Project Information

Bid Title

Electronic Records Management System (RMS)

Issuing Agency

City of South San Francisco

Location

California

Published Date

Apr 16, 2025

Closing Date

May 1, 2025

Government Level

State & Local

Status

Closed

Ref. #

2025-FD-RFP-01

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Project ID: 2025-FD-RFP-01

Title: Electronic Records Management System (RMS)

Addenda: 0

Release Date: 4/16/2025

Due Date: 5/1/2025

Post Information

Posted At:Wed, Apr 16, 2025 3:49 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

Pursuant to this Request for Proposal (“RFP”), the City of South San Francisco (“City”) intends to retain professional services consultant(s) (“Consultant” or “proposer”) to provide an electronic records management system (RMS) for fire incident reporting.

A project go live date has been set for September 1, 2025. The initial contract period will be awarded for a three (3) year period with the option to automatically renew for four (4) additional 12-month periods.

Background

Project Details
South San Francisco is located in San Mateo County, California, and works under an automatic aid agreement with various San Mateo County fire department agencies. The South San Francisco Fire Department (SSFFD) is a provider of EMS transport under California HSC 1797.201.

SSFFD is currently running Zoll RMS software version 5.09 for fire incident-based reporting. SSFFD is requesting proposals for an RMS system for our fire incident reporting that complies with National Fire Incident Reporting System (NFIRS) and California Incident Data and Statistics program (CalStats) reporting requirements while providing a streamlined end-user experience with robust reporting, data analytics, and document archiving. The system will bolster service to the community by streamlining documentation workflow, improving data for informed decision making, integrate with existing department software programs, forward compatibility with National Emergency Reporting Information System (NERIS) and simplifying the module audit process to improve future data enhancements

Project Objectives

1. To replace the current electronic RMS system with a cloud-based RMS system.
2. To obtain analytics both custom and preset for required reporting to local, state, and federal agencies and City officials.
3. Integrates with current electronic patient care reporting (ePCR) software. The current software used is ImageTrend.
4. Integrates with current computer aided dispatch software for San Mateo County. The current software used is Versaterm.
5. Integrates with current incident command software for San Mateo County. Current software used is Tablet Command.
6. Integrates with current staffing software. The current software used is Vector Solutions/CrewSense.
7. Meets Federal, State and local reporting requirements.

The annual call volume for SSFFD is:

2024

Fire	269
Rupture/Explosion	7
EMS/Rescue	6,042
Hazardous Condition	178
Service Call	405
Good Intent	1,034
False Call	791
Severe Weather	4
Other	570

TOTAL 9,300

Timeline

Release Project Date:

April 16, 2025

Question Submission Deadline:

April 23, 2025, 10:00am

Question Response Deadline:

April 25, 2025, 10:00am

Proposal Submission Deadline:

May 1, 2025, 10:00am

All Proposals must be submitted through OpenGov. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other telecommunication or electronic means.

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.