HomeMy WebLinkAbout~Master - Contract for records management software for the Fire Department RESOLUTION NO. 22-637
RESOLUTION AWARDING CONTRACT TO
LOCALITY MEDIA,INC. OF GARDEN CITY,NEW YORK,
FOR RECORDS MANAGEMENT SOFTWARE FOR THE FIRE DEPARTMENT
FOR THE CITY OF AMES,IOWA
WHEREAS, in 2002, the Ames Fire Department purchased records management software
from FireHouse, Inc. to electronically document fire and medical incident responses as required
by the State of Iowa. FireHouse software is also used by the Fire Department for pre-fire planning,
inspections, recording training and certification, equipment inventory and maintenance tracking;
and personnel time-tracking for payroll; and,
WHEREAS, in 2017, ESO Solutions purchased FireHouse, but continued to support and
update security patches for the software. In 2018, the Ames Fire Department entered into an
agreement with ESO Solutions for separate software managing medical incident records due to
FireHouse's inability to meet updated National Emergency Medical Services Information System
(NEMSIS) requirements for documentation. This was the most cost-effective solution at the time
due to current ownership and low maintenance costs of the FireHouse software; and,
WHEREAS, in late 2021, ESO Solutions announced the end of life and security support
for the FireHouse software, offering to move current customers to their ESO/Fire software as a
service under a new agreement. Fire Department staff, in consultation with Information
Technology and Purchasing, decided that it would be beneficial to reevaluate the Fire
Department's records management software needs and develop a specification that would increase
the efficiency of data entry and retrieval, meet state reporting requirements, and increase
compatibility with other software currently in use by the City; and,
WHEREAS, Locality Media, Inc., Garden City, New York, emerged as the top candidate
through the demonstration process. The evaluation team scored Locality Media the highest for
their software solution. Staff was particularly impressed with the record management system's
simple,intuitive data querying ability and a streamlined reports module versus competing software
packages. Locality Media's software will save staff time by reducing redundant data entry through
its use of a database of user input data which will auto-fill across other modules. An additional
benefit of the software which would result in some cost savings is the ability to notify and recall
off-duty fire department staff during emergencies. This is currently being done through another
vendor at an additional cost; and,
WHEREAS, funds totaling $10,841 are currently budgeted in FY 2022/23 for this project,
of which $7,790 has already been exhausted to cover the department's current RMS subscription
fees. Staff has identified salary savings in the amount of$36,490 from this year's budget that can
be used to purchase the first year of service and one-time implementation fees; and,
WHEREAS, annual subscription fees will be included in future operating budgets.
Although the pricing is quoted for a five-year period, the City will only be obligated to pay one
year at a time. The contract contains a non-appropriation clause and allows for cancellation with
60 days' notice for any reason.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa,
that the contract awarded to Locality Media, Inc. of Garden City, New York, for Records
Management Software for the Fire Department in the amount not to exceed$168,850 over the next
five years is hereby approved.
ADOPTED THIS 13th day of December, 2022.
6, W- �e e�
Renee kall, City Clerk John A. Haila, Mayor
Introduced by: Betcher
Seconded by: Corrieri
Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin, Junck, Rollins
Voting nay: None Absent: None
Resolution declared adopted and signed by the Mayor this 13th day of December, 2022.