Community Risk Assessment Software

The City of Santa Clara is procuring a cloud-based community risk assessment (CRA) software solution for the Santa Clara Fire Department through a competitive Request for Quotes (RFQ 25-26-05). The procurement seeks a Software as a Service (SaaS) platform that provides comprehensive analytics of local incident data, compliant with NFPA 1300 Standard, and capable of generating interactive visualizations and metrics across multiple geographic and demographic categories. The software must offer an accessible public-facing dashboard without login requirements and include unlimited technical support with 72-hour service request response times. Evaluation criteria will be weighted as follows: Project Approach and Proposed Software (50%), Company Information, Qualifications and Experience (35%), and Cost/Fee Proposal (15%). Key procurement dates include question submissions due by September 16, 2025, with proposal responses required by September 24, 2025, and a final submission deadline of September 30, 2025. The initial contract term will be twelve months, with potential extensions for up to four additional one-year periods, enabling a total potential contract duration of five years.

The RFQ does not explicitly specify set-aside designations or restrictions on responding organizations. The current system in use is the CRAIG1300 Dashboard, which the new software will replace, suggesting potential integration considerations. The procurement allows for multiple awards if the city determines such an approach beneficial. While specific budget ranges are not explicitly stated, the exemplar agreement indicates that maximum compensation will be negotiated, with firm-fixed pricing required for the initial contract term. Subsequent renewal periods may include potential price adjustments linked to relevant indices such as prevailing wage, Consumer Price Index (CPI), Producer Price Index (PPI), or industry-specific metrics, subject to city approval. The contractor will be required to maintain comprehensive insurance coverage, including commercial general liability with $1,000,000 per occurrence, business automobile liability, and workers' compensation insurance, indicating substantial professional qualifications and financial stability will be important evaluation factors.