Fire Inspection Software Requirements.xlsx
XLSX spreadsheet 41 KB Posted
- Attached to
- Fire Prevention Inspection Software
- Solicitation number
- 145902
- Issued by
- Lucas County, Ohio
About this file
This document is a functional and technical requirements specification for fire inspection software to be procured by the City of Toledo Fire and Rescue's Fire Prevention Bureau (RFP #10008930). The City seeks a vendor-hosted, web-based software solution that integrates comprehensive fire safety compliance management capabilities across multiple operational domains. The software must support premise and contact management with historical tracking of inspections, deficiencies, permits, and communications; web-based and mobile fire department inspection functionality with configurable forms, workflows, and electronic reporting; third-party inspection, testing, and maintenance (ITM) compliance management through a contractor portal with automated tracking and notifications; deficiency management with classification, prioritization, and escalation workflows; billing and payment collection with configurable fee schedules and electronic payment processing; permit management with online applications and configurable workflows; fire watch management with electronic patrol logging and QR code access; mapping and preplanning integration with geographic information system (GIS) capabilities; automated communications across multiple delivery methods; and analytics dashboards with cross-functional reporting and data export capabilities. The specification requires secure data migration from legacy systems preserving existing relationships and historical records, with vendor assessment of source data limitations and comprehensive validation procedures prior to production implementation.
The requirements specification establishes mandatory security and technical standards including encryption of data in transit and at rest, role-based access controls with multifactor authentication, regular vulnerability testing and patency management, SOC 2 or comparable cybersecurity certifications, system availability commitments with documented disaster recovery procedures, and technical support procedures for issue resolution. The solution must maintain appropriate data separation and protection for the City while ensuring secure return or transfer of all City data upon contract termination. Vendors must demonstrate capability to handle all specified functional areas without requiring manual data combination across separate modules, provide configurable dashboards and ad hoc reporting capabilities, and maintain complete audit histories for all transactions and record changes. The City intends electronic bid submission through PlanetBids with submission of required documents including transmittal letter, project paperwork, professional services agreement, vendor registration forms, insurance certificates naming the City as additional insured, W-9, EEO compliance documentation, debarment certification, and living wage contract addendum.
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Text version
Sheet1
| Toledo Fire and Rescue - Fire Prevention Bureau |
| Fire Inspection Software RFP #10008930 |
| Functional and technical requirements |
Instructions: Please identify, for each feature, the ability to Fully Meet, Partially Meet or Cannot Meet the requirement. Additional information and comments are encouraged.
* All "Partially Meets" responses require additional information and comments to be provided.
| Fully Meets | Partially Meets* | Cannot Meet | Additional Information and Comments | ||
| 1. Premise and Contact Management | |||||
| Maintain a unique premise record for each property | |||||
| Maintain property, occupancy, address, and other City-defined premise information | |||||
| Maintain contact information for property owners, tenants, responsible parties, contractors, and other designated contacts | |||||
| Allow multiple contacts and contact types to be associated with a premise | |||||
| Maintain Fire Department inspection and reinspection history | |||||
| Maintain third-party ITM report and compliance history | |||||
| Maintain current and historical deficiencies associated with the premise | |||||
| Maintain permit, invoice, payment, communication, fire watch, mapping, and preplanning information associated with the premise | |||||
| Provide search and filtering capabilities for premise and contact records | |||||
| Provide methods to identify, prevent, or resolve duplicate premise records | |||||
| Allow authorized City personnel to add, modify, and manage premise and contact information | |||||
| Maintain an auditable history of applicable changes to premise records | |||||
| 2. Fire Department Inspection Management | |||||
| Provide web-based and mobile functionality for conducting Fire Department inspections in the field | |||||
| Allow the City to create, configure, and maintain inspection types, forms, checklists, and inspection workflows | |||||
| Support inspection requirements and violation documentation based upon applicable fire and life safety codes and City requirements | |||||
| Allow inspectors to document violations and deficiencies during an inspection | |||||
| Allow inspectors to enter notes, observations, and corrective-action requirements | |||||
| Allow photographs, documents, and other supporting files to be attached to an inspection or identified deficiency | |||||
| Allow inspectors to establish correction periods or compliance dates for identified violations and deficiencies | |||||
| Generate a completed inspection report that may be electronically provided to the property owner, responsible party, or other designated contact | |||||
| Support electronic acknowledgment or signature of inspection reports, where applicable | |||||
| Schedule and track initial inspections, reinspections, follow-up inspections, and other City-defined inspection types | |||||
| Link reinspections and follow-up activity to the original inspection and applicable unresolved violations or deficiencies | |||||
| Support configurable inspection review and disposition workflows, including the ability to accept an inspection, request correction, require reinspection, reject, or otherwise disposition an inspection as authorized by the City | |||||
| Maintain the status and history of identified violations and deficiencies through correction or other final disposition | |||||
| Maintain a complete chronological inspection history for each premise | |||||
| Allow authorized personnel to review prior inspection reports, violations, deficiencies, notes, photographs, and related documentation from the premise record | |||||
| Support assignment and reassignment of inspections to individual inspectors | |||||
| Support inspection scheduling and workload management | |||||
| Allow inspection information to be searched, sorted, and filtered by criteria established by the City | |||||
| Support the generation and delivery of inspection-related notices and correspondence | |||||
| Allow authorized personnel to review and manage inspection records and workflows based upon assigned user roles and permissions | |||||
| Provide reporting and export capabilities for Fire Department inspection activity | |||||
| 3. Third-Party Inspection, Testing, and Maintenance (ITM) Compliance Management | |||||
| Provide a web-based portal for third-party contractors and service providers to register, maintain account information, and submit required ITM reports | |||||
| Support the submission of ITM reports for fire and life safety systems as determined by the City, including fire alarm systems, automatic sprinkler systems, standpipe systems, fire pumps, commercial kitchen fire suppression systems, private fire service mains, emergency and standby power systems, smoke control systems, and other City-designated systems | |||||
| Support individual and bulk submission of ITM reports | |||||
| Accept electronic reports, forms, supporting documentation, photographs, and other applicable attachments | |||||
| Provide automated or assisted extraction of relevant report information, including identified deficiencies, system information, inspection results, and premise identification information, to reduce manual data entry and support accurate compliance tracking | |||||
| Associate submitted ITM reports with the appropriate premise and fire protection or life safety system | |||||
| Provide methods to identify or prevent duplicate premise records when reports are submitted | |||||
| Maintain a complete historical record of third-party ITM reports associated with each premise | |||||
| Track required inspection and testing frequencies and identify upcoming, due, and past-due ITM activities | |||||
| Provide automated notifications and reminders for upcoming, past-due, deficient, or otherwise noncompliant ITM activities | |||||
| Allow the City to configure the frequency and content of automated notifications | |||||
| Identify and track deficiencies reported through third-party ITM submissions | |||||
| Identify and track deficiencies reported through third-party ITM submissions | |||||
| Carry unresolved deficiencies forward for continued tracking until appropriately resolved or otherwise dispositioned by authorized City personnel | |||||
| Allow third-party contractors to submit corrective-action documentation and updated reports related to previously identified deficiencies | |||||
| Maintain an auditable history of ITM report submissions, deficiencies, corrective actions, status changes, communications, and final disposition | |||||
| Provide authorized Fire Prevention Bureau personnel with the ability to review, accept, reject, request correction, or otherwise disposition submitted ITM reports | |||||
| Provide search, filtering, saved-view, and reporting capabilities for ITM reports, deficiencies, premises, contractors, upcoming inspections, and past-due inspections | |||||
| Support electronic communications between Fire Prevention Bureau personnel, third-party contractors, and responsible premise contacts as authorized by the City | |||||
| Provide authorized City personnel with reporting and data-export capabilities for third-party ITM compliance activity | |||||
| 4. Deficiency Management | |||||
| Create and maintain a deficiency record that identifies the applicable premise, source inspection or report, fire protection or life safety system, date identified, deficiency description, classification, status, and other City-defined information | |||||
| Support City-defined deficiency classifications, priorities, and status categories, including the ability to identify impairments, critical deficiencies, non-critical deficiencies, and other classifications established by the City | |||||
| Maintain a direct relationship between each deficiency and the Fire Department inspection, third-party ITM report, or other activity from which the deficiency originated | |||||
| Allow authorized City personnel to add, modify, classify, prioritize, assign, and manage deficiencies | |||||
| Establish and track City-defined correction periods, due dates, and compliance deadlines | |||||
| Maintain unresolved deficiencies as active records until corrected, resolved, or otherwise dispositioned by authorized City personnel | |||||
| Carry unresolved deficiencies forward to subsequent inspections, ITM reports, or other compliance activities as applicable | |||||
| Identify recurring or previously unresolved deficiencies associated with the same premise or fire protection or life safety system | |||||
| Allow corrective-action documentation, photographs, reports, service records, and other supporting documentation to be submitted and associated with the applicable deficiency | |||||
| Allow authorized City personnel to review submitted corrective-action documentation and accept, reject, request additional information, require reinspection, or otherwise disposition the deficiency | |||||
| Support automated notifications and reminders based on deficiency classification, status, correction deadline, or other City-defined criteria | |||||
| Support escalation of overdue, unresolved, critical, or otherwise designated deficiencies in accordance with City-defined workflows | |||||
| Provide authorized personnel with the ability to search, sort, filter, and create saved views of deficiencies by premise, system type, classification, status, due date, inspector, contractor, geographic area, or other available criteria | |||||
| Maintain a complete audit history of deficiency creation, classification, status changes, corrective actions, communications, reviews, and final disposition | |||||
| Maintain historical deficiency records after resolution or closure as part of the permanent premise compliance history | |||||
| Provide dashboards and reports identifying open, overdue, resolved, recurring, critical, and other City-defined deficiency categories | |||||
| Provide authorized City personnel with reporting and data-export capabilities for deficiency-management activity | |||||
| 5. Billing and Payment Collection | |||||
| Allow the City to establish, configure, and maintain fee schedules for inspections, reinspections, permits, and other City-defined billable activities | |||||
| Support fees based upon inspection type, permit type, or other City-defined criteria | |||||
| Automatically generate an invoice or charge based upon completion or disposition of a billable activity, as configured by the City | |||||
| Allow authorized City personnel to manually generate, modify, void, waive, or otherwise adjust invoices and fees when appropriate | |||||
| Associate each invoice with the applicable premise and related inspection, reinspection, permit, or other billable activity | |||||
| Generate invoices containing City-defined information, instructions, branding, and payment terms | |||||
| Support electronic delivery of invoices to property owners, responsible parties, permit applicants, or other designated contacts | |||||
| Provide secure online payment capabilities for invoices and other applicable Fire Prevention fees | |||||
| Support commonly accepted electronic payment methods and identify all available payment options | |||||
| Automatically associate and post electronic payments to the appropriate invoice and premise record | |||||
| Allow authorized City personnel to record payments received outside of the system, including payments received through other City-approved payment methods | |||||
| Maintain current invoice status, outstanding balances, payment history, and applicable account information | |||||
| Provide configurable automated payment reminders for unpaid invoices during a City-defined collection period | |||||
| Allow the City to configure the timing, frequency, content, and duration of payment reminders | |||||
| Track the date and status of payment reminders and other collection-related communications | |||||
| Identify invoices that remain unpaid following the City-defined collection period and provide notification to authorized City personnel for further action | |||||
| Provide reports and/or work queues identifying unpaid, past-due, and delinquent invoices | |||||
| Maintain a complete history of invoices, payments, payment reminders, delinquency notifications, collection activities, adjustments, and account status associated with the applicable premise | |||||
| Support refunds, credits, voids, fee waivers, and other authorized financial adjustments, as applicable | |||||
| Provide revenue, payment, outstanding-balance, delinquency, and other financial reporting capabilities | |||||
| Support reconciliation of payments and collected revenue with City financial records or processes | |||||
| Maintain an auditable history of invoice creation, modifications, payments, adjustments, notifications, and other financial transactions | |||||
| Provide authorized City personnel with search, filtering, reporting, and data-export capabilities for billing and payment activity | |||||
| Provide appropriate security controls for payment processing and financial information | |||||
| 6. Permit Management | |||||
| Allow the City to create, configure, and maintain multiple permit types, including operational permits and other City-defined Fire Prevention permits | |||||
| Provide configurable permit applications and forms with City-defined fields, requirements, conditions, and expiration periods | |||||
| Provide a public-facing web-based portal for the electronic submission of permit applications | |||||
| Allow permit applications to be submitted without requiring the applicant to create a user account, where configured by the City | |||||
| Allow applicants to provide required contact, premise, activity, and other permit-specific information | |||||
| Allow applicants to upload supporting documents, photographs, plans, certificates, or other required attachments | |||||
| Automatically assign a unique permit application or permit number in accordance with City-defined numbering conventions | |||||
| Associate permit applications and issued permits with the applicable premise record | |||||
| Provide authorized Fire Prevention Bureau personnel with the ability to review permit applications and supporting documentation | |||||
| Support configurable permit review and disposition workflows, including the ability to approve, reject, request corrections or additional information, place conditions upon approval, or otherwise disposition an application as authorized by the City | |||||
| Support the calculation and assessment of permit fees based upon City-defined fee schedules | |||||
| Integrate permit fees, invoicing, and payment collection with the billing and payment functions of the proposed system | |||||
| Support City-configurable workflows regarding whether payment is required before application review, approval, or permit issuance | |||||
| Provide electronic notification to applicants regarding application receipt, requested corrections or additional information, approval, rejection, payment requirements, permit issuance, expiration, renewal, or other City-defined permit activity | |||||
| Automatically generate and electronically deliver approved permit documents to the applicant or responsible party | |||||
| Allow authorized City personnel to reprint, resend, modify, suspend, revoke, or otherwise manage issued permits as authorized by the City | |||||
| Support City-defined permit effective dates, expiration dates, renewal periods, and conditions | |||||
| Track permit status, including pending, approved, issued, expired, renewed, suspended, revoked, or other City-defined statuses | |||||
| Provide automated notifications for upcoming permit expirations and renewal requirements | |||||
| Maintain current and historical permit records as part of the applicable premise record | |||||
| Maintain an auditable history of permit applications, reviews, approvals, rejections, modifications, payments, issuance, renewals, expirations, communications, and other permit activity | |||||
| Provide search, filtering, and reporting capabilities for permit applications and issued permits by permit type, premise, status, date, expiration, applicant, geographic area, or other available criteria | |||||
| Provide permit-related revenue and payment reporting integrated with the system's financial reporting capabilities | |||||
| Provide authorized City personnel with reporting and data-export capabilities for permit activity | |||||
| 7. Fire Watch Management | |||||
| Allow authorized Fire Prevention Bureau personnel to initiate a fire watch directly from the applicable premise record | |||||
| Record the reason for the fire watch, affected fire protection or life safety system, date and time initiated, responsible premise contact, and other City-defined information | |||||
| Support configurable fire watch requirements, instructions, patrol frequencies, and other conditions established by the City | |||||
| Generate and electronically deliver a customizable fire watch notification to the property owner, responsible party, or other designated premise contact | |||||
| Provide a unique QR code, secure web link, or similar method allowing authorized individuals to access the applicable electronic fire watch patrol log | |||||
| Provide a mobile-friendly electronic patrol log that does not require specialized software or applications to be installed on the user’s device | |||||
| Associate each patrol entry with the applicable premise and active fire watch event | |||||
| Automatically date- and time-stamp each patrol entry | |||||
| Record the name or other identifying information of the individual completing each patrol entry | |||||
| Allow the individual conducting the fire watch to document observations, conditions, corrective actions, and other City-defined information during each patrol | |||||
| Support, where available, photographs or other supporting documentation associated with patrol entries | |||||
| Maintain a chronological record of all patrol activity throughout the duration of the fire watch | |||||
| Allow authorized Fire Prevention Bureau personnel to monitor active fire watches and review patrol activity | |||||
| Describe the system's capability to identify missed, incomplete, or overdue patrol entries and provide automated notifications or alerts based upon City-defined patrol frequencies | |||||
| Allow authorized City personnel to modify fire watch requirements or responsible-party information while the fire watch remains active | |||||
| Allow authorized Fire Prevention Bureau personnel to document the resolution of the condition requiring the fire watch and close or otherwise terminate the fire watch | |||||
| Record the date, time, reason, and authorized City personnel associated with closure or termination of the fire watch | |||||
| Generate an exportable or printable record of the complete fire watch event, including initiation information, notifications, patrol entries, identified conditions, and closure information | |||||
| Maintain completed fire watch records as part of the permanent historical record for the applicable premise | |||||
| Provide search, filtering, dashboard, and reporting capabilities for active and historical fire watches | |||||
| Maintain an auditable history of fire watch initiation, notifications, patrol activity, modifications, and closure, including alerts when supported by the system | |||||
| 8. Mapping and Preplanning | |||||
| Provide an interactive map displaying premises maintained within the system | |||||
| Allow authorized City personnel to search for and locate premises by address, premise information, geographic area, or other available criteria | |||||
| Allow authorized City personnel to create, configure, and maintain geographic zones, including Fire Prevention inspection districts and other City-defined geographic areas | |||||
| Associate premises with applicable inspection districts, geographic zones, and assigned Fire Prevention Bureau personnel | |||||
| Support assignment and reassignment of premises, inspections, or geographic areas to individual inspectors | |||||
| Allow authorized City personnel to view and manage inspector assignments geographically | |||||
| Provide map-based filtering and visualization of premises by inspection district, inspector assignment, inspection status, deficiency status, permit status, fire watch status, or other available City-defined criteria | |||||
| Allow authorized City personnel to identify and display fire protection systems, hazards, building features, access information, and other City-defined information associated with a premise | |||||
| Allow the City to configure and maintain additional premise-level preplanning fields and information, including building characteristics, fire protection features, hazards, emergency access information, utility information, and other City-defined preplanning data | |||||
| Support the placement and management of map markers or other geographic indicators for fire protection systems, hazards, access points, and other relevant building or site features | |||||
| Associate preplanning information, documents, photographs, diagrams, maps, and other supporting information with the applicable premise record | |||||
| Allow authorized City personnel to create, maintain, update, and access premise-level preplanning information | |||||
| Provide mobile access to premise mapping and preplanning information for authorized City personnel | |||||
| Generate printable or exportable preplans, including applicable maps, building or site information, identified fire protection systems, hazards, and other City-defined information | |||||
| Maintain an auditable history of applicable changes to mapping, geographic assignments, and preplanning records | |||||
| Describe available capabilities for integration with City geographic information system (GIS) data, including available methods for importing, displaying, synchronizing, or exchanging geographic information | |||||
| Provide authorized City personnel with search, filtering, reporting, and data-export capabilities for mapping and preplanning information | |||||
| 9. Communications | |||||
| Support electronic delivery of notices, reports, correspondence, reminders, and other City-defined communications | |||||
| Describe all supported communication delivery methods, including email, text messaging (SMS), system notifications, web-based messaging, or other available methods, and identify any additional costs associated with each method | |||||
| Allow the City to create, configure, and maintain communication templates for different Fire Prevention activities and purposes | |||||
| Allow communication templates to incorporate City-defined branding, contact information, standard language, instructions, and other configurable content | |||||
| Allow system-generated communications to incorporate applicable premise, contact, inspection, deficiency, permit, invoice, payment, fire watch, and other available system information | |||||
| Support automated communications based upon City-defined events, statuses, dates, deadlines, or other workflow criteria | |||||
| Allow the City to configure the timing, frequency, recipients, and content of automated communications | |||||
| Support individual communications to property owners, responsible parties, contractors, permit applicants, and other designated contacts | |||||
| Support bulk communications to multiple premises, contacts, contractors, or other City-defined groups based upon available system criteria | |||||
| Allow authorized City personnel to select or filter recipients based upon premise, inspection district, inspection status, deficiency status, permit status, ITM compliance status, geographic area, or other available criteria | |||||
| Support delivery of inspection reports, violation notices, reinspection notices, deficiency notifications, ITM compliance reminders, permit correspondence, invoices, payment reminders, fire watch notifications, and other City-defined communications | |||||
| Support two-way electronic communication or threaded correspondence between authorized City personnel and external users and associate such correspondence, including applicable replies or comments, with the related premise and Fire Prevention activity | |||||
| Maintain a communication history identifying the date, time, recipient, communication type, delivery method, related record, and other available information | |||||
| Retain copies or records of communications in a manner that allows the City to document what was sent, to whom it was sent, when it was sent, and the related Fire Prevention activity | |||||
| Provide authorized City personnel with the ability to review communications associated with a premise from the premise record | |||||
| Identify unsuccessful or undeliverable electronic communications when such information is available from the delivery method | |||||
| Allow authorized City personnel to resend applicable communications | |||||
| Maintain an auditable history of system-generated and user-generated communications | |||||
| Support the inclusion of attachments, reports, permits, invoices, photographs, or other applicable documents with electronic communications | |||||
| Provide search and filtering capabilities for communication records | |||||
| Provide authorized City personnel with reporting and data-export capabilities for communication activity | |||||
| 10. Analytics and Reporting | |||||
| Provide configurable dashboards displaying current Fire Prevention Bureau activity, workload, compliance status, deficiencies, financial information, and other City-defined performance measures | |||||
| Provide the ability to report across multiple functional areas of the system without requiring City personnel to manually combine data from separate software modules or external applications | |||||
| Provide summary metrics and trend information for Fire Department inspections and reinspections | |||||
| Provide inspection activity and productivity metrics by inspector, inspection type, occupancy type, premise, district, geographic area, and date range | |||||
| Provide analytics related to third-party ITM compliance, including upcoming, due, and past-due inspections or reports | |||||
| Provide deficiency reporting by classification, status, premise, system type, contractor, inspector, geographic area, and date range | |||||
| Provide reporting for open, overdue, resolved, recurring, critical, impaired, and other City-defined deficiency categories | |||||
| Provide permit reporting by permit type, status, premise, applicant, issue date, expiration date, renewal status, and other available criteria | |||||
| Provide billing and payment reporting, including invoices issued, payments received, outstanding balances, delinquent accounts, adjustments, and revenue collected | |||||
| Provide fire watch reporting for active and historical fire watches, including duration, premise, reason, patrol activity, and closure status | |||||
| Provide reporting by Fire Prevention inspection district, inspector assignment, geographic zone, or other available mapping criteria | |||||
| Allow authorized City personnel to filter analytics and reports by date range and other applicable system criteria | |||||
| Allow authorized City personnel to create, save, and reuse customized report views or filters | |||||
| Provide standard reports for commonly used Fire Prevention Bureau functions and allow the City to generate ad hoc reports from available system data | |||||
| Allow authorized City personnel to drill down from summary dashboard information to the underlying premise, inspection, ITM report, deficiency, permit, invoice, payment, fire watch, or other supporting record, where applicable | |||||
| Describe available capabilities for scheduled or recurring generation and delivery of reports | |||||
| Allow reports and underlying data to be exported in commonly used formats, including CSV and Microsoft Excel | |||||
| Preserve City access to the underlying data used to generate dashboards and reports | |||||
| Provide reporting capabilities that support management review, workload analysis, compliance monitoring, budgeting, revenue tracking, and other City-defined administrative needs | |||||
| Allow authorized City personnel to configure reporting access based upon user roles and permissions | |||||
| 11. Data Migration | |||||
| Premise and property records | |||||
| Property owner, tenant, responsible-party, and other contact information | |||||
| Occupancy information | |||||
| Fire Department inspection and reinspection records | |||||
| Inspection reports | |||||
| Violations and deficiencies | |||||
| Deficiency status and corrective-action history | |||||
| Third-party ITM reports and associated compliance information | |||||
| Fire protection and life safety system information | |||||
| Contractor and service-provider information | |||||
| Operational permit records | |||||
| Billing and invoice records | |||||
| Payment and account-status information | |||||
| Inspection district and inspector assignment information | |||||
| Notes, documents, photographs, attachments, and other associated records | |||||
| Other historical or active Fire Prevention Bureau data identified by the City during implementation | |||||
| Conduct an assessment of the City’s available source data and identify any limitations, compatibility issues, or records that cannot be migrated | |||||
| Develop a data-migration plan identifying source systems, data elements, field mappings, transformation requirements, migration methods, validation procedures, and anticipated timelines | |||||
| Map legacy records to the appropriate fields and records within the proposed system | |||||
| Preserve existing relationships among premises, inspections, ITM reports, deficiencies, permits, invoices, payments, contacts, and other associated records to the greatest extent practicable | |||||
| Provide methods to identify and address duplicate premise and contact records during migration | |||||
| Work with the City to establish procedures for resolving conflicting, incomplete, or duplicate data | |||||
| Preserve available original record identifiers or provide a method of tracing migrated records to their legacy source, where practicable | |||||
| Perform one or more test migrations prior to final production migration | |||||
| Provide the City an opportunity to review and validate migrated data prior to final acceptance | |||||
| Validate migrated records through record counts, reconciliation, sampling, exception reporting, or other appropriate quality-control methods | |||||
| Correct identified migration errors or deficiencies prior to final acceptance | |||||
| Ensure that migration activities do not unnecessarily alter or compromise original source data | |||||
| Coordinate final migration and system transition to minimize disruption to ongoing Fire Prevention Bureau operations | |||||
| rovide a final migration reconciliation identifying records successfully migrated, records not migrated, exceptions encountered, and any remaining issues requiring City action | |||||
| Obtain City approval of the completed migration prior to final acceptance | |||||
| The proposer shall identify any assumptions, limitations, prerequisites, or additional costs associated with data extraction, transformation, migration, validation, or remediation of legacy data | |||||
| 12. Security and Technical Requirements | |||||
| Be provided as a secure, vendor-hosted, web-based solution accessible through commonly used and currently supported web browsers | |||||
| Provide mobile functionality appropriate for field inspection and other Fire Prevention Bureau operations | |||||
| Use encryption to protect City data in transit and at rest | |||||
| Provide role-based access controls that allow the City to establish appropriate permissions based upon user responsibilities | |||||
| Support secure user authentication and multifactor authentication for authorized City personnel | |||||
| Allow authorized City administrators to create, modify, disable, and manage user accounts and permissions | |||||
| Maintain system audit logs sufficient to identify applicable user activity, record changes, administrative actions, and other significant system events | |||||
| Protect payment information through applicable payment-industry security standards and secure payment-processing practices | |||||
| Perform regular backups of City data and maintain documented backup and restoration procedures | |||||
| Maintain disaster-recovery and business-continuity procedures designed to restore system operations and City data following an outage, failure, cybersecurity incident, or other disruptive event | |||||
| Provide system monitoring and procedures for identifying and responding to outages, security events, and other operational issues | |||||
| Maintain appropriate separation and protection of City data from data belonging to other customers | |||||
| Provide secure methods for uploading, storing, accessing, and downloading documents, photographs, reports, and other attachments | |||||
| Maintain appropriate vulnerability-management, security-update, and software-patching practices | |||||
| Conduct periodic cybersecurity assessments, vulnerability testing, penetration testing, or other independent security evaluations appropriate to the proposed environment | |||||
| Describe any independent cybersecurity certifications, audits, or assessments maintained by the proposer, including SOC 2 or comparable standards | |||||
| Maintain procedures for cybersecurity incident response and notification to the City | |||||
| Identify all subcontractors, cloud-hosting providers, payment processors, or other supporting technology providers that may store, process, transmit, or otherwise access City data | |||||
| Describe the location and jurisdiction in which City data will be hosted or stored | |||||
| Provide appropriate system availability and uptime commitments and describe scheduled-maintenance procedures | |||||
| Provide technical support procedures for reporting, tracking, escalating, and resolving system issues | |||||
| Maintain compatibility with supported desktop and mobile operating environments appropriate for City use | |||||
| Provide documented methods for importing and exporting City data | |||||
| Provide available application programming interfaces (APIs) or other supported methods for authorized exchange of data with City systems, where applicable | |||||
| Ensure that all City data entered into, generated by, or maintained within the proposed system remains accessible to the City throughout the term of the contract | |||||
| Provide the City with the ability to export its data in commonly used, nonproprietary formats without unreasonable technical restrictions | |||||
| Provide for the secure return or transfer of City data upon expiration or termination of the contract | |||||
| Describe procedures for securely deleting or destroying remaining City data following City-authorized completion of the data-transfer and contract-termination process |
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