Preplan, Fire Inspection and other Fire Related Records Management Software

The City of Santa Monica is soliciting proposals for a five-year Software-as-a-Service (SaaS) contract for preplan, fire inspection, and fire-related records management software to support the Fire Department's operations across five fire stations with approximately 17,000 annual calls. The procurement seeks an integrated, iOS-based platform compatible with existing iPads that incorporates Computer-Aided Dispatch (CAD) system integration, mobile responder applications for iOS and Android devices, web-based pre-plan access, NFIRS-compliant incident reporting, customizable fire prevention inspection capabilities, and pre-incident planning tools. Key deliverables include live call data integration with auto-address matching, interactive alert tiles with automated size-up notifications, real-time weather and social media feeds, asset management with equipment tracking, response analytics dashboards, geospatial pre-plan mapping with NFPA standard markers, and administrative controls with audit logs. The system must interface with Los Angeles County Assessor data, City of Santa Monica Building Department records, California State HazMat databases, and multiple mapping platforms including Google Maps and ArcGIS, while maintaining offline functionality. Proposals were due February 14, 2022, at 5:00 p.m., with a question submission deadline of February 7, 2022, and the RFP released January 27, 2022. Evaluation criteria assign 20 points for experience and ability to perform, 15 points for project approach, 25 points for cost using a ratio method, 20 points for value-add and breadth of service, and 20 points for a virtual software demonstration by the top three vendors. Proposers must provide detailed annual pricing for five years, including separate costs for iPad and smartphone clients, bulk purchase pricing tiers, SaaS software licensing, CAD maintenance, and end-user training for up to 100 students, and must demonstrate compliance with mandatory security requirements including encryption, multi-factor authentication, Transport Layer Security 1.2 or greater, and annual SOC Type 2 Audit Reports.

The procurement does not specify set-aside designations for disadvantaged enterprises, though contractors must comply with the City of Santa Monica's Living Wage Ordinance (establishing a minimum wage of $17.64 per hour for covered employees with service contracts exceeding $54,200), non-discrimination policy, and mandatory COVID-19 vaccination attestation requirements for all personnel. No incumbent vendor is identified in the solicitation materials. The software must integrate with the City's existing Central Square CAD system and be compatible with anticipated transition to a new CAD system coming online in 2022, requiring vendors to demonstrate capability to support this infrastructure transition. Proposers must maintain Commercial General Liability insurance of not less than $1,000,000 per occurrence, Workers' Compensation per California statutory requirements with Employers' Liability limits of $1,000,000 per accident, and Technology Professional Errors and Omissions/Cyber Liability insurance with limits of not less than $1,000,000 per occurrence or claim and $2,000,000 annual aggregate. The solicitation materials do not specify a maximum contract value or budget range; however, annual pricing must be submitted separately for iPad clients, smartphone clients, bulk unit quantities, and training services across the five-year contract term at the City's sole discretion for renewal options.