K-5 - Purchase of Fire Reporting Management Software

Human Services, Bureau of Emergency Medical and Trauma Services, which licenses the Tiffin Fire Department as an Emergency Medical Service and holds our compliance with state regulation for EMS, that by January 1, 2024, we need to be able to submit our patient care reports using the NEMSIS 3.5 form. After researching and talking to the State of Iowa, we must be compliant by the above date. This notification was made known to the vendors at the beginning of 2023. After communication with ESO/Emergency Reporting, we were told our current records management system will no longer support NEMSIS below 3.5. This will lead us to being non-compliant by continuing to use their software. As we seek to replace the soon to be obsolete records management system for both Fire Operations, EMS, personnel management, training, activities, inspections, preplans, hydrant management, occupancies, CAD integration, and asset management the Fire Department is seeking to purchase a new software platform that will: 1) provide analytical analysis required to make data driven decisions; 2) provide for the integration of Fire/EMS operations, personnel management, and fire preventions on a single platform; 3) a single software for conducting report for fire and EMS incidents; 4) meet mandated governmental reporting requirements for the Fire Department and EMS; 5) ability to provide statistical data efficiently towards the improvement of Insurance Services Office, (ISO) Public Protection Classification Rating; and 6) improve record management and reduce data entry from paper format. Two proposals were received. Upon evaluation by staff, both softwares meet and/or exceed the minimum requirements by the State of Iowa for transmission of reports. Below are the breakdowns: First Due • Neighboring departments have transitioned to them which allows for sharing critical data between organizations. (Iowa City, North Liberty, and Solon) • Customization available. • Code set are included with the updates in the software subscription. • Import of the Johnson County GIS map into software for preplans, mapping, and strategic planning using the most current mapping. • Transfer up to 10-years of call data from an NFIRS perspective. ePCR only has the capability to house data for NEMSIS V3. • Approximate increase per year is 5%. • First Due has been in business for 7 years. • Additional modules can be added in the future. These include investigations, invoicing, permitting, responder, and community connected. • Customizable checklist for online inventory checks of apparatus and equipment. • The CAD file will transfer the data to both the NFIRS report and the ePCR. • Updates and code set are included with the pricing. • Training and software setup is only $500.00. • Implementation begins immediately with an account manager.