REPORT TO THE CITY COUNCIL
FROM: BILLY ALCORN, Fire Chief
Fire Department
SUBJECT
Title
Approving revision of 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 City Council approve the revised 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
City Council approved the Cooperative Purchase Agreement with Locality Media, Inc. dba First Due on December 5, 2024. It was discovered that the insurance requirements had been updated by Risk Management just prior to the council meeting. The agreement has been updated to reflect the new insurance requirements and, per City Attorney's office, requires approval by City Council.
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 top-rated Fire RMS systems by other agencies throughout California and the U.S. In addition to these two companies, the Fire Department also reached out to Streamline and ...
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