HomeMy WebLinkAboutItem #05 Award of RFP #12-003 EMS & fire Reporting Computer System Software be C of Good LIv
AGENDA ITEM COVER SHEET
Meeting Date: May 15, 2012
Item # 5
Reviewed By:
Contact Name: Joyce Tolbert Department Director:
Contact Number: 1516 City Manager:
Subject: Award of RFP #12 -003 EMS & Fire Reporting Computer Software System
Background Summary:
The Ocoee Fire - Rescue Department is in need of a computer software system which handles everything including fire incident
reports, EMS incident reports, training records, and hydrant and other inspection activities. A portion of the funding for this
software system is through a Florida Department of Health grant awarded to the Ocoee Fire - Rescue Department for the
EMSTARS compliant field data system, which was extended and expires on September 30, 2012.
In compliance with policies and procedures of the City of Ocoee Purchasing Code Chapter 21, a Request for Proposals (RFP)
was advertised to procure the software system. The RFP was advertised on March 25, 2012 and was publicly opened on April
17, 2012. The Finance Department reviewed the proposals and all were considered responsive. Complete copies of all
responses are available in the Finance Department for your review. The four (4) responses were evaluated by the RFP
Selection Committee, which was comprised of three (3) members: Doug Gaines, Assistant to the City Manager; Brian Ross,
Information Systems Manager; and Tom Smothers, Fire Lieutenant.
The public RFP Selection Committee meeting was held on April 30, 2011 with the Selection Committee evaluating and short-
listing the firms on specific evaluation criteria. Please see the attached shortlist/evaluation form. The selection committee
recommends contracting with the following top ranked firm:
1. Zoll Data Systems Inc.
2. ImageTrend Inc.
3. ACS Government Systems Inc. dba ACS Firehouse Software
4. Ewers Technology LLC dba Fire Programs Software LLC
Issue:
Award the purchase of the EMS & Fire Reporting Computer Software System, as recommended by the Selection Committee.
The total cost is $76,028.00 which includes the RescueNet ePCR Suite and RescueNet FireRMS software system,
implementation and deployment, and the optional data conversion tool. The cost of annual maintenance is $13,082 which will
begin next fiscal year, after the 90 day warranty period. Maintenance fees are subject to increase depending on any future
purchases of additional software licenses.
Recommendations
1) Staff recommends that the City Commission award RFP #12 -003 for a EMS & Fire Reporting Computer Software
System to Zoll Data Systems Inc. in the amount of $76,028.00, plus the annual cost of maintenance of $13,082
which will begin next fiscal year; and authorize the Mayor, City Clerk, and Staff to execute the required software
license and maintenance agreements. Staff also recommends that the City Manager be authorized to approve any
change orders to this contract up to the limit of his purchasing authority for each change order and up to the budgeted
1
amount for this project for all change orders; and
2) Staff recommends that the balance of the budgeted funds, after any change orders to the Zoll contract, be utilized for
other I.S. needs (i.e. server, tablets) that will be necessary to accommodate this software system.
Attachments:
1. RFP #12-003
2. Zoll proposal (confidential — exempt SS 119.07)
3. ImageTrend proposal (confidential — exempt SS 119.07)
4. ACS proposal (confidential — exempt SS 119.07)
5. Fire Programs proposal (confidential — SS 119.07)
6. Shortlist/Evaluation Form
7. Proposal Checklist
8. FL Dept of Health Grant award and extension
9. Reallocation staff report from 9/6/11
Financial Impact:
The total budget for the computer software system is $97,594, comprised of $40,462 from the Florida Department of Health
emergency medical services matching grant, and $57,132 that was approved by the City Commission on September 6, 2011 to
be reallocated from the balance of the rescue truck project funds. After award of the software system, the remaining budget is
$21,566 for any change orders and other I.S. needs necessary to accommodate this software system.
Type of Item: (please mark with an "x')
Public Hearing For Clerk's Dept Use:
Ordinance First Reading A Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
X Original Document /Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by ( ) / _L __. -7__ N/A
2
RFP #12 -003
EMS FIRE REPORTING COMPUTER SOFTWARE SYSTEM
CHECKLIST/TABULATION
4/17/12 2:00 P.M.
ACS Government
Systems Inc. Ewers Technology LLC
ACS Firehouse dba Fire Programs Zoll Data Systems Inc.
RESPONDENT Software Software LLC ImageTrend, Inc Zoll Medical Corp.
Acknowledge Addendum No. 1 yes yes yes yes
Bid Security $1,000 or Minimum 3 yrs active 1993 - 2006 - 2011 - 2006 -
with State of FL requirement waived requirement waived Cashier's Check requirement waived
References /Experience yes yes yes yes
Summary of Litipation yes yes yes yes
Company Information /Signature Sheet yes yes yes yes
PROPOSAL ITEMS
EMS Reporting Computer Software System LS $ 8,390.00 $ 9,952.00 $ 18,900.00 $ 40,200.00
current program -
Fire Reporting Computer Software System LS city owned $ 8,320.00 $ 6,300.00 $ 33,428.00
TOTAL SYSTEM LS $ 8,390.00 $ 18,272.00 $ 25,200.00 $ 73,628.00
Annual Cost of Maintenance Agreement Annual $ 5,200.00 $ 11,004.00 $ 14,700.00 $ 13,082.00
Cost of Optional Data Conversion /Import
Service LS n/a $ 2,000.00 $ 7,500.00 $ 2,400.00
'Lsted Alphabetically
1
RFP #12 -003
EMS FIRE REPORTING COMPUTER SOFTWARE SYSTEM
EVALUATION FORM /SHORTLIST
AGS Government
, Systems Inc. Ewers Technology LLC
ACS Firehouse dba Fire Programs Zoi1 Data Systems Inc.
Respondent Software Software LLC ImageTrend Inc. ZoII Medical Corp.
4 - .„ . ._,.l :fin` i.., .s�s^�ci:L " 0F," e* ,;L ..,...
Evaluator 1 4 2 3 1 '''' :___ . Evaluator 2 3 4 2 1
Evaluator 3 1 3 2 4
,tLZ- . � � ., .... � � ; . ;. _, ; _, ,. ,, +�� t � "s:,, � ` _. �_ �,:�: '�'l�,„�� a�;�.
,. :"a ,•; - : did^ tt, a
TOTAL 8 9 7 6
RANKING 3 4 2 1
Note: Lowest Total is Highest Ranking
I
I
I
1
I
1
EValazd I
RFP #12 -003
EMS FIRE REPORTING COMPUTER SOFTWARE SYSTEM
INDIVIDUAL EVALUATION FORM
Individual Evaluation Form
ACS Government Ewers Technology LLC
Systems Inc. dba Fire Programs Zoll Data Systems Inc.
Evaluation Criteria ACS Firehouse Software Software LLC ImageTrend Inc. Zoll Medical Corp.
Proposed Solution:
Proposed Computer
Software System,
Functionality,
Implementation Plan,
Training, Support,
Security, Warranty,
Exceptions /Deviations.
(0-40 Points) 10 16 20 30
License Agreement &
Maintenance Agreement.
(0 -10 Points) 10 10 5 8
Experience & Client
References.
(0 -30 Points) 0 30 30 30
Price Proposal.
(0 -20 Points) 20 14 9 5
TOTAL POINTS
(0 -100 Points) 40 70 64 73
Member Ranking
Evaluator Name
IS c c r1 Ross
Evaluator Signature
1
EV 0,46a-hi'
RFP #12 -003
EMS FIRE REPORTING COMPUTER SOFTWARE SYSTEM
INDIVIDUAL EVALUATION FORM
Individual Evaluation Form
ACS Government Ewers Technology LLC
Systems Inc. dba Fire Programs Zoll Data Systems Inc.
Evaluation Criteria ACS Firehouse Software Software LLC ImageTrend Inc. Zoll Medical Corp.
Proposed Solution:
Proposed Computer
Software System,
Functionality,
Implementation Plan,
Training, Support, / L r
Security, Warranty, 1 '� i:
Exceptions /Deviations.
(0 -40 Points)
License Agreement &
Maintenance Agreement. �� < 1 c'
(0 -10 Points)
Experience & Client
References. {— t ='
(0 -30 Points) -- ,
Price Proposal.
■
r--- (0 -20 Points) C, g'C / (.7
-
TOTAL POINTS ' , 3 " -M ,0 C �_
(0 -100 Points) 6' L `ms
Member Ranking ' 3 I _, _ 4 - 1
-
�! ' EVGLil,(.C_ - r eJ ! ii6 U ri C f - i✓1+s ,bu T" JAG +- 4-lis 12.64+'1 F-416.
Evaluator Name / ;; rv\ r 5 � rLL es >"l-t-z: i� G', . I_ - e-k � �rr� 1 al � KISI/�Q�l�i
JUXJ C�
, .
Evaluator Signature / (,/
y : v_
/ 1
6.70//tder 3
RFP #12 -003
EMS FIRE REPORTING COMPUTER SOFTWARE SYSTEM
INDIVIDUAL EVALUATION FORM
Individual Evaluation Form
ACS Government Ewers Technology LLC
v Systems Inc. dba Fire Programs Zoll Data Systems Inc.
Evalivatiion Crilisia ACS Firehouse Software Software LLC ImageTrend Inc. Zoll Medical Corp.
Proposed Solution:
Proposed Computer
Software System,
Functionality,
37 Implementation Plan, 3.' 37 3C Training, Support,
Security, Warranty,
Exceptions /Deviations.
(0-40 Points)
License Agreement & 0
Maintenance Agreement. 7° /
(
/ °
0 -10 Points)
Experience & Client if
1 References. c Z3 2 (�
(0 -30 Points)
2
Price Proposal. 2. /
0 J 0 6 5
(0 -20 Points)
..T 'J.r ' 77:41 . 7' ,4 =',. '"'""` ..r ,h"m!eF7` . -' .�,: : , '-'+n'z. '3" f"'-k =t ; 7 .0 , , .' z -r- .-.'m'''''' „�,;1, ry, r = """""'r.M^.,. -�+em. 77.;,c, nr
*P .: j
°�v�,. :: =c9.�'"_'� Tg+"; "; :� �ti``:: , .u�,�;.:."'� .J.k �"'�a�,� . z+'� °, . r"�,# - �w , �., ^r ''''±*- �i'� s '. „"�;, � -- -z .... "'*•' l :, - � -- � 1 ` ** ` � "+°
TOTAL POINTS J `� 0 7 0 r/ 9 3 0 7
(0 -100 Points) 0 ( / /
Member Ranking / 3 2 `
�p,,6- 6, ivr- S
Evaluator Name
�� Evaluator Signature , i / 7 Z---- ----
1
Florida Department of Health
EMS GRANT PROGRAM CHANGE REQUEST
Organization Name: Ocoee, City of ID Code: M0110
BUDGET LINE ITEM CHANGE FROM CHANGE TO
Ending date of state EMS grant M0110 June 30, 2012 September 30, 2012
TOTAL $ 0.00 $ 0.00
Justification For Change: We request no budget line item or cost changes at this time.
However, because of personnel changes and an issue we discovered with the ability of the
Zoll program we planned on purchasing interfacing with our dispatch Tiburon CAD, we
were set back a good bit. We are close to deciding on a different EMSTARS compliant
program. However, the setback makes it necessary to request a three month extension of
the grant ending date. This additional time will assure that we will obtain the best computer
system possible using the grant funds and to accomplish the objectives for which this
grant was approved.
/2 �_ C - it t = 7--)i G'I
Si nature of Author ed fflcial 1 Date
FOR STATE EMS USE ONLY BELOW THIS LINE.
Approved Yes M No ❑ Change No:
A V� - .�- -. �� 1 2a)
Department's Authorized Representative Date
PH 1684C, December 2008 64J- 1.015, F.A.C.
FLORIDA DEPARTMENT OF
Governor
Scott
Goy error
H A L T H. Frank Fanner. Jr., M D.. Ph.D.
State Surgeon General
June 15, 2011
Mr. Peter A. McNeil, Fire Chief
City of Ocoee Fire Department
563 South Bluford Avenue
Ocoee, Florida 34761
Dear Mr. McNeil:
I am pleased to award City of Ocoee Fire Department an emergency medical services (EMS)
matching grant in the amount of $40,462.00. The grant ID code is M0110. In accordance with
section 401.113(b), Florida Statutes, the grant budget is 75 percent state funds and 25 percent
matching funds. Your required local cash match for this grant is $13,487.33. The purpose of
this grant is to improve and expand EMS by assisting your organization in the purchase of an
EMSTARS compliant field data system.
This grant program is number 64.003 in the Florida Catalog of State Financial Assistance. The
state money is paid from the Department of Health's EMS Trust Fund and there are no federal
funds involved.
Your signed grant application affirms you have read, understand, and will comply with the terms
and conditions in the "Florida EMS Matching Grant Program Application Packet, June 2008."
The grant begins the date of this letter and ends June 30, 2012. Reports are due the third week
of November 2011, March 2012, and July 2012. Please include with your final report a refund
check for any unspent state funds and interest earned, if any. Enclosed is a copy of the
expenditure report form and reporting requirements.
Thank you for your participation in this state EMS grant program. If you need assistance, please
feel free to contact Mr. Alan Van Lewen, Health Services and Facilities Consultant in the Bureau
of EMS, at (850) 245 -4440, extension *2734.
Sincerely,
1 ...5-- 0/. r L.-AL
J n L. Kline, RN, BSN, MPH
J
Division of Emergency Medical Operations
JLK/avl
Enclosures
cc: Mr. Steven E. Ellis, Lieutenant
DOH Bureau of Emergency Medical Services
4052 Bald Cypress Way. Bin C18 • Tallahassee. Florida 32399 -1738
Phone: (850) 245 -4444. Ext. 2734 • Fax: (850) 245 -4378 • Website: h[tp :// \1s w..fl- ems.com /Grants'Grants.htmt
th e C of Good Lr
O f r`
AGENDA ITEM COVER SHEET
Meeting Date: September 6, 2011
Item # 4-
Reviewed By: (91/
Contact Name: Fire Chief Pete McNeil Department Director: Pete McNeil di 7v
Contact Number: 407 - 905 -3140 City Manager: Robert Frank r
Subject: Reallocation of remaining FY2011 Fire Department rescue , truck project funds to FY2012 for the
purpose of combining it with grant funds received from the Florida Department of Health for the purchase of an
EMSTARS compliant field data system.
Background Summary:
On February 15, 2011 the City Commission approved the Fire department a budget amendment to utilize
$197,500 from the sale of three surplus trucks for the purchase and equipping of two used transport capable
rescue trucks • - o trucks have been completed and the total project cost came to $140,367.16 leaving a
balance • '.57,132.8 in the pr.': - . he Fire Department would like to combine that remaining balance with
grant funds in e amount o $40,462 at have been received from the Florida Department of Health for the
purchase of an EMSTARS c• • - nt field data system. An RFP will need to be completed for that purchase,
thus creating the need to also carry these funds over to FY2012.
Issue:
Remaining rescue truck project funds in the amount of $57,132.84 are needed to be combined with awarded
grant funding from Florida Department of Health to purchase an EMSTARS compliant field data system.
Recommendations:
Staff recommends the City Commission approve the Fire Department to reallocate remaining FY2011 Fire
Department rescue truck project funds in the amount of $57,132.84 to FY2012 for the purpose of combining it
with grant funds received from the Florida Department of Health for the purchase of an EMSTARS compliant
field data system.
Attachments:
None
Financial Impact:
The approval of this reallocation request will have no negative impact on the current budget.
`..
Type of Item: (please mark with an "x")
1
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion & Direction
Ilrar X Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney _ N/A
Reviewed by Finance Dept. N/A
Reviewed by N/A
Nor
2
e C of Good Li p
Mayor �r o r1J, Commissioners
S. Scott Vandergrift ra "® Gary Hood, District 1
Rosemary Wilsen, District 2
City Manager -., h C .
f Rusty Johnson, District 3
Robert Frank \"'�"'* . Joel F. Keller, District 4
Florida
CITY OF OCOEE
REQUEST FOR PROPOSALS
RFP# 12 -003
EMS & FIRE REPORTING
COMPUTER SOFTWARE SYSTEM
YF �': ^
M1 ,-,,,,A,_, . —E ' r : - "'''' - A .;'t ';_ '24F11,444' ''.1-Al .. x " .. m ` ''' a - a F
4,... ; .xT6BLE OF-CC/TNT
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RFP DOCUMENTS
Section Page
Legal Advertisement 3
Proposal Instructions 4 - 6
General Terms & Conditions 7 - 20
Acknowledgement ofAddenda *, p.17
References/Experience *, p. 17
Summary of Litigations *, p. 17
SCOPE OF WORK/SPECIFICATIONS, PRICE PROPOSAL FORM
Section Page
Exhibit A — Scope of Work/Specifications, Maintenance Agreement 21 -26
and Optional Services
Exhibit B — Price Proposal Form* 27
Company Information and Signature Sheet *, p. 28
*Submit with Proposal
End Table of Contents
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 2
Request for Proposals, Legal Advertisement
The City of Ocoee, Florida, (City) is soliciting sealed proposals for RFP #12 -003 EMS & FIRE
REPORTING COMPUTER SOFTWARE SYSTEM. Proposals will be received at the office of
Joyce Tolbert, CPPB Purchasing Agent, Finance/ Purchasing Department, Second Floor, 150
North Lakeshore Drive, Ocoee, Florida 34761 until 2:00 P.M., local time, on April 17, 2012.
Proposals received after that time will not be accepted under any circumstances. Sealed
proposals that have been timely received will be publicly opened and read aloud at that time. No
Pre- proposal Conference is scheduled at this time. Prospective respondents may secure a copy
of the documents required for submitting a proposal through Onvia /Demandstar by accessing
the City's website at http: / /www.ocoee.orq under Finance /Purchasing. Partial sets of the
documents required for submitting a proposal will not be issued. By using Onvia /Demandstar,
prospective respondents will be provided with all information regarding this RFP and
addendums and changes to the project requirements. Membership with Onvia /Demandstar is
not required to submit a proposal; fees may apply for non - members. Persons other than
prospective respondents may inspect the documents required for submitting a proposal at the
Ocoee City Hall City Clerk's Office, 150 N. Lakeshore Drive, Ocoee, FL 34761. Persons
inspecting the documents at the City Clerk's office that request copies will be required to pay a
fee, as prescribed by statute. Beth Eikenberry, City Clerk, March 25, 2012.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 3
CITY OF OCOEE
REQUEST FOR PROPOSALS (RFP) # 12 -003
EMS & FIRE REPORTING COMPUTER SOFTWARE SYSTEM
A. Sealed proposals for RFP #12 -003 will be received by the City of Ocoee, hereinafter
called "City," from any person, firm, corporation, or agency, hereinafter called
"Respondent" or "Proposer ", submitting a proposal for the services being solicited. Each
Respondent shall furnish the information required on the proposal form supplied and
each accompanying sheet thereof on which an entry is made. Proposals submitted on
any other format shall be disqualified. Proposals must be typewritten or handwritten
using ink; do not use pencil. Proposal documents must be submitted under the
signature of a legally responsible representative, officer, or employee and should be
properly witnessed and attested. All proposals should also include the name and
business address of any person, firm, or corporation interested in the proposal, either as
a principal, member of the firm, or general partner. If the Respondent is a corporation,
the proposal should include the name and business address of each officer, director,
and holder of 10% or more of the stock of such corporation.
B. Any questions or concerns regarding this RFP should be addressed in writing to the
Finance /Purchasing Department, City of Ocoee, FL, Attention: Joyce Tolbert,
Purchasing Agent (407) 905 -3100, extension 1516 and fax (407) 905 -3194 or email
jtolbertna ci.ocoee.fl.us, and must be received not later than 2:00 P.M., local time, on
April 10, 2012, in order to receive an answer. Any clarifications /changes will be only
through written addenda issued by the Purchasing Agent. Respondents should not
contact City staff, with the exception of the Purchasing Agent, or other City consultants
for information regarding this RFP before the proposal award date. Any contact with any
other member of the City Staff, City Commission, or its agents during the solicitation,
award, and protest period may be grounds for disqualification.
C. Proposals must describe the qualifications of the firm planning to provide services. The
proposal shall be presented as one (1) original and four (4) copies. The entire proposal
package shall be received by the Finance Department not later than 2:00 P.M., local
time, on April 17, 2012. Proposals received by the Finance /Purchasing Department
after the time and date specified will not be considered, but will be returned unopened.
"Postage Due" items will not be accepted. Proposals or any information transmitted by
fax or e-mail will not be accepted. Proposals shall be delivered in a sealed envelope,
clearly marked with the RFP number, title, and closing date and time, to:
City of Ocoee Finance /Purchasing Department
Attention: Joyce Tolbert, Purchasing Agent
150 N. Lakeshore Drive
Ocoee, FL 34761 -2258
D. No Pre - Proposal Conference is scheduled at this time.
E. Proposals will be reviewed by a selection committee appointed by the City Manager and
will be ranked in accordance with the established selection criteria. Date, time, and
location of any scheduled selection committee meeting(s) for this RFP will be noticed
publicly and on Demandstar. The selection committee shall supply a ranked list of the
proposing firms and a recommendation to the City Commission regarding which firm(s)
should be awarded the contract by the City Commission. Please be aware that all City
Commission meetings are duly noticed public meetings and that all documents
RFP12 -003 EMS - FIRE REPORTING COMPUTER SOFTWARE SYSTEM 4
submitted to the City as a part of a proposal constitute public records under Florida law.
F. All Respondents shall thoroughly examine and become familiar with this RFP package
and carefully note the items specifically required for submission of a complete proposal.
G. Submission of a proposal shall constitute an acknowledgment that the
Respondent has complied with the instructions of this RFP. The failure or neglect
of a Respondent to receive or examine a document shall in no way relieve it from any
obligations under its proposal or the contract. No claim for additional compensation will
be allowed based upon a lack of knowledge or understanding of any of the contract
documents or the scope of services. Proposals shall be in compliance with the contract
documents and scope of services. All costs to prepare and submit proposals shall
be the responsibility of the Respondent and the City shall make no reimbursement
of any kind.
H. Any response by the City to a request for information or correction will be made in the
form of a written addendum, which will be distributed via Demandstar. It shall be the
responsibility of each Respondent to obtain a copy of all issued Addenda. The City
reserves the right to issue Addenda concerning the date and time when proposal
acceptance shall close at any time up to the date and time set for proposal closing. In
this case, proposals that have been received by the City prior to such an addendum
being issued will be returned to the Respondent, if requested, unopened. In case any
Respondent fails to acknowledge receipt of any such Addendum in the space provided
in the RFP documents, its proposal will nevertheless be construed as though the
Addendum had been received and acknowledged. Submission of a proposal will
constitute acknowledgment of the receipt of the RFP Documents and all Addenda. Only
interpretations or corrections provided by written Addenda shall be binding on the City.
Respondents are cautioned that any other source by which a Respondent receives
information concerning, explaining, or interpreting the RFP Documents shall not bind the
City.
I. Any of the following causes may be considered sufficient for the disqualification and
rejection of a proposal:
a) Submission of more than one (1) proposal for the same work by an individual, firm,
partnership, or corporation under the same or different name. For purposes of this
subparagraph, firms, partnerships, or corporations under common control may be
considered to be the same entity;
b) Evidence of collusion between or among the Respondents;
c) Being in arrears on any existing contracts with the City or in litigation with the City,
or having defaulted on a previous contract with the City;
d) Poor, defective, or otherwise unsatisfactory performance of work for the City or any
other party on prior projects that, in the City's judgment and sole discretion, raises
doubts as to the Respondent's ability to properly perform the services; or
e) Any other cause that, in the City's judgment and sole discretion, is sufficient to
justify disqualification of Respondent or the rejection of its proposal.
J. CONVICTED VENDOR LIST (PUBLIC ENTITY CRIME). A person or affiliate who has
been placed on the convicted vendor list following a conviction for a public entity crime
may not submit a proposal on an award to provide any goods or services to a public
entity, may not submit a proposal on an award with a public entity for the construction or
repair of a public building or public work, may not submit proposals on leases of real
property to a public entity, may not be awarded or perform work as a Contractor,
RFP12 -003 EMS - FIRE REPORTING COMPUTER SOFTWARE SYSTEM 5
Supplier, Subcontractor, or Consultant under an award with any public entity, and may
not transact business with any public entity in excess of the threshold amount provided
in section 287.017 for Category Two for a period of 36 months from the date of being
placed on the convicted vendor list. [See Florida Statute 287.133 (2) (a).]
K. FLORIDA PUBLIC RECORDS LAW. In accordance with Chapter 119 of the Florida
Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and
other applicable State and Federal Laws, all Respondents should be aware that the
proposal and the responses thereto are in the public domain and are available for public
inspection. Respondents are requested, however, to identify specifically any
information contained in their proposal that they consider confidential and /or
proprietary and which they believe to be exempt from disclosure, citing
specifically the applicable exempting law. All proposals received in response to this
request for proposals become the property of the City of Ocoee and will not be returned.
In the event of an award, all documentation produced as part of the contract will become
the exclusive property of the City.
L. NO WARRANTY REGARDING RFP DOCUMENT PACKAGE.
The City does not warrant or guarantee the accuracy of any information contained in the
RFP Packet. Each respondent is responsible for independently satisfying himself as to
the accuracy of all information. It is the responsibility of each respondent submitting a
proposal to undertake prior to submission of a proposal such investigations as they may
deem appropriate to satisfy themselves as to the condition of the property.
M. PROPOSAL WITHDRAWAL.
Respondent warrants by virtue of bidding the prices in his proposal response will be
good for an evaluation period of ninety (90) days from the date of proposal opening.
Respondents will only be allowed to withdraw their proposals after the opening time and
date at the discretion of the City.
Extensions of time when bids shall remain open beyond the ninety (90) day period may
be made only by mutual agreement between City, the Respondent, and the Surety, if
any, for the Respondent.
N. ACCEPTANCE AND AWARD. The City reserves the right to accept or reject any or
all proposals, to waive formalities, technicalities or irregularities, to request
clarification of information submitted in any proposal, or to re- advertise for new
proposals. The City may accept any item or group of items of any proposal,
unless the Respondent qualifies its proposal by specific limitations. The City may
accept one or more proposals if, in the City's discretion, the City determines that
it is in the City's best interest to do so.
The City reserves the right to award the contract to the Respondent(s) which, in
the City's sole discretion, is (are) the most responsive and responsible. The City
reserves the right, as an aid in determining which proposals are responsible, to
require a Respondent to submit such additional evidence of Respondent's
qualifications as the City may deem necessary, and may consider any evidence
available to the City of the financial, technical, and other qualifications and
abilities of a Respondent, including past performance (experience) with the City
and others. The City Commission shall be the final authority in the selection of
any and all proposals for acceptance and award.
RFP12 -003 EMS - FIRE REPORTING COMPUTER SOFTWARE SYSTEM 6
RFP #12 -003 GENERAL TERMS & CONDITIONS:
1. BID SECURITY:
a) Each proposal must be accompanied by a Cashier's /Certified Check upon an
incorporated bank or trust company or a Bid Bond in an amount equal to ONE
THOUSAND DOLLARS ($1,000.00). A combination of any of the former is not
acceptable. Cash or company check will not be accepted as Bid Security. The
cashier's check or Bid Bond is submitted as a guarantee that the Respondent, if
awarded the Contract, will, after written notice of such award, enter into a written
Contract with the City and as a guarantee that the Respondent will not withdraw its
proposal for a period of ninety (90) days after the scheduled closing time for the
receipt of proposals, in accordance with the accepted proposal and RFP documents.
b) In the event of withdrawal of said proposal within ninety (90) days following the
opening of proposals, or Respondent's failure to enter into said contract with the City
or failure to provide the City with other requirements of the contract documents or the
RFP after issuance of Notice of Intent to Award by the City, then such Respondent
shall be liable to the City in the full amount of the check or Bid Bond and the City
shall be entitled to retain the full amount of the check or to demand from the Surety
the penal sum of the Bid Bond as liquidated damages and not a penalty.
c) Surety companies executing bonds shall be duly insured by an insurer or corporate
surety and signed by a licensed agent who holds a current Power of Attorney from
the surety company issuing the bond.
d) The cost of the required Bid Bond and required insurance coverage is to be included
in the Respondent's overhead and is not eligible for reimbursement as a separate
cost by the City. The checks of the three (3) most favorable Respondents will be
returned within three (3) days after the City and the successful Respondent have
executed the contract for work or until the 91 day after proposal opening, whichever
is earlier. The remaining checks will be returned within thirty (30) days after the
opening of proposals. Bid Bonds will be returned upon request following the same
criteria as a check.
e) In lieu of providing a bid security, the Respondent may provide documentation
that their business has been active with the Secretary of the State of Florida
for a minimum of three (3) years. Respondent warrants by virtue of bidding the
prices in his proposal response will be good for an evaluation period of ninety
(90) days from the date of proposal opening.
2. PERFORMANCE BOND:
No Performance or Payment bonds are required.
3. PATENT INDEMNITY:
Except as otherwise provided, the successful Respondent agrees to indemnify the City
and its officers, agents, and employees against liability, including costs and expenses,
for infringement upon any letters patent of the United States arising out of the
performance of this contract.
Further, the Respondent shall fully indemnify, defend, and hold harmless the City and its
officers, agents, and employees from any suits, actions, damages, and costs of every
name and description, including attorneys' fees, arising from or relating to violation or
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 7
infringement of a trademark, copyright, patent, trade secret, unpatented invention, or
intellectual property right. If the Respondent uses any design, device, or materials
covered by letters, patent, or copyright, it is mutually agreed and understood without
exception that the proposal price shall include all royalties or cost arising from the use of
such design, device, or materials.
4. DEFAULT:
As a result of proposals received under this Invitation, the award of the contract may be
based, in whole or in part, on delivery and specification factors. Accordingly, should the
Contractor not meet the delivery deadline(s) set forth in the specifications or should the
Contractor fail to perform any of the other provisions of the specifications and /or other
contract documents, the City may declare the Contractor in default and terminate the
whole or any part of the contract. Upon declaring the Contractor in default and the
contract in whole or in part, the City may procure and /or cause to be delivered the
equipment, supplies, or materials specified, or any substitutions thereof and the
Contractor shall be liable to the City for any excess costs resulting therefrom. In the
event the Contractor has been declared in default of a portion of the contract, the
Contractor shall continue the performance of the contract to the extent not terminated
under the provisions of this paragraph. Where the Contractor fails to comply with any of
the specifications, except for delivery deadline(s), the City may, in its discretion, provide
the Contractor with written notification of its intention to terminate for default unless
prescribed deficiencies are corrected within a specified period of time. Such notification
shall not constitute a waiver of any of the City's rights and remedies hereunder.
5. PRICING:
Pricing should be provided as indicated on the Proposal Form attached as Exhibit B.
Please note that alternate price proposals will not be accepted unless specifically called
for in the Specifications /Proposal Form.
Respondent shall enter the total for each proposal item as shown on the Proposal Form.
Cost of preparation of a response to this RFP is solely that of the Respondent and the
City assumes no responsibility for such costs incurred by the Respondent.
The Proposal Form may not be completed in pencil. All entries on the Proposal Form
shall be legible. The City reserves the right, but does not assume the obligation, to ask
a Respondent to clarify an illegible entry on the Proposal Form. If the Proposal Form
requires that the proposed price, or constituent portions of the proposed price, be stated
in unit prices and total price; the unit prices and the total price for the stated number of
units identified on the Proposal Form should be provided by the Respondent and be
correctly computed. If there is an arithmetical conflict between the unit price stated by
the Respondent on the Proposal Form and the total price stated by the Respondent on
the Proposal Form, the unit price stated by the Respondent on the Proposal Form shall
take precedence. The City may unilaterally correct such arithmetical conflict on the
Proposal Form to calculate the total price, utilizing the unit prices that have been
identified by the Respondent. The taking of such action by the City shall not constitute
grounds for the Respondent to withdraw its proposal nor shall it provide a defense
constituting discharge of the proposal bond. The City reserves the right, but does not
assume the obligation, to waive any mistake, omission, error, or other irregularity that
may appear on the Proposal Form. However, the City reserves the right to reject
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 8
Proposal Forms that are incomplete or contain information that is not required as being
non - responsive.
a) The prices have been arrived at independently, without consultation, communication,
or agreement for the purpose of restriction competition, as to any matter relating to
such prices with any other Respondent or with any competitor;
b) Unless otherwise required by law, the prices which have been quoted in this
proposal have not been knowingly disclosed by the Respondent and will not
knowingly be disclosed by the Respondent prior to opening, directly or indirectly to
any other Respondent or to any competitor;
c) No attempt has been made or will be made by the Respondent to induce any other
person or firm to submit or not to submit a proposal for the purpose of restricting
competition. Every contract, combination or conspiracy in restraint of trade or
commerce in this State is unlawful (s. 542.18, Florida Statutes, and all applicable
federal regulations);
d) Respondent warrants the prices set forth herein do not exceed the prices charged by
the Respondent under a contract with the State of Florida Purchasing Division; and
e) Respondent agrees that supplies /services furnished under this proposal, if awarded,
shall be covered by the most favorable commercial warranties the Respondent gives
to any customer for such supplies /services and that rights and remedies provided
herein are in addition to and do not limit any rights offered to the City by any other
provision of the proposal award.
6. DISCOUNTS:
a) Trade and time payment discounts will be considered in arriving at new prices and in
making awards, except that discounts for payments within less than 30 days will not
be considered in evaluation of proposals. However, offered discounts will be taken
for Tess than 30 days if payment is made within discount period.
b) In connections with any discount offered, time will be computed from date of delivery
and acceptance at destination, or from the date correct invoice is received in the
office of Finance, whichever is later. Payment is deemed to be made, for the
purpose of earning the discount, on the date of City Check.
7. SAMPLES:
Samples of items, when required, must be furnished free of expense to the City and, if
not called for within fifteen days from date of proposal opening, same will be disposed of
in the best interest of the City.
8. LITERATURE:
If required by the scope of work or the specifications, descriptive literature /brochures
shall be included with this proposal in order to properly evaluate make /model offered.
Proposals submitted without same may be considered non - responsive and disqualified.
9. AWARD CRITERIA:
The contract will be recommended to be awarded to one or more Respondents
according to the Selection Criteria set forth in this RFP document.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 9
10. BID PROTESTS:
All Bid Protests shall be submitted to the Purchasing Agent in the following manner:
a) A Respondent shall file a written proposal protest under this Article or be barred any
relief; oral protests shall not be acknowledged.
b) A proposal protest shall be limited to the following grounds: (a) issues arising from
the procurement provisions of the RFP, its addenda, and other proposal documents;
and /or (b) applicable federal, state, or local law. No bid protest may be based upon
questions concerning the design documents (drawings and specifications), if any.
The Respondent shall clarify all questions concerning the design documents of the
project prior to submitting its proposal.
c) The content of the bid protest shall fully state the factual and legal grounds for the
protest and the legal basis for the relief requested.
d) The bid protest shall be filed with the Purchasing Agent not later than three (3)
calendar days after the posting of the notice of intent to award or recommendation of
award by staff, whichever is earlier.
e) The Purchasing Agent, on behalf of the City, shall make a determination of the merits
of the protest not later than five (5) business days after receipt of the protest. If
Owner denies the protest, Owner may proceed with award of the contract unless
enjoined by order of a court of competent jurisdiction.
11. PAYMENT TERMS:
The City shall issue an official City Purchase Order for products based on the terms of
the RFP. Upon delivery and acceptance by the City, vendor shall submit an official
invoice for payment. Payment for work completed will be made within (30) days of
approved invoice. No payment will be made for products ordered without proper
purchase order authorization. Payment cannot be made until materials, goods or
services have been received and accepted by the City in the quality and quantity
ordered.
The City of Ocoee, Florida has Florida Sales & Use Tax Exemption Certificate No. 85-
8013779974C -0; and, pursuant to Chapter 212, Florida Statutes, is exempt from federal
excise, state, and local sales taxes.
12. SAFETY REQUIREMENTS:
The Respondent guarantees that the services to be performed and the goods to be
provided herein shall comply with all applicable federal, state, and local laws,
ordinances, regulations, orders, and decrees, including, without limitation, such of the
following acts as may be applicable: Federal Consumer Product Safety Act, Federal
Fair Labor Standards Act, Occupational Safety and Health Act, Federal Hazardous
Substances Labeling Act, Federal Flammable Fabrics Act, and any applicable
environmental regulations.
a) All contractors are required to comply with the Congressional Federal Register (CFR)
of the U.S. Department of Labor, Occupational Safety and Health Administration
(OSHA) Construction Industry, Part 1926, and CFR 1910 - General Industry
Standards that are applicable in construction work.
b) The prime contractor is not only responsible for the safety aspects of his operation
and employees, but also that of all subcontractors on the job site.
RFP12 -003 EMS - FIRE REPORTING COMPUTER SOFTWARE SYSTEM 10
c) The Contractor must assure that a certified first aid person is designated, phone
numbers of physicians, hospital, and ambulance services are posted (copy to
Personnel Director, City of Ocoee), and that a first aid kit is available.
d) All individuals are required to wear hard hats on all construction sites.
e) Provide personal protective equipment that may be required for jobs in progress
(e.g.: hard hats, safety glasses, respirators, ear protection, long pants and shirts,
etc.).
f) Observe the speed limit on City property.
g) Construction areas cleaned daily; excavations must be barricaded or flagged until
backfilled. In some cases, bracing, shoring and sloping may be required.
h) Scaffolds shall have guard rails on all open sides and be secured to prevent
displacement.
i) Welding and cutting - a fire watch and appropriate fire extinguisher shall be provided
and combustible materials cleaned up.
j) All heavy equipment must have, where applicable: (a) back -up alarms, (b) boom
angle indicator, (c) load chart, (d) reeving, (e) fire extinguisher, and (f) condition of
hook and other items in accordance with OSHA 1926.550 and ANSI B30.5.
k) Personal fall protection must be provided at elevations exceeding ten (10) feet.
13. DRUG -FREE WORKPLACE:
If applicable, provide a statement concerning the Respondent's status as a Drug -Free
Work Place or evidence of an implemented drug -free workplace program.
14. CERTIFICATION OF NON - SEGREGATED FACILITIES
a) Respondent certifies that it does not and will not maintain or provide any segregated
facilities for the Respondent's employees at any of the Respondent's establishments,
and that Respondent does not permit Respondent's employees to perform their
services at any location under the Respondent's control where segregated facilities
are maintained. Respondent agrees that a breach of this certification will be a
violation of the Equal Opportunity clause in any contract resulting from acceptance of
its Proposal. As used in this certification, the term "segregated facilities" means any
waiting room, work areas, time clocks, locker rooms, other storage and dressing
areas, parking lots, or drinking facilities provided for employees that are segregated
on the basis of race, color, religion, national origin, habit, local custom, or otherwise.
Respondent agrees that (except where Respondent has obtained identical
certification from proposed contractors for specific time periods) Respondent will
obtain identical certifications from proposed subcontractors prior to the award of such
contracts exceeding $10,000 that are not exempt from the provisions of the Equal
Opportunity clause, and that Respondent will retain such certifications in
Respondent's files.
b) The non - discriminatory guidelines as promulgated in Section 202, Executive Order
11246, and as amended by Executive Order 11375 and as amended, relative to
Equal Opportunity for all persons and implementations of rules and regulations
prescribed by the U.S. Secretary of labor, are incorporated herein.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 11
15. STATEMENT OF AFFIRMATION AND INTENT:
a) Respondent declares that the only persons or parties interested in their proposal are
those named herein, that this proposal is, in all respects, fair and without fraud and
that it is made without collusion with any other vendor or official of the City of Ocoee.
Neither the Affiant nor the above -named entity has directly or indirectly entered into
any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive pricing in connection with the entity's submittal for the
above project. This statement restricts the discussion of pricing data until the
completion of negotiations and execution of a contract for the described services.
b) Respondent certifies that no City Commissioner, other City Official, or City employee
directly or indirectly owns assets or capital stock of the Responding entity, nor will
directly or indirectly benefit by the profits or emoluments of this proposal. (For
purposes of this paragraph, indirect ownership or benefit does not include ownership
or benefit by a spouse or minor child.)
c) Respondent certifies that no member of the entity's ownership or management is
presently applying for an employee position or actively seeking an elected position
with the City. In the event that a conflict of interest is identified in the provision of
services, Respondent agrees to immediately notify the City in writing.
d) Respondent further declares that a careful examination of the scope of services,
instructions, and terms and conditions of this RFP has occurred, and that the
proposal is made according to the provisions of the RFP documents, and will meet or
exceed the scope of services, requirements, and standards contained in the RFP
documents.
e) Respondent agrees to abide by all conditions of the negotiation process. In
conducting negotiations with the City, Respondent offers and agrees that if this
negotiation is accepted, the Respondent will convey, sell, assign, or transfer to the
City all rights, title, and interest in and to all causes of action it may now or hereafter
acquire under the anti -trust laws of the United States and the State of Florida for
price fixing relating to the particular commodities or services purchased or acquired
by the City. At the City's discretion, such assignment shall be made and become
effective at the time the City tenders final payment to the Respondent. The proposal
constitutes a firm and binding offer by the Respondent to perform the services as
stated.
16. PUBLIC ENTITY CRIME STATEMENT:
a) All invitations to proposal, as defined by Section 287.012(11), Florida Statutes,
requests for proposals, as defined by Section 287.012(16), Florida Statutes, and any
contract document described by Section 287.058, Florida Statutes, shall contain a
statement informing persons of the provisions of paragraph (2)(a) of Section
287.133, Florida Statutes, which reads as follows:
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a proposal on
a contract to provide any goods or services to a public entity, may not submit
a proposal on a contract with a public entity for the construction or repair of
public building or public work, may not submit proposals on leases of real
property to a public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess
of the threshold amount provided in Section 287.017, for CATEGORY TWO
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 12
for a period of 36 months from the date of being placed on the convicted
vendor list."
b) All Respondents that submit a Bid or Proposal to the City of Ocoee are guaranteeing
that they have read the previous statement and by signing the submitted documents
are qualified to do so under Section 287.133, (2)(a), Florida Statutes.
(Remainder of page left blank intentionally).
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 13
17. STANDARD INSURANCE REQUIREMENTS:
The Proposer, if awarded a contract, shall maintain insurance coverage reflecting the
minimum amounts and conditions required by the City.
The Contractor shall not commence any work in connection with an Agreement until all
of the following types of insurance have been obtained and such insurance has been
approved by the City, nor shall the Contractor allow any Subcontractor to commence
work on a subcontract until all similar insurance required of the subcontractor has been
so obtained and approved. Policies other than Workers' Compensation shall be issued
only by companies authorized by subsisting certificates of authority issued to the
companies by the Department of Insurance of Florida which maintain a Best's Rating of
"A" or better and a Financial Size Category of "VII" or better according to the A.M. Best
Company. Policies for Workers' Compensation may be issued by companies authorized
as a group self- insurer by F.S. 440.57, Florida Statutes.
a) Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any
sums of money which may represent a deductible in any insurance policy. The
payment of such deductible shall be the sole responsibility of the General Contractor
and /or subcontractor providing such insurance.
b) Workers' Compensation Insurance: The Contractor shall obtain during the life of this
Agreement, Worker's Compensation Insurance with Employer's Liability Limits of
$500,000/$500,000 /$500,000 for all the Contractor's employees connected with the
work of this project and, in the event any work is sublet, the Contractor shall require
the subcontractor similarly to provide Workers' Compensation Insurance for all of the
Tatter's employees unless such employees are covered by the protection afforded by
the Contractor. Such insurance shall comply fully with the Florida Workers'
Compensation Law. In case any class of employees engaged in hazardous work
under this contract for the City is not protected under the Workers' Compensation
statute, the Contractor shall provide, and cause each subcontractor to provide
adequate insurance, satisfactory to the City, for the protection of the Contractor's
employees not otherwise protected.
• Include Waiver of Subrogation in favor of the City of Ocoee
c) Contractor's Public Liability and Property Damage Insurance: The Contractor shall
obtain during the life of this Agreement COMMERCIAL AUTOMOBILE COVERAGE,
this policy should name the City of Ocoee as an additional insured, and shall protect
the Contractor and the City from claims for damage for personal injury, including
accidental death, as well as claims for property damages which may arise from
operations under this Agreement whether such operations be by the Contractor or by
anyone directly or indirectly employed by the Contractor, and the amounts of such
insurance shall be the minimum limits as follows:
1) Automobile Bodily Iniury Liability & Property Damage Liability
• $1,000,000 Combined single limit per occurrence (each person, each
accident)
• All covered automobile will be covered via symbol 1
• Liability coverage will include hired & non -owned automobile liability
• Include Waiver of Subrogation in favor of The City of Ocoee
2) Comprehensive General Liability (Occurrence Form) - this policy should name
the City of Ocoee as an additional insured and should indicate that the insurance
of the Contractor is primary and non - contributory.
• $2,000,000 GENERAL AGGREGATE
• $2,000,000 PRODUCTS - COMPLETED OPERATIONS AGGREGATE
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 14
■ $1,000,000 PER OCCURRENCE
O $1,000,000 PERSONAL & ADVERTISING INJURY
• Include Waiver of Subrogation in favor of the City of Ocoee
3) Subcontractor's Comprehensive General Liability, Automobile Liability and
Worker's Compensation Insurance: The Contractor shall require each
subcontractor to procure and maintain during the life of this subcontract,
insurance of the type specified above or insure the activities of these
subcontractors in the Contractor's policy, as specified above.
4) Owner's Protective Liability Insurance: n/a for this project.
5) Contractual Liability: If the project is not bonded, the Contractor's insurance shall
also include contractual liability coverage to insure the fulfillment of the contract.
NOTE: FOR PUBLIC LIABILITY INSURANCE AND AUTOMOBILE LIABILITY
INSURANCE, THE CITY SHALL BE NAMED AS ADDITIONAL INSURED.
■ $1,000,000 PER OCCURRENCE
■ $2,000,000 AGGREGATE
6) Commercial Umbrella:
■ $1,000,000 PER OCCURRENCE
■ $2,000,000 Aggregate
• Including Employer's Liability and Contractual Liability
7) Builders Risk: n/a for this project.
8) Certificates of Insurance: Certificate of Insurance Form (see sample below),
naming the City of Ocoee as an additional insured will be furnished by the
Contractor upon notice of award. These shall be completed by the authorized
Resident Agent and returned to the Office of the Purchasing Agent. This
certificate shall be dated and show:
i) The name of the Insured contractor, the specific job by name and job
number, the name of the insurer, the number of the policy, its effective date,
its termination date.
ii) Statement that the Insurer shall mail notice to the Owner at least thirty (30)
days prior to any material changes in provisions or cancellation of the
policy, except ten (10) days written notice of cancellation for non - payment
of premium.
(Remainder of page left blank intentionally).
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 15
ACce.D. CERTIFICATE OF LIABILITY INSURANCE op. JC HATS VAVVINYYr EI
FRAU -1 11!04!04
/ROOM. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO MINTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTERTHE COVERAGE AFFORDED BY THE POLICIES BELOW.
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The insurance evidenced by this certificate shall name the certi finste
holders as an additional insured on the General Liability a Umbrella
Liability. Workers' Compensation, Employer.' Liability G General Liability
shall contain • Weiver of Subrogation in favor of the certificate holder,
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RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 16
18. ACKNOWLEDGMENT OF ADDENDA:
Respondent acknowledges receipt of the following addenda:
No. Dated
No. Dated
No. Dated
19. REFERENCES /EXPERIENCE OF RESPONDENT WITH SIMILAR CONTRACTS:
The Respondent shall complete the following blanks regarding experience with similar
type of work. Respondent must demonstrate ability to perform services of similar
complexity, nature, and size of this project within past three (3) years.
DATE OF CONTRACT /AMOUNT OF PROJECT /CLIENT'S NAME AND ADDRESS/
TELPHONE NUMBER /EMAIL ADDRESS /NAME OF CONTACT
Have you any similar work in progress at this time? Yes_ No
Length of time in business years months.
Bank or other financial references:
(Attach additional sheets if necessary)
20. SUMMARY OF LITIGATION:
Provide a summary of any litigation, claim(s), bid or contract dispute(s) filed by or
against the Respondent in the past five (5) years which is related to the services
that the Respondent provides in the regular course of business. The summary
shall state the nature of the litigation, claim, or contact dispute, a brief description
of the case, the outcome or projected outcome, and the monetary amounts
involved. If none, please so state.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 17
21. SUBMITTALS:
The City of Ocoee requires comprehensive responses to every section within this RFP.
To facilitate the review of the responses, Respondents shall follow the described
proposal format. The intent of the proposal format requirements is to expedite review
and evaluation. It is not the intent to constrain Respondents with regard to content, but
to assure that the specific requirements set forth in this RFP are addressed in a uniform
manner amenable to review and evaluation.
Submissions shall be limited to a total of sixty (60) 8.5 "x 11" pages (excluding front and
back covers, dividers, and all forms included in this RFP), single- sided, portrait
orientation, 12 -point font, and contained in a three -ring binder or other format amenable
to easy photocopying. The page limit applies to the material contained in sections 1 thru
5 of the proposal, as described below. The person signing the proposal on behalf of the
Respondent shall have the legal authority to bind the Respondent to the submitted
proposal.
In order to simplify the review process and obtain the maximum degree of comparison, the
Respondent must provide the following content when responding to the RFP:
Section 1 — Executive Summary and Table of Contents
• Introduce your firm and provide a brief overview of the system proposed.
Section 2 — Company Information /Experience /Client References
• Firm's history, number of years in business, etc.
• List of firm's other current or recently completed contracts of this type with the
City or other Cities or public agencies of similar size within the past three (3)
years.
• List of at least three (3) client references to include organization name, contact
person, telephone number (s), and e-mail address.
Section 3 — Proposed Solution
• Detailed specifications of the proposed computer software system.
• Implementation Plan, including Training & Support.
• Security.
• Applicable Warranty.
• Option for data conversion /import from current RMS.
Section 4 — Exceptions & Deviations
• List any exceptions or deviations regarding any portion of the RFP specifications
that the Respondent's proposed solution does not comply with.
Section 5 — License Agreement and Maintenance Agreement
• Provide a sample proposed license agreement and maintenance agreement for
the proposed solution to this RFP.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 18
Section 6 — Price Proposal
• Exhibit B.
• Include a description and unit price of all components that will be provided as
part of the lump sum proposal.
• Bid Security, if active with the FL Secretary of State less than (3) years.
'Section 7 — Other Required Forms
• Addenda and any other forms listed on Table of Contents to be submitted with
your proposal.
(Remainder of page left blank intentionally).
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 19
22. EVALUATION CRITERIA:
The criteria for making an award recommendation are:
1. PROPOSED SOLUTION: (0 — 40 points)
(Proposed Computer Software System, Functionality,
Implementation Plan, Training, Support, Security, Warranty,
Exceptions /Deviations).
2. LICENSE AGREEMENT & MAINTENANCE AGREEMENT: (0 —10 points)
3. EXPERIENCE & CLIENT REFERENCES: (0 — 30 points)
4. PRICE PROPOSAL: (0 — 20 points)
The criteria for selection shall be based on the criteria listed above, including the firm's
qualifications, past performance, and reference check. The City reserves the right, before
awarding the contract, to require a Respondent to submit such evidence of its qualifications, as
the City may deem necessary, and may require oral presentations of the firms and /or
demonstrations of the software. The City shall be the sole judge of the competency of
Respondents.
A City selection committee will evaluate each respondent's qualifications and will short-list and
recommend to the City Commission one or more firms in ranked order of qualifications based
upon the selection committee's evaluation of the responses and any client references. All
Respondents shall be notified via Onvia /Demandstar or other means of staff's recommended
ranking of firms to the City Commission. The City Commission's decision to endorse or modify
the ranking by staff shall be final.
The successful Respondent shall be required to execute an agreement with the City. Upon the
successful negotiation of an agreement, a formal agreement will be prepared and subsequent
executed by both parties.
ANTICIPATED SELECTION SCHEDULE
Date of RFP Request for Proposals advertised
16 days later Last day for questions
23 days later Proposal submission deadline
25 days later Proposals distributed to Selection Committee
26 -45 days later Selection committee meeting held
Next meeting Short-list of firms recommended to City Commission
This schedule is subject to change at the City's discretion.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 20
EXHIBIT "A"
SCOPE OF WORK/SPECIFICATIONS
RFP #12 -003 EMS & FIRE REPORTING COMPUTER SOFTWARE SYSTEM
City Background
The City of Ocoee is a growing municipality located in Central Florida, approximately 10 miles
west of Orlando. Ocoee has a population of 36,500 people within 15 square miles.
The Ocoee Fire - Rescue Department currently operates three fire stations that are situated
within the city limits. All three stations operate with one Advanced Life Support (ALS) Engine
Company and one station also runs an Advanced Life Support (ALS) rescue ambulance. Each
engine runs with four personnel staffed with a Lieutenant, an Engineer, and two Firefighters,
and the ALS rescue ambulances are staffed by 2 personnel of two firefighters. Almost all of
these personnel are cross trained as firefighter - paramedics. The Department also staffs a
minimum of one shift Battalion Chief or incident commander on each of its three 24 hour shifts.
The Fire - Rescue Department responds to an average of 4500 emergency services call per year.
Overview
The Ocoee Fire - Rescue Department is currently seeking a computer software system which
handles everything including fire incident reports, EMS incident reports, training records, and
hydrant and other inspection activities. A portion of the funding for this software system is
through a Florida Department of Health grant for the Emstars compliant field data system, which
expires on September 30, 2012. Therefore, the software system, including installation,
implementation and training, must be completed and fully functional by August 30, 2012.
All price proposals must be submitted on the appropriate Proposal Form attached. Submit a
proposal on only one (1) type of software system. The product information shall be sufficiently
detailed and complete as to allow the City to evaluate whether it meets the minimum
specifications identified in this package. Any deviations from the below minimum specifications
must be listed in the appropriate section for exceptions and deviations. Respondent shall also
include a description of all components that will be provided as part of the lump sum bid; and
include a copy of any warranty offered.
General Requirements
1. Must run on a Windows server 2008 or later OS for server components.
2. Must run on Windows XP or later for client devices.
3. Must use MS SQL for backend database.
4. Must support session persistence software, (i.e. NetMotion, Columbitech).
Training
Provide onsite training of all software components using a "train the trainer" method.
RFP12 -003 EMS - FIRE REPORTING COMPUTER SOFTWARE SYSTEM 21
EMS RFP Requirements
General Requirements
1. All parts of the EMS (Emergency Medical Services) reporting system shall comply with
standard Windows interface designs as produced by Microsoft.
2. The EMS reporting system shall be HIPAA compliant. PHI information, whether in transit
or at rest, shall be encrypted within the entire system. Access to system data and the
applications that utilize it shall be restricted to authorized users.
3. The EMS reporting system shall be EMSTARS compliant.
4. The EMS reporting system shall be capable of assigning ICD -10 billing codes and
condition codes as specified by the Center for Medicare and Medicaid (CMS — previously
known as HCFA).
5. The EMS reporting system shall utilize standard EMS terminology and practice references
throughout but allow agencies to customize that terminology to best meet their needs.
6. The EMS reporting system shall generate a Notice of Privacy Practices acknowledgement
when requested (HIPAA requirement).
Data Collection Requirements
1. The EMS reporting system shall provide the option to upload incomplete patient care
records to the server for checkout and completion at a later time.
2. The EMS reporting system shall be capable of electronically attaching information
generated via other means to patient records.
3. The correct city, state, and county shall be automatically filled upon entry of the zip code
field in the patient record.
Completion Rule Requirements
1. The EMS reporting system shall include rules that will be enforced prior to the completion
of a patient care record ensuring required data is entered by the user.
2. The EMS reporting system shall give visual indications of incomplete reports to include an
easily accessible list of missing items with hyperlinks back to the fields requiring
input /correction.
3. The EMS reporting system shall have the ability to customize the rules a patient care
record must comply with. This shall include the ability to enforce rules based on data
already entered into the patient care record.
4. The EMS reporting system shall allow rules to be flagged as required or optional.
RFP12 -003 EMS - FIRE REPORTING COMPUTER SOFTWARE SYSTEM 22
Workflow Process Requirements
1. The EMS reporting system shall provide a user defined workflow process to route
completed calls to the appropriate user groups and individuals for review and quality
assurance evaluations.
2. The EMS reporting system shall allow have the ability to customize the workflow process
to meet their needs including the ability to uniquely route patient care records based on
the data entered in them.
3. Authorized users shall be able to add QA comments to patient care records based on their
review of its content. The QA comments shall be viewable by anyone with access to them
but only edited /deleted by the user that created them.
Reporting /Searching Requirements
1. The EMS reporting system shall provide the ability to automatically fax a completed report
to the destination facility or to a specific department at the destination facility.
2. An exact copy of the printed patient care record shall be reproducible at any time after the
report has been completed.
3. The EMS reporting system shall include a user - configurable and user query-able reporting
tool to provide both scheduled and on- demand reporting.
4. The EMS reporting system shall generate a printable, easily understood patient care
report which will include the provider's and receiving facility nurse /doctor's captured
signatures.
5. The EMS reporting system shall allow users to search for patient care records based
on multiple criteria including any data entered into them.
Integration Requirements
1. The EMS reporting system shall be capable of interfacing with third party CAD systems.
2. The EMS reporting system shall be capable of interfacing with third -party Fire Records
Management systems.
3. The EMS reporting system shall be capable of interfacing with third -party billing systems
and exporting data with appropriate ICD -10 codes.
4. The EMS reporting system shall have the capability to import, store and display ECG, vital
sign and intervention data from Physio - Control monitor /defibrillator devices. The system
shall automatically enter this data into the patient care record and include it on the printed
report.
5. The user shall have the ability to edit the data from the monitor /defibrillator devices if they
need to add additional information.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 23
Hardware and Software Requirements
1. The EMS reporting system shall interface to a commercially supplied wireless data
network. The EMS reporting system communications shall utilize TCP /IP end -to -end.
2. The EMS reporting system shall provide a mobile client application which can be run in a
disconnected state from the server without data loss for access to patient care records for
completion, review, and quality assurance evaluation.
3. The EMS reporting system shall store and forward all messages from the remote mobile
computers when in a disconnected state and automatically send when a connection is
established regardless of the logged on user.
4. The EMS reporting system's user interface shall support input via finger- touch, stylus,
mouse and keyboard to provide optimal flexibility in choice of hardware.
5. The EMS reporting system's mobile client application shall run optimally on a ruggedized
PC that meets the following hardware standards:
a. USB port
b. Heavy -duty stylus and spare
c. Integrated short (e.g. Bluetooth) and long (e.g. WiFi, GPRS) range wireless
•
d. Daylight - readable screen
e. Minimum 2 hour battery life
f. Integrated speaker
g. Ability to easily turn wireless off
h. 802.11 b/g support
i. Docking station with battery charging capability
6. The EMS reporting system's mobile client application shall be capable of sending and
receiving information via hard -wired and wireless means.
7. The EMS reporting system shall be available for local installation to the agencies network.
Systems Administration
1. The EMS reporting system shall allow the administrator to customize button labels and
lists and should allow easy configuring of screen layout and field status.
2. The EMS reporting system shall allow the administrator to customize data elements that
are defined by NEMSIS /EMSTAR to match the agency specific terminology and protocols
without compromising NEMSIS /EMSTAR compliance.
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 24
3. The system administrator shall be able to automatically update the configuration of the
EMS reporting system without touching every computer.
Fire RFP Requirements
1. The proposed application shall facilitate a way to tag each code as a common code, so that
end users would be presented with a list of frequently used NFIRS codes.
2. The proposed solution must provide a means to filter the view of incidents, inspections,
hydrants, roster, training, and personnel. This•filtering must function upon logon of a given user,
to the assignment, station, and /or user level.
3. The proposed solution must provide a means for an administrator to add user - defined tabs
and fields. There also must be a means for said administrator to hide /unhide non - required tabs
as needed.
4. The proposed solution must provide a means for an administrator to set /change field labels,
set /change field default values, and set/change tab orders of fields.
5. The proposed solution must have the capability to attach scanned documents, files, pictures
as needed for personnel, incidents, training, and occupancies.
6. The proposed solution must include the ability to lock the following records and require
supplemental records to be created to prevent changing of original records.
Cl Incident Reports
❑ Occupancy Activities
Hydrant Activities
1 Vehicle Activities
Li Equipment Activities
7. The proposed solution must provide a means from a mobile computer to one touch retrieve
information on a selected occupancy record from the database. An example of the type of
information expected at a minimum is:
❑ Past/Previous Responses
❑ HAZMAT Information
❑ Contacts
❑ Construction Info
n KNOX box Info
Hydrants
1. The proposed solution must have the ability to record and track hydrant flow tests. This flow
test solution must have capability of different types of tests, for example Base Cap, Pitot, and
Flow Meter.
2. Once a flow test is complete the proposed application must populate the fire flow area of the
hydrant information with standard NFPA designated flow classifications.
END SPECIFICATIONS
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 25
MAINTENANCE AGREEMENT
Include proposed annual maintenance agreement. Specify annual cost and any annual
increases.
OPTIONAL SERVICES
Include an option for data conversion /import from current RMS.
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RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 26
EXHIBIT "B"
PRICE PROPOSAL FORM
RFP #12 -003 EMS & FIRE REPORTING COMPUTER SOFTWARE SYSTEM
1. EMS Reporting Computer Software System (Lump Sum) $
dollars and cents
2. FIRE Reporting Computer Software System (Lump Sum) $
dollars and cents
3. *TOTAL SYSTEM. LINE 1 + LINE 2 (Lump Sum) $
dollars and cents
*Include a description and unit price of all components that will be provided as part of your lump sum
proposal.
4. Annual Cost of Maintenance Agreement $
dollars and cents
5. Cost of Optional Data Conversion/Import Service $
dollars and cents
Company Name
Authorized Officer (print)
Authorized Signature
Date
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 27
7
RFP #12 -003 COMPANY INFORMATION /SIGNATURE SHEET
FAILURE TO COMPLY WITH THE RFP INSTRUCTIONS WILL RESULT IN DISQUALIFICATION OF
YOUR PROPOSAL. PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND
ALL RFP INSTRUCTIONS, AND THAT YOU UNDERSTAND THAT THE SUCCESSFUL RESPONDENT
WILL BE REQUIRED TO ENTER INTO A LEGALLY BINDING CONTRACT WITH THE CITY OF OCOEE.
COMPANY NAME TELEPHONE (INCLUDE AREA CODE)
FAX (INCLUDE AREA CODE)
E -MAIL ADDRESS
IF REMITTANCE ADDRESS IS DIFFERENT
AUTHORIZED SIGNATURE (manual) FROM PURCHASE ORDER ADDRESS,
PLEASE INDICATE BELOW:
NAME /TITLE (PLEASE PRINT)
STREET ADDRESS
CITY STATE ZIP
FEDERAL ID #
Individual Corporation Partnership Other (Specify)
Sworn to and subscribed before me this day of , 20 .
Personally Known or
Produced Identification
Notary Public - State of
(Type of Identification) County of
Signature of Notary Public
Printed, Typed or Stamped Commissioned
Name of Notary Public
RFP12 -003 EMS — FIRE REPORTING COMPUTER SOFTWARE SYSTEM 28
Statutes & Constitution :View Statutes : Online Sunshine Page 1 of 1
/ /er
(f) Data processing software obtained by an agency under a licensing agre ;ment that
prohibits its disclosure and which software is a trade secret, as defined in s ✓812.081, and
agency - produced data processing software that is sensitive are exempt from s. 119.07(1) and
s. 24(a), Art. I of the State Constitution. The designation of agency - produced software as
sensitive shall not prohibit an agency head from sharing or exchanging such software with
another public agency.
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Statutes & Constitution :View Statutes : Online Sunshine Page 1 of 1
(c) "Trade secret" means the whole or any portion or phase of any formula, pattern, device,
combination of devices, or compilation of information which is for use, or is used, in the
operation of a business and which provides the business an advantage, or an opportunity to
obtain an advantage, over those who do not know or use it. "Trade secret" includes any
scientific, technical, or commercial information, including any design, process, procedure, list
of suppliers, list of customers, business code, or improvement thereof. Irrespective of
novelty, invention, patentability, the state of the prior art, and the level of skill in the
business, art, or field to which the subject matter pertains, a trade secret is considered to
be:
1. Secret;
2. Of value;
3. For use or in use by the business; and
4. Of advantage to the business, or providing an opportunity to obtain an advantage, over
those who do not know or use it
when the owner thereof takes measures to prevent it from becoming available to persons other than
those selected by the owner to have access thereto for limited purposes.
http: / /www.leg. state.fl.us/ Statutes /index.cfm? App_ mode = Display _Statute &Search_String =... 5/1/2012