HomeMy WebLinkAboutcover memoJUN-19-2004 15:24 CITY MHNAGERS DFF I CE
305 416 1019 P.01/01
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
)461sCI
To : Honorable Mayor and
Member, of the City Commission
Chief Administrator/City Manager
GATE!
SUBJECT
JUN 18 2004
Resolution authorizing the
procurement of 0 new Firs -EMS
Record Management
RWrERENCES : System
ENCLQ8URGS: Resolution, Contracts
E-72806
RIM: FM-027.doe
RROOM MENDATION;
It is respectfully recommended that the City Commission adopt the attached Resolution
authorizing the procurement of a new Fire -EMS Records Management System (RMS), from
Tiburon, Inc., (Non-Minority/Non-Local vendor), located at 39350 Clvio Center Drive, Fremont,
California 94638, awarded under existing RFP No. 220009630 from the City of Kansas City,
Missouri, at an estimated coat of $607,278, for the purchase of all software, system
implementation planning, and to include a first year maintenance and support servioe8, for the
Department of Fire -Rescue.
The Resolution further authorizes the City Manager to execute and manage a Fire -EMS RMS,
software and maintenance agreement, in substantially the attached form(a3), with Tiburon, Inc,
setting forth the terms and Condttians concerning the uses of said Fire -EMS RMS program by
the City,
The Resolution *lac authorizes the purchase of service and support for the Fire —EMS RMS, in
the amount of $39,821, beginning the second year, with the option to extend maintenance
services for four additional one year periods, with a 6% maximum Increase per year, contingent
upon the availability of funds.
Funding for this acquisition 1s available from the Capital Improvements Project No. 313303,
Account Code No, 289401.6,840, B-72808, (Funded by the Fire Assessment Fee and FEMA
Assistance to Firefighters Grant Award Fiscal Year 2003).
BACKGROUNo
in an effort to continue to excel In life safety within the City of Miami, the Department of Fire.
Rescue requires u new Fire -EMS Records Management System (RMS) to replace its current
outdated automated computer system. The Tiburon RMS includes software, system
Implementation planning and a one-year maintenance end support services from Tiburon, Inc.,
awarded under existing RFP No. 220009630 from the City of Kansas City, Missouri.
One of the most important responsibilities in the fire services Is the necessity to record and
process information and date in a timely and efficient manner. Since 2000, in conjunction with
the City of Miami Information Teohnoiogy Department, the Department of Fire -Rescues has
been evaluating Its existing RMS program. As as result, a new Fire -EMS RMS Is required to
improve and replace the department's current twenty -year -old system.
TOTAL P.01
Honorable Mayor and
Members of the City Commission
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Currently, the Department of Fire -Rescue is operating with an outdated, inefficient and
antiquated RMS. The system is incapable of adequately addressing the requirements of our
current fire department applications. Some of the existing deficiencies are as follow:
• Lack of user-friendly interface.
• Limited functionality.
• Out -dated technological infrastructure.
• Limited integration capabilities.
• Significant periods of delayed computer response to commands.
• Inability to support drop down screens.
• It is command and code based; information presentation and navigation are not intuitive.
In other words users memorize codes in order to execute tasks.
• Incident information must be transferred from a book and then manually typed in which
leads to operator error, Toss in efficiency, prolonged date input time and causes excess
stress on the report writer thus lowering morale.
• It is incapable (non -compliant) of providing required reports (via digital data transfer) to
the National Fire Incident Reporting System (NFIRS). Whereas, NFIRS has become the
standard in the industry and the City of Miami has received two (2) grants totaling over
$1 million that requires the City of Miami to be NFIRS compliant.
• It is incapable of providing reports to the National EMS Incident Report System
(NEMSIS). NEMSIS is quickly becoming the industry standard, whereas, 44 States and
Territories have already committed to using this EMS system.
In addition to adequately solving the current deficiencies, the proposed Tiburon RMS will
enhance the firefighters capability to track personnel information, complete master incident
reports and the ability to record and input data in a more timely and efficient manner necessary
to perform their day-to-day functions. Additional Tiburon RMS capabilities include:
• Providing current solutions for information capture, control, dissemination and retrieval.
• Records all key operational information and includes tools for analysis and management
functions.
• Ensure efficient standard and ad -hoc queries and reports.
• NFIRS and NEMSIS compliant.
• Generates reports that accommodate federal and state reporting requirement.
• Update and retrieve personnel and training information including detailed employee
data, state training certificates, training requirements and maintains an on-line duty
roster.
• Provides orderly management of fire inspection and prevention programs, through
automated control of inspection schedules, violations, reports and follow-up activities.
• Provides better query data that would allow the Department of Fire -Rescue to submit
more adequate industry surveys and to support various grant applications.
• Offers a Graphical Interface Mapping System.
FM.027.doc
Honorable Mayor and
Members of the City Commission
Page 3 of 3
• Microsoft Windows based offering drop down windows and lists for ease of use,
• Minimal customization allowing for indefinite upgrading combined with the latest
technologies.
Moreover, based on ease of use, scalability and functionality the Tiburon RMS program will
improve the reliability of the system and will provide the City with a technology that enables the
revitalized system to have a life expectancy well into the next decade, and will ensure the
continued safety of the City's firefighters, police officers, and residents.
Pursuant to Ordinance No. 12469, adopted January 8, 2004, the proposed Tiburon RMS
program is in accordance with said grant and is funded by the FEMA Assistance to Firefighters
Grant Award (FY 2003) and the Capital Improvements Project No. 313303, entitled "Fire
Department Computers and Communications."
Fiscal impact: None — Funded by FEMA Assistance to Firefighters Grant Award and the
Fire Assessment F
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FM.027.doc