REPORT TO THE CITY COUNCIL
FROM: BILLY ALCORN, Fire Chief
Fire Department
SUBJECT
Title
Approve the award of a cooperative purchase agreement with Locality Media, Inc. dba First Due for the purchase of a Records Management System (RMS) software license for a term of three years, for the total amount not to exceed $354,000.
Body
RECOMMENDATION
Staff recommends Council approve the Cooperative Purchase Agreement with Locality Media, Inc. dba First Due for a Records Management System (RMS) software license for a term of three years, for the total amount not to exceed $354,000.
EXECUTIVE SUMMARY
The Fire Department uses a records management system to capture incident data to report to the National Fire Incident Reporting System, record occupancy and inspection information, and generate invoices for billing inspections. The systems in place, Tiburon and Emergency Reporting, were outdated and no longer being supported. Newer platforms to meet the fundamental needs of the department were demonstrated and First Due was determined to be the best fit. The agreement is a piggyback on the City of Santa Monica as they were found to be very similar to Fresno.
BACKGROUND
In late 2021, the department experienced significant failure of the fire prevention software being used when the invoicing export supported by Emergency Reporting was terminated. In addition, the department was missing out on capturing valuable data information on our incident reports because the fields to capture the information did not exist. The need to move to a new platform to replace both Emergency Reporting and Tiburon became a high priority.
Between October 2021 and November 2022, the functionalities of a new platform were evaluated, and companies were contacted for demonstrations. The foundational needs were occupancy management (to include inspection and invoicing), pre-incident planning, and incident reporting. Based on these needs, First Due and ESO were recommended as the t...
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