Request for Proposals Requirements Contract for Fire Protection & Other Systems Inspection, Testing and Maintenance Records Management Software

The contract involves providing a web-based, cloud-stored records management software tailored for fire protection and life safety systems, with capabilities for automated email and electronic notifications related to system acceptance, renewal, certification, overdue inspections, testing, maintenance, and deficiencies. The City of Fresno seeks a solution currently used by at least ten California government agencies, with a three-year initial term and options for two additional one-year extensions, emphasizing compliance with City fire department requirements, accessibility standards, and applicable laws. The provider must ensure secure, reliable operation, deliver comprehensive reporting, and facilitate notifications, all while maintaining records and supporting system certification processes. The contract incorporates a broad set of municipal, state, and federal clauses, including compliance with laws, insurance, indemnification, performance bonds, and non-collusion declarations, with the order of precedence favoring specific regulations and contract documents. It emphasizes that all referenced exhibits, specifications, and addenda are incorporated by reference, with no specific physical packaging, marking, or shipping standards required, as the deliverables are entirely electronic. Evaluation of proposals will be based on cost, ability to meet technical requirements, past performance, and conformance to terms, with the City reserving discretion to select the best value through a qualitative, trade-off process. The contract administration details specify that invoices must include the City’s purchase order number and be submitted to the designated address within 15 days of award, with the Purchasing Manager serving as the primary contact for negotiations and modifications. The performance timeline requires initial implementation within one month of the go-live date, with proposals due electronically via Planet Bids by October 28, 2025. The procurement emphasizes equal opportunity outreach, conflict of interest disclosures, and the submission of all required forms and certifications as part of the proposal package, with no fixed pricing or detailed cost breakdowns provided in the contract documents.