Title
Records Management System Contract - COOP 22-079 Request for Award (Ordinance S-48841)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with ImageTrend, Inc. to provide a Records Management System (RMS) for the Phoenix Fire Department (PFD). Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $4.9 million.
Report
Summary
This contract will provide a records management system that will serve as the main data repository for reporting while providing an integrated system with Computer Aided Dispatch (CAD) for the PFD. The system will address operational and strategic objectives to modernize and digitize PFD by replacing multiple systems used for Fire records management with a single enterprise solution that will provide high availability to PFD members. System features will include management of Fire incident reports for operations and investigations, Fire prevention false alarms, personnel exposures and follow the standards set forth by the National Fire Incident Reporting System (NFIRS).
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with AR 3.10, standard competition was waived as a result of an approved Determination Memo based on a special circumstance with alternative competition. The Town of Gilbert currently owns a cooperative agreement for a Records Management System offered by ImageTrend, Inc. which is available for use by the City and complies with all City procurement requirements for competition. The contract is compliant with cost, system architecture, interoperability and integration scalability, functionality and reporting requirements. Due to concerns regarding budget and timeline constraints, the determination was made to enter into the cooperative agreement established by the Town of Gilbert and ImageTrend, Inc.
Contract Term
The contract will begin on or about July 1, 2022, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value for will not exceed $4.9 million for the five-year aggregate term.
Funding is available in the Fire Department’s Capital Improvement Program budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Lori Bays and the Fire Department.