HomeMy WebLinkAboutFIN-19-034 - P18-024 Fire Records Management SystemREPORT TO:Committee of the Whole
DATE OF MEETING:2019-04-29
SUBMITTED BY:Margaret Fisher, Director of Procurement, 519-741-2200 ext. 7214
PREPARED BY:Laurie Stecho,Supervisor of Purchasing,519-741-2200 ext. 7089
WARD (S) INVOLVED:N/A
DATE OF REPORT:2019-04-17
REPORT NO.:FIN-19-034
SUBJECT:P18-034 Fire Records Management System
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RECOMMENDATION:
ThatProposal P19-034 Fire Records Management System, be awarded to ERS
International, LLC, Bellingham, Washington, at their estimated feeof $131,585.76, plus
H.S.T. of $17,106.15, for a total of $148,691.91CAD,subject to an agreement satisfactory
to the City Solicitor being negotiated and executed.
BACKGROUND:
The City of Kitchener currently utilizes CriSys for its Record Management System (RMS) to
record details on emergency incidents, incident reporting, data analysis and data for reports for
the Ontario Office of the Fire Marshal. The CriSys RMS was installedin 1994 and was last
updated in 2013.
It is a tool that enhances safety and health through integrated data usage. With changes in
technology, security, integration requirements and regulated standards, RMS systems have to
be upgraded to ensure ongoing compliance with industry standards.In order to continue to be
an effective tool, it is necessary that the Kitchener Fire department undergo a major upgrade or
replacement of the current RMS.
A records management system (RMS) is a suite of software that manages incident management
and reporting, business intelligence reporting, staff scheduling, personnel records, asset
management, inventory and public education.
The proposedRMS system would provide enhanced features and functionality that would allow
for more efficient operations and interfaces needed to respond quickly and safely to emergency
incidents.
This implementation is
Strategy and Fire Master Plan.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
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REPORT:
As per clause 170.7.3 of the Purchasing By-law 2017-
Value, the Director of Supply Services shall submit a report to Council recommending award of
a purchase greater than $100,000 if any one or more of the following conditions apply: b. the
Proposalswere advertised publicly on the City of Kitchenerwebsite. Documents were
downloaded by thirteen(13) interested parties and by the closing date of Monday December 10,
2018,five(5)proposalshad been received.
A listing of the responding parties follows for your reference:
CentralSquare Canada Software Inc.Lake Mary FL*
CriSys LimitedMarkham ON*
ERS International, LLCBellingham WA*
ICO Technologies Inc.Shawinigan QC*
ZOLL Data System, Inc. dba ZOLL Medical CanadaMississauga ON*
*Shortlisted candidates
The proposal submissions werereviewedand ratedbythe selection committee,C. Marks,
Program Manager Fire Systems and Projects,R. Gilmore, Deputy Fire Chief,K. Thyer,
Technology Project Manager, C. Hassarajani, Manager Digital Infrastructure and Support and
S.Asmundson, Supervisor Network Systems.
The selectioncommittee met on MondayJanuary 21, 2019, and shortlistedall five (5) proponents
for further interviews.
The selectioncommittee interviewed and rated the five shortlisted candidateson Monday March
18, 2019,Tuesday March 19, 2019and Wednesday March 20, 2019.
The committee recommends awarding the project to ERS International, LLC, Bellingham,
Washington.
The selectioncommittee rated the proposals based on the following criteria:
Management
Technical
Privacy
Financial
Interview
Demonstration
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ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
FINANCIAL IMPLICATIONS:
The net cost for this proposal (A), is fair and reasonable for a project of this scope and the upset
limit is above the funding available (B) for this project. Funding for this project is included within
the approved capital budget. The estimated surplus (E) will remain in the communications
capital account for other priority needs.
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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