E5-2430 2.20GHz, 15M Cache, 7.2GT/s QPI, Turbo, 6C, 95W (319-0030) 1 4GB RDIMM, 1333 MT/s, Low Volt, Single Rank, x4 Data Width (317- 9649) 6 1333 MHz RDIMMs (331-4422) 1 Performance Optimized (331-4428) 1 146GB 15K RPM Serial-Attach SCSI 6Gbps 2.5in Hotplug Hard Drive (342-0427) 4 Electronic System Documentation and OpenManage DVD Kit for R420 (331-7129) 1 DVD ROM, SATA, Internal (318-1390) 1 ReadyRails Sliding Rails With Cable Management Arm (331-4765) 1 Power Distribution Board for Hot Plug Power Supplies (331-7027) 1 Dual Hot Plug Power Supplies 550W (331-7131) 1 Power Cord, NEMA 5-15P to C13, 15 amp, wall plug, 10 feet / 3 meter (310-8509) 2 No Operating System (420-6320) 1 No Media Required (421-5736) 1 SOFTWARE & ACCESSORIES © 2012 Emergency Technologies, Inc. Page 70 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.
- 191. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Product Quantity SQLSVRSTD 2012 SNGL OLP NL (A5917735) 2 SQLCAL 2012 SNGL OLP NL USRCAL (A5917707) 40 SOFTWARE & ACCESSORIES Product Quantity WINSVRSTD 2012 SNGL OLP NL 2PROC (A6362262) 2 WINSVRCAL 2012 SNGL OLP NL USRCAL (A6362244) 50 WINRMTDSKTPSRVCSCAL 2012 SNGL OLP NL USRCAL (A6362212) 50 © 2012 Emergency Technologies, Inc. Page 71 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.
- 193. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 VISUAL FIRE PRODUCT DESCRIPTION THE VISUAL FIRE SOLUTION Visual Fire is the complete Fire/EMS solution tailored to your needs. This fully integrated system of modules offers complete management of fire prevention, suppression, and EMS patient information. Visual Fire's modules can be used separately, but are all tightly integrated with each other. As a multi-department, multi-user system for automating Fire Department records, many departments can share the same server-based Visual Fire system. Each department will only see its own data and it will appear to each department that they are the only users of the system. The Visual Fire Desktop is a user-friendly way to access all the modules. Using an icon-based interface, the Desktop hosts all the other modules, providing easy navigation with a familiar Windows interface, online help with keyword search and Adobe Acrobat Reader for viewing online documents. Navigation is simple with Visual Fire's icon-based interface. All modules display or don't display based on a user's security settings. Visual Fire only shows a user those modules to which they have access. For example: a user without any rights to the Training module would not see the icon for the Training module on the Visual Fire Desktop. Designed from the ground up to work with MS Windows XP, Visual Fire is a fast and robust 32-bit application. Back at the office, Visual Fire is a multi- user and multi-department application, using Windows Server, which provides enterprise-level database support. In Visual Fire, set up the level of security your agency requires and specify the types of activity allowed to each user to prevent unauthorized access entirely. This solution is designed for portability; you can start with an office LAN and move to laptops or tablets when you're ready to capitalize on the full power of Visual Fire in the field. Visual Fire synchronizes data from multiple laptops so that all users access the most current data. Take your fire pre-plans in the truck for immediate access to all your data including drawings, photos, video and audio. Review full inspection history and enter new fire inspection information on site. ETI's software is available on Windows XP Tablet. A multi-jurisdictional system that allows each agency to complete their own reports, a supervisor can easily review completed reports and either approve or send the report back to the report creator for rework. Reports include a spell checking function and users can retrieve reports and records by single or combined search criteria, such as report date, units involved, incident type and address. Visual Fire's graphical user interface is both intuitive and consistent across modules - reducing your training time and increasing your daily efficiency. Information can be reached in a click or two of the mouse. Customized pick lists and data entry tools reduce typing and prevent errors. And, Visual Fire is integrated with CAD and address verification occurs upon entry of an address; however, users may override the geographic verification as needed. THE VISUAL EMS SOLUTION © 2012 Emergency Technologies, Inc. Page 73 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.
- 194. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 ETI's Visual EMS manages information on patients and the care that was provided to them by the personnel on the scene of an incident. It can be used to record data about the patient, information on the location of the incident and procedures performed on the patient. Data stored in Visual EMS can be exported for reporting, billing or other purposes and is HIPAA-compliant. Detailed data such as the type and amount of medications given to the patient and a time-stamp on medication dispensing can be entered. Many details can be tracked including the time that defibrillation was delivered, data for trauma, childbirth and cardiac. Retention of narratives and images is also provided in Visual EMS. ETI provides a database meeting the NEMSIS standards for reporting. This reporting software can be customized within any constraints to fit your department's needs. Your data can then be exported from the EMS application for a purpose such as EMS Billing. Since some states require that certain data be collected for submission for data collection purposes, if your department is reporting to one of these states, the fields may be set up prior to using the EMS software. If configuration changes are needed, your system administrator can customize those requirements. ETI's EMS patient system is comprehensive and easy to use. It is fully integrated with CAD systems and customizable to handle your codes and protocols. EMS is tightly integrated with ETI's Personnel and Equipment modules. If you need to produce a NFIRS 5.0 report, it can be generated automatically from the EMS patient report. You can specify rules for quality control that will be required by users to complete a report. For example, you may add a rule that requires all transports to have at least two sets of vitals. If a user attempts to close a report as complete that was a transport and had less than two sets of vitals, the system will tell the user what is missing or required to complete the report. The user can always save the report, so no data will ever be lost. • NEMSIS and HIPAA Compliant • Track ALS/BLS procedures • Extensive patient assessment section • Record billing and insurance information • Track medical necessity criteria required for Medicare patients • Frequent patients feature allows to save the biographical data of patients and save re-entering the data • Record medications, trauma scores, injury details • Use laptops to collect patient data in the field • Automatically generate narratives EMS EXPORT FOR BILLING ETI's Visual EMS Billing Interface keeps you in touch with your billing company. Flexible record selection allows you to export/interface the appropriate records using several methods: • send all completed reports that have not been sent • send only reports that have been reviewed • indicate a date range to filter your export • use a custom selection box to hand pick the records to be exported Connectivity could not be easier. The Visual EMS Billing Interface facility allows you to automatically transfer your file(s) to the site of your choice, choose email to send the file(s) as an attachment or use both methods. The exports are written to a new filename each day so you can keep a history of the exact data transmitted. You may also specify the filename if you so choose. THE MOBILE SOLUTION The most robust field-based reporting in the industry, Visual Fire and Visual EMS give you the same applications in the field as they do on the Desktop with ETI’s Mobile. You don't have to make compromises with © 2012 Emergency Technologies, Inc. Page 74 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.
- 195. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 this field-based reporting Fire and EMS system. Visual Fire synchronizes data from multiple laptops so that all users access the most current data. Take your Fire Pre-plans in the truck for immediate access to all your data including drawings, photos and video. Review full inspection history and enter new fire inspection information onsite. Visual Fire is available for Windows XP Tablet Edition. With Windows XP Tablet, Fire and EMS professionals have the convenient option for field-based reporting with full functionality. Users can enter data into Visual Fire and Visual EMS modules by handwriting or typing on a virtual keyboard. You can comfortably rest your hand on the display while writing. • Ideal for Fire inspections, patient reporting or any walk-about use • Control your Tablet PC using a digital pen • Create and save handwritten documents (text and drawings) on your Tablet PC and save these as file attachments (for Visual Fire) • Use the Tablet at your desk with a docking station and full-sized keyboard • Dictate text or control your computer using your voice • CAD access is available in the field • Enables a Visual Fire module to be taken to the field on a laptop and then later synchronized with the server • Synchronizes data from multiple laptops so all users access most current data • Allows Preplans to be viewed • Allows EMS patient reporting in the field • Any Visual Fire or Visual EMS module can be used in the field • Electronic Signatures for field reporting • Start a report in the field on a laptop or tablet and finish it in the station on a desktop ETI's Mobile solution handles the synchronizing of data between the Tablet's SQL Server and the primary SQL Server. This can be configured in several ways, but a wireless LAN at the fire station is the preferred configuration. If a wireless LAN is used, the Mobile will communicate with the network connection and automatically synchronize the data upon returning to the station. No user action is required. Slate Convertible XP Tablets come in two major types: the slate and the convertible. The slate does not include a physical keyboard. Most slates offer a docking station that includes a keyboard. The convertible is much like a small laptop except that the display has a unique hinge that allows the display to be pivoted and laid down over the keyboard with the display facing up. Tablet manufacturers include Panasonic, Gateway, Toshiba, Acer, Fujitsu, View Sonic, Compaq and others. CAD INTEGRATION ETI and CAD vendors have successfully partnered in creating efficient records management systems and we look forward to working with more CAD vendors to provide your department with a seamless CAD interface. ETI's software is fully interfaced with many CAD vendors, providing automatic transfer of run times for NFIRS and EMS run reports. Visual Fire provides Geo-verification of all site addresses with CAD's Geofile. Using Visual Fire’s Master Indices, store complete addresses that have been Geo-verified. The use of MNI reduces errors and is beneficial when preparing accurate reports. The CAD interface is one critical component that enhances Visual Fire’s efficiency and user-friendliness. Within the EMS and NFIRS modules is the “CAD Data” © 2012 Emergency Technologies, Inc. Page 75 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.
- 196. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 button that allows the user to import data from CAD so that duplicate entry can be avoided. Incident data such as the incident number, incident location, units and run times are electronically imported from CAD and do not require duplicate data entry. Two clicks is all that is needed to import the CAD data into a FRMS report. Once the CAD data is imported into the report, Visual Fire will automatically populate the apparatus and personnel data into the report with no user action required. This automatic and efficient process saves time and reduces data entry errors. NAVIGATION Visual Fire’s straightforward design allows all levels of users to take advantage of its capabilities. The familiar, user-friendly Windows format makes it simple to navigate through, even for the novice user. Within each module is a button bar of icons that let the user quickly move through different sections of a task or report. Visual Fire also allows users to be in different modules simultaneously, if needed. SECURITY Within Visual Fire’s System - Security Administration module, users are placed into groups based on their “rights” level. Specific rights control whether a user can access data from multiple departments. Access and control of data can be managed by “security profiles” that are attributed to individual users or groups based on personnel classifications (i.e., Firefighter, Captain, Paramedic, Battalion Chief, etc.), allowing access to the various modules, applications, functions and/or features of the system environment. MULTI-AGENCY ETI designed and built Visual Fire from the ground up to be a multi-agency, multi-user system that allows multiple agencies to share the same FRMS database. Each record in the database has a department code to easily identify from which agency the data was generated. Because this multi-agency system uses the same database, producing multi-agency reports is far more efficient. Each record is assigned a Fire Department ID (FDID) which allows each agency control of only their data. In addition, ETI also uses surrogate keys which are the industry standard for keying records. Generally only users with administrative rights are allowed to access data from multiple agencies. And, since Visual Fire takes the incident numbering system data from CAD, Visual Fire does not control the numbering system. To prevent errors, Visual Fire will not allow duplicate incident numbers within a department. SEARCH FACILITY Visual Fire’s Search feature is a powerful tool capable of performing broad or very detailed searches. This feature allows users, with appropriate access and authority, to search and inquire across incidents (or other records) based on specific criteria including multiple agencies. Users © 2012 Emergency Technologies, Inc. Page 76 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.
- 197. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 can easily search within modules and save their searches by name for one-click access to that search in the future. To take the Search one step further – Search results may be printed as a report, providing ad-hoc reporting based on certain criteria meeting selected fields and date ranges. MASTER INDICES Master Names, Master Locations and Master Organizations are the backbone of an efficient FRMS. ETI's comprehensive Master Indices include custom-built Master Name and Master Location databases that are accessible throughout the Visual Fire system. These modules provide "master" databases to store and use names and addresses with consistency and accuracy. A department can build the databases at one time when setting up the software, or build the databases as they go. Master Organizations allows you to build a database of commonly used vendors or other businesses. When adding as you go, the modules work in the background within all the Visual Fire modules – allowing information to be updated automatically from any module. All modules allow specific data – such as patients, occupants and locations (commercial or residential) – to be entered about a particular name or location. Once a name or an address is generated in any Visual Fire module, a master name or master location is automatically created for the user base. These master indices are filed in the Master Names and Master Locations modules, which are indices of every name and location ever entered into the system. It records all past and current information on the property and items associated with it (such as people or events) regardless of where it is entered in the system. This is a very effective tool in investigations and when trying to gain additional information on a particular property or person, as well as avoiding errors in data entry. Master indices provide the following key features: • saves data entry - never enter a name or location twice • automatically updates contact information from any module without having to enter it into another database • automatically maintains the relationships between people, locations and events • facilitates Geographical Information Systems (GIS) integration • addresses can be added to the Fire Pre-plans database with one mouse click • ensures accuracy by preventing duplicate name and address entries GEO-verification provides the ability to substantiate an address against the city or county's master address segment file. Doing so ensures that any addresses entered in the Visual Fire system exactly match the numbers and characters of the authoritative database of street segments, cross streets, etc. Geo-verifying is a quick step to verify an entered address or location is consistent with those already stored in the system. Each commercial building and each business has a unique identifier for the master records of each structure and each of its businesses. Your department may use the address and suite number to create a unique identifier. This identifier auto-populates associated records in the other FRMS modules. © 2012 Emergency Technologies, Inc. Page 77 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.
- 198. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Visual Fire is capable of supporting all the data that your department currently collects within the Master Indices and more. Visual Fire’s Master Indices tracks not only commercial structures, but also can track residential structure without any additional configuration or work. Visual Fire’s Master Locations and Master Names modules works in the background within all the FRMS modules, making it a very robust system that allows information to be updated automatically from any module. ATTACHMENTS All of the major modules in ETI’s FRMS support file attachments. File attachments in the FRMS are stored so that the data is secure and will remain a permanent part of that particular report. AUDIT LOG ETI provides an Audit Log module which tracks all activity performed in the Visual Fire and Visual EMS applications, including: User ID, Date and Time of Activity, Workstation ID and the Record ID. Data recorded includes the action (read, write, delete) and the state of the data before and after the action was taken. WEB ACCESS With a Virtual Private Network (VPN) established, a secure and fully functional connection can be established to access the FRMS through a web browser. Using the same 128-bit encryption that financial intuitions and the military use (highest level of protection available), the security of the FRMS data is not compromised. With a high-speed internet connection there is virtually no difference in speed or functionality when working through a secure VPN. ETI has several clients that currently utilize this feature successfully. ETI SOFTWARE MODULES Meeting all aspects of a fire department's information management needs, the Visual Fire and Visual EMS modules are fully integrated and present a consistent user interface to speed training and maximize effectiveness. Menus, tasks and the user interface is standardized throughout the system, so learning one module facilitates easily learning other modules. The Visual Fire system can be easily customized and provides a comprehensive set of modules to meet your department's needs. Icon Module Icon Module System Setup NFIRS 5.0 Incident Reporting System Tables NFIRS 5.0 Data Export Departments NFIRS Narrative Scripts Security Exposure Log / Administration © 2012 Emergency Technologies, Inc. Page 78 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.
- 199. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Icon Module Icon Module Master Names EMS Patient Care Reporting Master Locations EMS State Export Master Organization EMS QC Editor Import Personnel EMS Narrative Scripts Personnel EMS Billing Interface Training Fire Inspections Equipment Inventory Building Systems Inspections Supply Fire Investigations Permits Crystal Viewer Fire Preplans Crystal Viewer Administrator Hydrants Audit Log Viewer Schedule Administrator Messaging Scheduler/Roster Viewer PERSONNEL Visual Fire's Personnel module is fully integrated with all other modules and includes detailed sections on individual department personnel, effectively providing a running "resume" on every department member entered. Once an individual is entered into the Personnel module, they are available for easy selection in other modules. The Personnel and Training modules provide the platform from which all data related to department personnel is shared and referenced from other modules and is vital to accurate data management in Visual Fire. As a centralized module to enter and maintain all personnel data, you may track name, address and other biographical information - such as emergency contacts, employees' licenses and certifications and specific skills and educational backgrounds. Using Personnel, you can view the © 2012 Emergency Technologies, Inc. Page 79 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.
- 200. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 training courses employees have taken and those courses in which they are enrolled. Track data on employees' history, including actions (such as awards or promotions) and former employment positions. The primary modules that interface with Personnel are the Master Name database, the Security module (user- and group-level rights can be assigned in Security to personnel names), the Training module and Schedule Administration. Other modules interface with Personnel by providing drop- down lists of personnel names and then auto-populating data into screens from the data stored in the Personnel module. • Maintain personal data, emergency contacts, blood type and more • Enter and track details for licenses, skills, education, certifications, actions and employment history • Print Personnel records • All certifications entered are automatically updated with hours recorded in the Training module • Easily view or print the equipment assigned • Maintain employment history - so that volunteer firefighters can track pensions and benefits Employee’s current certifications and licensure are maintained by the Personnel module. The Personnel module will also calculate their progress toward additional certifications and progress toward the renewal of their existing certifications. The Personnel module, in conjunction with the Training module, will track an employee’s progress towards a particular skill level, such as an EMT License or Fire Fighter Certification. TRAINING A Training Officer uses the Training module to record all data related to department training, courses for training, certification, titles and available classes for each member of the department, to track training class rosters and requirements and to provide reports regarding this data. The module tracks what courses are required for different certifications, as well as what certifications are required for different titles. In the Personnel module, an individual's courses in which they are enrolled display from the Training module, as well as their certifications. In the Training module: • Search for a training record and browse the details and students • Add a new training record and designate the course for the training, the training details and the students • Add a course to the Training module • Add a certification and designate courses required for the certification • Add a title and designate certifications required for the title • Print Training reports The Training module makes recording training easy. Within each training course is a course roster. When a name is added to the course roster, that course is then added to that employee’s personal © 2012 Emergency Technologies, Inc. Page 80 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.
- 201. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 training record within the Personnel module. A roster of students can be picked for a class (by station and shift) and all added at once. The Training module will automatically calculate the hours that each individual earned towards his or her individual certifications. • Quickly enter an entire class of students • Hours for each individual's certifications are automatically updated • Maintain your course list and list of certifications • Easily link courses that count for a particular certification • Once a certification is set up, it is then automatically maintained for all personnel The Training module provides the Training Officer (and other users) the ability to see past, current and future training in one convenient location. The details of the course such as date, time, location, hours, costs, roster of those attending and if the course counts toward specific certification are all tracked within this module. EXPOSURE LOG Personnel medical conditions and hazardous exposures can be entered and tracked confidentially using the Exposure Log module. Added security is provided in this module. The Exposure Log module enables the tracking of exposures in a manner consistent with the legal requirements of a Fire Department. It provides both data entry of an exposure by an individual (Exposure Log) and Exposure Administration. Exposures occurring from incidents, training or during other activities while conducting department business may be tracked. The Exposure module is integrated with Visual Fire’s NFIRS and Personnel modules. The three main categories of exposures are EMS, Fire and HazMat. Visual Fire links an exposure to a NFIRS report and imports data elements to the Exposure record that are in common with the Exposure data. These data elements are: • Primary Area of Body Injured (NFIRS Section H2, 2) • Protective Equipment Item (NFIRS Section K2, and 3) • Taken to (NFIRS Section G4) The Log provides areas to enter exam and lab data related to an exposure as well as set up email addresses to receive notification of new exposure log entries. The Exposure Log module has added security built into it. All users have the ability to record an exposure for themselves; however, only the Exposure Control Officer (ECO) and designated backup personnel have access to the Exposure Administration function. An administrator can set up a security group to categorize users’ access to the Exposure Log. Only a supervisor can enter a report for any other member. To authenticate appropriate user rights, access to the Exposure Log requires that the user re-enter their password for verification of the user’s security on entry to the module. The data the user sees is limited to his or her rights. All original exposure log data is locked after a user submits it. The user cannot change the record after the initial data entry is submitted. Exposure records are accepted or rejected by the ECO, based on whether an event is a reportable exposure. Then, the status of the event is emailed to the user. © 2012 Emergency Technologies, Inc. Page 81 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.
- 202. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 • Loan related information • Arrest and charge related information • Linkage to associated fire incidents • Other agencies associated with the investigation Ability to attach images and other objects, such as capturing of attachments: photographs, documents, diagrams, fire incident reports, police reports, insurance documents, financial records, etc. NFIRS 5.0 INCIDENT REPORTING For the easiest way to create NFIRS 5.0 reports, use ETI's NFIRS 5.0 Reporting module to collect and manage incident data for the National Fire Incident Reporting System (NFIRS) 5.0, and for state incident and casualty reporting. Visual Fire's NFIRS 5.0 Incident Reporting module is certified with the U.S. Fire Administration. In addition to the standard data required for state and national reporting, Visual Fire Personnel and Equipment modules are fully integrated. Enter reporting data as if you were filling out the report on paper. The system provides entry fields for all the data items on the NFIRS and state reports, and the organization of the data-entry windows closely mirrors the organization of the paper reports. To minimize data errors, most data-entry fields use pick lists, which provide all of the codes and descriptions acceptable for the field. When a report is complete, you can print all or parts of it. Visual Fire stores incident information pertaining to personnel and equipment that responded to the incident, their order of arrival on scene, images (still or video) relating to the incident, HazMat response information, EMS; arson data, civilian and fire service injuries and casualties, and transportation data. Visual Fire can also accommodate special local checklists or forms used by your agency. The NFIRS 5.0 Reporting module is integrated with other Visual Fire modules. If an incident occurs at a site stored in Fire Pre-plans for example, you can electronically access the site's information while entering or browsing the incident report. Any names associated with the incident, whether an officer, owner or resident, can be pulled from the Master Name database. The same is true for Master Location. • Click, don't type: Visual Fire's extensive use of pick lists speeds selection and recording of codes and descriptions. We preload the code lists with the correct NFIRS 5.0 codes for each field. Just point and click to make your choice. • Import run times from CAD: Visual Fire automatically obtains CAD run times, units on call and personnel from CAD. This feature makes reporting much faster, easier and more accurate. No more calling the dispatch center to get your times. • Ensure error-free reports: Visual Fire checks NFIRS 5.0 rules to make sure that all reports are valid. • Supervisor Review made easy: Supervisors can easily review completed reports and either approve or send the report back to the report creator for rework. Visual Fire emails the report creator to notify that a report requires changes. The supervisor can attach comments that specify what the report needs in order to be approved. Easy electronic export to your State: You can easily export your fire incident data to your state. The export file is automatically sent over the Internet, emailed as an attachment or written to a diskette. All error checks are repeated for each report prior to exporting. This ensures that all reports sent to © 2012 Emergency Technologies, Inc. Page 82 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.
- 203. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 the state are valid. You can export multiple departments at once if your site is hosting multiple departments. It is easy to resend data whenever necessary. INVESTIGATIONS ETI offers a complete Fire Investigation module to perform case investigation. Features of this module and data that are tracked and managed include: • Case – Used on any investigation to track the progress of that investigation and associated activities. • Any Fire – Used to collect identification and contact information for general fire- related information. • Structure Fire – Used when the fire involves a structure. • Motor Vehicle – Used when the fire involves any type of motor vehicle. • Wildland Fire – Used when the fire involves grass, brush and wildland areas. • Casualty – Used to collect information on any person injured or killed in the incident. • Witness – Used to identify a witness and record their statement. • Evidence – Used to record recovered evidence and track their respective chain of custody. • Lab Reports – Used to collect information related to items sent to a lab and their associated results. • Insurance – Used to record information on insurance coverage, adjustments and loss. • Attachments – Used to record information on incident, property, and business or personal records that are available. Photographs and sketches are stored here as well. The module also addresses K-9 assisted investigations, loan-related information, arrest and charge related information, linkage to associated fire incidents and other agencies associated with the investigation. SHIFT SCHEDULER The Shift Scheduler module allows you to quickly create shift schedules and track the use of department resources. Specific information is made available in this module to enable you to perform all necessary tasks from within the module; for example, adding departments, schedules, shifts, companies, personnel and assigning leave. Everything you are able to do in this module is based on security rights. An Administrator may be able to perform all functions. Users may only be able to view schedules in the Schedule Viewer. The Schedule Viewer may also be accessed as a separate module from Visual Fire. In one session, an Administrator can: • Build a schedule and associate companies with the schedule • Specify the minimum staffing requirements by company • Assign personnel to a shift and company combination • Manage the day-to-day roster and print a schedule in month view No matter what your shift configuration need, the Shift Scheduler module will help you match personnel to shifts and equipment. Does your department have a unique shift pattern? Not a problem. Use the Shift Scheduler module to not only slash hours spent scheduling, but also to monitor on-duty levels. Additionally, you can track sick days, overtime, comp-time, vacation time and Kelly Days. Use the Shift Scheduler module to allocate your personnel and vehicles. Schedule an © 2012 Emergency Technologies, Inc. Page 83 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.
- 204. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 unlimited number of personnel to an unlimited number of shifts. Use Shift Scheduler to monitor on- duty levels down to one-second increments. • Build master schedules for any shift configuration • Track vacation, sick, comp, overtime and more • Schedules are generated in minutes, regardless of their complexities • Regular schedules can be easily altered to accommodate special events or emergencies • Week, Month or Year view based on the date you enter • Easily reassign personnel from one company to another • Automatically assign the correct personnel from Shift Scheduler when creating EMS or NFIRS reports • Print wallet cards from the year view EQUIPMENT The Equipment Inventory module is designed to enter Apparatus and Equipment for the purpose of inventory and maintenance. This module allows the tracking of maintenance on all types of apparatus and equipment, and is customizable to the department’s needs. Equipment can be assigned to Personnel using the Equipment module or Visual Fire’s Schedule Administrator module. • Search for an Equipment record and browse the record. • Enter details for: equipment, maintenance, notes and user data. • Add a vendor, an equipment type and a unit compartment (if given user rights.) • Print an Equipment report. Visual Fire’s Equipment module is fully integrated with our NFIRS 5.0 and EMS modules. You can specify NFIRS 5.0 type codes for apparatus here and then they will be automatically inserted when a NFIRS report is created. This one module can track all equipment – such as apparatus, SCBA, fire hose, hand tools and radios/pagers • Record testing and maintenance done on each piece of equipment. • Track equipment assigned to a personnel or station or apparatus. • You can specify the apparatus compartment for each piece of equipment on an apparatus. • Track all consumable items with the Supply module. • Set threshold levels for reordering. • Track quantity on hand for all items. © 2012 Emergency Technologies, Inc. Page 84 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.
- 205. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 • Receive orders and update inventory automatically. • Easily access or add vendors in the Master Vendor (Organization) table. HYDRANTS Visual Fire’s Hydrants module provides a thorough data storage of hydrants details, such as inspection activity, flow test results, associated names, business, and locations, as well as images and signed document. The Hydrants module interfaces data with several other Visual Fire modules that reference hydrants in their data. • Search for a Hydrant record and browse the record. • Add a new Hydrant record. • Enter details for: Hydrant, Inspection, Flow Test, Names, Images/Signed Documents and Notes. • Save a Hydrant record. • Print a Hydrants report. With Visual Fire’s Hydrants module, you can easily track and manage all your hydrants. You can track and analyze all maintenance and flow testing done on each hydrant. Visual Fire is a multi- department system, so a Fire Department can share the system with their Public Works department to coordinate all their hydrant activities. • Comprehensive hydrant information. • Share system with Public Works and other departments. • Schedule maintenance. • Analyze trends in flow. • Easily calculate flow rates and record test results. One click flow calculations. • Record and track all hydrant maintenance. • Link hydrant flow data to total fire flow (ISO) for a premise. PREMISE Use the Premise Inventory module to add new sites to the database. In addition to site name and address information, the Premise Inventory Module manages a wide variety of other data useful for fire preplanning, inspection, response, and reporting purposes. Included are: • names of persons associated with the site • information on occupants of the premise • descriptive data about the site • alarms and security systems on the site • planned response to incidents at the site • various types of access to the premise • still and video images of the site • HAZMAT types and locations • special hazards associated with the site • data on the site’s storage tanks and its various types of shutoffs and overrides • Hydrant, fire flow and other water sources data, including a direct link to view a complete hydrant’s record © 2012 Emergency Technologies, Inc. Page 85 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.
- 206. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Once a site is on file, use the Premise Inventory module to update its name, address and physical data and, when appropriate, to delete it from the database. Visual Fire’s Fire Preplans module gives you premise inventory and fire preplanning capabilities. Capture and organize each site’s physical and contact information, and use it for fire preplanning, fire prevention and emergency response. Take your laptop on the road: Using Visual Fire’s Mobile Data Manager, you can take the most current preplan data with you. Update data as required, and share it with other users when you synchronize your data. Rapidly access preplan data: View images and video on site, and review all your preplan information rapidly. Visual Fire’s Graphical User Interface makes it easy. New information can be entered at the site and will be available to other users after your laptop is synchronized with the server. INSPECTIONS The Inspections module manages various types of inspection and review activities with data on inspections, compliance visits and violations. You can use it to record data on plans reviews, to track new construction testing, to do regularly scheduled fire inspections and to record re- inspections for violation compliance. • Schedule an inspection and enter frequency. • Update an inspection and record violations and citations. • Delete a violation and a citation. • Enter recommendations and referrals for an inspection. • Reschedule a group of inspections. • Save/print an inspection record. While using the Inspections module, you also have access to the premise inventory data of the site you are working on. Any changes that you make to this information are carried into the database and are reflected in all other system modules that use or display premise data. The Inspection module provides Hot Lists. These are lists of codes, built by your department, of frequently used violations, citations and recommendations based upon Fire Codes. You can easily select from the hot lists to transfer the text into the inspection record. Also provided is a feature to print lists (reports) of inspections based on search criteria you select – such as, Inspections Due By, Fire District, Inspection Type, etc. Visual Fire’s Graphical User Interface makes it easy to capture data for fire inspections and follow- ups. Before you start your inspection, Visual Fire can pull information from both the Master Location Database and Premise module, and from previous inspections, to eliminate tedious data reentry. Visual Fire supports many types of inspections and tracks individual violations and their compliance. It records recommendations, referrals, and citations. Never retype another code: You can cut and paste directly from all electronic codes, including SBCCI, BOCA, NFPA and NEC. For the quickest code entry, place your most frequently encountered violations on your HotList for entry with a click of the mouse. Local codes (or codes not available electronically) can be added to Visual Fire’s FireCodes module. Use the codes for reference and cut and paste the sections as needed. Update fire preplans during the inspection: While on site, inspectors can update the fire preplanning information that is stored in the Premise database. This ensures that response personnel will have the most current data. Automate inspection scheduling: Let Visual Fire track the scheduling of routine inspections. View inspections due in your area within the next 30, 60 or 90 days. Configure Visual Fire to show only those inspections of interest to you, by geographic area, inspection type or due date. © 2012 Emergency Technologies, Inc. Page 86 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.
- 207. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 Visual Fire’s Inspections module provides the ability to configure Visual Fire to show only inspections by geographic area, inspection type, inspector or by due date and it is integrated with BSI (Building Systems Inspections) and stores inspections entered from the BSI module. BUILDING SYSTEMS INSPECTIONS (BSI) When working with a third-party inspector to inspect a specific building system instead of a business or premise, Visual Fire provides the Building Systems Inspections (BSI) module to maintain BSI inspections separately. Though designed for inspections by third-party inspectors on systems, the BSI module is in some ways similar to Visual Fire’s Inspection module. There are key differences however, in that only BSI type inspections are displayed in the Select BSI window, and unique additional features are provided. The BSI module manages various types of BSI and review activities with data on BSI, compliance visits and violations. You can use it to record data on plans reviews, to track new construction testing, to do regularly scheduled Fire BSI, to record re-BSI for violation compliance and to print NOV – Notice of Violation form letters. The Email Notice feature provides a courtesy reminder that can select multiple premises to send emails to inform business that the premise has a BSI due in, for instance, 30 days or 60 days. While using the BSI module, you also have access to the premise inventory data of the site you are working on. Any changes that you make to this information are carried into the database and are reflected in all other system modules that use or display premise data. As in the Inspection module, the BSI module provides Hot Lists. These are lists of codes, built by your department, of frequently used violations, citations and recommendations based upon Fire Codes. You can easily select from the hot lists to transfer the text into the BSI record. Also provided is a feature to print or export reports of BSI based on search criteria you select – such as, BSI Due By, Fire District, BSI Type, etc. • Schedule a BSI and enter frequency. • Update a BSI and record violations and citations. • Enter recommendations and referrals for a BSI. • Send email notices for BSI due in 30 days. • Send Notice of Violation (NOV) to non-compliance premise. • Schedule an onsite visit for a BSI. • Mark a BSI as Compliant. PERMITS Use the Permits module to collect and manage Permits data. Capture name and location data for the permit site, and date, type and descriptive information for new permits and renew or revoke existing ones. If desired, you may also track permit applications that have been denied. Data you enter about the permit number and type, its effective and expiration dates and permitted use or activity are used by Visual Fire to produce a hard-copy permit form. You can also use permit data to produce your own reports using Visual Fire’s reporting facility. • Search for a site’s permits. • Add a new permit for a site. • Update a permit for a site. • Delete a permit for a site • Renew a permit for a site. © 2012 Emergency Technologies, Inc. Page 87 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.
- 208. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 • Revoke a permit from a site. • Save/print a permit record. Visual Fire’s Permits module support the issuance and tracking of permits and licenses. The permit can be entered quickly thanks to several features; the linking of a permit to the premise module, the hot list of names, and the Quick Add feature. • Track all permits and licenses • Hot list of names for contractors, other frequent applicants • Links permits to Preplans • Track the application, granting, denial, and or revocation • Print permits • Track expiring permits • Record permit fees • Easily insert fire codes as needed REPORTING COMPONENTS ETI’s Report Viewer provides hundreds of reports with security-controlled access. Visual Fire supports Software’s Crystal Reports©. This powerful tool lets you easily create your own custom reports. Visual Fire includes Report Viewer that lets any user run reports that were created using Crystal Reports without requiring Crystal Reports to be installed on that user’s PC. ETI’s Report Viewer automatically sets up the necessary ODBC connections when it launches. ETI’s Report Viewer allows you one entry point into working with other reports and tracking report activity. Report Viewer cannot create the reports – that must be done using the actual Crystal Reports program separately. Other tasks that are performed from the Crystal Viewer module are Report Dissemination Log Administration and E- Sign Administration. You may export a report to a spreadsheet, an HTML file, a PDF and a Word document. ETI provides the majority of its reports using Crystal Reports and FoxPro (“Inline Reports”). Using Crystal Reports allows customers to also develop custom reports to use with the Visual Fire/EMS database. In addition, most modules provide the ability to print a report based on selective Search criteria on a database table. ETI also provides an E-Sign component to attachments, and a Report Dissemination Log to administer report access and printing security. REPORT DISSEMINATION LOG The Report Dissemination Log (RDL) Administration module of Visual Fire tracks the views of all reports in Visual Fire and logs all reports for up to four levels. You may set up access levels to reports, and assign those levels to each individual Inline and Crystal report. RDL also tracks both Crystal Report activity and “inline” report activity (those reports created from within the Visual Fire modules such as NFIRS Incident reports.) Report Access levels are defined by whether a login is required to access a report and whether or not report activity will be tracked. The four available access levels are: © 2012 Emergency Technologies, Inc. Page 88 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.
- 209. CITY OF SANANGELO, TEXAS RFP FD-03-12 FOR FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM DUE: SEPTEMBER 27, 2012 • Level 1 – Green: Allows anybody to view the report and does not log report access. This level provides no restrictions or tracking. • Level 2 – Yellow: Allows anybody to view the report and logs report access. This level provides no restrictions, but does track activity. • Level 3 – Red: Verifies login information and logs report access. This level provides the most security and tracking of all levels. • Level 4 – Blue: Verifies login information and does not log report access. Level 4 is not included in the default data as this level is rarely used. A set of three default levels is provided. If they meet your needs, it is best to not change them; however you may change them if necessary. E-SIGN Visual Fire provides the ability to have a legally binding (per the e-sign bill signed into law in 1997) signature on any of the Visual Fire “inline” reports. This can be done on reports generated by the Visual Fire software such as NFIRS and EMS. For those users that will be signing reports as official signatures, roles must be set up so that the necessary roles can be assigned to the appropriate reports. Visual Fire has an interface built into the Crystal Viewer to allow for this setup. Basically, the E-sign function works as follows: An administrator sets up a list of roles for signatures, and then the roles are assigned to any reports that could possibly be signed. Once a report is marked as a “sign-able” report, a “Sign” button pops up as an option for printing that report. If this option is chosen the report is distilled down to an Adobe PDF file, encrypted and stored in the Visual Fire database. Each signature attached to a document is also encrypted. The signature is linked to the document. If the document or signature is tampered with, the link is broken and the document is no longer “signed.” © 2012 Emergency Technologies, Inc. Page 89 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.
- 210. San Angelo, TX Fire Department Records Management System September 25, 2012 High Plains Information Systems 6465 Greenwood Plaza Blvd. STE 1025 Centennial, CO 80111 www.highplains.com Mark Cheline President/CEO Kevin Collier, Director, Business Development (303) 721-8100
- 211. TABLE OF CONTENTS EXECUTIVESUMMARY ..................................................................................... TAB 2 LETTER OF INTEREST & W-9 ........................................................................... TAB 3 CONFLICT OF INTEREST & DEBARMENT CERTIFICATES .................... TAB 4 REFERENCES ......................................................................................................... TAB 5 STANDARD CONTRACT ..................................................................................... TAB 6 PRICING OPTIONS ............................................................................................... TAB 7 RMS QUESTIONNAIRE........................................................................................ TAB 8
- 212. Request for Proposal City of San Angelo Fire Department Records 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
- 214. Table of Contents INTRODUCTION..................................................................................................................................................... 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 ......................................................................................................................................................2 INSURANCE REQUIREMENTS ................................................................................................................................. 3 DEADLINE AND DELIVERY LOCATION ..................................................................................................................... 7 DEADLINE.....................................................................................................................................................................7 COPIES.........................................................................................................................................................................7 SEALED CONTAINER ADDRESSING......................................................................................................................................7 DELIVERY ADDRESSES .....................................................................................................................................................7 SCOPE OF SERVICES REQUESTED ............................................................................................................................ 9 GENERAL SPECIFICATIONS................................................................................................................................................9 SUMMARY OF CURRENT OPERATIONS ................................................................................................................................9 SCOPE OF SERVICES ........................................................................................................................................................9 TERM OF CONTRACT.....................................................................................................................................................10 PROPOSAL FORMAT............................................................................................................................................. 11 PROPOSAL FORMAT INSTRUCTIONS .................................................................................................................................11 SELECTION PROCESS ............................................................................................................................................ 13 SUBMISSION 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
- 216. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 INTRODUCTION City 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 employer RFP: FD-03-12/Records Management System 1
- 217. The City willselect 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) 657-4355 RFP: FD-03-12/Records Management System 2
- 218. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 INSURANCE REQUIREMENTS The following insurance requirements are an example of the City’s typical insurance requirements. The final requirements will be completed during the negotiations process. For more specific information, please contact John 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
- 219. 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 Injury RFP: FD-03-12/Records Management System 4
- 220. 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
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- 222. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 DEADLINE 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
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- 224. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 SCOPE 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
- 225. 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
- 226. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 PROPOSAL FORMAT Proposals shall be submitted in the following format with each element requested and/or form furnished as specified 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 the details presented herein. To facilitate evaluation, all submittals must be submitted in the uniform format. All submittals 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 and removed from consideration. City of San Angelo will not participate in any cost the Respondent may incur in the preparation and submission of a proposal. 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 Questionnaire RFP: FD-03-12/Records Management System 11
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- 228. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 SELECTION 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
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- 230. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 SUBMISSION FORMS • RFP Letter Of Interest • Addendum Acknowledgement • Conflict Of Interest form • Debarment and Suspension Certificate • List of References • Pricing Options • Report Management System Questionnaire RFP: FD-03-12/Records Management System 15
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- 232. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Letter of Interest The undersigned firm submits the following information in response to Request for Proposal (as amended by Addenda), 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. High Plains Information Systems Inc. Company Authorized Signature Mark L. Cheline President/CEO Printed Name & Title 6465 Greenwood Plaza Blvd. STE 1025 Address Centennial, CO 80111 City, State Zip Code 09/18/2012 Date RFP: FD-03-12/Records Management System 17
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- 234. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Addendum Acknowledgement Receipt is hereby acknowledged of the following addenda to the Contract documents. Addendum No. 1 dated September 18, 2012 Received September 21, 2012 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 High Plains Information Systems Inc. Company Name Signature Kevin Collier Printed Name Director of Business Development ________________________________ Title 6465 Greenwood Plaza Blvd. STE 1025 ________________________________ Address Centennial, CO 80111 ________________________________ City, State Zip Code THIS FORM MUST BE RETURNED WITH THE BID RFP: FD-03-12/Records Management System 19
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- 236. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 k NOTICE TO VENDORS Disclosure of Certain Relationships Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local governmental entity make certain disclosures concerning any affiliation or business relationship that might cause a conflict of interest with the local governmental entity. The provisions of Chapter 176 and the Form CIQ questionnaire that you must complete to comply with this law, are available 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 available in 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 at http://sanangelotexas.org. If you are considering doing business with the City of San Angelo or the City of San Angelo Development Corporation and have an affiliation or business relationship that requires you to submit a completed Form CIQ, it must be filed with the records administrator (City Clerk) of the City of San Angelo no later th than the seventh (7 ) business day after the date you become aware of facts that require the form to be filed. See Section 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 Corporation Request for Proposals, Request for Bids, or Request for Qualifications or by conducting business with either of those two entities, you are representing that you are in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Roger S. Banks Division Manager RFP: FD-03-12/Records Management System 21
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- 238. CITY OF SANANGELO PURCHASING DEPARTMENT P.O. Box 1751, San Angelo, Texas 76902 Tel: (325) 657-4220 or 657-4212 RFP: FD-03-12/Records Management System 23
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- 240. CITY OF SANANGELO 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. High Plains Information Systems Inc. Company Signature Mark L. Cheline Printed Name & Title 6465 Greenwood Plaza Blvd. STE 1025 Address Centennial, CO 80111 City, State Zip Code 09/18/2012 Date RFP: FD-03-12/Records Management System 25
- 241. Debarment and SuspensionCertification 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. RFP: FD-03-12/Records Management System 26
- 242. CITY OF SANANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 List of References List at least three (3) references of similar scope and size giving company name, contact information, and term. REFERENCE ONE Government/Company Name: Castle Rock Fire Rescue Location: 300 S Perry St. Castle Rock, CO 80104 Contact Person and Title: Norris Croom Deputy Chief of Operations Telephone Number: (303) 660-1066 Scope of Work: Complete RMS Contract Period: 2002 - Current Complete RMS REFERENCE TWO Government/Company Name: Durango Fire & Rescue Authority Location: 104 Sheppard Drive Durango, CO 81303 Contact Person and Title: Randy Black EMS Captain System Administrator Telephone Number: (970) 382-6000 Scope of Work: Complete RMS Contract Period: 07/2005 - Current REFERENCE THREE Government/Company Name: Poudre Fire Authority Location: 102 Remington Drive Ft. Collins, CO 80524 Contact Person and Title: Gil Fisher Captain or Tom Hatfield IT Telephone Number: (970)416-2865 Scope of Work: Complete RMS Contract Period: 05/2008 - Current REFERENCE FOUR Government/Company Name: Columbia River Fire Rescue Location: 270 Columbia Blvd. St. Helens, OR 97051 Contact Person and Title: Division Chief Ron Youngberg Telephone Number: (503)369-8161 Scope of Work: Complete RMS and Payroll Contract Period: 06/2009 - Current RFP: FD-03-12/Records Management System 27
- 243. Intentionally Left Blank RFP:FD-03-12/Records Management System 28
- 244. CITY OF SANANGELO 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 Support multi-jurisdictional functions allowing individual agencies, departments, groups or individuals to share data while also protecting Yes agency specific or confidential data. Modules integrated to maximize information sharing and reduce Yes duplication of effort. Individual workstations: Yes Use a graphical user interface (GUI) Yes Support command-line, point-and-click, and function key entry of Yes commands and/or data 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 Allow user to move windows anywhere on screen(s) Yes 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 Support relational database management technology to eliminate duplicate entry, duplicate storage and operational inefficiencies. Yes Print any text information on any screen to a printer Yes Print any text information in any window to a printer Yes Print any or all records retrieved from an inquiry to a networked printer Yes Print any or all records retrieved from an inquiry to a workstation Yes attached printer Include date, hour, and minutes in most time stamps Yes Include date, time, and user ID stamp for all data entries No Not all 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 Search all tables/files using exact match and wild card Yes RFP: FD-03-12/Records Management System 29 Y:12-RFXFire DeptFD0312 Records Mgt SysFD0312 092212.docx
- 245. Your Report ManagementSystem Questionnaire System Comments (Yes or No) Supports National Fire Incident Reporting System (NFIRS 5) Yes Provide pick lists for data entry (e.g. pull-down menus) Yes Use a relational database for all data and code table storage Yes Display real-time date and time constantly on screen No Include jurisdictional indicator in incident and report number Yes Relational database should be SQL compliant 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 Yes as names, addresses, phone numbers, from a master names index. Ability to provide basic word processing features like those in MS Word Yes for writing narratives. Include description of items such as: Spell-checking Yes Medical dictionary Yes Word wrap Yes Copy, cut and paste 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 Yes into production. The system should include online help and tutorials Yes Ability to add attachments of any type (EKG/plans/documents or Yes images) System has the capability to establish an "auto-export" to defined entities such as billing, State, Federal, etc. Yes User friendly interface for the rapid export of data to patient billing systems via multiple formats. (i.e. CSV, XML, TLV) Yes Allow user to adjust window and font size Yes Security Require a minimum of user name and password to log user onto system Yes 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., insert, modify, delete, read-only) Yes RFP: FD-03-12/Records Management System 30
- 246. Your Report ManagementSystem Questionnaire System Comments (Yes or No) Restrict access to the operating system of the server(s) Yes Restrict access to the operating system of the workstation Yes Support ability of system administrator to remotely log-off users from any device Yes 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 of data base) Yes Restrict access to individual database tables by security (including Yes access from report writer) Online Storage Complete RMS records will be available online for a minimum of 7 years Yes Performance 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 Yes Audit Support an audit log of each transaction performed, including date, time, and user ID of person performing transaction Partial Allow system administrator to review selected transactions Yes Documentation All documentation Provide user level, system administrator functional & system technical is provided manuals in hardcopy and electronic form Yes/No electronically and maybe printed as needed. System Training Perform onsite end user module training for train the trainers, system administrator training & major release/update training for end user and Yes system administrator Perform onsite end user module training direct to some users Yes Training/Test System Support a full training mode which is independent of the live, operational Yes system (including independent code tables and files) RFP: FD-03-12/Records Management System 31
- 247. Your Report ManagementSystem 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 Yes the training mode Support a full training and test server which is independent of the live, Yes operational server (including independent code tables and files) Backup and Purge Support purging of records in all files/tables based on date Yes Support archiving of records in all files/tables based on date, prior to Yes purge 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 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 Yes Fire/EMS RMS Reporting Create ad-hoc reports Yes Provide ability to export the entire RMS database to a separate Yes 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 Yes Provides a variety of "canned" reports Yes Must have the ability to build charts and graphs Yes Ability for general user to easily create any report without using third party reporting programs. (ie Crystal Reports) Yes User friendly interface for report creation. Yes 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 Ability to support NFIRS "plus one" type coding (3-character NFIRS Yes 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 32
- 248. Your Report ManagementSystem Questionnaire System Comments (Yes or No) If CAD allows this Data transferred from CAD should include, at minimum: functionality requested below. Location of incident Yes Incident number Yes Call type code and expanded description Yes Name of caller 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 unit's dispatch Yes Date and time of each unit's enroute to scene Yes Date and time of each unit's arrival on scene Yes Date and time of each unit's available-on-radio Yes Date and time of each unit's available-in-quarters Yes Date and time of incident closure Yes Incident priority Yes Incident number (system generated) Yes Cross-reference incident number(s), if multi-jurisdictional response Yes Report (aka, run) number (optional, system generated) Yes 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 Ability for rapid medical data entry via a large touch screen interface. Yes Allow the entry of unlimited length text in comments type fields Yes Support word wrap in narrative fields Yes Support spell check in narrative fields Yes Support cut and paste ability in narrative fields Yes Support ability to enter previously created narrative templates Yes Support ability to automatically generate narratives based upon incident Yes type Record report information in RMS for all units assigned to an incident, Yes with individual date/time stamps for all status changes Ability to update RMS with any new CAD information received Yes RFP: FD-03-12/Records Management System 33
- 249. Your Report ManagementSystem 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 Yes Support ability to store partially completed report(s), complete another transaction, and return to the interrupted report(s) for completion Yes Allow review of all partially completed reports Yes Allow modification of the previously entered incident information: Location Yes Type Yes Automatically perform edit checks of field data (NFIRS Rules) Yes Support ability to supplement a report (by the same or different company) Yes Ability to record multiple exposures as supplements to original incident Yes Ability for supervisor to review and approve report Yes Ability to enter mutual aid reports and record outside jurisdictional unit(s) 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. Yes Basic EMS Specific Incident Reporting Ability to chart advanced EMS patient procedures. Yes Ability to have automatic narrative generation from data entry fields Yes Ability to generate personal narrative templates Yes Ability to Staff generate narrative templates. Yes Ability to have extensive QA/QI tools. Yes Ability to provide retrospective report review work flow feature Yes Ability to have database query tools Yes Ability to have automatic bill calculation. Yes Ability to provide real-time error checking and user feedback Yes 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 Yes for procedures, vitals, etc. RFP: FD-03-12/Records Management System 34
- 250. Your Report ManagementSystem 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 Yes “Met.”) Ability to enter data fields with pre-filled data such as states and zip codes. Yes Includes FDA medication database for easy selection via quick fill or drop down box. Yes Includes medication allergy database for easy selection via quick fill or Yes drop down box. Includes medical dictionary in patient reporting narrative. Yes Ability for individual custom patient narrative template that prompts the Yes user for information. Patient narrative imports data gathered on scene. Yes Ability to populate patient information such as address medical history, allergies, and medications from previous patient contact reports. Yes Ability for administrator users to easily and rapidly modify EMS report forms. Yes Ability for administrator users to easily and rapidly modify the information contained within drop down boxes, combo boxes, and other input fields. Yes 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 Complexes with a single address but multiple tenants (malls, apartment buildings) should be able to be verified by either the complex's address Yes or the tenant's address 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 35
- 251. Your Report ManagementSystem Questionnaire System Comments (Yes or No) Ability to have transaction logging Partial Fire prevention/ inspection Ability to support any adopted fire code 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, Yes address, telephone, etc.) Allow recording of occupancy classification Yes Allow recording of initial fire department conditions for new business approval Yes Ability to record type of equipment installed in a location, by manufacturer, make, model, and install date Yes Ability to record unlimited number of "special circumstances" regarding a location (i.e., Building Inspection information, unique characteristics, Yes etc.) Support entry of unlimited number of violations Yes Support "check box" style of data entry for violation codes No Display plain English description for violation codes in addition to code Yes Edit data entry to minimize entry of code(s) which would be invalid No based on previous entry Allow designation of inspection responsibility by station area for each Yes address Allow scheduling of follow-up inspections 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) Yes Support ability to create reinspection schedules on a daily, weekly, monthly or yearly basis No Support ability to print out inspection schedules for individual inspectors, company, all companies in a specific shift, or all companies Yes Support ability to generate form letters documenting specific violations with date of scheduled reinspection Yes 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 inspection performed Yes RFP: FD-03-12/Records Management System 36
- 252. Your Report ManagementSystem Questionnaire System Comments (Yes or No) System should come pre-loaded with all violation code tables providing for any copyright laws or regulations. Yes Support ability to record results of violation re-inspection Yes 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 Ability to associate a scanned image (i.e., "pre-fire plan") to a location Yes Ability to build and update pre-fire plans based on building information Yes provided Ability to have occupancy hazard risk assessment Yes Ability to correlate building/business names with addresses. Yes 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 Ability for user to create highly custom narratives with user prompts. Yes Ability to create professional mobile pre-plans Yes Fire investigation Support ability to track fire investigation Yes Allow designation of an incident as a potential arson, with ability to Yes record additional fields of associated information Investigation data could include: Yes Investigator name and ID Yes PD investigator assigned No 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 37
- 253. Your Report ManagementSystem Questionnaire System Comments (Yes or No) Ability to attach any Windows-compliant file(s) to an investigation record Yes Allow case status to be updated with ongoing activities and notes Yes Ability to automatically supplement initial NFIRS report with investigation results Yes Support ability to view and print entire case report Yes Support ability to view and print summary of all investigations in progress Yes 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 No Hazardous material information should include: Chemical (by name, code, category) Yes Consequences of chemical No Resource list for mitigation Yes SOPs Yes Allow recording of types and locations of hazardous materials stored at addresses within the city Yes Hazardous material information for location should include: Yes Warnings Yes Chemicals at location 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 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 No Equipment Sub-Class No Item description No Inventory ID number No Unit ID No Serial number No Make/Model number No RFP: FD-03-12/Records Management System 38
- 254. Your Report ManagementSystem Questionnaire System Comments (Yes or No) VIN number No Date of purchase NO Date brought in to service No Scheduled retirement date No Supplier name, address, telephone No Cost No Manufacturer name, address, telephone No Expiration date No Location No Status No Comments No Hose data would include: Purchase date No Date brought in to service No Length No Size No Test pressure No Hose location, by station or apparatus No Test results, including date and time of test No Next scheduled test No Name and ID of individual performing test No Breathing apparatus data should include: Location, by station, apparatus, and operator No Serial number No Cylinder check No Regulator function No Diaphragm function No Face piece and tube status No Name and ID of individual performing test No Date and time of test No Next scheduled test date No Test results No Hazmat monitoring equipment data should include: Serial number No Type of instrument No Date entered into service No Date of last calibration No Date of last maintenance No Maintenance action taken No Name and ID of individual performing action No Next scheduled maintenance date No Hazmat suits data should include: ID number No Type of suit No Date entered into service No RFP: FD-03-12/Records Management System 39
- 255. Your Report ManagementSystem Questionnaire System Comments (Yes or No) Date of last test No Test results No Maintenance action taken No Name and ID of individual performing test No Next scheduled test date No Support the ability to track inventory of all vehicles in fleet, inventory data should include: Description No Inventory ID number No Vehicle type No VIN No License number No Purchase date No Manufacturer No Model number No Serial number No Warranty expiration No Warranty description No Location No Special requirements No Date of service No Service record (including maintenance/repair performed, mechanic, No time spent out of service, etc.) Mileage at time of service No Engine hours at time of service No Date of next scheduled service No Equipment carried (cross referenced from equipment inventory) No Ability to provide results of annual pump test No Ability to provide location of the equipment by current assignment to a unit, station or personnel No Allow default test frequencies to be created for each type of equipment No Allow default maintenance type and frequencies to be created for each No type of equipment Allow test record to be viewed online without making any changes to record No Hydrant Inventory Supports hydrant information which integrates with other modules such In Development No as Pre-Plans and Inspections Support ability to record disposal by user, date, and reason disposed of No (e.g., broken, burned, etc.) Allow default test frequencies to be created No Support ability to print out test schedules for individual company, all companies in a specific shift, or all companies No RFP: FD-03-12/Records Management System 40
- 256. Your Report ManagementSystem Questionnaire System Comments (Yes or No) Allow test record to be viewed online without making any changes to record No Support ability to print out complete test report No Hydrant data would include: No Hydrant ID Number (Alpha/Numeric) No Fire District No Sector/Zone No Department/Agency No Street address with geo-verification No City, State, Zip No Cross Street No Additional Address Information No Manufacturer No Model No Year No Date installed No ISO Type No Valve Size No Barrel Size No Barrel Length No Hydrant/Main/Valve data fields No Water Main ID No Main Diameter No Main Type No Pressure Zone No Hydrant Lead Size No Hydrant Valve Size No Lead Valve Distance No Outlets No Distance to Curb No Ability for Hydrant Inspections to including the following data fields: Date of Inspection No Time of Inspection No Name of personnel performing the inspection No Service preformed No Repairs done or needed No Notes field No Other service preformed or requested No Ability to track a history of flows for a hydrant No Ability to add attachments of any type No Ability to maintain Hydrant Flow tests performed including the following data fields: Date of Flow No Time of Flow No Name of personnel performing the test No RFP: FD-03-12/Records Management System 41
- 257. Your Report ManagementSystem Questionnaire System Comments (Yes or No) Pitot No Outlet Diameter with drop down list of choices No Discharge Coeff. No Correcting Factor No Calculated Flow in GPM No Calculated Flow in GPM at 20, 10, and 0 psi. No Training Support ability to track training for all personnel Yes Training data to be tracked would include: 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 training above Yes Track training by date, time, locations and hours spent Yes Support ability to create course curriculum, including date, time, class 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 Yes Support the ability to allow for station company to enter its own categories of mandatory training Yes Support ability to enter class roster for each scheduled class Yes Not able to Support ability to record class attendance and issue grades for an entire issue Grade. class Yes/No Automatically post record of attendance into individual's training record Yes Automatically post training results into individual's personnel record without requiring user re-entry Yes Not able to issue Grades. Ability to record attendance and grade for individuals from outside jurisdictions (for both certified and non-certified classes Yes/NO No average Ability to print a number of training reports indicating course attendance, average grades, course cancellations, hours spent, types of courses, Yes grades available. etc. RFP: FD-03-12/Records Management System 42
- 258. Your Report ManagementSystem 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, Yes 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 mandatory training hours certifications Yes Ability to view and print individual training record for a specified period of Yes time Ability to require certain types of training for individuals based upon job requirements (e.g., required certifications) Yes Support ability to print list of certificates due to expire within specified Yes 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 Yes 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) 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 No Ethnicity No Ability to keep Physical descriptors No Photographs Promotion/reclassification date Yes Probation end date No Last evaluation date No Next evaluation date 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 Training records) Yes Certifications (cross referenced from Training records) Yes Certification(s) expiration date Yes RFP: FD-03-12/Records Management System 43
- 259. Your Report ManagementSystem 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 Accidents/injuries, including date and time, status, narrative Yes Disability indicator, including status and expiration date No Medical examination information (record of when, type, and No expiration)(e.g., breathing apparatus medical, driver's license medical) Support the ability to track an unlimited number and type of certifications per person Yes Support the ability to record an unlimited number and type of skills per person Yes 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 Support the ability to print complete employee history record Yes Ability to have FLSA compliant time accounting and payroll Yes Ability to have flexible work schedule capabilities Yes Ability to scheduling and time accounting for staff and line employees Yes Ability to have customized employee performance evaluations No Ability to have a integrated payroll system Yes Interfaces/ Subsystems CAD Ability to receive transfer of incident information from CAD to FRMS, via Yes TCP/IP, every 5 minutes, at minimum Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, in real time Yes Depending on Support the ability to upload premise/location information from the fire the CAD ability RMS into CAD, including the following: Yes to accept for all below RFP: FD-03-12/Records Management System 44
- 260. - emergency contactinformation Yes - hazardous materials information Yes - Knox box/key/combination information Yes - premise inspection information - pre-fire plan information Yes Support the ability to upload personnel skills information from the fire Yes RMS into CAD Scheduling/rostering software 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.) Yes Restrict the ability to double schedule any individual Yes Ability to notify supervisors of personnel shortages at a station. Yes Support the ability to view and print the schedule for a specified period of time Yes Ability to track personnel trades and automatically remove traded-off employee from equipment assignment Yes 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 company established patient care, now the medic is transporting and needs the info) Yes Ability to allow the mobile computing with the full suite of modules while disconnected from the network Yes Ability to integrate with CAD to provide in field reporting with NFIRS and EMS ePCRs Yes Ability to apply Geo-Verification of addresses while in the disconnected No 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 45 Y:12-RFXFire DeptFD0312 Records Mgt SysFD0312 092212.docx
- 261. Company Address 6465Greenwood Plaza Blvd Created Date 9/25/2012 STE 1025 Expiration Date 3/31/2013 Centennial, CO 80111 US Quote Number 00000077 Prepared By Kevin Collier Contact Name Peter Haidinger Phone 303-721-8100 Phone (325) 657-4356 E-mail k.collier@highplains.com Email tech@safiredept.com Fax 303-721-8199 Bill To Name San Angelo Fire Department Ship To Name San Angelo Fire Department Bill To 306 W 1st Street San Angelo, TX 76901 Product List Price Sales Price Quantity Discount Total Price NFIRS + ePCR Desktop 15 CALs $29,500.00 $29,500.00 1.00 $29,500.00 Human Resource Desktop 15 CALs $29,500.00 $29,500.00 1.00 $29,500.00 Life Safety Desktop 15 CALs $29,500.00 $29,500.00 1.00 $29,500.00 ePCR + NFIRS Mobile $1,495.00 $1,495.00 8.00 $11,960.00 Preplan/Map Viewer $395.00 $395.00 12.00 $4,740.00 Intergraph CAD Interface (RMS Side) $7,500.00 $7,500.00 1.00 $7,500.00 ZOLL Medical Device Interface $3,900.00 $3,900.00 1.00 $3,900.00 NEMSIS EMS Billing Interface $2,500.00 $2,500.00 1.00 $2,500.00 Setup $125.00 $125.00 15.00 $1,875.00 Training (per Instructor, per Week, Expenses Included) $7,500.00 $7,500.00 2.00 $15,000.00 Dell Server(s) for RMS Solution $20,000.00 $20,000.00 1.00 $20,000.00 Data Conversion $125.00 $125.00 40.00 $5,000.00 Annual Support, Human Resources Core (15 CALs) $5,900.00 $5,900.00 1.00 $5,900.00 Annual Support, Life Safety Core (15 CALs) $5,900.00 $5,900.00 1.00 20.00% $4,720.00 Annual Support, NFIRS + ePCR Core (15 CALs) $5,900.00 $5,900.00 1.00 40.00% $3,540.00 Annual Support, NFIRS + ePCR Mobile $299.00 $299.00 1.00 $299.00 Annual Support, Preplan/Map Viewer $79.00 $79.00 12.00 $948.00 Subtotal $179,922.00 Discount 1.97% Total Price $176,382.00 Grand Total $176,382.00
- 262. Executive Summary Thank youfor the opportunity to respond to the City of San Angelo’s Request for Proposal (RFP) for a new fire records management system. High Plains is uniquely qualified to meet the needs of your agency. Founded in 1985, High Plains Information Systems, Inc. is a Colorado corporation. The company provides records management solutions to fire and EMS agencies nationwide. Our flagship product is a complete fire records management system (FRMS) that addresses nearly every data need of your agency. Three main modules comprise our product: Incident Reporting, Human Resource Management and Life Safety. The Incident Reporting module includes NFIRS 5.0 fire reporting and NEMSIS Gold compliant electronic patient care reports. Our mobile software client allows you to complete all of the required reports while you are still in the field or at the patient’s side. Optionally, these reports can be completed after the call using our desktop application. The Human Resource module helps you manage detailed employee information. This includes basic information, such as names; employee numbers and important dates; benefits; status and schedule changes; daily staffing; certificates; training records; and much more. Our integrated payroll module can be added, if desired. The Life Safety module is used by code enforcement professionals to manage fire inspections, permits and plan reviews. It is also used by operations personnel to complete and share pre-fire plans. Our software constantly evolves. New features are normally added at the request of our customers. As our newest customer, we invite you to participate in this quality improvement process. As a member of our Customer Community, you will be able to meet and confer with our staff of professionals as well as other customers. This provides a conduit for the free flow of new ideas and information. Customer service after the sale is what truly makes High Plains the right choice for San Angelo. During and after the implementation process, you will work closely with our team members to get the most out of your investment. When you call our office, you will always speak to a representative that is capable and willing to help you with your issue or question. We sincerely thank you for this opportunity. We are looking forward to serving the employees and citizens of San Angelo. Please contact me personally if you have any questions regarding our products, services or this proposal. Mark Cheline, President High Plains Information Systems, Inc. (303) 721-8100 m.cheline@highplains.com
- 263. CITY OF SANANGELO PURCHASING DIVISION 72 West College Avenue, San Angelo, Texas 76903 Tel: (325) 657-4220 or 657-4219 ADDENDUM 1 Date: September 18, 2012 RFP No: FD-03-12/Records Management System Location: San Angelo, Texas Submission Deadline: September 27, 2012/2:00 P.M. Local Time (Revised) The following clarifications, changes, additions, and/or deletions are hereby made to the specifications and contract documents: SCOPE OF SERVICES REQUESTED General Specifications, Page 9 1. #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. Question: Is the only requested interface for Zoll Medical devices, and no other interfaces (besides CAD) needed? If so, Please provide Zoll model numbers for what is being used. Response: Zoll M and E series monitors 2. #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. Question: Is the data conversion required? What is the current Fire RMS system? What data is going to be converted? Please provide information on the current system, the number of records to be converted, a sample of the data to be converted, and a data structure of the system. Response: Data conversion is highly desired to avoid maintenance of legacy systems. Data will be converted from Zoll FireRMS v 4.7 and will be close to 1.5GB of data to be converted. Data is stored in a Microsoft 2000 SQL database. 3. #2. All necessary server hardware, including the necessary servers and mounting hardware for a 2-post rack mount system. Question: Based on our experience, local governments can get better pricing for hardware than a vendor. We would like to know if the hardware costs are required or can we just provide our hardware specifications to help guide the City with their hardware selection? Response: No. Vendor will provide all necessary servers. RFP: FD-03-12/Records Mgt System Page 1
- 264. Proposal Format Instructions,Page 11 4. 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), etc… Question: Please elaborate on what is meant by "sections labeled (not numbered)”. Does this mean that we shouldn’t label the tabs “Tab 1”, “Tab 2”, and so forth? Please provide a more detailed example. Response: Each section should be labeled not numbered. The first tab should be “Table of Contents” etc. Report Management System Questionnaire, Fire prevention/ inspection, Page 36 5. Edit data entry to minimize entry of code(s) which would be invalid based on previous entry Question: Please provide more information on this requirement. Please provide an example of how this will be used. Response: System should include built in methods on ensuring data is accurate, valid, and complete. There should not be a requirement that a third party product be used for validation. All applicable updates should be included in maintenance costs, including IFC code updates. Report Management System Questionnaire, Personnel, Page 44 6. Ability to have an integrated payroll system Question: Does the City want the ability to cut checks, or are they just looking for a time management report that can be submitted to Payroll? Response: Time management reports including the handling of comp time, split shifts, out of classification pay, over time, and floating holiday pay. Other Questions: 7. Question: Does the city prefer a hosted solution, where the software is accessible via the Internet and purchasing of server hardware is not necessary? Response: We prefer an on-premise system. 8. Question: Does the city prefer an on-premise system where hardware is purchased by the City and maintained on-site by the City’s IT Department? Response: Hardware will be on-site and maintained by the fire department. 9. Question: How many desktop workstations will access the Fire RMS? Response: Approximately 50 but we should not be limited by that number. Licensing should be for how ever many hosts are needed by the San Angelo Fire Department. 10. Question: How many mobile workstations will access the Fire RMS? Response: Approximately 25. RFP: FD-03-12/Records Mgt System Page 2
- 265. 11. Question: Howmany desktop workstations will access the EMS system (e-PCR)? Response: Approximately 50 12. Question: How many mobile workstations will access the EMS system (e-PCR)? Response: Approximately 25. 13. Question: Is data conversion required? If so, please provide information on the current systems, the number of records, a sample data structure, and sample data files for the systems of conversion, and a data dictionary. Response: See answer to #2 above. 14. Question: What is the total user population? Response: 180-200 users. 15. Question: If so, do the concurrent users include EMS (e-PCR) and Fire RMS users? Response: Users should be able to be in both systems concurrently. 16. Question: Has the Fire Department looked at other software systems? If so, what systems have been seen? Response: Yes. The second part of this question will not be answered. Please provide your best options and offer. 17. Question: Is the system a multi-department/multi-jurisdictional system? If so, how many FDIDs are going to be used? Response: No 18. Question: We understand that cost is an important factor in your evaluation criteria. Has the City established a budget for this system? If so, would you please give provide what the ballpark funding level is? Response: Yes we have a budget. No, the budget number will not be disclosed. 19. Question: Would the City consider granting a one-week extension? Response: Yes. The deadline for responses will be extended to September 27, 2012/2:00PM, CDST Sincerely, Roger S. Banks Purchasing, Division Manager RFP: FD-03-12/Records Mgt System Page 3 Y:12-RFXFire DeptFD0312 Records Mgt SysAddendum 1.docx
- 266. Records Management CommitteeRecommendations. Committee members recorded: Scott Farris Geneva Rodriquez Peter Haidinger Scott Farris Fd-03-12 Records Management system qualifications EF Recovery • Hosted solution – unable to keep records in house. This would create additional streaming issues • The Hydrant Inspections module not working correctly and upgrades/updates are not planned at this time. • Currently using and outdated version of this product. ZOLL refuses to correct our issues. EF Recovery is selling a ZOLL product. High Plains • Hydrant Inspections module is not planned at this time and we were told they don’t know if or when a module would be in the works. • Vehicle fleet management not included. • High plains has told us for the last two years they will work on the issues listed here although zero progress has been made Emergency Technologies • Annual maintenance & support fees were substantially higher than the other companies • Proposal unable to supply mobile/tablet user interface for PT./EMS compatibility Scott Farris Assistant Chief of Operations San Angelo Fire Department
- 267. Geneva Rodriguez FD-03-12 Records management system qualifications EF Recovery • We are currently not satisfied with this product. • The Hydrant Inspections module does not always work correctly and upgrades/updates are not planned at this time. • Data mining is very difficult with this software. High Plains • Hydrant Inspections module is not planned at this time and we were told they don’t know if or when a module would be in the works. Emergency Technologies • Annual maintenance & support fees were substantially higher than the other companies. Geneva F. Rodriguez Administrative Asst. San Angelo Fire Dept. T-(325) 657-4355 F-(325) 655-1644
- 268. Peter Haidinger FD-03-12 Records management system qualifications EF Recovery • Did not meet our requirements for a solution to be managed in house by the fire department • Reselling a product we already own and use (Zoll FireRMS) at a high mark-up Highplains • Solution did not include Hydrant Inspections • Solution did not include vehicle fleet management Emergency Technologies • Solution was not a significant improvement over current system • Solution was not mobile/tablet friendly and did not meet our needs for patient side care reporting Peter Haidinger Fire Technology Manager San Angelo Fire Department San Angelo, TX 325-657-4355 tech@safiredept.com
- 269. SOFTWARE SALES ANDINSTALLATION AGREEMENT THIS AGREEMENT (the “Agreement”) is made and entered into as of this Sample day of 2012, by and between the Sample Fire Department, whose address is 123 Main Street, Sample City, Sample State, (the “Customer”), and High Plains Information Systems, Inc., a Colorado corporation, whose address is 6465 Greenwood Plaza Blvd, Suite 1025, Centennial, Colorado 80111 (“High Plains”). WHEREAS, the Customer desires to procure a fire records management system (RMS) that will significantly enhance the effectiveness and efficiency of the records management process, WHEREAS, the Customer desires for High Plains to provide installation configuration and support of High Plains RMS, including multiple components, for this purpose, NOW THEREFORE, in consideration of the agreements and undertakings set forth herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: I. System Components High Plains shall provide, install and configure the latest and current versions of the following components of High Plains RMS: A. Incident Reporting, including 1. NFIRS 5.0 compliant and certified fire reporting 2. Advanced patient care reporting 3. Life Safety 4. Human Resources 5. Mobile licenses 6. Advanced query and data analysis tools B. ZOLL Medical Device Interface C. EMS Billing Interface D. CAD Interface E. Report Manager, including 1. The current set of pre-written reports 2. Crystal Reports runtime F. Management Tools, including 1. Security Manager 1
- 270. 2. Code Manager 3. Standardized Reporting II. Compensation The cost of the project, including software, services and first year support shall be $ Sample Price in accordance with the attached quotation. The Customer agrees to make payments in a timely fashion and in accordance with the following schedule: 1/3 due at contract signing; 1/3 at the completion of training; and the balance within 30 days after the system is used in a live environment. III. Software Installation High Plains shall install, configure and test all components within 90 days of the execution of this contract by both parties. IV. Training High Plains shall provide Sample number of days of training, including end-user, support (MIS), and administrative training. Additional training during the first or subsequent contract years will be billable at the rate of eight hundred dollars per day plus actual travel expenses. V. Support High Plains shall provide on-going software support according to the terms and conditions of the software support agreement, which is contained within and is an integral part of this Agreement. VI. End-User License Agreement The Customer agrees to abide by all of the terms and conditions of High Plains’ end-user license agreement (EULA) which is contained within and is an integral part of this agreement, is packaged with the software installation media, is prominently displayed when the software is installed, and can be viewed from within the software application. VII. Representations and Warranties High Plains represents and warrants that all services will be performed in compliance with all applicable federal, state or local laws of the United States. High Plains warrants that the software and intellectual property furnished to the Customer shall be furnished in good and workmanlike manner, shall be reasonably free of defects, shall be reasonably usable by the staff of the Customer expected to use them on a regular basis, shall be fit for the purposes for which intended, and shall not violate any applicable license agreements. VIII. Costs and Attorney’s Fees In the event of any dispute regarding the enforcement of any of the terms of the Agreement, the prevailing party shall be entitled to recover from the other party reasonable attorney’s fees and costs, in addition to all other sums provided by law. 2
- 271. IX. Force Majeure Neither party shall be in default by reason of any failure of its performance under this Agreement if such failure results, whether directly or indirectly, from fire, explosion, strike, freight embargo, act of God, or of the public enemy, war, civil disturbance, act of government, dejure or defacto, or any agency or official thereof, labor shortage (other than caused by High Plains response to District duties,) transportation contingencies, unusually severe weather, default of manufacturer or supplier as a subcontractor, quarantine or restriction, epidemic, or catastrophe, lack of timely instructions or essential information from Dealer or otherwise beyond the control of the parties. X. Waiver and Forfeiture Failure to exercise any right hereunder shall not constitute or be deemed a waiver or forfeiture of such right. In addition, the waiver of any breach of any provision of this Agreement shall not constitute a waiver of any prior, concurrent or subsequent breach of the same or any other provisions hereof. XI. Dispute Resolution Each party agrees to give the other prompt written notice of any claim, controversy or dispute arising under or related to this Agreement, an Order or a Product, and both parties agree to engage in good faith discussions to resolve the matter. If that fails to resolve the matter promptly, either party may require the other to participate in mediation before a mutually-agreed mediator through the procedures set forth above within 60 days (or such longer period as the parties may agree) prior to proceeding to court. This section, and the obligation to mediate, will not apply to claims for misuse or infringement of a party’s intellectual property or Confidential Information. XII. Entire Agreement This Agreement, the attached End User License Agreement and Software Support Agreement, constitutes the entire agreement between the parties and supersedes all previous communications, representations or agreements, either oral or written, with respect to the subject matter hereof, and no representations or statements of any kind made by any representative, which are not stated herein, shall be binding upon the parties. No addition to or modification of any provision in this Agreement shall be binding upon either party unless made in writing and signed by both parties. If any of the provisions or portions of this Agreement are invalid under an applicable statute or rule of law, they are to that extent to be deemed omitted. If a conflict exists between this Agreement and the End-User License Agreement, this Agreement shall prevail. XIII. Headings The section headings are inserted only for reference and do not define, limit or prescribe the scope of this Agreement. 3
- 272. XIV. Due Authorization The undersigned do hereby warrant that they are fully authorized to execute the terms of this Agreement. IN WITNESS WHEREOF, THE PARTIES HAVE CAUSED THIS Agreement to be duly executed effective the day and year first above written. Sample Fire Department By:_______________________________________ Date:_____________________________________ HIGH PLAINS INFORMATION SYSTEMS, INC. By:_______________________________________ Date:_____________________________________ 4
- 273. Addendum A END-USER LICENSE AGREEMENT FOR HIGH PLAINS RMS™ SOFTWARE IMPORTANT-READ CAREFULLY: This End-User License Agreement (''Agreement'') is a legal agreement between you (either an individual or a single entity) and High Plains Information Systems, Inc. (“High Plains”) for High Plains RMS™ software product(s) accompanying this Agreement, which include(s) computer software and may include "online" or electronic documentation, associated media, and printed materials (collectively, ''Software''). By installing, copying, or otherwise using the Software or any Updates (as defined below), you agree to be bound by the terms of this Agreement. If you do not agree to the terms of this Agreement, do not install, copy, or otherwise use the Software. In addition, by installing, copying, or otherwise using any updates or other components of the Software that you receive separately as part of the Software (''Updates''), you agree to be bound by any additional license terms that accompany such Updates. If you do not agree to the additional license terms that accompany such Updates, you may not install, copy, or otherwise use such Updates. 1. LICENSE TO USE SOFTWARE. 1.1 General License Grant. High Plains grants to you a nonexclusive limited license to install and use one copy of the Software, subject to the consent of High Plains to the use of the Software for the number of servers, workstations, mobile devices, and users that are specified in a separate authorization certificate provided by High Plains (“Authorized Users”). The Software is protected by copyright laws and international copyright treaties, as well as other intellectual property laws and treaties. The Software is licensed, not sold. 1.2 Documentation/Storage/Network Use. This Agreement grants you a personal, nonexclusive license to install a copy of the Software on a storage device, such as a network server, used only to install or run the Software concurrently by the maximum number of Authorized Users, as may be designated in a separate authorization certificate provided by High Plains. A license for the Software may not be shared or used concurrently by other end users, unless you have a license for additional Authorized Users as specified in a separate authorization certificate provided by High Plains. You may not distribute the Software, including by electronic transfer from one computer to another over a network or otherwise, except as necessary for use of the Authorized Users. You may increase the number of concurrent Authorized Users only upon payment of an additional license fee and receipt of an authorization certificate for such number of additional Authorized Users. UNLESS YOU HOLD AN AUTHORIZATION CERTIFICATE EVIDENCING YOUR LICENSE, YOU ARE NOT AUTHORIZED TO INSTALL, COPY OR OTHERWISE USE THE SOFTWARE, AND ANY SOFTWARE THAT HAS BEEN INSTALLED SHOULD BE REMOVED IMMEDIATELY. 2. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS 2.1 Limitations on Reverse Engineering, Decompilation, and Disassembly. You may not reverse engineer, decompile, or disassemble the Software. 2.2 Transfer. You may not resell, rent, lease, lend, or otherwise transfer for value, the Software without the prior written consent of High Plains. 2.3 Certification of Use. You agree that upon request of High Plains, you will within 30 days fully document and certify that your use of High Plains RMS™ software at the time of the request is in conformity with valid licenses from High Plains. 5
- 274. 2.4 Termination. Without prejudice to any other rights, either party may terminate this Agreement if the other party fails to comply with the terms and conditions of this Agreement. In such event, you must destroy all copies of the Software and all of its component parts. 3. COPYRIGHT; TRADEMARKS. All title and intellectual property rights in and to the Software (including but not limited to any forms, images, photographs, animations, applets, video, audio, music, and text incorporated into the Software), the accompanying printed materials, and any copies of the Software are owned by High Plains. This Agreement does not grant you any rights in connection with High Plains RMS™ or other trademarks or service marks of High Plains. All rights not expressly granted are reserved by High Plains. 4. SUPPORT SERVICES. High Plains may provide you with support services related to the Software (“Support Services”). Use of Support Services is governed by policies and programs described in the user manual and/or online documentation. Any supplemental software code provided to you as part of the Support Services shall be considered part of the Software and subject to the terms and conditions of this Agreement. 5. UPGRADES. If the Software is labeled as an upgrade, you must be properly licensed to use a product identified by High Plains as being eligible for the upgrade in order to use the Software. You may use the resulting upgraded product only in accordance with the terms of this Agreement. 6. MISCELLANEOUS. This Agreement is governed by the laws of the State of Colorado. 7. LIMITED WARRANTY. High Plains warrants that the Software will perform substantially in accordance with the accompanying written materials for a period of 90 days from the date of receipt of the Software. High Plains will continue to warrant, maintain, and upgrade the product as long as the service agreement remains in place. THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHERS, WHICH VARY FROM STATE TO STATE. 8. NO OTHER WARRANTIES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, HIGH PLAINS DISCLAIMS ALL OTHER WARRANTIES AND CONDITIONS, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT, WITH REGARD TO THE SOFTWARE, AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES. Some states or jurisdictions do not allow the exclusion of implied warranties or limitations on how long an implied warranty may last, so the above limitations may not apply to you. To the extent permissible, any implied warranties are limited to 90 days. 9. CUSTOMER REMEDIES/LIMITATION OF LIABILITY. High Plains' entire liability and your exclusive remedy shall be, at High Plains' option, either (a) return of the price paid, if any, or (b) repair or replacement of the Software. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL HIGH PLAINS OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER ARISING OUT OF THE USE OF OR INABILITY TO USE THE SOFTWARE OR THE FAILURE TO PROVIDE SUPPORT SERVICES, EVEN IF HIGH PLAINS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN ANY CASE, HIGH PLAINS' ENTIRE LIABILITY UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE SOFTWARE OR U.S. $5.00. 6
- 275. 10. HIPAA COMPLIANCE. You are responsible for compliance with the Health Insurance Portability and Accountability Act of 1990 (HIPAA). Use of the Software may result in the documentation or dissemination of information in a manner that is not in compliance with the privacy laws and regulations under HIPAA. Before using this Software or any associated documents obtained from this Software, you should obtain the advice of your attorney regarding compliance with HIPAA laws and regulations in connection with the use of the Software. HIGH PLAINS MAKES NO WARRANTY OR REPRESENTATION THAT THE USE OF THE SOFTWARE WILL ENSURE YOUR COMPLIANCE WITH ANY LAWS AND REGULATIONS, INCLUDING HIPAA, WHETHER CURRENT, PROPOSED OR THAT BECOME EFFECTIVE AT ANY FUTURE DATE. YOU AGREE THAT TO THE MAXIMUM EXTENT PERMITTED BY LAW, HIGH PLAINS ASSUMES NO RESPONSIBILITY AND SHALL NOT BE LIABLE FOR ANY LOSS OR INJURY ARISING OUT OF ANY VIOLATION OR ALLEGED VIOLATION OF ANY LAWS AND REGULATIONS, INCLUDING HIPAA, AS A RESULT OF YOUR USE OF THE SOFTWARE. 11. GOVERNMENT RIGHTS. In the case where the United States Government, or an agency thereof, is the licensee, the following additional terms apply: Restricted Computer Software, as defined in the Rights in Data - General clause at Federal Acquisition Regulations 52.227-14; and as applicable, RESTRICTED RIGHTS LEGEND Use, duplication or disclosure by the U. S. Government is subject to restrictions as set forth in the appropriate subparagraph of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013. 12. PATIENT DOCUMENT TEMPLATES. At the End User’s request, certain templates for patient signatures may be made available to End Users. These templates are being made available for use with the software products of High Plains Information Systems, Inc. These templates are samples only, designed to assist End Users in complying with applicable Medicare signature requirements. These templates are not legal advice, and are not official forms or verbiage of any governmental agency and may not reflect requirements of state or local law in any jurisdiction where the software may be used. The End User expressly agrees to bear all responsibility for compliance with all applicable laws and regulations, whether now in effect or hereafter adopted or amended, and the End User agrees that neither High Plains Information Systems, Inc. nor its owners, directors, employees, agents, contractors, attorneys or consultants bear any responsibility for the implementation or proper use of the template by End User, or the modification in any manner by End User. End User expressly understands and agrees that these templates may be subject to modification due to changes in applicable laws and regulations, or official interpretations of governmental agencies, and High Plains Information Systems, Inc. bears no responsibility to automatically provide updates to these templates to End User. 7
- 276. Addendum B Annual Technical Support Agreement This Annual Technical Support Agreement (the “Agreement”) is entered into effective as of the date set forth below between High Plains Information Systems, Inc., a Colorado corporation (“High Plains”), and the Daisy Mountain Fire Department (the “Customer”): 1. Purpose. This Agreement is also entered into in order to specify the rights and duties of High Plains and the Customer with regard to certain support services to be provided by High Plains for the Customer. 2. Performance of Duties. High Plains agrees to provide the maintenance and support services specified in “Services Furnished” with regard to High Plains RMS™ software (“Software”) licensed by High Plains to the Customer and such other services in support of the Customer as may mutually be agreed upon by the parties during the term of this Agreement (“services”). This Agreement is expressly subject to the High Plains License Agreement (“the License Agreement”), which must be in effect throughout the term of the Agreement, including any renewals of such term. 3. Scope of Agreement. a. Conditions Covered. This Agreement covers High Plains RMS™ Software identified in the License Agreement. This Agreement will also cover Updates and Upgrades furnished to Customer by High Plains under this Agreement. b. Conditions Not Covered. i. Customer shall inform High Plains in writing of any modifications to High Plains RMS™ Software made by Customer or made for Customer by third parties (“Customer Modifications”). High Plains shall not be responsible for maintaining or supporting Customer Modifications or for maintaining portions of High Plains RMS™ Software affected by Customer Modifications. ii. High Plains shall not be responsible for correcting problems caused by improper use of High Plains RMS™ Software by Customer. iii. High Plains shall not be responsible for technology developed or owned by third parties. iv. High Plains shall not be responsible for maintaining Customer’s hardware, including but not limited to telecommunications devices, components, computers, peripheral devices and storage media. v. High Plains shall not be responsible for correcting problems caused by conditions beyond its reasonable control, such as environmental and natural disasters, strikes, acts of war, viruses introduced by parties other than High Plains, etc. 8
- 277. 4. Compensation. a. For the regular services specified in this Agreement, High Plains will be compensated as follows: $2500 plus $299 per mobile computer per annum plus the reasonable cost of any additional services for which High Plains is not responsible under this Agreement. These additional services, if any, shall by identified by High Plains and a cost estimate shall be provided to Customer before any work commences. b. Unless otherwise agreed upon in writing, special or services excluded from the scope of this Agreement will be accounted for based on time expended by High Plains. High Plains will cause time records of its personnel, managers, employees, and agents to be maintained for the purpose of determining such charges. Charges for time expended on special matters or for one-time services will be at the normal hourly rates charged by High Plains for such personnel performing such services. 5. Payment of Compensation. The Customer shall pay the cash compensation by check or by wire transfer to such account(s) as may be specified by High Plains for the services on or before 30 days after the date of invoice. 6. Customer Responsibilities. High Plains’ obligations to Customer under this Agreement are expressly made conditional upon the following: a. Customer shall at all times be in full compliance with all terms and conditions of the License Agreement. b. Customer shall at all times ensure that its personnel are properly trained in the operation and use of High Plains RMS™ Software. Customer will designate up to two (2) persons properly trained in the use of High Plains RMS™ Software to serve as Customer’s primary contact with High Plains for maintenance services. Customer shall provide written notice to High Plains giving the name and contact information for such designated persons. Customer shall devote such personnel and resources as High Plains reasonably requests as necessary to the successful and timely provision of maintenance services. c. Customer shall provide High Plains with in-person, telephone and high-bandwidth electronic file access to Customer’s equipment, software, data and personnel, as reasonably requested by High Plains to enable High Plains to perform its services under this Agreement. 7. Updates, Upgrades and New Versions. a. Free Updates. High Plains will provide a licensed copy of all updates to fix or correct errors in the functionality of the Software, which High Plains makes generally available to its customers during the term of the Agreement. High Plains will waive the license fee, if any, generally to customers for such updates. Updates will be subject to the terms and conditions of the applicable License Agreement and of this Agreement. b. Upgrades. High Plains will provide a licensed copy of all upgrades to the Software, which High Plains makes available to its customers during the term of this Agreement. For purposes hereof, “upgrades” shall mean improvements that require a major change in development tools and result in a higher major release number for the software. High Plains will charge Customer the license fee, if any, generally charged to supported customers for an upgrade. Upgrades will be 9
- 278. subject to theterms and conditions of the applicable License Agreement and of this Agreement. c. New Products. New products are not provided to Customer under this Agreement. 8. Disclaimers. HIGH PLAINS DOES NOT GUARANTEE OR WARRANT THE CUSTOMER’S USE OF HIGH PLAINS RMS™ SOFTWARE WILL BE UNINTERRUPTED, ERROR-FREE, OR WILL ALWAYS BE OPERATIONAL WITHOUT DELAY. THE SERVICES ARE BEING PROVIDED ON AN “AS IS” BASIS WITH NO WARRANTIES, EXPRESS OR IMPLIED. HIGH PLAINS SHALL NOT BE LIABLE FOR ANY INJURIES OR DAMAGE TO PERSONS OR PROPERTY EXCEPT THOSE DIRECTLY DUE TO ITS ACTS OR OMISSIONS. IN NO EVENT SHALL HIGH PLAINS AND ITS AFFILIATES BE LIABLE TO CUSTOMER FOR ANY INDIRECT, SPECIAL, PUNITIVE, INCIDENTAL, CONSEQUENTIAL DAMAGES, LOST PROFITS, LOSS OF BUSINESS INFORMATION, BUSINESS INTERRUPTION, OR OTHER SIMILAR DAMAGES WHATSOEVER, ARISING OUT OF OR RELATED TO THIS AGREEMENT OR THE PERFORMANCE OR BREACH THEREOF, EVEN IF HIGH PLAINS AND ITS AFFILIATES HAVE BEEN ADVISED OF THE POSSIBILITY THEREOF. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CUSTOMER’S SOLE AND EXCLUSIVE REMEDY AGAINST HIGH PLAINS SHALL BE CUSTOMER’S RIGHT TO TERMINATE THIS AGREEMENT. Without limiting the generality of the foregoing, High Plains and its affiliates shall not be liable for any loss or liability caused by computer viruses, strikes, lockouts, fire, explosion, theft, floods, riot, civil commotion, war, malicious mischief, act of God or any actions or events beyond the control of High Plains. Any liability of High Plains and its affiliates under this Agreement is solely to Customer and is limited by this Section and other applicable limitations set forth in this Agreement. To the maximum extent permitted by law, the Customer will indemnify, defend, and hold harmless High Plains from and against all claims, damages, losses and costs, including litigation expenses and attorney’s fees, in excess of the limits set forth above and arising out of or related to High Plains’ performance under this Agreement. As used in this Section, High Plains includes any affiliated corporations, subcontractors, or any of its or their officers, or employees. 9. Term of Agreement. This Agreement shall have an initial term of one year, commencing on the date set forth below. This Agreement may be renewed on an annual basis if the parties reach mutual agreement as to the terms and conditions of such renewal. The provisions of Sections 3, 4, 5, 8, 9 and 10 shall survive the termination of this Agreement. 10. Miscellaneous. The following additional provisions will apply to this Agreement: a. This Agreement shall be governed in all respects by the laws of the State of Colorado. The Customer hereby irrevocably submits and consents to the non- exclusive jurisdiction of the state and federal courts located within the State of Colorado with respect to any action or proceeding arising out of this Agreement. Comment [deb1]: b. This Agreement sets forth the entire agreement of the parties with respect to the subject matter hereof and may not be amended or modified except in writing subscribed to by both parties. c. Neither party may assign this Agreement without the prior written consent of the other party. This Agreement is binding upon and shall inure to the benefit of both parties hereto and their permitted successors and assigns. d. If any provision of this Agreement is held to be invalid, illegal, or unenforceable, then such provision shall be enforced or severed to the extent possible without affecting the remainder of this Agreement. 10
- 279. 11. Services Furnished.High Plains Information Systems, Inc. shall furnish support services for High Plains RMS™ Software consisting of the following services: a. Telephone, E-mail, Verbal and Internet Support. High Plains will provide telephone support, email, verbal and Internet support during High Plains’ normal business hours in Colorado. Such support will be given (i) to answer routine questions regarding the use of High Plains RMS™ Software; (ii) to assist Customer in identifying and reporting errors in the Software which may need corrections; (iii) to assist Customer in identifying and reporting new features and functional improvements that may warrant the development of an update or upgrade; and (iv) to provide work-around solutions when reasonably available. Verbal support refers to such assistance given by High Plains personnel other than by telephone or Internet (i.e., in person, or in writing). Internet support refers to Internet access to Customer’s equipment and Customer’s copy of High Plains RMS™ Software by High Plains’ personnel from High Plains’ place of business or another remote location. b. Electronic Support Capability. High Plains and Customer will maintain telecommunications facilities enabling high-bandwidth electronic file transfer between High Plains and Customer. c. Training. During the initial term of this Agreement, qualified High Plains' personnel will provide 3 days of training to personnel of Customer, at Customer’s place of business d. Integration. Integration is Customer’s responsibility. However, upon request, High Plains will provide integration assistance to Customer. High Plains’ integration services will be billed at one hundred twenty-five dollars per hour. 11
- 280. City of SanAngelo Memo Date: February 18, 2013 To: Mayor and Councilmembers From: Ricky Dickson, Interim Water Utilities Director Subject: Agenda Item for March 5, 2013 Council Meeting Contact: Ricky Dickson, Interim Water Utilities Director, 657-4209 Caption: Consent Item Consideration of authorizing the sale of the following residential property for the appraised value 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. Summary: Johnny and Candice Parker 6402 Lincoln Park Road West Lot 21, Group Lincoln Park $25,793 History: None. Financial Impact: Proceeds from the sale of lake lots go into the Lake Nasworthy Trust Fund. Related Vision Item (if applicable): None. Other Information/Recommendation: If the sale is approved at the appraised value, a title examination will be performed and legal staff will prepare a Real Estate Contract of Sale, Special Warranty Deed and Surrender of Lease, as previously approved by City Council. Staff recommends approval. Attachments: Appraisal Report (Parker) Presentation: None. Publication: None. Reviewed by Service Area Director: Ricky Dickson, Interim Water Utilities Director, February 18, 2013
- 292. City of SanAngelo Memo Date: February 11, 2013 To: Mayor and Councilmembers From: Cindy M. Preas, Real Estate Administrator (657-4407) Subject: Agenda Item for March 5, 2013 Council Meeting Contact: Diana Farris, Property Specialist (657-4407) Caption: Consent Item 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: th 321 E 24 Street, (Galilee), Lot 20, Block 1, Colonial Heights, $1,675, Suit No.B-06- 0043-T 210 W Avenue N, (Garcia-Leake), Lot 10, Block 116, Fort Concho, $1,500, Suit No.B- 07-0013-T 204 Paint Rock Road, (Pearcy), Lot 8, Block A, Glenmore Annex, $3,500, Suit No.B- 06-0123-T th 725 W 16 Street, (Perez), Lot 9, Block 11, Mineola, $750, Suit No.B-4722-B th 833 W 16 Street, (Perez), Lot 3, Block 12, Mineola, $750, Suit No.TAX93-0109-B 2506 Coleman Street, (Salinas), Lot 12, Block 39, Hatcher, $2,079, Suit No.B-06- 0119-T th 701 W 15 Street, (Smith-Blair), Lot 1, Block 4, Mineola Annex, $750, Suit No.TAX90- 0151B th 703 W 15 Street, (Smith-Blair), Lot 2, Block 4, Mineola Annex, $750, Suit No.TAX90- 0197B th 707 W 15 Street, (Smith-Blair), Lot 4, Block 4, Mineola Annex, $750, Suit No.TAX89- 0557B 507 N Farr Street, (William), Lot 16, Block 9, Miles, $11,000, Suit No.B-03-0099-T Summary: The subject properties were auctioned at Sheriff’s Sale. No offers were received causing subject properties to be stuck-off to the City, as Trustee for itself and the other taxing entities. History: The attached Property Analysis reflects amounts of delinquent taxes, accrued penalties, interest, attorney fees and costs for delinquent years of, together with additional penalties and interest at the rates prescribed by Chapter 33, Texas Property Tax Code. Financial Impact: Upon approval: (1) The City will retain a $500 Administration fee; (2) The balance will be distributed according to the judgment on the Sheriff’s Return; and (3) Property will be reinstated back onto tax roll. Adopted: 5/30/03 Revised: 6/21/10
- 293. Related Vision Item Financial Vision – Examine liquidation of unused or underperforming city-owned properties (if applicable): Neighborhood Vision – Attract reinvestment Other Information/ Staff recommends approval. Recommendation: Attachments: Property Analysis, Resolution, Tax-Resale Deed and Property Location Map Presentation: N/A Publication: N/A Reviewed by Lysia H. Bowling, City Attorney Director: Approved by Legal:
- 294. A RESOLUTION OFTHE 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 WHEREAS, by Sheriff’s Sale, the properties described below were struck-off to the City of San Angelo, Trustee, pursuant to delinquent tax foreclosure decrees of the 119th Judicial District, Tom Green County, Texas; and WHEREAS, offers have been made for the purchase of said properties pursuant to Section 34.05, Texas Tax Code Ann.(Vernon, 1982); and NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN ANGELO that its Mayor, Alvin New, is hereby authorized to execute a Tax-Resale (quitclaim) Deed conveying the following described real properties to the following as specified below, all of the right, title, and interest of the City of San Angelo, and all other taxing units interested in the tax foreclosure judgment, located in San Angelo, Tom Green County, Texas: Conveying to: GALILEE COMMUNITY DEVELOPMENT CORPORATION, a Texas nonprofit corporation; ($1,675): Lot 20, Block 1, Colonial Heights Addition, an addition to the City of San Angelo, Tom Green County, Texas, according to the map or plat thereof, recorded in Volume 60, Page 433, Deed Records of Tom Green County, Texas. Account #07-18900-0001-015-00 JORGE GARCIA, a single person, and JADE LEAKE, a single person; ($1,500): Lot 10, Block 116, Fort Concho Addition, City of San Angelo, Tom Green County, Texas, as described in Volume 26, Page 330, Deed Records of Tom Green County, Texas. Account #12-23200-0116-010-00 JOHN S. PEARCY, a single person; ($3,500): Lot 8, Block “A”, Glenmore Annex, an addition to the City of San Angelo, Tom Green County Texas, as described in Volume 604, Page 530, Deed Records of Tom Green County, Texas. Account #13-24800-0000-008-00 LOUIS A. PEREZ, a married person as his sole and separate property; ($750): Lot 9, Block 11, Mineola Addition, City of San Angelo, Tom Green County, Texas. Account #20-34900-0011-010-00 LOUIS A. PEREZ, a married person as his sole and separate property; ($750): Lot 3, Block 12, Mineola Addition, City of San Angelo as described in Volume 270, Page 318, Deed Records of Tom Green County, Texas.
- 295. #20-34900-0012-003-00 RICHARD SALINAS, amarried person as his sole and separate property, and Maria Salinas, a single person; ($2,079): Lot 12, Block 39, Hatcher’s Addition, City of San Angelo, Tom Green County, Texas, according to the map or plat thereof, recorded in Volume 1, Page 144, Plat Records of Tom Green County, Texas. Account #14-26900-0039-012-00 RYAN SMITH, a single person, and JUSTIN BLAIR, a single person; ($750): Lot 1, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 363, Page 475, Deed Records of Tom Green County, Texas. Account #20-35000-0004-001-00 RYAN SMITH, a single person, and JUSTIN BLAIR, a single person; ($750): Lot 2, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 363, Page 475, Deed Records of Tom Green County, Texas. Account #20-35000-0004-002-00 RYAN SMITH, a single person, and JUSTIN BLAIR, a single person; ($750): Lot 4, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 290, Page 515, Deed Records of Tom Green County, Texas. Account #20-35000-0004-004-00 ERNST RAY WILLIAM, a married person as his sole and separate property; ($11,000): Lot 16, Block 9, Miles Addition, City of San Angelo, Tom Green County, Texas, as described in deed recorded in Volume 100, Page 397, Deed Records of Tom Green County, Texas. Account #18-34200-0009-015-00 APPROVED AND ADOPTED ON THE DAY OF , 2013. THE CITY OF SAN ANGELO _______________________________ Alvin New, Mayor Attest: ______________________________ Alicia Ramirez, City Clerk Approved As to Content: Approved As to Form:
- 296. ______________________________ ______________________________ Cindy M. Preas, Real Estate Administrator Lysia H. Bowling, City Attorney
- 297. 321 E 24thStreet, Lot 20, Block 1, Colonial Heights Addition 50' x 140' February 11, 2013 1:1,349 0 0.01 0.02 0.04 mi City Address Points County Address Points City Structures 0 0.0175 0.035 0.07 km Pending City Addresses Pending County Addresses City of San Angelo Fee Lands Copyright:© 2012 ESRI, NAVTEQ, DeLorme Retired City Addresses Retired County Addresses City of San Angelo Trustee Lands
- 298. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 20, Block 1, Colonial Heights Addition, an addition to the City of San Angelo, Tom Green County, Texas, according to the map or plat thereof, recorded in Volume 60, Page 433, Deed Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: B-06-0043-T Location: 321 E 24th Street Parcel Size/Dimensions: 50' x 140' City of San Angelo vs. Jean Ann Hemingway Account #1313 Tax ID Number: #07-18900-0001-015-00 Judgment Date: June 14, 2007 Date of Sheriff's Sale: March 1, 2011 Sheriff's Deed Recorded: March 17, 2011 Years Held in Trust 2 YRS Adjudge Value: $ 2,060.00 Purchased under Urban Redevelopment No Amount of Offer: $ 1,675.00 Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $500.00 $500.00 0.00% $500.00 Maintenance Fee $850.00 $ 850.00 0.00% $850.00 District Clerk $14.00 $14.00 0.00% $14.00 Sheriff's Fee $100.00 $100.00 0.00% $100.00 Attorney Fee $190.00 $190.00 0.00% $190.00 Municipal Liens $ - $0.00 0.00% $0.00 $0.00 Taxes $ - $905.12 100.00% $21.00 $21.00 Total $1,654.00 $905.12 $1,654.00 100.00% $21.00 $1,675.00 Actual Total Amt Due $2,559.12 Amount Remaining $ 21.00 Offer will satisfy all costs according to the Judgment.
- 299. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: GALILEE COMMUNITY DEVELOPMENT CORPORATION, a Texas nonprofit corporation 1404 S Oakes Street San Angelo, Tom Green County, Texas 76903 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 20, Block 1, Colonial Heights Addition, an addition to the City of San Angelo, Tom Green County, Texas, according to the map or plat thereof, recorded in Volume 60, Page 433, Deed Records of Tom Green County, Texas. Account #07-18900-0001-015-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on June 14, 2007 in Suit No. B-06-0043-T, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated March 17, 2011, and recorded in Instrument Number 700430, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms
- 300. of any recordedrestrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was not extinguished in the judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 301. Lot 10, Block116, Fort Concho Addition - 210 W Avenue M 50' x 150' July 23, 2012 1:4,796 0 0.04 0.08 0.16 mi County Address Points Ownership Parcels Right of Way 0 0.05 0.1 0.2 km City Limits Platted Lot Lines Street Pavement Streets 9028 Platted Lot Line Labels
- 302. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 10, Block 116, Fort Concho Addition, City of San Angelo, Tom Green County, Texas, as described in Volume 26, Page 330, Deed Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: B-07-0013-T Location: 210 W Avenue M Parcel Size/Dimensions: 50' x 150' City of San Angelo vs. Pablo Zavala, deceased Account #5651 Tax ID Number: 12-23200-0116-010-00 Judgment Date: June 30, 2009 Date of Sheriff's Sale: June 7, 2011 Sheriff's Deed Recorded: June 30, 2011 Years Held in Trust 1 1/2 YRS Adjudge Value: $ 3,100.00 Purchased under Urban Redevelopment No Amount of Offer: $ 1,500.00 Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $500.00 $500.00 0.00% $500.00 Maintenance Fee $0.00 0.00% $0.00 District Clerk $333.00 $333.00 0.00% $333.00 Sheriff's Fee $100.00 $100.00 0.00% $100.00 Attorney Fee $365.00 $365.00 0.00% $365.00 Municipal Liens $3,585.01 67.97% $137.30 $137.30 Taxes $1,689.28 32.03% $64.70 $64.70 Total $1,298.00 $ 5,274.29 $1,298.00 100.00% $ 202.00 $1,500.00 Actual Total Amt Due $6,572.29 Amount Remaining $ 202.00 Offer will satisfy all costs and a small portion of taxes and liens according to the Judgment.
- 303. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: JORGE GARCIA, a single person, and JADE LEAKE, a single person 4404 Southwest Blvd. Apt #109 San Angelo, Tom Green County, Texas 76904 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 10, Block 116, Fort Concho Addition, City of San Angelo, Tom Green County, Texas, as described in Volume 26, Page 330, Deed Records of Tom Green County, Texas. Account #12-23200-0116-010-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on June 30, 2009 in Suit No. B-07-0013-T, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated June 30, 2011, and recorded in Instrument No. 705023, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was
- 304. not extinguished inthe judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 306. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 8, Block “A”, Glenmore Annex, an addition to the City of San Angelo, Tom Green County Texas, as described in Volume 604, Page 530, Deed Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: B-06-0123-T Location: 204 Paint Rock Road Parcel Size/Dimensions: 60' x 140' City of San Angelo vs. Mrs. Reyes G. Flores, deceased Account #5198 Tax ID Number: #13-24800-0000-008-00 Judgment Date: June 30, 2010 Date of Sheriff's Sale: March 6, 2012 Sheriff's Deed Recorded: March 20, 2012 Years Held in Trust 1 YR Adjudge Value: $ 9,000.00 Purchased under Urban Redevelopment No Amount of Offer: $ 3,500.00 Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $500.00 $500.00 0.00% $500.00 Maintenance Fee $ 1,609.52 $1,609.52 0.00% $1,609.52 District Clerk $677.00 $677.00 0.00% $677.00 Sheriff's Fee $100.00 $100.00 0.00% $100.00 Attorney Fee $371.00 $371.00 0.00% $371.00 Municipal Liens $5,730.86 44.81% $108.65 $108.65 Taxes $7,058.91 55.19% $133.83 $133.83 Total $3,257.52 $ 12,789.77 $3,257.52 100.00% $ 242.48 $3,500.00 Actual Total Amt Due $16,047.29 Amount Remaining $ 242.48 Offer will satisfy all costs and a small portion of taxes and liens according to the Judgment.
- 307. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: JOHN S. PEARCY, a single person 1823 Knickerbocker Road San Angelo, Tom Green County, Texas 76904 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 8, Block “A”, Glenmore Annex, an addition to the City of San Angelo, Tom Green County Texas, as described in Volume 604, Page 530, Deed Records of Tom Green County, Texas. Account #13-24800-0000-008-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on June 30, 2010 in Suit No. B-06-0123-T, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated March 15, 2012, and recorded in Instrument No. 716211, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was
- 308. not extinguished inthe judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 309. Lots 9, Block11, Miles Addition 725 W 16th Street 50' x 149' Copyright 2011 Esri. All rights reserved. Mon Feb 13 2012 01:51:23 PM.
- 311. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 9, Block 11, Mineola Addition, City of San Angelo, Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: B-4722-B Location: 725 W 16th Street Parcel Size/Dimensions: 50' x 149' City of San Angelo vs. C. A. House Account # UNKNOWN Tax ID Number: 20-34900-0011-010-00 Judgment Date: June 4, 1987 Date of Sheriff's Sale: November 3, 1987 Sheriff's Deed Recorded: November 18, 1987 Years Held in Trust 26 YRS Adjudge Value: $ 2,500.00 Purchased under Urban Redevelopment No Amount of Offer: $ 750.00 Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $500.00 $500.00 0.00% $500.00 Maintenance Fee $ 817.80 100.00% $ 157.00 $ 157.00 District Clerk $93.00 $93.00 0.00% $93.00 Sheriff's Fee $0.00 0.00% $0.00 Attorney Fee $0.00 0.00% $0.00 Municipal Liens $0.00 Taxes $0.00 Total $593.00 $ 817.80 $593.00 100.00% $ 157.00 $750.00 Actual Total Amt Due $1,410.80 Amount Remaining $ 157.00 Offer will satisfy all costs according to the Judgment.
- 312. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: LOUIS A. PEREZ, a married person as his sole and separate property 112 W College Avenue San Angelo, Tom Green County, Texas 76903 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 9, Block 11, Mineola Addition, City of San Angelo, Tom Green County, Texas. Account #20-34900-0011-010-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on June 4, 1987 in Suit No. B-4722-B, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated November 16, 1987, and recorded in Volume 58, Page 7, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was not extinguished in the judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose.
- 313. Grantor is sellingthe Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 314. Lot 3, Block12, Mineola Addition 833 W 16th St 51' x 149' Copyright 2011 Esri. All rights reserved. Wed Dec 21 2011 11:34:43 AM.
- 316. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 3, Block 12, Mineola Addition, City of San Angelo as described in Volume 270, Page 318, Deed Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: TAX93-0109B Location: 833 W 16th Street Parcel Size/Dimensions: 51' x 149' City of San Angelo vs. C.R. Walker Account #968 Tax ID Number: #20-34900-0012-003-00 Judgment Date: June 30, 1995 Date of Sheriff's Sale: February 6, 1996 Sheriff's Deed Recorded: February 26, 1996 Years Held in Trust 17 YRS Adjudge Value: $ 3,050.00 Purchased under Urban Redevelopment No Amount of Offer: $ 750.00 Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $500.00 $500.00 0.00% $500.00 Maintenance Fee $ 817.80 100.00% $ 157.00 $ 157.00 District Clerk $93.00 $93.00 0.00% $93.00 Sheriff's Fee $0.00 0.00% $0.00 Attorney Fee $0.00 0.00% $0.00 Municipal Liens $0.00 Taxes $0.00 Total $593.00 $ 817.80 $593.00 100.00% $ 157.00 $750.00 Actual Total Amt Due $1,410.80 Amount Remaining $ 157.00 Offer will satisfy all costs according to the Judgment.
- 317. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: LOUIS A. PEREZ, a married person as his sole and separate property 112 W College Avenue San Angelo, Tom Green County, Texas 76903 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 3, Block 12, Mineola Addition, City of San Angelo as described in Volume 270, Page 318, Deed Records of Tom Green County, Texas. #20-34900-0012-003-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on June 30, 1995 in Suit No. TAX93-0109B, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated February 21, 1996, and recorded in Volume 518 Page 336, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was
- 318. not extinguished inthe judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 320. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 12, Block 39, Hatcher’s Addition, City of San Angelo, Tom Green County, Texas, according to the map or plat thereof, recorded in Volume 1, Page 144, Plat Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: B-06-0119-T Location: 2506 Coleman Street Parcel Size/Dimensions: 50' x 92' City of San Angelo vs. Paul B. Barnett, deceased Account #1022 Tax ID Number: #14-26900-0039-012-00 Judgment Date: June 14, 2007 Date of Sheriff's Sale: October 7, 2008 Sheriff's Deed Recorded: October 22, 2008 Years Held in Trust 4 YRS Adjudge Value: $ 3,400.00 Purchased under Urban Redevelopment No Amount of Offer: $ 2,079.00 Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $500.00 $500.00 0.00% $500.00 Maintenance Fee $ 800.00 $800.00 0.00% $800.00 District Clerk $341.00 $341.00 0.00% $341.00 Sheriff's Fee $100.00 $100.00 0.00% $100.00 Attorney Fee $300.00 $300.00 0.00% $300.00 Municipal Liens $1,160.00 38.27% $14.54 $14.54 Taxes $1,871.00 61.73% $23.46 $23.46 Total $2,041.00 $ 3,031.00 $2,041.00 100.00% $ 38.00 $2,079.00 Actual Total Amt Due $5,072.00 Amount Remaining $ 38.00 Offer will satisfy all costs and a small portion of taxes and liens according to the Judgment.
- 321. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: RICHARD SALINAS, a married person as his sole and separate property, and MARIA SALINAS, a single person 2107 Greenwood San Angelo, Tom Green County, Texas 76901 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 12, Block 39, Hatcher’s Addition, City of San Angelo, Tom Green County, Texas, according to the map or plat thereof, recorded in Volume 1, Page 144, Plat Records of Tom Green County, Texas. Account #14-26900-0039-012-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on June 14, 2007 in Suit No. B-06-0119-T, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated October 21, 2008, and recorded in Instrument No. 660138, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in
- 322. which the taxlien on the property arose; any recorded lien that arose under such restrictive covenants that was not extinguished in the judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 323. Lot 1, Block4, Mineola Annex Addition 701 W 15th St 50' x 150' Copyright 2011 Esri. All rights reserved. Tue Dec 20 2011 04:22:39 PM.
- 325. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 1, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 363, Page 475, Deed Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: TAX90-0151B Location: 701 W 15th Street Parcel Size/Dimensions: 50' x 150' City of San Angelo vs. Leslie Bowman Higgins Account # UNKNOWN Tax ID Number: 20-35000-0004-00100 Judgment Date: June 16, 1993 Date of Sheriff's Sale: February 7, 1994 Sheriff's Deed Recorded: March 21, 1994 Adjudge Value: $ 4,993.00 Years Held in Trust 19 YRS PROPOSED Offer: $ 750.00 Urban Redevlopment Sale? NO Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $ 500.00 $ 500.00 0.00% $ 500.00 Maintenance Fee $ - 0.00% $ - District Clerk $ 126.00 $ 126.00 36.62% $ 91.56 $ 91.56 Sheriff's Fee $ 50.00 $ 50.00 14.53% $ 36.33 $ 36.33 Attorney Fee $ 168.04 $ 168.04 48.84% $ 122.11 $ 122.11 Municipal Liens $ 1,741.48 0.00% $ - $ - Taxes $ 2,878.43 0.00% $ - $ - Total $ 500.00 $ 4,963.95 $ 344.04 0.00% $ 250.00 $ 750.00 Actual Total Amt Due $ 5,463.95 Amount Remaining $ 250.00 Proposed Offer will satisfy a portion of the court costs.
- 326. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: RYAN SMITH, a single person & JUSTIN BLAIR, a single person P.O. Box 3244 San Angelo, Tom Green County, Texas 76902 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 1, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 363, Page 475, Deed Records of Tom Green County, Texas. Account #20-35000-0004-001-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on June 16, 1993 in Suit No. TAX90-0151B, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated March 15, 1994, and recorded in Volume 420, Page 598, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was
- 327. not extinguished inthe judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 328. Lot 2, Block4, Mineola AnnexAddition 703 W 15th St 50' x 150' Copyright 2011 Esri. All rights reserved. Wed Dec 21 2011 11:52:15 AM.
- 330. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 2, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 363, Page 475, Deed Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: TAX90-0197B Location: 703 W 15th Street Parcel Size/Dimensions: 50' x 150' City of San Angelo vs. Henry Sandles Account #UNKNOWN Tax ID Number: 20-35000-0004-002-00 Judgment Date: August 25, 1992 Date of Sheriff's Sale: February 6, 1996 Sheriff's Deed Recorded: February 26, 1996 Adjudge Value: $ 2,500.00 Years Held in Trust 17 YRS PROPOSED Offer: $ 750.00 Urban Redevlopment Sale? NO Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $ 500.00 $ 500.00 0.00% $ 500.00 Maintenance Fee $ - 0.00% $ - District Clerk $ 421.38 $ 421.38 71.96% $ 179.90 $ 179.90 Sheriff's Fee $ 123.70 $ 123.70 21.12% $ 52.81 $ 52.81 Attorney Fee $ 40.50 $ 40.50 6.92% $ 17.29 $ 17.29 Municipal Liens $ 603.18 0.00% $ - Taxes $ 1,311.24 0.00% $ - Total $ 500.00 $ 2,500.00 $ 585.58 100.00% $ 250.00 $ 750.00 Actual Total Amt Due $ 3,000.00 Amount Remaining $ 250.00 Proposed Offer will satisfy a portion of the court cost.
- 331. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: RYAN SMITH, a single person & JUSTIN BLAIR, a single person P.O. Box 3244 San Angelo, Tom Green County, Texas 76902 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 2, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 363, Page 475, Deed Records of Tom Green County, Texas. Account #20-35000-0004-002-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on August 25, 1992 in Suit No. TAX90-0197B, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated February 21, 1996, and recorded in Volume 518, Page 346, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was
- 332. not extinguished inthe judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 333. Lot 4, Block4, Mineola Annex Addition 707 W 15th St 50' x 150' Copyright 2011 Esri. All rights reserved. Wed Dec 21 2011 03:19:54 PM.
- 335. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 4, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 290, Page 515, Deed Records of Tom Green County, Texas. Improved/Unimproved Unimproved Tax Suit Number: TAX89-0557B Location: 707 W 15th Street Parcel Size/Dimensions: 50' x 150' City of San Angelo vs. Angelina Wicks Account #971 Tax ID Number: 20-35000-0004-004-00 Judgment Date: August 25, 1992 Date of Sheriff's Sale: February 6, 1996 Sheriff's Deed Recorded: February 26, 1996 Adjudge Value: $ 2,500.00 Years Held in Trust 17 YRS PROPOSED Offer: $ 750.00 Urban Redevlopment Sale? NO Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $ 500.00 $ 500.00 0.00% $ 500.00 Maintenance Fee $ - 0.00% $ - District Clerk 0.00% $ - Sheriff's Fee 0.00% $ - Attorney Fee $ - 0.00% $ - Municipal Liens $ 730.99 100.00% $ 250.00 $ 250.00 Taxes $ - 0.00% $ - $ - Total $ 500.00 $ 730.99 $ 500.00 100.00% $ 250.00 $ 750.00 Actual Total Amt Due $ 1,230.99 Amount Remaining $ 250.00 Proposed Offer will satisfy all court costs.
- 336. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: RYAN SMITH, a single person & JUSTIN BLAIR, a single person P.O. Box 3244 San Angelo, Tom Green County, Texas 76902 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 4, Block 4, Mineola Annex Addition, City of San Angelo, as described in Volume 290, Page 515, Deed Records of Tom Green County, Texas. Account #20-35000-0004-004-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on August 25, 1992 in Suit No. TAX89-0557B, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated February 21, 1996, and recorded in Volume 518, Page 362, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, any right of redemption remaining in the former owner of the Property; the terms of any recorded restrictive covenants running with the land that were recorded before January 1 of the year in which the tax lien on the property arose; any recorded lien that arose under such restrictive covenants that was
- 337. not extinguished inthe judgment foreclosing the tax lien; and each valid easement of record as of the date of the sale that was recorded before January 1 of the year the tax lien arose. Grantor is selling the Property to Grantee for an amount that is less than the lesser of (1) the market value specified in the Judgment, or (2) the total amount of the Judgment. Grantee assumes full payment of any ad valorem taxes for the Property for the current year and all future years. When the context requires, singular nouns and pronouns include the plural. GRANTOR: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for any taxing authorities named in the Judgment ATTEST: By: ____________________________ Alvin New, Mayor and duly-authorized agent Alicia Ramirez, City Clerk STATE OF TEXAS § § COUNTY OF TOM GREEN § This instrument was acknowledged before me on _____________________, 2013, by Alvin New, Mayor and duly-authorized agent of the City of San Angelo, a Texas home-rule municipal corporation, on behalf of such corporation and as Trustee for any taxing authorities named in the Judgment identified in the above instrument. __________________________________ Notary Public, State of Texas After Recording, Return To:
- 338. Lot 16, Block9, Miles Addition 50' x 100' October 23, 2012 1:1,404 0 0.01 0.02 0.04 mi City Address Points City of San Angelo Fee Lands Streets 2257 0 0.0175 0.035 0.07 km County Address Points City of San Angelo Trustee Lands Ownership Parcels Copyright:© 2012 ESRI, NAVTEQ, DeLorme City Structures City Limits
- 339. PROPERTY ANALYSIS For Tax Resale Property Legal Description: Lot 16, Block 9, Miles Addition, City of San Angelo, Tom Green County, Texas, as described in deed recorded in Volume 100, Page 397, Deed Records of Tom Green County, Texas Improved/Unimproved Improved Tax Suit Number: B-03-099-T Location: 507 N Farr Street Parcel Size/Dimensions: 50' x 100' City of San Angelo vs. Grant Reed Account Unknown Tax ID Number: 18-34200-0009-015-00 Judgment Date: November 8, 2007 Date of Sheriff's Sale: March 4, 2008 Sheriff's Deed Recorded: April 7, 2008 Years Held in Trust 5 YRS Adjudge Value: $ 8,378.00 Urban Redevelopment Sale? NO Amount of Offer: $ 11,000.00 Amounts Due Priority % of Pro Rata Amounts Fees Judgment Allocations Remainder Allocations Distributed Administration Fee $500.00 $500.00 0.00% $500.00 Maintenance Fee $ 1,874.00 $ 1,874.00 0.00% $1,874.00 District Clerk $1,283.00 $1,283.00 0.00% $1,283.00 Sheriff's Fee $100.00 $100.00 0.00% $100.00 Attorney Fee $275.00 $275.00 0.00% $275.00 Municipal Liens $ - $0.00 0.00% $0.00 $0.00 Taxes $ - $6,720.00 100.00% $0.00 $6,720.00 Total $4,032.00 $6,720.00 $4,032.00 100.00% $0.00 $10,752.00 Actual Total Amt Due $10,752.00 Amount Remaining $ 248.00 Offer will satisfy all costs according to the Judgment.
- 340. NOTICE OF CONFIDENTIALITYRIGHTS: If you are a natural person, you may remove or strike any or all of the following information from this instrument before it is filed for record in the public records: your social security number or your driver’s license number. Tax-Resale Deed (Property Sold for Not Less than Adjudged Value) Date: __________________________ Grantor: The City of San Angelo, a Texas home-rule municipal corporation, for itself and as Trustee for itself, Tom Green County, and San Angelo Independent School District 72 West College Avenue San Angelo, Tom Green County, Texas 76903 Grantee: ERNST RAY WILLIAM, a married person as his sole and separate property 4953 HWY 380 San Angelo, Tom Green County, Texas 76905 Consideration: Ten and No/100 Dollars ($10.00) and other good and valuable consideration Property (including any improvements): Lot 16, Block 9, Miles Addition, City of San Angelo, Tom Green County, Texas, as described in deed recorded in Volume 100, Page 397, Deed Records of Tom Green County, Texas. Account #18-34200-0009-015-00 Judgment: Judgment for the foreclosure of a tax lien against the Property entered on November 8, 2007 in Suit No. B-03-0099-T, by the 119th District Court of Tom Green County, Texas. Sheriff’s Deed: Grantor acquired full legal title to the Property — both for its own benefit and as Trustee for all other taxing authorities entitled to receive proceeds from the sale of the Property under the terms of the Judgment — by Sheriff’s Deed dated March 31, 2008, and recorded in Instrument No. 649605, Official Public Records of Real Property, Tom Green County, Texas. For the Consideration, Grantor — acting by and through its Mayor, who has been duly authorized to execute this instrument on Grantor’s behalf by resolution and order of Grantor’s City Council recorded in the City Council’s official minutes — hereby quitclaims to Grantee all of Grantor's right, title, and interest in and to the Property, to have and to hold it to Grantee and Grantee's heirs, successors, and assigns forever. Neither Grantor, nor any other taxing unit interested in the Judgment, nor any other person or entity claiming under them, will have, claim, or demand any right or title to the Property or any part of it. Grantor gives this Tax- Resale Deed without any express or implied warranty whatsoever; and all warranties that might arise by common law and the warranties in § 5.023 of the Texas Property Code (or its successor) are hereby specifically excluded. Grantee's rights under this deed are subject to the provisions of Chapter 34 of the Texas Tax Code, including, without limitation, a