6406 - Supply and Implementation of Records Management System (RMS) for Fire Department, 3.Statement of Work/ SpecificationsCity of Denton, Fire Department
RFP #6406 EXHIBIT 3
Fire Records Management System Purpose/Scope of Work
Scope of Work for the Supply of Service
Overview
The City of Denton Fire Department is requesting proposals for a comprehensive fire and Emergency Medical Services (EMS) records management system (RMS). While the City is interested
in systems with a proven track record and implementation history, it does not preclude respondents from submitting proposals that may utilize new or emerging technologies. The successful
contractor shall be capable of providing a fully integrated operational turnkey system that is configurable, and includes installation, training, testing, user documentation, transition
and cutover support as well as system warranty and maintenance to include system update services that include all third-party services and interfaces.
As a part of this process, the City of Denton may consider technological hardware components to support the solution. Examples of this technology could include laptop computers or tablet
devices. The scope as described below will outline the City’s essential requirements and additional options for consideration.
Mission Critical Partners, Inc. (MCP) has been selected to assist the City with the procurement process in the development of this RFP, response to Respondent questions, response to
requests for clarifications, and to assist City staff with the implementation.
Background
The City of Denton, Texas is located approximately forty (40) miles north of Dallas / Fort Worth. According to the 2010 U.S. Census Bureau, Denton’s population is estimated to be 131,044
people in 2016. The Denton Fire Department (DFD) is responsible for the provision of fire protection, EMS and the emergency transportation of patients in the city to local hospitals.
Denton EMS also provides service to several portions of rural Denton County.
DFD employs 158 career personnel with eight (8) fire/rescue companies operating out of seven (7) stations. The Fire Department maintains six (6) ambulances for patient transport. During
fiscal year 2015, DFD responded to 12,012 incidents.
DFD is dispatched by the primary public safety answering point (PSAP) located within the Denton Police Department. The PSAP currently uses a legacy Tritech VisionAir computer aided
dispatch (CAD) system and mobile data software to disseminate all law, fire and EMS incidents for the City of Denton. The CAD software version in use is 3.7.3.10, with the last software
update in June 2013. The City is actively drafting specifications for a new CAD and law enforcement RMS with procurement expected to commence in the fourth quarter of 2017. DFD expects
to procure and implement the fire RMS prior to implementation of the new CAD system. The system will therefore need to interface to the existing legacy CAD for a period of time.
The City currently owns the VisionAir records management system for both law enforcement and fire services; however, the fire RMS has not proven useful for the multiple functions of
the department. DFD’s fire investigation unit utilizes the Bureau of Alcohol, Tobacco and Firearms (ATF) Bomb Arson Tracking System (BATS) for incident reporting and case management.
DFD uses FASTER fleet management software to track maintenance on vehicles including DFD’s ambulances, engines, and trucks. Information provided from the system includes invoices, work
order tracking, apparatus down time, usage and fuel mileage reports. Work orders can be viewed and tracked via this software. The FASTER system is owned by the City of Denton and is
used for multiple departments.
The City maintains an enterprise Geographic Information System (GIS) using ESRI software for multiple municipal departments.
The DFD must be in compliance with regulatory mandates from the State of Texas Fire Marshal’s Office and the U.S. Fire Administration require that the Fire Department report incidents
on a monthly basis. They must be coded and formatted according to U.S. Fire Administration standards. In addition, DFD must also maintain records of the daily inspection reports of
all self-contained breathing apparatus units used in firefighting responses. This requirement is mandated by the Texas Commission on Fire Protection (TCFP). The TCFP conducts at minimum
one audit per year at random to insure compliance.
Essential Requirements and Expectations
Denton Fire Department seeks to procure a comprehensive fire/EMS RMS system that provides the functionality and qualitative analysis capability to assure the highest level of service
is being provided to its citizens and stakeholders.
The City expects to utilize a commercially available RMS which has been successfully deployed by other public safety agencies. The City does not wish to embrace any software or systems
that have not been fully tested and deployed in live operational environments of comparable size. The proposed system will be the manufacturer's most recent model available for installation
that substantially meets the requirements of this RFP. Respondents must describe the model proposed and its associated components. Respondents must include a configuration diagram as
a graphical representation of the system to be provided.
The Respondent will provide a site license or equivalent licensing option that includes an unlimited number of workstations for all software applications deployed as part of this procurement.
Respondents shall describe licensing options included with this procurement. The cost of the software, installation and maintenance must be included in the cost proposal. The licenses
will reside with the City and the maintenance will be included with the overall maintenance plan in the proposal.
The Contractor is expected to furnish all hardware and related components required for the installation of a complete, working system. The Contractor shall be responsible for the purchase,
installation, warranty, maintenance, and support of all hardware components provided with this procurement.
System reliability and availability are paramount. Respondent must describe, in the proposal, the availability architecture of the proposed solution, including database mirroring and
failover, network load balancing, exception handling, system logging, and system management. Additionally, respondent must describe the redundant and fault tolerant capabilities of
the proposed system hardware including servers, storage, power, and networking equipment.
The awarded Contractor shall provide operational and functional training to all participating members of the agency regarding the use and configuration of the RMS. DFD further expects
administrative training to be provided to the agency’s administrative staff, which covers all aspects of operating and managing the system and any embedded applications.
The fire department is assessing their workflow across several systems in an effort to determine which functions may be best managed within the new RMS. The system specifications published
in Exhibit 4 will assist in identifying what each respondent’s product offers, and based on responses, which product best meets the agency’s operational needs. It is expected that the
respondent offers the following software modules as noted in further detail in Exhibit 4 (14 worksheets):
Fire RMS General
Fire Station Activity Log
Fire Personnel & Training
Fire Permits
Fire National Fire Incident Reporting System (NFIRS)
Fire Master Vehicle Index
Fire Master Name Index
Fire Master Location Index
Fire Investigations
Fire Inspections
Fire Hydrants
Fire Equipment Maintenance
Fire Fleet Maintenance
False Alarm Tracking
It is understood that the above modules are representative of common functionality across many fire records management systems. DFD is keenly interested in procuring a system that provides
diverse feature functions and robust capabilities to report on and analyze multiple facets of data. In addition to the response to specifications in Exhibit 4, respondents shall provide
a narrative detailing their capabilities for the following optional features:
Data analytics and predictive business intelligence to include qualitative assessment of patterns, triggers, milestone events and trends including real-time monitoring of data streams
via dashboards.
Historical data migration for the past five (5) years of data currently stored in the TriTech Vision RMS. Respondent shall also describe their methodology for this conversion. The legacy
data consists of approximately 57,000 event records.