Title
Fire Department Records Management System
Action
Action:
A. Authorize the City Manager to negotiate and execute a contract with Locality Media Inc. dba First Due, to provide, implement, and maintain the fire department’s records management system for a term of seven years,
B. Authorize the City Manager to renew the contract for up to one, five-year term with possible price adjustments and to amend the contract consistent with the purpose for which the contract was approved,
C. Authorize the City Manager to purchase such additional software licenses, services, hardware, maintenance and support as required to maintain the system for as long as the city uses the system.
Body
Staff Resource(s):
Reginald Johnson, Fire
Jerry Winkles, Fire
Ellen Thomas, Fire
Explanation
§ A Records Management system is critical to the Charlotte Fire Department’s administrative and technical infrastructure.
§ The system is vital in managing department resources, facilitating data collection, ensuring compliance with national and state reporting requirements, and providing valuable insight into daily operations.
§ The current system, CentralSquare FDM, will sunset in December 2025.
§ A comprehensive, robust, and fully integrated system is critical to enable the advancement of improved processes and functionality within the department.
§ On February 13, 2025, the city issued a Request for Proposals (RFP); five responses were received.
§ Locality Media Inc. dba First Due best meets the city’s needs in terms of qualifications, experience, system performance, cost, and responsiveness to RFP requirements.
§ Locality Media Inc. dba First Due Records Management system is a cloud-based solution that adheres to the new federal reporting requirements from the National Emergency Response Information System (NERIS), adds an integrated Electronic Patient Care Report (ePCR), and improves communication between Inspections and Operations.
§ Implementation expenditures are estimated to be $1,000,000.
§ Ongoing annual expenditures are estimated to be $500,000.
Charlotte Business INClusion
Contract goals were not established on this contract because there were no certified MWSBEs available to provide the products for the contract.
Fiscal Note
Funding: Fire Operating Budget