HomeMy WebLinkAboutReporting Systems
Augusta Richmond GA
DOCUMENT NAME: (Z Cpo R T ,';' d "6y5 re./'ll f2, It'" I> ,q V') U S T 4, G- fl.
DOCUMENT TYPE: A j R. ~ E h') G oJ"'-
YEAR: d-COt4
BOX NUMBER: ~ L\
FILE NUMBER: \15 ~ \
NUMBER OF PAGES: d 1
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Software Licensing Agreement
This Computer s~stem Services Agreement ("Agreement") is made and entered into (the Effective Date")
~~\4laoo by and between Reporting Systems, Inc. ("RSI") a Washington corporation having
corporate offices at 851 Coho Way, Suite #307, Bellingham, W A 98225, and Augusta, Georgia, a
political subdivision of the State of Georgia ("Agency"), with its place of business at 530 Greene Street,
Augusta, Georgia, U.S,A., 3091 I.
This contract will operate in accordance with Augusta, GA RFP 04- I 76, and any item herein outside of
such must be completed as in contract or be subject to penalty clause. In case of conflict between the
original RFP and this contract, this contract shall supersede all previous or contemporaneous negotiations,
commitments and writings with respect to matters set forth herein, It may only be modified in writing and
must be signed by authorized representatives of both parties.
Recitals
WHEREAS, RSI provides a Web-based, remote-access Fire and Emergency Medical Services Records
Management System ("Fire/EMS RMS"); and
WHEREAS, RSI has the capability and desires to provide these services to the Agency; and
WHEREAS, the Agency desires to obtain these services from RSI solely in accordance with tenns and
conditions set forth in this Agreement:
NOW THEREFORE, the parties hereto agree as follows:
1.0 DEFINITIONS
I. I. "Fire/EMS RMS" means the Fire and Emergency Medical Service Records Management System
provided by Reporting Systems, Inc.
1.2. "System" means the collection of Internet website-capable programs created by RSI which
provides access to Fire/EMS RMS, hosted on the site created and maintained by the City of
Augusta Infonnation Technology Department.
1.3 "Station" means each separate physical fire station. Each of these Stations may have multiple
computers with access to the Website.
1.4 "Emergency Response Data" means all infonnation entered by the Agency related to the Agency's
response to fire and emergency medical incidents and as required by the current and future
National Fire Incident Reporting System (NFIRS) and National Highway Traffic Safety
Administration (NHTSA) standards.
1.5 "Local" means the website maintained by the Infonnation Technology Department of Augusta,
GA, on which the Fire/EMS RMS software developed by RSI will be installed for local use.
1.6 "Host" means to supply the means by which the software is deployed. For all intents and purposes
of this contract, Augusta will host the Fire/EMS RMS software, and thus the software is located
on a server in the Augusta IT computer room and is accessed via the Intranet using a web browser.
1.7 "Internet" is generally defined as the collection of networks connected together to facilitate the
distribution of digital infonnation over a disparate geographic area.
1.8 "Intranet" is defined as the network within Augusta, GA government and its departments, and
maintained by the Augusta Infonnation Technology Department.
Emergency Reporting Licensing Agreement
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2.0 SERVICES
2.1 Regardless of the Agency access method to the Fire/EMS RMS software (either through the
Internet or Intranet), the current supported browser version is Microsoft Internet Explorer 5.5. If
necessary, Agency may upgrade current supported browser version to meet annual software
maintenance agreement requirements.
2.2 All data collected via the System above shall be compliant with FEMA's National Fire Incident
Reporting System (NFIRS) Release 5.0, the National Highway Traffic Safety Administration
(NHTSA) Release 2.0 Federal Department of Transportation's Uniform Pre-Hospital Emergency
Medical (EMS) Data Conference, or the prevailing Georgia or National Standards. Future system
modifications required to keep the system in compliance with applicable standards require an
active software maintenance agreement.
2.3 RSI shall provide ongoing updates, changes, and bug fixes, at no additional charge, to remain
compliant with NFIRS and NHTSA standards or the prevailing Georgia or National Standards and
to remain operational with new releases of Internet Explorer and other software necessary for the
operation of Fire/EMS RMS, provided that a VPN connection to Augusta is established for its use.
Future system modifications required to keep the system in compliance with applicable standards
require an active software maintenance agreement.
2.4 RSI shall provide the technical means to export data so that the Agency will be able to upload via
the Internet, transfer via electronic media, or otherwise transmit appropriate NFIRS and/or
NHST A data to the appropriate state office as necessary to meet the Agency's reporting
requirements.
2.5 Augusta shal1 ensure appropriate security and privacy of all data entered into the System in
compliance with HIPAA regulations and all other applicable federal, state and/or local rules,
regulations and/or laws. RSI recommends a 128 bit SSL Certificate or equivalent be used to
ensure system security.
2.6 Augusta shal1 maintain the Fire/EMS RMS data at the Augusta IT building, located at 530 Greene
Street in Augusta, GA. The accessibility, reliability, and security of the System will be at the level
of the standards established by Augusta IT.
2.7 RSI shal1 provide the System to be accessible by current browser technology (Internet Explorer
5.5) as standardized by the W3C (World Wide Web Consortium). In the event that non-standard
browsers must be supported, additional time and funding may need to be negotiated separately
from this Agreement.
2.8 Augusta will provide daily backup and off site storage of said backups to protect against data loss
in the event of system failure. Augusta is solely responsible for hardware related issues.
2.9 Since Augusta shall be hosting the software 10cal1y, Augusta shal1 maintain Fire/EMS RMS data
in perpetuity, or until such time as the Augusta Fire Department requests that select data should be
archived and/or deleted.
2.10 The conditions established in this section shall become effective as of the "Go Live" date as
established in Attachment 2 or otherwise negotiated and mutually agreed upon in the course of the
project.
3.0 PENALTY
Provided Agency meets its deadlines set forth in Attachment 2 - Implementation Checklist and
Acceptance Criteria, RSI agrees to pay Agency a penalty of $300 per workday, until the delay has
been remedied, following a ten (10) business day period. All Augusta responsibilities outlined in
Emergency Reporting Licensing Agreement
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the Attachment 2 must be met in order for the penalty to be in effect. In the case the agreement is
not executed on estimated date, an adjustment for all other milestones must be made and ERS is
not liable for the penalty payment.
a. All penalties will become due and payable upon failure to meet the "ready for live" date.
b. This penalty will also apply if RSI fails to correct any nonconfonnance it has been
properly notified of within a reasonable time as specified in Section 9.1.
4.0 FUTURE SERVICES AND MODIFICATIONS
4, I RSI shall convert the Agency's existing Fire/EMS records at the rate of $.07 per record,Agency
assistance will be provided as needed to effect the conversion. There shall be no fee if the Agency
does not desire the conversion of records from the legacy system. Data must be provided in a
readable electronic fonnat to RSI.
4.2 RSI shall make custom changes, as requested in writing by the Agency, to the local System at the
rate of$75.00 per hour.
5.0 SERVICE AND SUPPORT COMMITMENT
5.1' For purposes of this section, "Service Interruption" is defined as any time in which the software is
unavailable for use by the intended users at the Augusta Fire Department.
5.2 The Agency shall cooperate with RSI in order to ensure that the network, hardware, and software
are set up in the optimum configuration that will provide for uninterrupted access to the software
by the Augusta Fire Department. This configuration shall be detennined and implemented prior to
"Go Live" and successful setup shall be a milestone in the planning criteria established in
Attachment 2.
5.3 As the software will be hosted locally, RSI shall not be responsible for Service Interruptions for
any reason except for the failure of the software to operate as programmed.
5.4 RSI warrants the Software to operate in all material respects as specified in the Documentation.
This warranty shall be perpetual as long as the Agency has a current maintenance agreement with
RSI. For one (1) year following installation, RSI will design, code, check out, document, and
deliver promptly any amendments or alterations to the software that may be required to correct
errors present at the time of acceptance. This warranty is contingent upon Agency advising RSI in
writing of such errors within one (I) year from the installation as defined herein.
5.5 RSI shall maintain software technical support for the Agency consistent with the requirements
established in the Maintenance and Support Agreement. Fees for said support will be covered
under the annual maintenance fee, which the Agency shall be responsible for paying, and shall be
governed by a Software Maintenance Agreement established between RSI and the Agency in
addition to this document. RSI will be available to provide support during the hours (7:00am -
6pm) PST and emergency support via a 24 hour toll-free I -800 number after nonnal business
hours
6.0 AGENCY RESPONSIBILITIES
6. I The Agency shall maintain an active user list of accounts that are authorized to access the local
System.
6,2 The Agency shall pay all valid invoices in a timely manner.
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6.3 The Agency shall provide an active Internet Service Provider (ISP) to access the local System.
Such ISP charges are not included in this Agreement. ISP failures are not the responsibility of
RSI.
6.4 The Agency shall enter emergency response data into the local System per instructions included in
the training provided by RSI. Improper data entry by Augusta personnel is not cause for remedy
by RSI unless the software was defective in permitting the entry.
7.0 FEES AND PAYMENTS
7.1 The Agency shall be billed for Annual Maintenance and Support once per year, based on the "Go
Live" date as established in Attachment 2. Maintenance fees will not be applicable until the
beginning of the second year of the contract - in essence the first year is covered by the initial cost
of the software.
7.2 The Annual Maintenance and Support Fee may not increase by more than 2% per year. These
price increases do not include the addition of new stations, which will be billed at the then current
rate.
7.3 In the event that the Agency adds a station or changes the location of a station during the initial
term of this Agreement, the fee for the new station shall be negotiated separately at that time, and
based on the RSI current pricing formula. The current pricing formula as of 10/18/2004, for
adding a new station is the contract amount $61,920/20 stations = $3,096. After 12 months the
adjustment will be made per the fee outline in point 7.2 above, There is no additional fee for
additional users to use the system, regardless of access point, including PDA's, laptop, on-board
apparatus computers, mobile data terminals, and at-home use, etc.
7.4 In the event that the Agency reduces the number of stations, the maintenance fee for that station(s)
shall be eliminated. The initial contract fee will not be refunded.
7.5 All amounts payable hereunder shall be payable in United States funds without deductions for
taxes or assessments.
7.6 As a government entity, the Agency shall be responsible for no taxes (sale, use, excise, value-
added, or otherwise) imposed on the use of the services provided for herein, unless required by
law
7,7 Prior to the making of this contract, RSI will have obtained a performance bond in an amount
sufficient to cover the software licensing fees in Attachment I, which will stay in effect through
Acceptance. Proof of the acquisition of the bond shall be provided to the Licensee and attached to
the contract as Attachment 4. The cost of the performance bond shall be paid by RSI, but shall be
returned by Augusta within 30 days of Project Acceptance Date. This requirement will be waived
should RSI agree to accept 100% payment upon the acceptance of the project rather than payment
upon project milestones.
8.0 ACCEPTANCE TESTING.
Agency shall have forty-five (45) days from the "Live Date" to test the software for acceptance.
This date is determined when the Agency agrees with the RSI that the system is in the Live stage,
to test whether the Licensed Software materially conforms to the functional and performance
specifications set forth in Attachment 2. Failure of the Agency to notify RSI in writing within
such acceptance-testing period that the licensed software materially fails to conform to the
Specifications and that Agency is rejecting the Licensed Software and terminating this Agreement
shall be deemed to constitute "Acceptance" of the Licensed Software, Upon "Acceptance" of the
Emergency Reporting Licensing Agreement
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Licensed Software, the Agency shall return to RSI the original bonding documentation attached as
Attachment 4.
9.0 WARRANTIES
9.1 Conformance t~ Specifications. RSI warrants for the sole benefit of Agency that, if properly
used by Agency, the licensed Software shall materially confonn to the Specifications for a period
of one (1) year from the Installation Date. Upon discovery of any nonconfonnance, Agency shall
promptly notify RSI in writing of such nonconfonnance. RSI shall correct any nonconfonnance it
has been properly notified of within a reasonable time, with such reasonable time not to exceed ten
(10) business days. RSI may attempt to correct software errors through the means it detennines to
be most appropriate, whether by telephone instructions, the issuance of updating Documentation,
corrective code or other methods.
9.2 Warranty Exclusions. Notwithstanding the warranty provIsIOns of Section 9.1, the work
described shall be carried out as soon possible. RSI shall not be liable to the Agency, if delayed
in, or prevented from perfonning the work as specified herein through any cause beyond the
control of RSI, and not caused by his own fault or negligence including acts of nature or the public
enemy, inclement weather conditions, acts, regulations, or decisions of the Government or
regulatory authorities after the effective date of this Agreement, fires, floods, epidemics, strikes,
jurisdictional disputes, lockouts, terrorism, and freight embargoes.
9.3 Limitations on Warranty. Warranty obligations for the Licensed Software are limited in all
cases to software errors. Errors caused by hardware malfunctions or failures are excluded, unless
the failure is due to an issue of incompatibility between the hardware and the Licensed Software
so long as the hardware used is consistent with the mutually agreement upon hardware. System
errors caused by third party software are excluded, and not the responsibility ofRSI.
9.4 No Further Warranties. Except as expressly provided by Section 9. I, RSI makes no warranty
that the Licensed Software shaH operate with any hardware or software other than as specified by
this Agreement, that the Licensed Software shaH satisfy customer's own specific requirements, or
that copies of the Licensed Software other than those provide or authorized by RSI shaH possess
functional integrity. RSI makes no warranty with respect to the merchantability, fitness for
purposes of intended use or, except as expressly provided by the specifications, the functionality
of the Licensed Software. In no event shall RSI be liable for the loss of or damage or any other
special, incidental, indirect or consequential damages of any kind resulting from the perfonnance
of the Licensed Software or any failure of the Licensed Software to perfonn pursuant to the tenns
of this Agreement, or resulting from the furnishing, perfonnance, or use or loss of any other
software or materials delivered to Agency. Hereunder, including without limitation, any
interruption of business, whether resulting from breach of contract or breath of warranty, even if
RSI has been advised of the possibility of such damages, unless RSI has been advised of the
possibility of such damages and not communicated same to agency.
9.5 Maximum Liability. Notwithstanding anything above to the contrary, the maximum aggregate
damages for which RSI may be liable to Agency under this Agreement, resulting from any cause
whatsoever, shaH be limited to the amounts actually paid by Agency to RSI under this Agreement.
Notwithstanding anything above to the contrary, the maximum aggregate damages for which
Agency may be liable to RSI under this Agreement, resulting from any cause whatsoever, shall be
limited to the amounts actually paid by Agency under this Agreement.
10.0 DATA OWNERSHIP AND CONFIDENTIALITY
10.1 All data transmitted to the System shaH remain the property of the Agency. Retransmission of this
data to the State of Georgia and FEMA, as well as any other agencies as required by law, is
authorized. Modifying, deleting or other modifications of submitted data by RSI is prohibited,
unless specifically authorized by Augusta in the case of system updates.
Emergency Reporting Licensing Agreement
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10.2 The parties' obligations under this Article 10 will survive the termination of this agreement.
10. 3 Agency acknowledges that this Agreement and certain documentation may be subject to the
Georgia Open Records Act (O.C.G .A. S 50-18-70, et seq.) RSI shall cooperate fully in responding
to such request and shall make all records, not exempt, available for inspection and copying as
required by law. RSI shall clearly mark any information provided to Agency which RSI contends
is Proprietary or Confidential Information. Proprietary or Confidential information of RSl is to be
protected from public release if at all possible. RSI shall notify Agency immediately of any Open
Records request arising out of this contract and shall provide to Agency a copy of any response to
the same.
11.0 TERM
11.1 The initial term of this Agreement is the period from the date of the last signature for one year.
11.2 At the end of the initial term and any subsequent terms, this Agreement shall be asswned renewed
by the Agency and RSI, unless written notice to the Agency and/or RSI is sent at least sixty days
prior to the end of each term. Changes to the provisions included herein may require the adoption
of a new agreement when the manner or consequences of alteration is not explicitly provided for
in this document.
12.0 NON-ASSIGNABILITY
Neither Party may assign their rights or obligations under this Agreement without the prior written
consent of the other Party.
13.0 DEFAULT AND TERMINATION
13.1 This Agreement may be terminated by the non-defaulting party if any of the following events of
default occur: (a) if either party materially fails to perform or comply with this Agreement or any
provision hereof; (b) if either party fails to strictly comply with the provisions of Section 10 - Data
Ownership and Confidentiality or makes an assignment in violation of Section 12 - Non-
assignability; (c) if either becomes insolvent or admits in writing its inability to pay its debts as
they mature, or makes an assignment for the benefit of creditors; (d) if a petition under any foreign
state, or the United States bankruptcy act, receivership statute or the like, as they now exist, or as
they may be amended, is filed by a party; or (e) if such a petition is filed by any third party, or an
application for a receiver is made by anyone and such petition or application is not resolved
favorably within ninety days.
13.2 Termination due to a material breach of Section 10 - Data Ownership and Confidentiality shall be
effective upon notice. In all other cases, termination shall be effective thirty days after notification
of termination to the defaulting party if the defaults have not been cured within such thirty-day
period.
13.3 RSI shall issue a pro-rata refund to the Agency for Annual Support and Maintenance in which case
the pro-rata refund shall be calculated by multiplying the annualized Annual Support and
Maintenance fee by the percentage of time remaining in the support and maintenance period
13.4 Any waiver by either party of any default or breach hereunder shall not constitute a waiver of any
provision of this Agreement or of any subsequent default or breach of the same or different kind.
14.0 COPYRIGHT AND INDEMNIFICATION
14.1 The Agency recognizes that the RSI System is protected under U.S. copyright and trademark law,
international conventions and other applicable law. The Agency agrees not to license, sell, publish
Emergency Reporting Licensing Agreement
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or create any kind of derivative system using the RSI System as a source of information. All
computer code is classified proprietary in nature and will not be released or made public to any
other party.
14.2RSI shall indemnify, hold harmless and defend the Agency against any claim that use of the RSI
System, the Fire/EMS RMS, or any other RSI product infringes third party propriety rights and shall
indemnify the Agency against any loss, damage, or expense arising from such claim, provided that the
Agency provides prompt notice to RSI of any such claim and further provided that RSI shall have sole
control of the defense of any such action and all negotiations for its settlement or compromise.
]4.3 ]n the event Augusta staff release RSI computer code to any third party, without authorization from
RSI, Augusta agrees to hold harmless RS] and its principals.
15.0 NOTICES
15. I All notices, authorizations, and requests in connection with this Agreement will be deemed given
(a) five days after being deposited in the U.S. mail postage prepaid, certified or registered, return
receipt requested; or (b) one day after being sent by overnight courier, charges prepaid, with a
confirming FAX.
15.2 Notices shall be sent to:
The originals to:
IT Director
530 Greene Street, A-1O I
Augusta, GA 30911
ATTN: Tameka Allen
Title: IT Director
Telephone: 706.821.2522
Fax Number: 706.82 I .2530
Copies To:
City Administrator
530 Greene Street, Room 801
Augusta, GA 309 I I
A TIN: Fred Russell
Title: Interim City Administrator
Telephone: 706.821.2400
IT Application Manager
530 Greene Street, A-] 0]
Augusta, GA 309]]
ATTN: Mike Blanchard
Title: Application Manager
Telephone: 706.821.2862
Fax: 706.82 I ,2530
Fire Department
925 Laney Walker Blvd.
Augusta, GA 3090 I
A TIN: AI Gillespie
Title: Fire Chief
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16.0 GOVERNING LAW AND VENUE
This Agreement shall be governed by and construed in accordance with the laws of the State of
Georgia. All claims, disputes and other matters in question between Agency and RSI arising out
of, or relating to, this Agreement, or the breach thereof, shall be decided in the Superior Court of
Richmond County, Georgia. RSI, by executing this Agreement, specifically consents to venue and
jurisdiction in Richmond County, Georgia and waives any right to contest jurisdiction and venue
in said Court.
17.0 SEVERABILITY
17.1 If a court of competent jurisdiction holds any part, term, or provision of this Agreement to be
illegal or invalid in whole or in part, the validity of the remaining provisions shall not be affected,
and the parties' rights and obligations shall be construed and enforced as if the Agreement did not
contain the particular provision held to be invalid.
17.2 If any provision of this Agreement is in direct conflict with any state and/or federal statutory
provision, that provision which may conflict shall be deemed inoperative and null and void insofar
as it may conflict and shall be deemed modified to conform to such statutory provision(s).
17.3 Should the Agency or RSI determine that the severed portions substantially alter this Agreement
so that the original intent and purpose of the Agreement no longer exist, the Agency or RSI may,
in its sole discretion, terminate this Agreement. Within thirty (30) days of such termination, RSI
shall issue a pro-rata refund to the Agency, The pro-rata refund shall be calculated by multiplying
the annualized maintenance and support fee by the percentage of time remaining in the prepaid
service period.
18.0 CAPTIONS AND HEADINGS
All captions and headings in this Agreement are for purposes of convenience only and shall not
affect the construction or interpretation of any of its provisions.
19.0 ENTIRE AGREEMENT
This Agreement and its Exhibits contain the entire understanding and agreement between the
parties respecting the subject matter hereof. This Agreement may not be supplemented, modified,
amended, released, or discharged except by an instrument in writing signed by each party's duly
authorized representative. This Agreement may not be modified by acceptance of a purchase
order with conflicting terms; in such an event the terms of this Agreement shall control.
Emergency Reporting Licensing Agreement
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IN WITNESS WHEREOF the parties have executed this Agreement by their duly authorized
representatives as of the day and year first above written.
Augusta, GA
Reporting Systems, Inc.
By:
By:
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(Authorized Signatory)
~r\(;t:iJ\ ;V\j~t2
C. h ; e.f 0 p oC.rec.. t io.,... S 0 Krc.t('
~ Name:
Title:
Date:
Bob Young
Mayor
Name:
Title:
Attest:
Date:
Title:
Date:
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Address fu"(N&ice: "_'"~.~,
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Address for Notice:
City of August<i.,-GA .
530 Greene Street, Room 806
Augusta, GA 30911
Reporting Systems, Inc.
851 Coho Way, Suite #307
Bellingham, W A 98225
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Attachment 1
Fee Structure
Item Cost
Software
20 physical fire station (buildings accessing svstem) $61,920
Unlimited # of users
Wireless access
Customization (development fee of $75 per hour)
Software improvements for NFIRS and NHTSA will be provided for the
life of the contract; custom improvements to the modules specific to
Augusta demands will be provided on cost basis indicated under
"Customization" above).
Software Cost $61,920
Manaeement/lmplementationlfrainine
Onsite installation manhours - pre-onsite planning about installation of $2,250
software analysis, security, network issues, and scheduling (30 hours).
Onsite installation and testing $1,125
Onsite training (20 hours) $1,500
Airline Travel $1,500
Car Rental $1,376
Lodcinl! $200
Meals $200
Managementllmplementation/fraining Costs $6,831
Conversion of Existing Data
Conversion of existinl! records - if Augusta chooses($0.07 each) NA
Conversion Cost NA
Total Proiect Cost (lS! year) 68,751
Annual Support (Starting Year 2)
Licensinl! $12,384
Technical Support No cost
Upgrades No cost
Annual Support Cost $12,384
Augusta will provide a database server and web server built to the following specifications:
Database Server Config
Proliant DL380 G4 - 3.6GHZjlMB
Integrated smart array 6i, w jbattery backed cache
NC7782 dual port pci-x embedded
2GB pc2-3200 DDR2 SDRAM
redundant power supply
redundant fan kit
1.44MB diskette drive
(2) Intel Xeon 3.60GHxjlMB processors
24x cdrom drive
2GB pc2-3200 DDR2 SDRAM
72GB pluggable ultra320 scsi 15K I" hard disk
Emergency Reporting Licensing Agreement
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'Web
Proliant DL360G4 - 3.6GHz, SCSI, RPS
1 Intel Xeon 3.6GHzjlMB processor
2GB base memory
integrated smart array 6i
NC7782 dual port pci-x embedded
redundant power supply
1.44MB diskette drive
24x cd rom drive
(1) Intel Xeon 3.6GHzjlMB processor
2GB pc2700 memory
72GB pluggable ultra 320 scsi 15K I" hard disk
battery backed cache for 6i raid array
console interface adapter
patch cables 12' cat5e, 4 pack
FileUp Standard Edition
ImageWriter -ASP Image Processing, Creation
W3 Jmail, Standard Edition v4.4 - site license
ChartDirector Developer License-for all platforms
Windows 2003 Server Standard Edition
SQL Server Standard (1 processor)
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Attachment 2
Implementation Checklist and Acceptance Criteria
ID Task Responsibility Due Date Complete
1 Contract Negotiation All 10/20/04
2 Acquisition of Performance Bond RSI
Within 10
days after
siroing
3 Contract initialed by Augusta City Attorney All
and Signed bv RSI
4 Project Approval by Augusta Commission Augusta
12/7/04
5 Submission of existing Augusta data to RSI Augusta IT
for conversion NA
6 Augusta orders and installs web and A ugusta IT
database servers Ordered
12/9/04.
Installed
upon receipt.
7 Setup of software via VPN RSI
2 business
days from
time notified
bv Augusta
8 Installation of converted data for testing RSI
NA
9 Testing of converted data AFD NA
10 Vendor onsite for training RSI 12/7-10/04
11 Live Date RSI 2/01/05
12 Live Date onsite support* RSI 2/01-04/05
13 Acceptance Testing AFD 45 days from
Live Date
A Satisfaction of All System Requirements RSI
(Attachment 3) 45 days
(3/15/05) at
earliest
B Testing of Modules in all Stations AFD
C Correction of Problems** RSI
D 45 Days of Operation from live date AFD Live + 45
(3/15/05 at
earliest)
14 Project Acceptance - 45 days from live date Augusta IT / Live + 45
AFD / RSI (3/15/05 at
earliest)
15 Final Payment (100%) to RSI Augusta Live + 45
(3/15/05 at
earliest)
*No additional cost for Live Date Onsite Support
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**To occur by Agency within 10 business days of notification by Augusta, if notification occurs
within 10 days of the Project Acceptance date.
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Attachment 3
Software and System Requirements
For all of the requirements listed on the following pages, the vendor is expected to respond in the
column on the right according to the following parameters:
Y Vendor is fully compliant with the requirement. If the vendor is partially
compliant, they should indicate "N" rather than "Y", and include an explanation.
N Vendor is not currently compliant with the requirement. For the "N" response,
the vendor is welcome to include an explanation on an attached sheet. Example:
"N - but expected to be ready for deployment by 10/1/2004".
NI A Does not Apply (Based on the vendor's specific solution, this is not applicable).
For example, questions referring to data being hosted offsite would not apply to
vendors offering a solution to be served from the Augusta IT computer room.
Please explain.
General Requirements
10 Requirement Response
Standards and Basic Modules
1 Meets or exceeds NFIRS 5.0 incident reporting- Y
2 Meets or exceeds Georgia EMS standard or NHTSA 2.0 standards Y*
(depending on which becomes the state of Georgia's standard).
3 Software contains a Fire Inspections/Planning module (detailed Y
description found later).
Software contains an EMS module or integrates EMS functions with Y
other modules in order to track all EMS incidents.
4 Software includes an Apparatus Maintenance 1 Tracking Module Y
(detailed description found later).
5 Software includes an Equipment and Supplies Maintenance 1 Y
Tracking Module (detailed description found later).
6 Software includes a Personnel 1 Training Records Module (detailed Y
description found later),
Basic Functionality
7 Keyboard functionality is the same throughout each module. Ex:F2 Y
means the same in one module as it does in another.
8 User is prompted to verify entry prior to saving 1 deleting data Y
permanently.
9 Supervisory capability to signl approve incident/EMS reports Y
electronically.
10 Capability to use user-defined fields for information that Augusta Y (deployed in
may want to track that is not necessarily part of the vendor's November 2004)
system.
11 Capability to create and modify reports to mimic AFD or Augusta- Y
government-specific forms that can retrieve data from the database
for release to other departments within the government (i.e. Risk
Manag-ement forms that would pull data from incident reports).
Emergency Reporting Licensing Agreement
14
12 Capability to review system-wide calendar of all scheduled events Y
(maintenance, training, etc) stored in the system.
13 Ability to enter users with levels of security commensurate with Y
their responsibility (i.e. a firefighter cannot log in and electronically
approve his own reports if only his/her supervisors should be able
to do so).
14 Data entry in all modules will occur real-time, with no batch y
transactions required. One possible exception to this would be the
import of data from Augusta's CAD system.
15 Data entry in all modules will take advantage of validation where y
possible to ensure quality of data. This may include administrative
code tables, user-supplied data such as street names or personnel
lists, date formatting and validation, etc.
16 Data entered into administrative code tables should be available for y
review by users by using a hot key or mouse click at the point of
entry.
17 Data Entry into Administrative Code tables should be restricted to Y
authorized users only.
18 Ability for supervisory personnel to flag or otherwise indicate that a y
record is incomplete and return to subordinate.
19 Capability to store the CAD incident number within the system to Y
ensure that records can be linked back to original calls to 911.
20 Vendor will convert existing fire records into new system and y
ensure their quality through close communication with deparbnent
personnel.
21 Ability to search and query records by incident number, reporting Y
units, dates, incident types, etc. This may vary according to module
but the concept remains valid: the ability to retrieve information
should be user-friendly yet capable of returning data quickly and
correctly.
22 Database should number each incident with a unique identifier Y
regardless of module or type of incident.
23 Ability to query/filter for records in all modules using criteria as Y
defined by the user, such as locating records for all firefighters with
the last name of "Smith" or all equipment manufactured by
"Grumman", etc.
Emergency Reporting Licensing Agreement
15
Incident Reporting
ID Re uirement
1 Ability to capture, track, and report on all data needed to generate fire
incident re orts com liant with NFIRS 5.0.
2 Ability to validate user entry by prompting for additional mandatory
information based on the e of incident or the incident code.
3 Ability to interface with other modules in order to apply apparatus,
ersonnel, and other e ui ment to a s ecific incident.
4 Ability to import data from New World CAD system and
automatically include this information in the incident reports in order
to eliminate redundant data en
5 Ability to record and transmit in electronic format all data required by
the Geor 'a State Fire Marshal NFIRS 5.0 .
6 Ability to record data for NFIRS-HMI Hazardous Materials Incident
Re ort information,
7 Ability to create digital narrative, drawings, or diagrams to augment
NFIRS reporting forms. This may be done in other software, but the
resulting file must be able to be attached to the incident record in the
vendor's s stem.
8 Abili to record data for NFIRS-5 Civilian Casual Re orts. Y
9 Abili to record data for NFIRS-5 Fire Service Casual Re orts. Y
10 Ability to search database based on incident number, reporting unit(s), Y
da ,date, time, or e of call.
11 Re ort of all incidents within a user-defined time eriod. Y
12 Report of incidents responded to within a user-defined time period by Y
s ecific units.
13 Report of individual incidents with information regarding the nature of Y
the incident, the units that responded, descriptive information about
the site, casualties, personnel responding, and the equipment, supplies,
and a aratus used, etc.
14 Flexible and Customizable Reporting Tools to generate non-standard Y
re orts based on user-defined criteria.
Emergency Reporting Licensing Agreement
Res onse
Y
Y
Y
Y
Y
Y
Y
16
EMS Module
ID Re uirement Res onse
1 Provide ca abili to create invoices for EMS services. N*
2 Ability to track data required to generate reports in electronic format Y
for the State of Geor 'a EMS Office.
3 Provide ability to capture information related to the equipment and Y
su lies used on atients durin an incident.
4 Ability to capture specific information regarding the unit(s) dispatched Y
and the nature of the incident (drug, alcohol, weapons, heart attacks,
domestic violence, etc.
5 Ability to search database based on incident number, reporting unit(s), Y
da , date, time, or e of call.
6 Re ort of all incidents within a user-defined time eriod. Y
7 Report of incidents responded to within a user-defined time period by Y
s ecific units.
8 Report of individual incidents with information regarding the nature of Y
the incident, the units that responded, descriptive information about
the site, casualties, personnel responding, and the equipment, supplies,
and a aratus used, etc.
9 Flexible and Customizable Reporting Tools to generate non-standard Y
re orts of EMS activi based on user-defined criteria.
Emergency Reporting Licensing Agreement
17
Personnel Module
ID Requirement Response
1 Ability to capture and track the following personnel information (since Y
all payroll and mimy HR functions are handled by those respective
Augusta departments, they need not be duplicated here) :
Personal Information (name, date of birth, race)
Employment Information (date of hire, current and past assignments,
pay rate, rank, job title, etc.)
Medical Information (name of doctor, allergies, medications,
conditions)
Training Records (education level attained, certifications w / expiration
dates)
2 Ability to use personnel records and vacation/sick/holiday data to Y
generate daily rosters for specific stations on specific days,
3 Ability to maintain a "roll call" function that will track employee y
attendance/hours worked.
4 Ability to restrict access to the attendance/ time tracking capability to Y
approved users only.
5 Ability to accommodate various shift len~s. y
6 Ability to transfer firefighters between departments on a temporary or Y
permanent basis.
7 Ability to create a shift calendar 12 months in advance, y
8 Ability to accommodate employee shift-trading. y
9 Ability to track vacation, sick, and holidays with query capabilities y
based on user security level.
10 Ability to track multiple certifications with expiration dates and y
notification on system calendar.
11 Ability to maintain a record of overtime for personnel. y
12 Report of complete training history report for specifically identified Y
person,
13 Report of training received by department members sorted by unit, Y
person, Qualification/ certification, assignment, etc.
14 Produces a daily report that will allow the Battalion chiefs to see where y
all personnel are located on that shift.
15 Identification of stations/shifts that are understaffed for certain time Y
periods.
16 Report of personnel absent and reasons for such (sick, vacation) on a Y
daily or cumulative basis.
17 Report of personnel, equipment, and apparatus available at a station on Y
a specified day.
18 Report of overtime used department-wide and by battalion and station. Y
19 Calendar-style montWy report of personnel status (firefighters y
expected to be on vacation, sick, holiday, planned for duty, etc.) with
the ability to project at least one year in advance.
Emergency Reporting Licensing Agreement
18
Fire PreventionfPlanninglInspections Module
2
3
4
5
6
7
8
9
10
ID
1
Re uirement
Module should have the ability to record attributes about a specific
structure such as:
A. Location, Business, and Ownership - the address, name of the
business/ owner, contact information for the business and
owner (if not on the property), SIC code, nearest hydrant,
square footage.
B. Building/Property Characteristics - building material, year
built, occupant load information, presence and location of
elevators, emergency power generator, electric and gas shut-off
locations, emergency exits, number of stories, other property
information (neighborhood, value, etc.) from Tax Assessor's
System.
C. Fire Detection and Suppression - smoke alarms, presence and
location of fire extinguishers, fire alarms, sprinkler systems,
interior hose lines
D. Inspections and Violations - date of last inspection, last
inspection results, inspector, date of next inspection, violation
tracking (cited vs. cleared).
E. Hazardous Materials - presence, amount, and locations of
chemicals hazardous materials on site.
Ability to store blueprints/floor plans as images attached to the records
in the module.
Abili to store multi Ie di 'tal hoto a hs of structure.
Ability to record requests for inspection outside of regular schedule.
Include name, contact information of requesting party, plus rationale
for r uestin the ins ection.
Ability to record Prevention related public-service activities (such as
the use of the Fire House, visits to schools, etc.). This should include a
description of the activity, date, place, participating units and
personnel, number of attendees (from the public), and time spent on
activi
Printout of Pre-Fire Plan for any individual structure, including floor
lans and di .tal hotos.
Re ort of com lete ins ection histo for an individual structure.
Re ort of ins ection dates due within a s ecific time eriod.
Report of inspections carried out by a specific inspector within a user-
defined time eriod.
Report of violations reported county-wide sorted by and filtered by
user-defined criteria.
Emergency Reporting Licensing Agreement
Res onse
y
y
y
y
N*
y
y
y
y
y
19
Apparatus Maintenance/Tracking module
ID Requirement Response
1 Capability to record and track all vehicles and their attributes such as Y
manufacturer, type of apparatus, VIN, station assignment, Augusta
Asset Number, Augusta Fire Department Applied Vehicle Number,
etc.
2 Capability to record information related to the inspection of apparatus Y
such as inspection dates, scores, problems identified, problem
resolutions, inspector name, etc.
3 Report of all apparatus maintained by the department, their attributes Y
(as described in item 1 above), locations, and maintenance history.
4 Report of problems identified with apparatus during regular Y
inspection.
S Report of maintenance due for apparatus in system. Y
Equipment/Supply Inventory and Maintenance (Quartermaster) module
ID
1
Re uirement
There shall be a hydrant inventory and maintenance module which
stores information related to hydrants such as:
Res onse
Y
2
hydrant number
hydrant type
manufacturer
location
inspection data (inspection date, water pressure, mechanical problems
noted, inspector, etc.)
Barrel size
Steamer / Pumper outlet size
Number of 2 W' outlets
Thread type: National Standard, Pacific Coast, Pipe Thread, Other
Direction plug turns on: Counter-clockwise, Clockwise
Direction plug turns off: Counter-clockwise, Clockwise
Size of operating nuts for cut-off, Steamer cap, and 2 W' caps
Painted: Color and/ or luminescent
Reflective street markers: Yes or No
H drants flushed: Yes or No
There shall be a hose inventory and maintenance module which stores
information related to hoses such as hose type, manufacturer, assigned
station and vehicle, diameter, length, material, and inspection data
ins ection date, results, ins ector, etc. .
Ability to build and maintain and inventory of supplies and equipment
not directly related to a specific apparatus. This includes personal
equipment (helmets, uniform items, coats, or other personal gear) plus
any other items issued to specific firefighters or stations. Information
captured for each item should include the description of the item,
manufacturer, model number, cost, reorder oint, uanti in stock
Y
3
N*
Emergency Reporting Licensing Agreement
20
4
Ability to track items issued to specific firefighters: The following data
should be captured at the time of issue: date/time of issue, name of
recipient, assignment of the recipient, approving authority, name of the
issuing personnel, quantity, size, cost of items, model and serial
numbers of items, etc.
Re ort of all ui ment in the de artment invento .
Re ort of ui ment b station or b a aratus vehicle.
Report of all maintenance due in a user-defined time frame for all
e ui ment in the de artment invento .
Report of maintenance history of all equipment in the department
invento .
Report of equipment issued to individual department members.
Y (deployed
in November
2004)
5
6
7
Y
Y
Y
8
Y
9
Y (deployed
in November
2004
Geographic Information Systems
ID Requirement Response
1 Software will provide mapping capability for the following features without a
requirement for the purchase of additional software from a third party.
lA Fire Districts Y
1B Fire / EMS Incidents Y
lC Hydrants Y
10 Fire Stations Y
2 GIS capability will be provided using either lat-Iong or State Plane Y
Coordinate system. Georgia State Plane East is preferred but not
required.
3 Vendor will be an ESRI business partner or will support / integrate N*
ESRI products into their GIS solution.
4 Vendor will be able to import Augusta GIS data into their GIS solution. Y
Any proposal to use data from other sources will result in automatic
disqualification from this competitive process.
5 Vendor will provide means to facilitate new uploads of GIS data into Y
system for use with their software on at least a weekly basis if the
department chooses. There shall be no other restrictions placed on
Augusta regarding the timing of this (ex: No restrictions such as "only
four uploads per year").
Interfaces to Other Systems
ID
1
Re uirement
Vendor shall demonstrate their ability to import data from Augusta's
CAD system (currently New World Systems) or provide a connection
to New World such that no import is necessary. Augusta utilizes New
Worlds AS400-based roduct for CAD.
Res onse
Y
Emergency Reporting Licensing Agreement
21
Vendor shall explain how Augusta's GIS data will be integrated into Y
their GIS solution.
Software Training
ID
1
2
3
Re uirement
Vendor shall supply at least 3 days of on-site training for staff members
desi ated as trainers for other de artment ersonnel.
Training materials, whether written or electronic, provided to the
de artment shall be written in the En lish Ian a e.
Vendor can support at least two future training sessions (via internet)
up to 1/2 day each in the first year after implementation in order to
rovide refresher trainin to ersonnel.
Emergency Reporting Licensing Agreement
Res onse
Y
Y
Y
22
Maintenance and Support
ID
1
2
3
4
5
6
Re uirement
The vendor shall rovide a 1-800 number for technical su ort.
The vendor may provide options for technical support to include
multiple levels of service if applicable. This can include replacement of
malfunctioning equipment (when applicable), phone support, on-site
assistance, customization, etc. The minimum requirement is support
availabili via hone is 24/7 365.
The vendor shall include program upgrades as part of the ongoing
su ort a eement.
User documentation will be provided from vendor to explain how to
use and maintain ro ams and a lications roduced for this ro.ect.
The vendor shall provide documentation to Augusta in one of the
following three formats: Hardcopy manuals, Compact Disc, or online
manual (built into the product or stored on the server - NOT via the
Internet .
Maintenance of reported software "bugs" will be accomplished
rom tI and without char e to de artment.
Res onse
y
y
y
y
y
y
Technical Requirements
ID Requirement Response
Internet (non-local hosting)
1 If hosted offsite, vendor shall certify in writing that backups of data y
occur at least once every twenty-four hours.
2 If hosted offsite, vendor shall provide all data to department on a Y
quarterly basis in a delimited format and shall provide schema to
identify all columns.
3 If hosted offsite, vendor shall provide certification that their site is y
secure.
4 Vendor will certify in writing that all Augusta users (currently 20 y
locations, possibly 25 by 2006) could be online at one time without
degradation of system speed or capability
5 Vendor will certify in writing a certain percentage of uptime barring y
unforeseen circumstances (acts of God, etc).
Internet (local hosting)
6 If there is a locally hosted web product, it should be compatible with Y
Microsoft lIS.
7 If vendor intends to propose local hosting of an internet-based product, y
they should be prepared to recommend a web server with a detailed
configuration.
General
8 Software is certified to run if the user has connected via Virtual Private Y
Network
9 Software should have a low impact on the user PC, being used through y
a web browser or a client package that does not require a high-
bandwidth (fiber) connection.
Emergency Reporting Licensing Agreement
23
13
14
Legal
ID
1
2
10
Vendor must certify that product proposed by them must be
com atible with Au sta's current network software Novell.
Vendor should be prepared to purchase pcAnywhere if they would
like to have Internet access to their server within Au sta's firewall.
Vendor must supply a solution that utilizes either MS SQL Server or
Oracle as its database.
Vendor must supply a solution that permits client PCs to utilize MS
Windows 2000 as its 0 era tin s stem.
Vendor must supply a solution that permits client PCs to utilize MS
Office XP as their rima office roductivi software.
11
12
Re uirement
H data is hosted by the vendor, all data transmitted to Host will remain
property of the Augusta Fire Department. Modifying, deleting, or other
modification of submitted incident data by the Host is prohibited
without rior a roval of the Au sta Fire De artment.
Vendor must agree that any subsequent agreements signed by the
Augusta and the vendor shall be governed by the laws of the State of
Geor a.
Completion of Project
y
y
y
y
y
Res onse
y
y
ID Requirement Response
1 Vendor shall warrant that on delivery, all media containing the y
instructional content of the program is free of material faults and
processin~ errors.
2 Implementation should be completed within 90 days of completion of Y
the contract between the successful vendor and Augusta.
3 Acceptance of Product: Deliverables are accepted when they are y
installed and operational for a time period not to exceed one month
without significant interruption due to software or hardware-related
technical issues. At this time 100% payment to the vendor will be
authorized.
Emergency Reporting Licensing Agreement
24
Mobile Data
The AFD currently does not currently utilize any mobile data devices. The AFD is seeking
mobile data software that can be used by AFD Fire Department for approximately 60 mobile
users (for apparatus that are deployed to Fire/EMS incidents). Vendors are responsible only for
providing software functionality - but hardware recommendations are welcomed.
ID
1
lA
IB
Ie
ID
IE
2
3
4
5
6
7
8
9
10
Re uirement
In eneral, the mobile device should be able to accom lish the followin
Incident en in the field.
U load of data ca tured in the field to the de artment database.
Remote inquiries into any database module supplied by the vendor
and urchased b the Au ta Fire De artment as art of this ro'ed.
Office Productivi functions with MS Office software Word, Excel, Y
Email retrieval usin MS Outlook. Y
System will have the capability to employ electronic messaging among Y
field units.
Interface will be user-friendly, taking advantage of "windows" -style Y
Gill.
Interface with mobile version of vendor software will permit as much Y
keyboard-independent data entry as possible (using a stylus to select
from dro -downs as 0 osed to in data out is referred.
Vendor will allow for creation of new and update of existing records of Y
an module from a mobile device.
The mobile device shall be capable of performing data transfer over Y
wireless or USB connection.
Abili to record audit trail of data entered in the field time starn. Y
Vendor shall ensure the security of any data transmitted by wireless Y
means.
There shall be a mobile means of accessing Augusta GIS data whether Y
through wireless retrieval of data or call-up of locally-stored GIS data.
In the case of the latter, vendor should provide a recommended means
of loadin the data to the mobile device.
Ability to capture digital photographs while in the field and associate Y
to a s ecific record.
onse
Basic Requirements, ID2, Georgia State EMS Standard
The new national EMS standard, NHTSA 2.1, was finalized on October 15, 2004.
A total of 48 US states and territories have committed to this new standard,
including the State of Georgia. RSI has built its current EMS system around the
initial EMS standard NHTSA 2.0. After this standard was released, it became
clear that additiomil modifications needed to be made to the dataset, and so the
2.1 version reflects several rounds of comments from EMS vendors and industry
experts. The 2.1 version is being released as final and is expected to be revised
again in approximately three years. RSI is committed to modifying its EMS
system to this final HNTSA 2.1 standard, and expects this transition to be
complete by the end of the first quarter 2005.
Emergency Reporting Licensing Agreement
25
EMS Module, IDl Medical Billing
Please see RFP for details relating to medical billing. MBI Solutions is the
recommended medical billing provider.
Fire Prevention/Planning/Inspections Module, IDS Fire Prevention
This functionality partially exists now via calendar. A dedicated way to track fire
prevention activities is in development and is scheduled to be deployed on or
about December 7, 2004.
Equipment/Supply Inventory, ID 3
This functionality will be deployed by December 7, 2004.
Geographic Information Systems, ID3
Augusta withdraws this requirement. Due to the AFD acceptance of the mapping
as it has been demonstrated.
Emergency Reporting Licensing Agreement
26
Attachment 4
Performance Bond
RSI, Inc. has elected to accept 100% payment upon the satisfied completion of the
acceptance criteria as specified in Attachment 2, Implementation Checklist and
Acceptance Criteria, Item 13 A-D.
Emergency Reporting Licensing Agreement
27