Fire Prevention Inspection Software

The City of Toledo is requesting proposals for fire prevention inspection software through RFP #10008930, with proposals due September 29, 2026 at 1:30 PM EST via PlanetBids; bid opening via Zoom follows at 2:00 PM EST. All bidders must comply with Toledo's living wage requirement of $17.45 per hour (or 110% of the updated federal poverty level for a family of four, whichever is greater) for all employees directly performing work on the contract, unless the contractor qualifies for one of eight specified exemptions.

The scope encompasses procurement, configuration, implementation, hosting, support, and maintenance of a comprehensive web-based fire prevention inspection and compliance management platform. The system must consolidate multiple legacy applications into a single unified platform supporting premise and contact management with six years of historical data migration (approximately 22,000 records including photos and PDFs); web-based and mobile fire department inspection forms with configurable workflows; third-party inspection, testing, and maintenance (ITM) compliance management via contractor portal; deficiency management with classification and escalation; billing and payment collection with configurable fee schedules and electronic processing; permit management with online applications; fire watch management with electronic patrol logging; GIS mapping and preplanning integration; automated multi-channel communications; and analytics dashboards with cross-functional reporting and data export. The system must support approximately 50 internal users and an unknown number of external users (property owners, contractors), manage approximately 8,200 premises, 5,500 annual fire department inspections, 6,000 annual ITM reports, 1,050 active permits, and 50 annual fire watches. Required security standards include encryption in transit and at rest, role-based access controls with multifactor authentication, SOC 2 or comparable certification, system availability commitments, and documented disaster recovery procedures. All City data remains the City's exclusive property. Project kickoff is January 1, 2027 with a 90-day implementation timeline targeting production go-live. Out-of-state and out-of-city vendors are eligible. Cloud-based hosting on Microsoft Azure or AWS is acceptable. The City will provide field hardware and does not require ERP or financial system integration.

Evaluation criteria include background and experience, location, familiarity with local and federal standards, current workload, previous performance, understanding of project scope, schedule and staffing, fee, DBE participation, other firm attributes, functional fit, vendor viability, and total cost of ownership — each worth up to 15 points. Award goes to the highest-scoring proposal.

All bidders must submit via PlanetBids: Letter of Transmittal, Project Paperwork (Acknowledgement and Acceptance of Conditions, Living Wage Contract Addendum, Primary/Subcontractor Agreement Certificate), City of Toledo Professional Services Agreement, Vendor Registration Form, Business Tax Registration Form, notarized Child Support Affidavit, Insurance Certificate naming the City as additional insured (Commercial General Liability $1 million per occurrence/aggregate, Comprehensive Auto $1 million, Professional Liability $1 million per occurrence/aggregate, Umbrella $1 million excess), W-9, EEO Compliance certification, Debarment Certification, and Living Wage Affidavit. The contract is a requirements contract effective upon the Mayor's signature, not to exceed one year with up to three additional one-year renewals. Monthly progress payments are available upon invoice submission; termination for cause requires ten days' written notice, termination for convenience thirty days' notice. All disputes are resolved in Lucas County, Ohio courts under Ohio law. The City has not disclosed the project budget.