City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

REQUEST FOR PROPOSAL

Professional Services

Fire Prevention Inspection Software Purchase Requisition Number 10008930

Issued By Fire and Rescue

Date Issued September 4, 2026

Response Submission Date and Time

September 22, at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online at https://pbsystem.planetbids.com/portal/22576/portal-home Table of Contents

Introduction The City of Toledo, through the Toledo Fire & Rescue Department, is soliciting proposals from qualified software providers to furnish, configure, implement, host, support, and maintain a comprehensive, web-based Fire Prevention inspection and compliance management system with integrated payment collection.

The City intends to replace multiple software applications and separate administrative processes with one unified platform that directly performs the required Fire Prevention Bureau functions identified in this RFP. The proposed system shall include, at a minimum, Fire Department inspection record management; third-party inspection, testing, and maintenance (ITM) compliance reporting; deficiency management; billing, invoicing, and payment collection; permit administration; fire watch management; mapping and preplanning; communications; analytics; and reporting.

The successful proposer shall provide one integrated solution, one implementation process, one support structure, and one point of contractual accountability. The City is not seeking a collection of separate core software products that require independent administration, duplicate data entry, manual transfer of information, or reconciliation between disconnected systems.

Background Information N/A

Scope of Work The City of Toledo is seeking a qualified software provider to furnish a complete, unified, web-based Fire Prevention inspection and compliance management system with integrated payment collection. The successful proposer shall provide all software, configuration, implementation, data migration, training, hosting, maintenance, technical support, and related services necessary to establish and maintain the system.

The proposed system shall consolidate functions currently performed through multiple software platforms and manual processes into a single system. The system shall maintain a centralized premise record that serves as the primary record for Fire Prevention Bureau activities associated with each property. Inspection records, third-party inspection, testing, and maintenance (ITM) reports, deficiencies, permits, invoices, payments, communications, fire watch records, preplanning information, mapping information, and other associated records shall be maintained within or directly associated with the applicable premise record.

The system shall be accessible through standard web browsers and shall provide mobile functionality appropriate for field inspections and other Fire Prevention Bureau operations. The system shall support role-based access for City personnel and appropriate access for property owners, responsible parties, contractors, and other authorized external users.

Requirements

Please refer to and complete the accompanying Requirements spreadsheet as it relates to the following software requirements:

1. Premise ad Contact Management - The system shall provide centralized management of premises and associated contact information. Each premise shall serve as the primary location for Fire Prevention records and activities associated with the property.

2. Fire Department Inspection Management - The proposed system shall provide a comprehensive, web-based and mobile inspection platform for use by Fire Prevention Bureau personnel to conduct, document, manage, and maintain Fire Department fire safety inspections and related activities. Inspection records shall be directly associated with the applicable premise record and maintained as part of the premise’s complete inspection and compliance history.

3. Third-Party Inspection, Testing, and Maintenance (ITM) Compliance Management - The proposed system shall provide a comprehensive third-party inspection, testing, and maintenance (ITM) compliance management platform that allows third-party contractors and service providers to submit ITM reports electronically for review and monitoring by the Fire Prevention Bureau. Third-party ITM records shall be directly associated with the applicable premise record and integrated with the same compliance and deficiency-management environment used for Fire Department inspections.

The proposed solution shall include third-party ITM report review services performed by qualified personnel. Submitted reports shall be reviewed for completeness, identified deficiencies, applicable system information, and other City-established review criteria as part of the compliance review process. The proposer shall describe the qualifications of personnel performing these reviews, the scope of the review, anticipated review timeframes, quality-control procedures, and any associated costs. Final authority regarding compliance, enforcement, or disposition of a report shall remain with the City of Toledo.

4. Deficiency Management - The proposed system shall provide centralized deficiency management for deficiencies identified through Fire Department inspections, third-party inspection, testing, and maintenance (ITM) reports, and other Fire Prevention Bureau activities. Deficiencies shall be associated with the applicable premise record and managed within a unified workflow from initial identification through correction, resolution, or other final disposition authorized by the City.

5. Billing and Payment Collection - The proposed system shall provide integrated billing, invoicing, and payment collection capabilities for Fire Prevention Bureau activities. Billing and payment records shall be directly associated with the applicable premise and related inspection, reinspection, permit, or other billable activity. The system shall support the complete billing process from the assessment of a fee through invoice generation, payment collection, delinquency notification, and transfer of unresolved accounts to the City for further action.

Collection and Recovery Services The proposer shall describe the billing and collection services included with the proposed solution, including the methods used to communicate with responsible parties regarding unpaid invoices. At a minimum, the proposed solution shall provide automated electronic payment reminders throughout a City-defined collection period and notify authorized City personnel when an invoice remains unpaid at the conclusion of that period.

The proposer shall separately identify any additional or enhanced collection services available, including telephone outreach, mailed correspondence, direct account follow-up, or other collection or recovery activities. The proposer shall describe how such services are performed, the duration and frequency of collection efforts, the point at which an unresolved account is returned or referred to the City for further action, and any additional costs associated with those services.

Responsibility for collection or other action following the conclusion of the established collection period shall remain with the City unless otherwise expressly agreed upon as part of the resulting contract.

Fees and Payment Processing Costs The proposer shall identify all costs associated with billing, invoicing, payment processing, payment collection, delinquency notification, and any optional collection or recovery services. At a minimum, the proposer shall separately identify:

1. Credit card and electronic payment processing fees;

2. Per-transaction fees;

3. Per-invoice fees;

4. Convenience or service fees;

5. Fees assessed directly to the City;

6. Fees assessed to the payer;

7. Collection or recovery fees;

8. Fees for optional enhanced collection services; and

9. Any other one-time, recurring, percentage-based, or transaction-based charges associated with billing and payment collection.

The proposer shall clearly identify whether each fee is included in the proposed system cost, assessed separately to the City, deducted from collected revenue, or charged directly to the payer.

6. Permit Management - The proposed system shall provide integrated permit management capabilities for operational permits and other Fire Prevention permits administered by the City. Permit records shall be directly associated with the applicable premise record and integrated with the system’s inspection, billing, payment, communication, and reporting functions.

7. Fire Watch Management - The proposed system shall provide integrated fire watch management capabilities for the initiation, notification, documentation, monitoring, and closure of fire watch activities. Fire watch records shall be directly associated with the applicable premise record and maintained as part of the premise’s historical record.

8. Mapping and Preplanning - The proposed system shall provide integrated mapping and preplanning capabilities that allow Fire Prevention Bureau personnel to geographically view, organize, manage, and access premise and Fire Prevention information. Mapping and preplanning information shall be directly associated with the applicable premise record and accessible within the unified system.

9. Communications - The proposed system shall provide integrated communication capabilities to support correspondence between the Fire Prevention Bureau and property owners, responsible parties, third-party contractors, permit applicants, and other authorized contacts. Communications generated or maintained through the system shall be associated with the applicable premise and, where appropriate, the related inspection, ITM report, deficiency, permit, invoice, fire watch, or other Fire Prevention activity.

10. Analytics and Reporting - The proposed system shall provide integrated analytics and reporting capabilities that allow authorized City personnel to monitor Fire Prevention Bureau activity, evaluate compliance, measure workload and performance, identify trends, and generate operational, administrative, and financial reports. Analytics and reporting shall draw from the unified system so that information from inspections, ITM compliance, deficiencies, permits, billing and payments, fire watches, mapping, and other applicable Fire Prevention activities can be analyzed within a common reporting environment.

11. Data Migration - The successful proposer shall provide all services necessary to migrate applicable existing Fire Prevention Bureau data into the proposed unified system. The migration shall consolidate available historical and active records from the City’s existing systems and data sources while preserving the accuracy, integrity, accessibility, and relationship of those records to the applicable premise.

The proposer shall work with the City to evaluate available source data, establish migration requirements, identify data relationships, address duplicate or conflicting records, and develop an approved migration plan prior to production migration.

12. Security and Technical Requirements - The proposed system shall provide a secure, reliable, scalable, and commercially supported technical environment appropriate for the storage and management of City Fire Prevention records, financial information, inspection records, third-party ITM reports, and other associated data.

The proposer shall describe the technical architecture, hosting environment, cybersecurity controls, system availability, backup and recovery procedures, access controls, and other measures used to protect City information and maintain reliable system operations.

Data Ownership and Portability All City data entered into, generated by, or maintained within the proposed system shall remain the property of the City of Toledo. The proposer shall not restrict the City's ability to access, retrieve, report, or export its data during the contract term or upon termination. The proposer shall identify any costs associated with bulk data export, contract termination, data transition, or other services necessary for the City to obtain a complete copy of its records.

Deliverables The successful proposer shall provide all products, services, configuration, implementation, migration, training, documentation, and support necessary to deliver a fully operational unified Fire Prevention software solution consistent with the requirements of this RFP.

At a minimum, the successful proposer shall provide the following deliverables:

1. Project Implementation Plan

A comprehensive implementation plan developed in coordination with the City that identifies the activities, responsibilities, dependencies, milestones, and anticipated schedule necessary to implement the proposed solution.

The implementation plan shall include, at a minimum:

Project kickoff and discovery activities;

Identification of City and proposer project responsibilities;

System configuration activities;

Data migration activities;

Testing and validation;

User and administrator training;

Payment-processing implementation, as applicable;

Implementation of applicable third-party ITM services;

Go-live preparation;

Production launch; and Post-implementation support.

2. Configured Unified Fire Prevention System

A fully configured, hosted, and operational production system providing the functionality required by the Scope of Work.

The delivered system shall incorporate City-approved configurations for applicable premise records, inspection workflows, ITM compliance, deficiency management, billing and payment collection, permits, fire watches, mapping and preplanning, communications, analytics, reporting, user roles, permissions, and other applicable system functions.

3. Data Migration

Migration of applicable existing Fire Prevention Bureau data into the proposed system in accordance with the Data Migration requirements established in the Scope of Work.

The deliverable shall include completed data mapping, test migration, validation, correction of identified migration issues, production migration, and final reconciliation of migrated and non-migrated records.

4. System Configuration and Testing

Configuration and testing of the proposed system prior to production use, including applicable workflows, forms, templates, fee schedules, notifications, user permissions, reports, and other City-defined settings.

The successful proposer shall provide the City an opportunity to review and test the configured system and shall address identified configuration deficiencies prior to final production acceptance.

5. Training

Training sufficient to prepare designated City personnel to administer and use the proposed system effectively.

Training shall include, as applicable:

System administrator training;

Fire Prevention Bureau supervisor and management training;

Inspector and end-user training;

Billing and payment-processing training;

Permit-management training;

Reporting and analytics training; and Training regarding other applicable system functions.

The proposer shall describe the proposed training format, duration, materials, number of included training sessions, availability of recorded or on-demand training resources, and any additional training costs.

6. Documentation

Current documentation necessary for the City to administer and use the proposed system, including applicable user guides, administrator documentation, training materials, workflow instructions, technical or integration documentation, and other relevant system documentation.

Documentation shall be maintained or updated as appropriate following material changes to system functionality.

7. Production Go-Live and Transition

Successful deployment of the configured system into the production environment and transition of applicable Fire Prevention Bureau operations to the new platform.

The successful proposer shall coordinate go-live activities with the City, provide implementation support during the transition, identify and resolve implementation-related issues, and minimize disruption to ongoing Fire Prevention Bureau operations.

8. Ongoing Hosting, Maintenance, and Support

Ongoing hosting, system maintenance, software updates, technical support, security maintenance, backup and recovery services, and other services necessary to maintain the system throughout the contract term.

The proposer shall describe:

Standard support hours and methods for requesting assistance;

Procedures for issue tracking and escalation;

Response and resolution targets by issue severity;

System maintenance and update practices;

Scheduled-maintenance notification procedures;

Availability of emergency or after-hours support;

Services included within the proposed subscription or recurring cost; and Any support, maintenance, upgrade, or other services requiring additional fees.

9. Third-Party ITM Report Review Services

Implementation and ongoing provision of the third-party ITM report review services required by the Scope of Work, including establishment of the review process, applicable City-defined review criteria, quality-control procedures, and procedures for presenting reviewed reports and identified deficiencies to the Fire Prevention Bureau.

The successful proposer shall coordinate with the City regarding implementation of these services and shall maintain the City's final authority regarding compliance, enforcement, and disposition.

10. Final System Acceptance

Completion of implementation, configuration, data migration, testing, training, and production deployment to the satisfaction of the City.

Final acceptance shall occur following City verification that the required system and services have been delivered and are operational in accordance with the requirements of the resulting contract. Integration with OnBase document storage system, determined by individual departmental request

Quality Assurance

Each applicant’s Quality Assurance plan will complement the City’s own QA reviews of the work product, with the expectation that the work will be recompleted if an error rate (to be agreed upon at time of contract execution) is found to be present.

Compensation The applicant must provide a quote for the services based upon hours worked to complete the scope of work and all deliverables, including (1) a description of the type of activities to be undertaken; (2) a description of the fees to be charged for each activity; (3) the number of hours anticipated to be charged for each of the services rendered; and (4) any miscellaneous expenses, including production of documents, shall be included and estimated as applicable.

Form of Response A. Title Page -List the RFP title -The name of the firm -The name, title, address, telephone number, and email address of the primary contact person.

B. Letter of Transmittal Provide a letter expressly confirming that the firm fully understands the scope of services to be provided and the commitment to perform the services in a timely and cost effective manner. Responders shall indicate an anticipated timeframe to accomplish all objectives set forth in this scope of work. The firm must also commit to assigning to this scope of work professionals who have experience providing financial, performance, and management services.

C. Required Information The proposal must provide all of the following information:

1. Response to the Scope of Work

2. Cost/compensation

3. Required Information (see page 5)

D. Other The proposal may contain any other pertinent information that the firm would like the City to consider.

E. Submission Proposals for this project can only be accepted via electronic submittal through the City of Toledo’s PlanetBids website. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bids prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted with this bid.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

-Acknowledgement and Acceptance of Conditions and Contract Specifications -Living Wage Contract Addendum -Primary/Subcontractor Agreement Certificate

• City of Toledo Professional Services Agreement* (requirements available on the “Documents” tab in PlanetBids) *Located on the “Documents” tab in PlanetBids

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if your company is new to doing business with the city

· Business Tax Registration Form, if your company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

• Bureau of Workers Compensation Certificate

F. Bid Opening Meeting Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

Preliminary Bid results will be available within 1-2 business days on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

Questions regarding the project must be submitted through the PlanetBids’ Q & A tab for the project manager to respond.

Required Information

I. Organization

a. Correct legal name, address, and general telephone number.

b. Brief historical sketch of the organization.

c. Number and location of offices.

d. Brief description of the organization of the firm, the number of employees, the locations at which it performs its activities and identities of the members of the board or directors (or owners of a partnership) and principal management (if not otherwise listed).

e. Enclose the portion of the employment manual committing the organization to employ and promote without consideration as to race, religion, national origin or sex.

f. Provide a statement of assurance that your organization is not currently in violation of any regulatory agency rules to a degree that it may have material impact on the firm’s operation.

g. State whether you intend to engage, either as an employee or independent contractor, in performing the services contemplated by the proposal, any employee of the City, or any person who has been an officer or employee of the City, or any entity as to which such an officer or employee (i) is a partner, if the entity is a partnership, (ii) owns or controls more than five percent of the outstanding shares, if the entity is a corporation or (iii) owns, holds or controls more than five percent of the total indebtedness of such entity. If your response is in the affirmative, identify the person or persons and list the details of the activities contemplated to be secured from them.

II. Required Forms City forms must be filled out and attached to the proposal: Project Paperwork (Acknowledgment and Acceptance of Conditions Contract Specifications; Primary and Subcontractor Certificates and Living Wage Contract Addendum); Professional Services Contract; Current Worker’s Compensation Certificate; If not previously provided, City Paperwork: Vendor Registration Form; Business Tax Registration Form; Child Support Affidavit, notarized; Vendor Utility. If this is your first bid with COT for 2026, the following will be required, Annual Paperwork: W-9; Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” Tab of PlanetBids; EEO Compliance; Debarment Certification; and Living Wage Affidavit.

The following items will be required prior to awarding the contract: Independent Contractor PERS forms; and additional Insurance as Required.

LOCAL PREFERENCE

The description of and procedure to apply local preference to complainant bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

Selection Process and Evaluation Criteria

The review of each proposal will be based upon ten criteria. Zero to fifteen points will be awarded for each category per TMC 187.24. Each category will be assigned a rating factor, which will be multiplied by the points awarded. Award will be made to the proposal with the highest cumulative point total. That notwithstanding, the City reserves the right to reject any and all proposals for its convenience. The proposal should respond directly to each criterion. Those responses will be used to award points. The proposal should also provide the required information requested in the evaluation criteria.

Criterion #1 Background and related experience – Factor 15.

The proposal should include a review of the professional services background and experience of the firm and principal(s). It should include a history of the firm and principal(s) and the number of employees. It should include a listing of previous experiences similar to the requested work.

Criterion #2 Location – Factor 5 The proposal should include the location of the primary office and whether or not a local office will be available. It should also include discussion on staff accessibility for the project. This should also include the amount of work to be performed within the City of Toledo. It should also list the location of the home office inside the City of Toledo, as well as the primary office if located elsewhere. The location where the primary work will be done must be designated. If a portion of the work will be done at a location other than the primary location, designate the other location and the type of work to be done there. Note: A partial assessment of location points [no more than four (4)] can be given to those businesses which are located within a joint economic development zone of which the City of Toledo is a participant.

Criterion #3 Familiarity with local, state, and federal standards – Factor 10 The proposal should include a description of the firm or principal’s familiarity with all City of Toledo, State of Ohio, and applicable federal standards and requirements.

Criterion #4 Current work load – Factor 10 The proposal should describe the firm or principal’s current workload. This should include a listing of all major projects inside the City of Toledo and outside its boundary. Specific listing of any subcontracting work that the firm or principals have with another company or project should also be included in this section.

Criterion #5 Performance on previous projects – Factor 15 A specific listing of previous contracts with the City of Toledo or similar offices in the State of Ohio, State of Michigan or Federal Government should also be included. In this listing should be a summary of performance for each project relevant to timeliness, performance and any savings or benefits that were provided to the contractee. List the last ten (10) completed projects similar to the requested work.

Criterion #6 Understanding of the project – Factor 15 The provider shall completely describe in detail the services to be rendered to complete the project, including all alternative considerations and evaluations which may be prudent to undertake in order to effectively minimize the project budget and most satisfactorily achieve the project goal. Specific points of understanding should be listed to include the professional approach to the project with any related economic benefits which may impact efficiency and effectiveness.

Criterion #7 Schedule, staffing – Factor 10 This criterion shall have a project advancement schedule, including all tasks specifically listed for the project. Identify timeframes, review times, as well as timing for meetings with citizens and public meetings. List your key personnel who will work on this project and their qualifications and experience. Designate the person who will manage this project. Designate your other personnel along with their experience and background who will also work on the project.

Criterion #8 Fee – Factor 5 The specifics of the fee shall be listed. The cost can be prepared in an hourly format to include a not-to-exceed figure.

Criterion #9 Disadvantaged Business Enterprise (DBE) Participation – Factor 5 Include a description of any joint ventures, partnerships or subcontracts with DBEs that are certified by the City of Toledo’s Office of Affirmative Action. The description should include the name of the company(s), the description of the work to be performed by the DBE and the amount and percentage of the contract that will be awarded by provider to DBEs.

Criterion #10 Other factors or attributes of your firm – Factor 5 The proposal should list any other factors or distinguishing characteristics of the firm that would provide benefit or advantage to the City.

Criterion #11 Functional Fit – Factor 15 Vendor must be able to provide all requested deliverables and responses in order to fulfill the complete needs of the project, without interruption to current City workflow.

Criterion #12 Vendor Viability – Factor 15 Vendor should be able to demonstrate positive market position and financial stability to ensure fulfillment of all obligations throughout the lifecycle of the project.

Criterion #13 Total Cost to Own – Factor 15 Include any required hardware and software acquisition, management and support, communications, end-user expenses and the opportunity cost of downtime, training and other productivity losses.

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