252725FB_Solicitation_Documents.pdf

INVITATION TO NEGOTIATE (ITN) – PART I

ITN Part I Revised 03/05/25 Page 1 of 9

ITN #: 252725FB

ITN TITLE: SOFTWARE PLATFORM TO INTEGRATE SARASOTA COUNTY FIRE

DEPARTMENT SOFTWARE SYSTEMS

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive replies on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified respondent to provide software solution (“Software”) that integrates Sarasota County Fire Department’s (“SCFD”) software systems onto one platform that meets or exceeds the required functions and features outlined herein.

Respondents are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 RESPONDENT

2.1 For the purpose of this ITN, the term “Respondent” is defined as the legal entity submitting a response.

2.2 Respondents intending to submit a response as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their response. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Respondent.

3.0 COUNTY’S TECHNICAL ENVIRONMENT

3.1 The County operates its computer systems on an IP based LAN/WAN network. The core locations are 10GB enabled with remote locations as low as 1.5 mb throughput. Access layer connectivity speed is fast Ethernet 10/100 Mbps, with 1G available in select locations.

3.2 The County uses Microsoft Active Directory and Exchange server for e-mail.

3.3 The County standard is MS Server and MS SQL.

3.4 The County uses current Windows endpoints along with mobile devices iPad, iPhone, and Pixel devices.

3.5 The County currently is using Microsoft Edge.

3.6 All authentication mechanisms must utilize a current form of encryption (SLDAP, HTTPS, and the like) using no less than 128bits and a certificate signed by a trusted root authority.

3.7 All remote access to the County network will utilize the County’s VPN software client, currently Checkpoint.

https://procurement.opengov.com/portal/scgov

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4.0 QUALIFICATIONS

4.1 The Respondent must demonstrate experience providing

comprehensive, integrated software platforms.

4.2 Preferred Qualifications

Proposer should demonstrate experience providing software for emergency and non-emergency fire and Emergency Medical Services (EMS) use.

5.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Respondents should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

6.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a response. Respondents are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 VENDOR QUESTIONNAIRE

All Respondents must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with Respondent’s submittal in OpenGov. Respondents who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

8.0 WRITTEN RESPONSES

The information requested in each section below will be used by the evaluation committee to evaluate and score written responses. All submittal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

8.1 Qualifications

8.1.1. Single page Letter of Interest summarizing Respondent’s qualifications.

8.1.2. Relevant Licenses and Certifications as appropriate.

8.1.3. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience.

8.2 Experience

8.2.1. Narrative – Provide a narrative that describes the

Respondent’s experience, including, but not limited to the

ITN Part I Revised 03/05/25 Page 3 of 9 number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

8.2.2. Customer List - Provide a list of customers who have been provided services similar to the services described in this ITN in the last 5 years. Customer list should include contact information for a minimum of 1 and a maximum of 10 customers. At a minimum, include customer name, a brief description of services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information. When possible, include the dollar value of the contract. If unable to provide detailed information regarding private sector customers due to confidentiality concerns, provide as much information as possible for those customers.

8.3 Approach

8.3.1. Project Approach - Provide a detailed project approach for the implementation of the software. Anticipated resources, including, but not limited to, staffing levels, technology and equipment should be provided. The County envisions a significant business analysis / planning phase prior to the actual implementation of the proposed solution, which may require the expertise of a third-party consultant or implementer or vice versa.

8.3.2. Training – Provide proposed initial and on-going role-based training for field staff, administrators, and Enterprise Information Technology (EIT)

8.3.3. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline indicating major milestones and deliverables.

8.3.4. Organization – Provide an organizational chart identifying all key personnel and their role in the providing the requested services.

8.4 Proposed Software Solution

8.4.1. Provide a written narrative describing the products and services offered that the County should consider for possible purchase and implementation of a software solution that meets the specifications as described in Part II.

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1. Provide information about the (1) license structure; (2) any recurring services, such as software support and maintenance or subscription/hosting services; and (3) professional services typical of an implementation similar to the County, that may or may not include, assessment or scope discovery, business analysis, business process design and reengineering, project formulation, project implementation, data conversion, data migration, testing and Q&A, go-live support, complete user and administrator manuals, travel related expenses, etc.

2. Identify any partners, value added resellers or third-party implementers that you would typically work with in the implementation (in part or in whole) of a system meeting the specifications as described in Part II.

3. Include a checklist or matrix of features that demonstrates how your software meets or does not meet the desired software functionality described in Part II.

4. Include a list of currently available software integrations.

5. Describe how your software solution meets (or does not meet) the County’s technical requirements (as described in Part I, Section 3.0 County’s Technical Environment).

Identify any additional hardware or software necessary to successfully implement your solution in the County’s environment.

8.5 Compensation

Compensation - Provide a sample pricing schedule of the typical costs associated with the purchase and implementation of the software solution, which corresponds to Part II – Scope of Services. At a minimum, these should include, but are not limited to:

8.5.1. Licensing Fees (if proposed)

8.5.2. Ongoing Support and/or Software Maintenance Fees

8.5.3. Ongoing Hosting and/or Subscription Fees (if proposed)

8.5.4. One-Time Professional Services Fees (assessment or scope discovery, business analysis, business process design and reengineering, project formulation, project implementation, data conversion, data migration, training, travel related expenses, etc.).

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9.0 SELECTION PROCESS

9.1 Written Responses

9.1.1. All timely responses meeting the criteria set forth in this ITN shall be considered by the County.

9.1.2. Written responses will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

9.1.3. Only respondents who submit required documentation will be eligible to receive Local and American Preference points.

9.1.4. When evaluating written responses, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

9.2 Presentations

9.2.1. If any member of the evaluation committee requests

presentations, presentations shall be scheduled.

9.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Respondents to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

9.3 Ranking

Following presentations, the evaluation committee will rank the short-listed respondents. The ranking shall be based on the written responses, clarifications (if any), and information presented during presentations.

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9.4 Evaluation Committee Recommendation for Negotiations

9.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Respondent for negotiations, or may determine, in its sole discretion, to enter into concurrent or sequential negotiations with any or all of the short-listed respondents. Such a determination shall be made prior to scoring.

9.4.2. If presentations are requested or required, following

presentations the evaluation committee will rank the short-listed Respondents, and recommend the first ranked Respondent for negotiations, or may determine, in its sole discretion, to enter into concurrent or sequential negotiations with any or all of the short-listed Respondents. Such a determination shall be made prior to the ranking.

10.0 NEGOTIATIONS

10.1 Sole Negotiator or Negotiation Team

10.1.1. Negotiations shall be conducted with Respondents

recommended by the Evaluation Committee by either a sole negotiator or a negotiation team, as determined by the County. As used herein, the term “Negotiator” shall mean either the sole negotiator or a negotiation team.

10.1.2. After the initial negotiation session(s) with the shortlisted Respondent(s), the Negotiator in its sole discretion shall determine whether to hold additional negotiation sessions and with which Respondent(s) it will negotiate and whether to negotiate concurrently or sequentially.

10.2 Goal of Negotiations

10.2.1. Negotiations are intended to enable the County to determine which Respondent presents the best value, whether and with whom it will contract with, and to establish the principal terms and conditions of such contract.

10.3 Reserved Rights

10.3.1. The County reserves the right to negotiate concurrently or separately with one of more of the competing Respondent, to combine competing responses, and to finalize or terminate the negotiations process at any time if the County determines such action is in its best interest for any reason.

10.3.2. All negotiations shall be conducted in the manner, time, place and scope as determined in the County’s sole discretion.

10.3.3. The County shall have the right, in its sole discretion to select from among the short-listed Respondents for negotiations or

ITN Part I Revised 03/05/25 Page 7 of 9 may in its sole discretion revisit Respondents not short-listed in the event negotiations with short-listed Respondents are unsuccessful . No short-listed Respondent shall have the right to participate in negotiations if not selected to do so by the County.

10.3.4. No Respondent selected for negotiations shall have the right to present supplemental or alternative replies or terms, except as expressly provided herein or as expressly requested and approved by the Negotiator and/or Procurement in writing during the negotiation process. No Respondent shall have the right to present a best and final offer, unless directed by County in its sole discretion.

10.3.5. The County, through the Negotiator, reserves the right at any time during the negotiation process to:

1. Schedule additional negotiating sessions with any or all responsive Respondents.

2. Require any or all responsive Respondents to provide additional revised or final written Responses addressing specified topics.

3. Require any or all responsive Respondents to provide a written best and final offer.

4. Require any or all responsive Respondents to address services, prices, or conditions offered by any other Respondent.

5. Pursue a contract with one or more responsive Respondents for the services encompassed by this solicitation, any addenda thereto, and any request for additional revised or final written replies or request for best and final offers.

6. Arrive at an agreement with any responsive Respondent, finalize principal contract terms with such Respondent and terminate negotiations with any and all other Respondents, regardless of the status of or scheduled negotiations with such other Respondents.

7. Decline to conduct further negotiations with any Respondent.

8. Reopen negotiations with any Respondent.

9. Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation or negotiation where necessary and consistent with the terms of this solicitation.

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10. Review and rely on relevant information contained in the Response received pursuant to this ITN.

11. Review and rely on relevant portions of the evaluations conducted pursuant to this ITN.

12. The County has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive Respondent or Respondents affected and whether to provide concurrent public notice of such decision.

11.0 AWARD

11.1 It is the intent of the County to award a contract to the Respondent who, in the sole opinion of the County is most qualified to provide the scope of services required and will provide the best value to the County.

11.2 The Negotiator will develop a recommendation as to the award that will provide the best value to the County based on the selection criteria. In so doing, the Negotiator is not required to score the Respondents but will base its recommendation on the foregoing selection criteria. Any score or rank from the selection phase shall not carry over into negotiations and the Negotiator shall not be bound by those scores or rankings.

11.3 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

11.4 The successful Respondent shall be required to submit proof of licenses or certifications as required by the County.

11.5 In the event of a tie, the ITN tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Respondents will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes.

Documentation must be provided within the time specified by the County at the time of request.

11.6 Contract

A draft of the contract that the successful Respondent(s) will be expected to sign (a Purchase Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates https://www.scgov.net/government/procurement/contract-templates

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12.0 CHANGES IN KEY PERSONNEL

12.1 A change in the key personnel of a short-listed firm after the submission of the response to this ITN could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

12.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made. The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

12.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

12.4 After award of a contract, the successful Respondent shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County.

Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

(End of Part I)

PART II

SCOPE OF SERVICES

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1. OBJECTIVE

The Sarasota County Fire Department is seeking a software platform that is functional across the department’s divisions. This should consist of building a comprehensive software product (“Software”) which meets the clinical, operational, legal, financial, and administrative needs of SCFD's Electronic Patient Care Reporting (ePCR), Fire Records Management System (RMS), Mobile Integrated Health (MIH), Asset Management, Apparatus Inspections, Station Inspections, Community Risk Reduction activities (CRR), and narcotic tracking as well as providing maintenance and support for the Software.

A. Software should be an iOS and cloud-based platform.

B. Software should be able to perform on-premise without connectivity.

C. Software should integrate operations across multiple divisions within the department enabling the exchange of information and data between different applications.

D. Software should include capabilities for front-end data entry, record management and analysis, internal staff communication, integration with existing tools currently used by SCFD personnel, user and administrator training, and a robust plan for migrating legacy records.

E. County anticipates approximately 800 system users and 15 system administrators.

2. ABBREVIATIONS

A. EMS – Emergency Medical Services

B. NEMSIS – National Emergency Medical Information System

C. GIS – Geographic Information System

D. EMSTARS- Emergency Management Services Tracking and Reporting System

E. NERIS – National Emergency Response Information System

F. HIPAA - Health Insurance Portability and Accountability Act

G. HITECH - Health Information Technology for Economic and Clinical Health Act

H. CARES – Cardiac Arrest Registry for Enhanced Survival

I. API - Application Programming Interface

J. PSAP – Public Safety Answering Point

K. CAD – Computer Aided Design

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L. CFAI – Commission on Fire Accreditation International

M. CAAS – Commission on Accreditation of Ambulance Services

N. CRR = Community Risk Reduction

O. MIH – Mobile Integrated Health

P. RMS - Fire Records Management

Q. ePCR = Electronic Patient Care Reporting

R. iOS – Mobile Operating System Developed by Apple

S. PPE – Personal Protective Equipment

T. ESRI – Environmental Systems Research Institute

U. GIS – Geographic Information System

V. ISO – International Organization for Standardization

W. NFPA – National Fire Protection Association

X. SCBA – Self Contained Breathing Apparatus

Y. OSHA – Occupational Safety and Health Administration

3. SYSTEM REQUIREMENTS

A. The following are expected requirements for the Software. Proposer should provide documentation indicating how Software will meet each of the following requirements.

i. EMSTARS 3.3.4 or higher

ii. NEMSIS 3.5 or higher

iii. NERIS Certified

iv. Health Level 7 (HL7) framework

v. HIPAA and HITECH policies

vi. CARES capability

B. Software should always be compliant with the latest version of 3.A.i. - 3.A.vi.

4. CURRENT INTEGRATION REQUIREMENTS

Software should offer direct or API-based integrations with the following third-party systems currently in use:

A. Staffing Software: Kronos Telestaff

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B. PSAP/ CAD Software: Central Square Public Safety and Justice Suite

C. Cardiac Monitors: LifePak 15 and 35

D. Billing provider: EMS MC

E. HandTevy System

F. Health Data Exchange (HDE)

5. PREFERRED INTEGRATIONS

A. Preferred training management and record keeping: Target Solutions

B. Preferred for Pulsara

C. Preferred integration with ESRI

D. Preferred integration with Boundtree Medical

E. Preferred integration with Operative IQ

6. FRONT END AND DATA CAPTURE

These features allow front end users to easily create accurate incident records.

At a minimum, the system should offer the features below:

A. User-friendly front end:

i. Vendor should create a user-friendly front end to capture granular details for fire department activities including all 911 responses, prevention activities, outreach activities, routine inspections, etc.

a. EMS: create records-capture capability for EMS calls to capture all State (EMSTARS), federally required (NEMSIS) data fields, and fields required for processing of medical billing claims by billing company. The record should also capture relevant data fields required to maintain compliance with various organizations such as NFPA, CAAS, CFAI, ISO, Florida’s Bureau of Fire Standards and Training, etc. as well as supplemental questions necessary for management functions such as clinical and system quality monitoring.

b. MIH: create records-capture capability for prevention, response and follow up operations. The record should also capture relevant data fields required to maintain compliance with various organizations such as NFPA, CAAS, CFAI, ISO, Florida’s Bureau of Fire Standards and Training, etc. as well as supplemental questions necessary for management functions such as clinical and system quality monitoring.

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c. CRR: Create records-capture capability for community risk reduction activities including pre-fire plans, fire prevention practices, department performance measures, and accreditation..

The record should capture all data fields relevant to maintain compliance with various organizations such as NFPA, CAAS, CFAI, ISO, Florida’s Bureau of Fire Standards and Training, etc. as well as supplemental questions necessary for management functions.

d. RMS: create records-generating capability for incident capture including all Federally required NERIS data fields and all fields required for processing of incident (fire/recovery) billing claims.

The record should also capture relevant data fields required to maintain compliance with various organizations such as NFPA, CAAS, CFAI, ISO, Florida’s Bureau of Fire Standards and Training, etc. as well as supplemental questions necessary for management.

e. Asset Management: create records-capture capability for fire department assets including but not limited to firefighter PPE, SCBA, Life Safety Rope, Air Monitoring Devices, Fire Hose, Ground Ladders, etc. The record should capture relevant data fields required to maintain compliance with various organizations such as NFPA, CAAS, CFAI, ISO, Florida’s Bureau of Fire Standards and Training, etc. as well as supplemental questions necessary for management functions.

f. Apparatus Inspections: Create records-capture capability for apparatus inspections. It should capture various data fields such as mileage, service intervals, repairs history, status (examples:

in-service, out of service, limited use, reserve) and relevant fields required to maintain compliance with various organizations such as NFPA, CAAS, CFAI, ISO, Florida’s Bureau of Fire Standards and Training, etc. as well as supplemental questions necessary for management functions.

g. Station Inspections: create records-capture capability for fire department assets including but not limited to firefighter PPE, equipment on apparatus, etc. The record should capture relevant data fields required maintain compliance with various organizations such as NFPA, CAAS, CFAI, ISO, Florida’s Bureau of Fire Standards and Training, etc. as well as supplemental questions necessary for management functions.

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B. Uptime

Guaranteed uptime is requested to be at least 99.9% of the time over the previous 365 days. Vendor will be required to generate a report monthly and email it to SCFD.

C. Record transfer: Provide capability of facile transfer of incidents between users/units (e.g. first responding to transport unit)

D. Online user capacity: Ensure that all staff have the ability to be logged in simultaneously as needed. Proposal should detail if this is not the case (e.g. specify if there is a limit of how many users can be logged into the system at once if it is limited).

Desirable:

A. Optical character recognition: Use optical character recognition, barcode and QR code capability to automatically populate appropriate section(s) on record from drivers' licenses, hospital face sheets, insurance cards, RFID capable, etc.

B. Location pin: Have the ability to “pin” a location based on the device’s geolocation (to correct a CAD error, specify a patient or incident location, etc.).

7. BACK END AND DATA ORGANIZATION, STORAGE AND ANALYSIS

These features, used primarily by system administrators, organize and store system data.

Mandatory:

A. User-friendly back end:

i. System should offer a user-friendly back end to manage data fields, workflows/closed-call rules, reports with depth and breadth across sections (scheduled and on-demand), and other system administration processes:

ii. Vendor should create a platform which is customized to meet all administrative requirements including:

a. All sections should have architecture that:

• Is user-friendly.

• Allows customization of data fields.

• Allows customization of closed-call rules while protecting EMSTARS, NEMSIS and NERIS required data fields

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• Allows customization of workflow of records for QA and billing function.

• Through branching logic, have the ability to determine closed call rules and autofill specified data fields.

• Creates “parent/longitudinal” records for individuals, businesses and locations across sections.

• Ability to capture and generate all reporting requirements from various organizations such as NFPA, ISO, CFAI, CAAS, CARES, Florida’s Bureau of Fire Standards and Training, etc.

• Allows for the creation of reports with depth and breadth across sections and with multiple variables (including reports based on “parent/longitudinal” records).

• Ability to auto-generate reports and notifications customized for scheduling of inspections, calibration logs, reminders, missed inspections, failed inspections, repair logs, etc. of items.

• Create custom reports, analytics, heat mapping, etc. as needed by SCFD staff.

b. EMS section:

• Closed-call rules which meet required State and Federal NEMSIS data fields, medical billing data fields and supplemental questions for EMS management.

c. MIH section:

• Closed-call rules for prevention, response and follow-up operations.

d. CRR section:

• Pre-Incident Planning tools and ability to customize forms while ensuring that they meet all of the requirements set forth by various organizations such as ISO, NFPA, CFAI, CAAS, OSHA, etc.

• Pre-Incident Planning tools should also include detailed geospatial views.

• CRR section should have a formalized and industry accepted hazard rating system. This rating system should be recognized by various organizations including ISO, CFAI, Florida’s Bureau of Fire Standards and Training, etc.

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• Pre-Incident Plans should integrate with dispatch and emergency response platforms that enable crews immediate access to plans.

• Data sharing with Mutual Aid Partners, Export/Import features for GIS and fire ground operations and interoperability should also be included for items within the CRR section.

e. RMS section:

• Closed call rules for all Federally required NERIS data fields and all fields required for processing of incident (fire/recovery) billing claims

f. Asset Management section:

• Include electronic tracking for inventory and supply, fire and EMS gear, equipment, tools, SCBA, PPE, etc..

• NFPA compliant inspection forms for inspection of items such as SCBAs, fire PPE, Life Safety Rope, Air Monitoring Devices, Ground Ladders, Fire Hose, etc., gear, . that interface with logistics and fleet maintenance.

g. Apparatus Inspections section:

• Apparatus Inspections should be customizable and as minimum meet all of the documenting and reporting requirements of various organizations such as OSHA, NFPA, CFAI, CAAS, Florida’s Bureau of Fire Standards and Training, etc.

h. Station Inspections section:

• Inspection forms should be customizable and include both scheduled and on-demand station inspections that comply with standards of various organizations including NFPA, OSHA, ISO, CFAI, CAAS, etc.

i. Miscellaneous Inspections, Tracking, etc.

• Platform should include personnel management to include tracking safety, health, certifications, licenses, training records, performance, reportable exposures, etc.

• Platform should include ESRI GIS mapping integration for incidents, hydrants, and preplans.

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• Platform should include Fire Department master scheduling to include daily activities, functions, training, and maintenance of apparatus/facilities.

8. IT SUPPORT

A. Vendor should supply on-call technical support as needed for users and administrators.

i. Critical issues (inability to use any major functions of the software resulting in a critical impact on user activities) will have a response in no later than 4-8 hours with a goal of resolution in under 4 hours

ii. High priority issues (An important existing functionality is not available and there in not an acceptable workaround) will have a response in no later than 24 hours with a goal of resolution in under 8 hours

iii. Low priority issues (Incorrect behavior of the software or an important existing functionality is not available but there is an acceptable workaround) will have a response in no more than 2 hours with a goal of resolution in less than 72 hours

9. DASHBOARDS

Provide customizable dashboards for administrators and managers.

10. FLAGS

Create automatically generated, real-time alerts and notifications based on specified triggers (to front-end users and to administrators).

11. LONGITUDINAL DATA

Provide longitudinal organization of records by patient, location, business and other nexuses across sections. For example, have the functionality to elegantly display and interact with all records (generated by EMS, MIH, FP, fire) based on a specified location or patient name.

12. PROBABILISTIC MATCHING

Have robust probabilistic matching to automatically merge records above a certain confidence interval and which allows manual merging of records by administrators for those with lower confidence intervals. Duplicate charts/incidents should be able to be merged, and encounters of patients with errors in any part of their demographic information should be able to be corrected through this process. Matching criteria should include but not be

Prepared by EMS Department Part II - Page 9 of 10 limited to first name, last name, date of birth and social security number.

Phonetic matching and more robust matching capabilities are preferred.

13. HOST DATA

Software should have the ability to host server and data or work with Microsoft Windows Hypervisor to ensure that current host is able to continue hosting.

14. TRAINING

During the first year of the contract, provide transition/roll out training.

15. COMPLIANCE AND INTERFACE

These features help different divisions of SCFD communicate with each other, and help SCFD staff communicate with external stakeholders, as well as assure billing and legal compliance.

Mandatory:

A. Messaging

Provide HIPAA compliant Direct Secure Messaging between system users.

This includes ability for users to message administrators and vice versa, as well as messaging across all sections and users. Records referenced in the messaging should be easily accessible from message conversation (this spans front and back-end users, as it describes communication between the two groups).

B. Referrals: Provide ability for staff to refer individuals to MIH services/programs or flag incidents for quality assurance programs.

C. PSAP: Create and maintain interface with PSAP

i. PCR and NERIS fields should autofill from CAD wherever appropriate.

ii. Explain if there is a live CAD view of the system for users.

D. Staffing Software

Create an interface with staffing software to ensure proper personnel are assigned and accurately represented in all generated records.

E. Billing

Create interface with billing company

F. HIPAA/HITECH: Maintain compliance with most recent laws governing patient privacy (HIPAA and HITECH) for Electronic Health Records

G. EMSTARS/NEMSIS: Maintain compliance with most current EMSTARS and federal NEMSIS reporting requirements.

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H. HL7: Maintain compatibility with HL7 for EMS and MIH records.

I. Cardiac Monitor: Create interface with cardiac monitors

i. Explain whether cardiac monitors must have a wired, bluetooth, or cloud connection for use of this interface, or whether any of these will facilitate flow or attachment of diagnostic tools to patient records.

Desirable:

A. Training and Record-Keeping Software: Create interface with training and record-keeping software

i. Explain how the interface with training software would appear (i.e. in which parts of the platform interface) to users.

B. Create interface with video laryngoscopy and ultrasound image tool.

i. If a vendor does not provide or foresee provision of an API for working with this specific tool and its data, explain the platform's ability to have PDFs, JPEGs, MOVs, MP4s, etc. attached to specific event records.

C. CODE-STAT: Create an interface with cardiac arrest QA tool as needed for quality management review of incidents and charts.

(END OF PART II)

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with at least 5 days prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000 per accident/per disease/per employee.

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 2 of 2

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor shall maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. PROFESSIONAL LIABILITY (TECHNOLOGY ERRORS & OMISSIONS AND

NETWORK SECURITY/PRIVACY LIABILITY): Contractor shall maintain Technology Errors & Omissions and Network Security/Privacy Liability, or equivalent insurance, with limits of not less than $1,000,000.00 per claim/occurrence for professional services rendered in accordance with this Contract. Coverage shall include, but not be limited to, technology errors and omissions to cover both liability and property loss exposures including technology services, technology products, media content, network security breaches, extortion threats, crisis management expense, and business interruption and negligent acts, errors, mistakes, and omissions arising out of the work or services performed by Contractor, or any person employed or contracted by Contractor. Coverage shall also include, but not be limited to, coverage for unauthorized access, denial of service attacks, computer viruses, transmission of malicious code, and failure of security; breach of privacy and the failure to protect and disclosure of personally identifiable information, payment card information, and health information; violation of any federal, state or local law or regulation in connection with the protection of information including fines and penalties to the extent allowed by applicable law; notification and crisis management costs, identity theft monitoring and regulatory defense; disclosure of any third party’s proprietary information including, without limitation, trade secrets, and liability for interruption of County or any third party’s business including, without limitation, claims for loss of use and loss of profits. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this Contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this Contract is made, or provide evidence showing Contractor has obtained a two-year extended reporting period endorsement.

(End of Part III)