Gallatin Civicplus #424

Gallatin Fire Department Cloud-Based Fire Records Management System Solicitation

The City of Gallatin Fire Department is seeking bids for a cloud-based Fire Records Management System (FRMS) to modernize its records and reporting capabilities. - Government Buyer: - City of Gallatin Fire Department (City of Gallatin, Tennessee) - Products/Services Requested: - Mandatory Core RMS module for incident documentation, property records, and department reporting - Optional add-on modules: - Fire Inspections (national fire/life-safety codes compliance) - Hydrant Management (inventory, flow rate, inspection, maintenance tracking) - Inventory & Asset Management (equipment, apparatus, supplies, maintenance notifications) - Personnel, Staff Management & Scheduling (shift scheduling, time tracking, certification management) - Training / Learning Management System (training assignment, certification tracking, third-party content integration) - EMS / Electronic Patient Care Reporting (ePCR) (NEMSIS and Tennessee EMS standards, narcotics tracking, HIPAA compliance) - Community Engagement Portal (public-facing portal for self-reporting and announcements) - Mapping, Navigation & Pre-Planning (GIS integration, navigation platform integration) - Fire Investigations (NFPA 921 compliance, chain-of-custody, report security) - Unique/Notable Requirements: - Solution must be cloud-hosted, device-agnostic, and support robust data security, regular backups, and guaranteed uptime - Must integrate with Caliber Public Safety CAD and comply with Tennessee Department of Health and HIPAA for EMS modules - Itemized, modular pricing required; scalable for cooperative purchasing by other local entities - Vendors must demonstrate experience with municipal Fire/EMS RMS implementations - Data ownership, security, and compliance with national standards (NERIS, NEMSIS, NFPA 921) are mandatory - No specific OEMs or vendors are named in the solicitation; opportunity is open to established software providers in the fire/EMS records management space.

Description

The City of Gallatin, Tennessee is soliciting sealed bids from qualified vendors to provide a cloud-based Fire Department Records Management System (FRMS) for the Gallatin Fire Department. The system shall include a mandatory core module for incident documentation, property records, and department reporting, with optional add-on modules such as fire inspections, hydrant management, inventory and asset management, personnel scheduling, training management, electronic patient care reporting, community engagement, mapping, and fire investigations. Bidders must demonstrate experience with municipal Fire/EMS agencies and comply with detailed functional and technical requirements. The contract term is initially 12 months with possible annual renewals, and the award will be made to the lowest responsive and responsible bidder.

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