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HomeMy WebLinkAboutSR - AGR-6258 - FIREHOUSE RECORDS MANAGEMENT SOFTWARE FIREHOUSE INSPECTOR FOR IPAD SERVICE & TRAINING'y a 4 cry UNTy AGENDA ITEM September a.2o1s TO: Honorable Mayor and Members of the City Council THRU: Rick Otto Interim City Manager FROM: Jack Thomas 1X_ Interim Fire Chief ReviewedNerified By: City Manager Finance Director To Be Presented By: Jack Thomas, Interim Fire Chief X Cons Calendar _ City Mgr Rpts Council Reports _ Legal Affairs Boards /Cmtes _ Public Hrgs Admin Reports Plan/Environ 1. SUBJECT Approval of expenditure for service agreement with Xerox Government Systems, LLC to provide Firehouse RMS (Records Management Software), FH Inspector for iPad, as well as Service and Training. 2. SUMMARY The Fire Department's current records management software (4D) is not compatible with Windows 8, and will no longer be supported or updated by its provider. Over the past several months, the Fire Department has researched several different options to provide this service, and Firehouse RMS by Xerox Government Systems, LLC is the only application that can provide a comprehensive records management software with iOS field applications. 3. RECOMMENDED ACTION 1. Approve a 5 -year agreement between the City of Orange and Xerox Government Systems, LLC, as the sole source provider for comprehensive Records Management Software (Firehouse RMS) with iOS field applications. 2. Authorize the expenditure of funds from account 560.3012.56033.20239 (Records Management Software) in the amount of $60,020. 4. FISCAL IMPACT Funding to cover the first year of a 5 -year agreement for Records Management Software is available in the following expenditure account: 560.3012.56033.20239 (Records Management Software) $60,020 ITEM, - 5,'4 - 1 09/08/2015 5. STRATEGIC PLAN GOAL(S) 1. Provide for a safe community. a. Provide staffing and resources to deliver services that ensure public safety. 6. GENERAL PLAN IMPLEMENTATION Public Safety Goal 6.0 Provide public safety services of the highest quality. Policy 3.8 Ensure that the Fire Department has sufficient capacity, stations, personnel, and equipment to meet the growth needs in the City for fire protection and related emergency services. Policy 6.3 Provide and use up -to -date technology to improve, crime prevention, fire suppression, and emergency services. 7. DISCUSSION and BACKGROUND The Orange City Fire Department is required to maintain records of everything from incident reporting to fire prevention and training. For the past 15 years, the Fire Department has utilized an application called 4D for its records management software, and it has served the department well. However, 4D is not compatible with Windows 8 (or newer), and the provider will no longer be updating or supporting 4D. In anticipation of this upcoming change, the Department has been actively seeking a replacement. Over the past 12 months, Fire Department representatives have closely examined several options including: Firehouse RMS, Zoll RMS, Edgesoft, Streamline Automation, as well as several others. Along with multiple vendor meetings, the Department has met with several neighboring agencies and solicited their feedback. Both Huntington Beach and Laguna Beach Fire Departments have used Firehouse RMS for several years, and highly recommend the product. After reviewing all of the options, the Department has decided to pursue Firehouse RMS, which is a Xerox Government Systems product. It is a solid platform that comes with industry leading support and updates, and is the most widely used records management software in the country. It will also integrate with other programs currently in use by the Fire Department for Staffing, Training, and Emergency Medical Services. Firehouse RMS is also the only comprehensive records management software that supports iOS field applications. This is vital in our pursuit to streamline our processes, move to a paperless workflow, and foster more productivity while reducing costs by minimizing the duplication of effort. The costs to implement Firehouse RMS will be $60,020 for the first year, and range from $35,230 to $47,980 for the next 4 years of the agreement (see table below). Thru the course of our research, it has been determined that this is a very competitive price within the market place and represents an excellent value. The transition to a new records management software has also been discussed at length with IT Services, and both parties are prepared for and support the plan for implementation. ITEM 2 09/08/2015 Firehouse RMS will provide the following: Incident and Investigation Reporting, EMS /Search & Rescue Reporting, Occupancy, Permits, and Inspections, Staff Members, Activities, Training, and much more. See Attachment 4 for more detail. Optional - The Fire Department is currently seeking to replace its ePCR software and if FH Medic is chosen, the optional costs would apply. There may be additional costs for data migration during system implementation. These costs have already been factored in and budgeted for by IT Services. The costs will vary and be based on the needs established by the Fire Department, IT Services, and Xerox Government Systems LLC. The proposed 5 -year agreement for Firehouse RMS would by separate from and would not influence the citywide contract with Xerox Government Systems LLC for IT Services. 8. ATTACHMENTS 1. Quote for service from Xerox Government Systems, LLC. 2. 5 -Year Agreement with Xerox Government Systems, LLC for Firehouse (RMS) 3. Sole Source Letter from Xerox Government Systems, LLC. 4. Firehouse RMS detail description. ITEM 3 09/08/2015 Fiscal Year: 2015 -2016 2016 -2017 2017 -2018 2018 -2019 2019 -2020 Firehouse $29,830.00 $29,830.00 $29,830.00 $29,830.00 $29,830.00 RMS Hosted Service FH Inspector $27,000.00 $5,400.00 $5,400.00 $5,400.00 $5,400.00 for Wad FH Medic for $0 $12,750.00 $11,050.00 $11,050.00 $11,050.00 Wad (Option) Training $3,190.00 TBD TBD TBD TBD Totals $60,020.00 $35,230.00 - $35,230.00 - $35,230.00 - $35,230.00 - $47,980.00 $46,280.00 $46,280.00 $46,280.00 Optional - The Fire Department is currently seeking to replace its ePCR software and if FH Medic is chosen, the optional costs would apply. There may be additional costs for data migration during system implementation. These costs have already been factored in and budgeted for by IT Services. The costs will vary and be based on the needs established by the Fire Department, IT Services, and Xerox Government Systems LLC. The proposed 5 -year agreement for Firehouse RMS would by separate from and would not influence the citywide contract with Xerox Government Systems LLC for IT Services. 8. ATTACHMENTS 1. Quote for service from Xerox Government Systems, LLC. 2. 5 -Year Agreement with Xerox Government Systems, LLC for Firehouse (RMS) 3. Sole Source Letter from Xerox Government Systems, LLC. 4. Firehouse RMS detail description. ITEM 3 09/08/2015