Fire and Emergency Services Records Management Software Solution

The City of Rochester Hills is seeking a qualified vendor to provide a comprehensive, cloud-based Fire and Emergency Services Records Management Software Solution, including licensing, consulting, implementation, integration with Oakland County’s CLEMIS CAD system, data migration, training, and ongoing support. The contract, estimated between 500,000 and 2 million dollars, emphasizes compliance with federal and state reporting standards, notably NEMSIS 3.5 and HIPAA, and requires the system to be fully operational by January 1, 2026, to meet critical reporting deadlines. The project scope involves configuring core modules such as occupancy management, inspections, permits, ePCR, and billing, with a focus on seamless integration, data security, and user training. Proposals are due by November 5, 2025, and must be submitted electronically via the MITN portal, with detailed responses to attachments covering vendor qualifications, references, pricing, and system functionality. The contractual framework is governed by the City’s custom terms and conditions, which include specific clauses on compliance with applicable laws, insurance, indemnification, liability limitations, dispute resolution through arbitration in Southfield, Michigan, and non-discrimination. The contract stipulates that all deliverables, including documentation and training, are to be provided electronically, with no physical packaging, marking, or shipping requirements specified. Payment will be milestone-based, with monthly invoicing and a 30-day net payment term, managed directly by the City’s procurement division. The evaluation process will prioritize project understanding, management approach, vendor experience, product features, support capabilities, and cost, with no fixed weights assigned. Final selection may involve demonstrations and interviews, emphasizing best value over lowest cost. Overall, the contract aims to secure a reliable, secure, and compliant software solution tailored to the City’s emergency services operations, with clear performance, acceptance, and administrative procedures outlined to ensure successful project delivery.