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PR 23356: PORT ARTHUR FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM
\\ tl City of „-r rthu � Texas www.PortArthurTx.Pov INTEROFFICE MEMORANDUM Date: November 22, 2023 To: Ronald Burton, City Manager From: Greg Benson, Fire Chief 67515 RE: Proposed Resolution 23356 for Port Arthur Fire Department Record Management System. Nature of the request: The Port Arthur Fire Department recommends that the City Council authorizes the City Manager to execute a one-year contract with EPR Systems Inc., of Jacksonville, Florida for a fire department comprehensive Record Management System (RMS) in the amount not to exceed $32,477.00, including training, data migration and conversion from the current system. Background The Port Arthur Fire Department must have a full RMS to enter data from all incidents, fire inspections, conduct preplanning, personnel management as well as analyze for enhanced organizational public safety management. Port Arthur Fire Department is also mandated to submit incident response data to the Texas Department of Insurance and the United States Fire Administration. Emergency Reporting (ER) is the current RMS system. ER is being shut down requiring a transition to a new system with enhanced capability. A Request for Proposal (RFP) was placed in the market with five responses. After review of the submissions, it is recommended EPR Systems Inc. be awarded the contract. Transition will require Data Migration and Conversion and Training/Implementation with a cost of $7,200.00. Annual subscription fees will be $25,277.00 with adjustments for Cost-of-Living costs. Budget Considerations: The contract amount is budgeted for in PAFD Account#001-19-047- 5420-00-30-000 in a one-time not to exceed amount of$32,477.00, inclusive of annual subscription fees and one-time cost for training, data migration and conversion from the current system, and implementation. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 City of nrt rtkur www.PortArthurTx.gov Recommendations: The Port Arthur Fire Department recommends approval of P.R. 23356. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No. 23356 11/22/23 gsb RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH EPR SYSTEMS INC. OF JACKSONVILLE, FLORIDA FOR A COMPREHENSIVE RECORD MANAGEMENT SYSTEM FOR THE PORT ARTHUR FIRE DEPARTMENT IN THE TOTAL AMOUNT OF $34 , 477 . 00 ,WHICH INCLUDES A ONE-TIME COST FOR DATA TRANSITION AND CONVERSION FROM CURRENT SYSTEM; FUNDING IS AVAILABLE IN CAPITAL ACCOUNT NUMBER 307-21-049-8512-00- 10-000 . WHEREAS, the Port Arthur Fire Department is mandated to submit comprehensive emergency incident data to the Texas Department of Insurance and United States Fire Administration. The current Record Management System (RMS) in use is being shut down by the vendor; and WHEREAS, the Port Arthur Purchasing Department submitted a Request for Proposal (RFP) for replacement of the current RMS system; and WHEREAS, the City of Port Arthur advertised the RFP in the Port Arthur News on July 15, 2023 and July 22, 2023 for the replacement of the RMS system; and WHEREAS, five bids were received, and have been evaluated by the Purchasing Department and the staff of the Port Arthur Fire Department, a copy of the Agenda Totals is attached hereto as Exhibit "A"; and, WHEREAS, EPR System Inc. was identified as highest ranked proposal, having met all requirements, with the best system to P.R. No . 23356 11/22/23 gsb transition to the wide range of fire department RMS requirements for data collection and analysis; and WHEREAS, funds are available for this contract in PAFD Account #001-19-047-5420-00-30-000 . NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1 . That the facts and opinions in the preamble are true and correct . Section 2 . That the City Council hereby authorizes the City Manager to execute a contract with EPR Systems Inc. for the purchase and installation of an RMS for the fire department with inclusion of a one-time cost for the conversion and migration of data from the current RMS system in an not to exceed amount of $34, 477 . 00 with funds available in Account Number 001-19-047-5420- 00-30-000, in substantially the same form as attached hereto as Exhibit "B" . Section 3. That a copy of the caption of this Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of 2023 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: P.R. No . 23356 11/22/23 gsb NOES: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard City Secretary APOVED AS TO FORM: Val Ti o 4-.1t,11 V City At rney APPROVED FOR ADMINISTRATION: Ronald Burton City Mana er Greg Ben on Fire Chief APPROVED AS TO AVAILABILITY OF FUNDS : , do 69ottueri Lynd. Boswell Director of Finance it �, '' . ( ` Clifton Williams, CPPB Purchasing Manager P.R. No . 23356 11/22/23 gsb EXHIBIT "A" a » a > , : ® 4 / \ - \ k ) } $ / ` E D © \ /§ > ! \ ® .' \ w $ } \ n \ ; , - / A \ - } @ #' § )•% / \ \ 0 % \ ' \ \ , m . _ \ 0 - q ! { 2 7Q \ / ( § / $ - , .. £ / © _ - j ak % j § j ¢ \ / a / % § c § - © # 3 - I 3 3 / \ \ / ( r q ® -' m & I 2 \ 9 s — \ _ ( 4 2 & ? ± § } } .i 3 >' ° k k ƒ / S > \ / . ; , nC / / ", a C M 5 \ 7) 2 k 7 / 7 t § § w _ - \ , n A \ ` ) / p . Z 22 j j ± w & Z." f ƒ J _ r t - .11 .rt.e y ` _ re } 2 w _ _ « = - / g.& \ � ; \ , J\ / \6 � p „ �. P .R. No . 23356 11/22/23 gsb EXHIBIT "B" P.R. No. 23356 11/20/23 gsb CONTRACT FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM INCLUDING A ONE-TIME COST FOR TRAINING, MIGRATION AND CONVERSION OF DATA FROM THE EXISTING SYSTEM THIS AGREEMENT, made this day of ,2023, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "Owner"or "City"and EPR Systems Inc., a C o r p o r a t ion here i n acting by and through , hereinafter called "Contractor" WITNESSETH: That for and in consideration of the payments,terms,conditions,and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1) Provide a Record Management System for the Port Arthur Fire Department that meets state, federal reporting requirements and meet requirements as specified in the attached Request for Bid document response from EPR Systems, Inc. 2) The Contractor to provide training for fire department staff in the new system and migrate and convert data from the existing system for future report and analysis use. 3) The term of this Agreement shall be for one (1) year from the date stated on the Notice to Proceed, unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle within thirty(30)days written notice. 4) The term "Contract Documents" means and includes the following: I. Agreement 2. Advertisement 3. General Information 4. Specification 5. Addendum(s) 6. Request for Proposal 7. Proposal 8. Notice of Award 9. Notice to Proceed 5) This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6) IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in 2 copies each of which shall be deemed an original on the date first written above. Executed on the day of , 2023. CITY OF PORT ARTHUR BY: Ronald Burton,City Manager ATTEST: Sherri Bellard. City Secretary Executed on the day of , 2023. EPR SYSTEMS INC. BY: Print Name: Title: WITNESS: Print Name: EXHIBIT C CITY OF PORT ARTHUR Request for Bid Fire Department Record Management System July 15, 2023 July 22, 2023 PUBLIC NOTICE CITY OF PORT ARTHUR, TEXAS ADVERTISEMENT FOR BIDS Ace is hereby given that sealed bids, addressed to the City of Port Arthur, II be received at the Office of the City Secretary, City Hall 444-4th Street or O. Box 1089,Port Arthur,Texas77641 no later than 3:00p.m.,Wednesday, .igust 2, 2023 and all bids received will thereafter be opened and read aloud 3:15 p.m., Wednesday, August 2, 2023 in the City Council Chambers, 5th oor, City Hail, Port Arthur, Texas for certain services briefly described as: AIR PURIFICATION SYSTEM FOR FIRE FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM ds received after the deadline stated above, regardless of method of delivery, II not be considered and will be returned unopened. )pies of the Specifications and other Contract Documents are on file in the irchasing Office, 444-4th Street, City of Port Arthur, and are open for public ;pection without charge. They can also be retrieved from the City's website at vw.portarthur.net or www.publicpurchase.com. ie City of Port Arthur reserves the right to reject any and all bids and to live informalities. ,r Chapter 2 Article VI Sec. 2-262(C) of the City's Code of Ordinance, the :y Council shall not award a contract to a company that is in arrears in its ligations to the City. CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR BIDS Notice is hereby given that sealed bids, addressed to the City of Port Arthur, wilt be received at the Office of the City Secretary, City Hall 444-4th Street or P.O. Box 1089 Port Arthur,Texas 77641 no later than 3:00 p.m.,Wednesday, August 2, 2023 and all bids received will thereafter be opened and read aloud at 3:15 p.m., Wednesday,August 2, 2023 in the City Council Chambers, 5th Floor,,City Hall, Port Arthur,Texas for certain services briefly described as: 1.AIR PURIFICATION SYSTEM FOR FIRE 2.FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM Bids received after the deadline stated above, regardless of method of delivery,' will not be considered and will be returned unopened. Copies of the Specifications and other Contract Documents are on file in the; Purchasing Office, 444-4th Street, City of Port Arthur, and are open for public1 inspection without charge. They can also be retrieved from the City's website at www.portarthur.netor www.publicpurchase.com, The City of Port Arthur reserves the right to reject any and all bids and to waive informalities. Per Chapter 2 Article VI Sec. 2-262(C) of the City's Code of Ordinance, the City Council shall not award a contract to a company that is in arrears in its i obligations to the City. VA�§ = RONALD BURTON THURMAN BILL BARTIE,MAYOR �,� TIFFANY HAMILTON,MAYOR PRO TEMa CITY MANAGER City of citt COUNCIL MEMBERS: . , SHERRI BELLARD,TRMC WILLIE BAE LEWIS di CITY SECRETARY DONEANE BECKCOM HAROLD L.DOUCET,SR o r t r t It to a" VAL TIZENO THOMAS KINLAW III CITY ATTORNEY DONALD FRANK,SR. levers July 17, 2023 REQUEST FOR PROPOSAL FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM FOR PORT ARTHUR FIRE DEPARTMENT DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m.,Central Standard Time,August 2,2023 (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15p.m.on August 2,2023 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud. MARK ENVELOPE: P23-056 DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies of your RFP to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET,4th Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR,TEXAS 77640 POINTS OF CONTACT: Questions concerning the Request for Proposal should be directed in writin,'to: City of Port Arthur, TX Clifton Williams,Purchasing Manager P.O. Box 1089 Port Arthur,TX 77641 clifton.williams(iiportarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams,CPPB P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 I Fax 409.983.8291 The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for your convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed in a sealed envelope,with the Vendor's name and address in the upper left-hand corner of the envelope. ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrive at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted. Clifton Williams,CPPB Purchasing Manager Page 2 of 27 REQUEST FOR PROPOSAL FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM FOR PORT ARTHUR FIRE DEPARTMENT (To be Completed ONLY IF YOU DO NOT BID.) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT 1N REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid,we would appreciate your response regarding the reason(s). Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: this time only not this commodity/service only Yes No Does your company provide this product or services? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City,State,Zip Code: Date: Page 3 of 27 REQUEST FOR PROPOSALS FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM FOR PORT ARTHUR FIRE DEPARTMENT OBJECTIVE The City of Port Arthur Fire Department(PAFD)is requesting proposals for a comprehensive Fire and Emergency Medical Services(EMS)records management system(RMS). While PAFD is interested in systems with a proven track record and implementation history, it does not preclude Proposers from submitting proposals that may utilize new or emerging technologies. The successful Proposer shall be capable of providing a fully integrated operational turnkey system that is configurable, including installation,training,testing,user documentation,transition, cutover support, and system warranty and maintenance to include system update services that include all third-party services and interfaces. As a part of this process,PAFD may consider technological hardware components to support the solution. Examples of this technology could include laptop computers or tablet devices. The scope, as described below,will outline the PAFD's essential requirements and additional options for consideration. PURPOSE The City of Port Arthur, TX Purchasing Department,on behalf of the Port Arthur Fire Department is soliciting proposals from qualified firms to provide a Record Management System(RMS)for use by the Port Arthur Fire Department in collecting and analyzing data. The purpose of this RFP is to solicit proposals from qualified RMS providers to provide record keeping services for the Port Arthur Fire Department. The"Record Management System Functionality and Capabilities Assessment Form -Appendix A"shall be completed for review by evaluation team members. (See Attachment A). The resulting contract from this RFP shall be for one(1)year from the date of issue with an option to renew for two (2)additional years, one(1)year at a time after the initial one-year period. The contract may be canceled by either party for any reason,without penalty,provided notification is made in writing at least 90 days prior to termination. It is the City's intent that this Request for Proposal(RFP)permit competition. It shall be the offeror's responsibility to advise the Purchasing Director in writing if any language, requirement, specification, etc.,or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. The Purchasing Director must receive such notification not later than five(5)business days after solicitation release date. Page 4 of 27 Background The City of Port Arthur, Texas, is located in Jefferson County, approximately ninety miles east of Houston, Texas. According to the 2020 U.S. Census Bureau, The City of Port Arthur's population is about 56,000 people PAFD is responsible for providing fire protection, fire code inspections, fire investigations, and a broad range of other emergency services. PAFD is a Texas First Responder organization but does not transport patients. PAFD employs 108 career personnel, with eight (8) fire/rescue companies operating out of seven (7) stations. PAFD responded to approximately 12,000 incidents during the calendar year 2022. PAFD is dispatched by the primary public safety answering point(PSAP) located within the Port Arthur Police Department. Computer Information Systems (CIS) is the current computer-aided dispatch (CAD) system. The RMS system will require an interface to CIS for incident data transfer. PAFD currently uses Emergency Reporting (ER) for fire records management. PAFD has been notified that in late 2023, ER will no longer be supported and must be replaced with new fire records management software. As a result, the Port Arthur Fire Department is seeking proposals for a new records management software system that will incorporate the following capabilities. PAFD is using PSTRAX for fleet and facilities management software to track maintenance on vehicles, including apparatus and stations. The City of Port Arthur maintains an enterprise Geographic Information System (GIS)using ESRI software for multiple municipal departments. PAFD must follow regulatory mandates from the State of Texas Commission on Fire Protection, the Texas Fire Marshal Office, and the U.S. Fire Administration, which require that the Fire Department report incidents monthly. They must be coded and formatted according to U.S. Fire Administration standards. In addition, PAFD must also maintain records of the daily inspection reports of all self- contained breathing apparatus units used in firefighting responses. The Texas Commission mandates this requirement on Fire Protection (TCFP). The TCFP conducts at least one biannual audit at random to ensure compliance. PAFD is also developing, implementing, and maintaining an effective training program that follows the guidelines for ISO credit. The new RMS system shall be able to identify and track TCFP and ISO compliance requirements and overall compliance with NFPA standards. Essential Requirements and Expectations PAFD seeks to procure a comprehensive Fire RMS system that provides the functionality and qualitative analysis capability to ensure the highest level of service is being provided to its citizens and stakeholders. PAFD expects to utilize a commercially available RMS that other fire service agencies have successfully deployed. The City does not wish to embrace any software or systems that have not been fully tested and deployed in live operational environments of comparable size. The proposed system will be the manufacturer's most recent model available for installation that substantially meets the requirements of this RFP. Proposers must describe the model proposed and its associated components. The Proposer will provide a site license or equivalent licensing option that includes unlimited workstations for all software applications deployed as part of this procurement. Proposers shall describe licensing options included with this procurement. The cost of the software, installation, and maintenance Page 5 of 27 must be included in the cost proposal. The licenses will reside with the City, and the maintenance will be included in the proposal's overall maintenance plan. The Proposer is expected to furnish all hardware and related components required to install a complete, working system. The Proposer shall be responsible for the purchase, installation,warranty,maintenance, and support of all hardware components provided with this procurement. System reliability and availability are paramount. In the proposal, Proposer must describe the proposed solution's availability architecture, including database mirroring and failover,network load balancing, exception handling, system logging, and system management.Additionally, Proposer must describe the redundant and fault-tolerant capabilities of the proposed system hardware, including servers, storage, power, and networking equipment. The awarded Proposer shall provide operational and functional training to all participating agency members regarding the use and configuration of the RMS. PAFD further expects administrative training to be provided to the agency's administrative staff, which covers all aspects of operating and managing the system and any embedded applications. The fire department is assessing its workflow across several systems to determine which functions may be best managed within the new RMS. The system specifications published in the Scope of Work will assist in identifying what each Proposer's product offers and, based on responses,which product best meets the agency's operational needs. It is expected that the Proposer offers the following software modules as noted in further detail in Scope of Work. • RMS General • Station Activity Log • Personnel Management System • Personnel Activities • Learning Management System • Training Records • Permits • National Fire Incident Reporting System (NFIRS) • Master Vehicle/Apparatus Log • Master Facility Log • Master Name Index • Master Location Index • Investigations • Occupancy/Property Inspections • Fire Hydrants • Equipment Maintenance • Fleet Maintenance • Facility Maintenance • Inventory Management • False Alarm Tracking • Invoicing/Billing Page 6 of 27 • Document Library(accept .pdf, .jpeg, .mp4 and other file types) It is understood that the above modules are representative of common functionality across many fire records management systems. PAFD is interested in procuring a system that provides diverse feature functions and robust capabilities to report on and analyze multiple facets of data. Proposers shall provide a narrative detailing their capabilities for the following optional features: 1. Data analytics and predictive business intelligence to include a qualitative assessment of patterns, triggers,milestone events, and trends, including real-time monitoring of data streams via dashboards. Proposer's Minimum Requirements: A. The Proposer must have operated continuously for a minimum of three years as an established firm in providing Fire Record Management Systems. A proposer with less than three years' experience can be considered with a statement on when the firm was established. Proposer must submit the following with its proposal: documentation demonstrating the required experience as outlined above. B. The Proposer must not have any outstanding lawsuits,nor has the Proposer been involved in any lawsuits during the last three years that may materially affect its ability to provide the services described herein. In addition, the Proposer must not be currently involved in litigation with the City,nor has the Proposer been involved in litigation with the City during the last five years. Provide information on any lawsuits that would materially affect your ability to provide the work with your proposal. C. The Proposer must not have any outstanding regulatory issues, nor has the Proposer had any regulatory issues during the last three years that may materially affect its ability to provide the services described herein. Provide information on any outstanding regulatory issues that would materially affect your ability to provide the work with your proposal. D. The Proposer's must provide references on the two-page"REFERENCES" form provided in the proposal. The Proposer must provide three current client references and three former client references (or as many current and former client references as Proposer has available) for which the same services have been provided. This information will be used to determine current and former client experiences. Selection Process: A seven-person selection committee will evaluate each Proposer's proposal and rank each firm on the basis of the following criteria. The City of Port Arthur reserves the right to request a limited number of firms to appear for virtual oral interviews in order to further evaluate qualifications. (Note: these criteria are not necessarily listed in order of importance.) Methodology-implementing and supporting the System. 15% System Requirements 15% Page 7 of 27 System Design 15% User Functionality-Ease of 15% Use, Solution Intuitiveness, Visual Aesthetics,User Customizable Options, and User Resource Content Perception and previous 15% customer feedback on ease of users to learn the system Experience with comparable- 5% sized fire departments. Cost(Initial) 10% Cost(Future) 10% All proposals will be screened by an evaluation committee and those proposers selected for a short list may be invited to attend an interview, at the proposer's own expense. Any invitation for an oral presentation will be solely for the purpose of clarifying proposals received from each qualifying proposer, and will not represent any decision on the part of the evaluation committee as to the selection of a successful proposer. The City will evaluate all responses based on the experience, personnel qualifications, references, methodology/strategy,cost,and quality of response. The City reserves the right to negotiate the final fee prior to recommending any Contractor for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100-point scale and shall be based on the criteria above 2 City staff shall recommend the most qualified Contractor to the City Council and request authority to enter into contract negotiations. 3. When services and fees are agreed upon, the selected Contractor shall be offered a contract subject to City Council approval. 4. Should negotiations be unsuccessful, the City shall enter into negotiations with the next, highest-ranked Contractor. The process shall continue until an agreement is reached with a qualified Contractor. 5. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of the response. All finalist(s) shall pay their own costs incurred in preparing for,traveling to, and attending interviews. Pricing Criteria/Price Schedule The price evaluation will be based upon Proposer's base price as given in the price schedule,plus the criteria described below. Proposers are encouraged to offer system options that they believe will enhance the usability of the system for PAFD. These options are to be described and priced separately. PAFD reserves the right to consider or ignore these options in evaluating the overall fitness of a Proposal. The price will be specifically evaluated on the following points: Page 8 of 27 • What is the initial cost of the system? • What is the annual cost for support,maintenance, and updates? • What is the Proposer's commitment to supporting pricing after the first year? • Are all updates to the software included in the support program, or are some at an additional cost? • Is the software sold as a site license or will PAFD need to purchase additional user licenses every time a user or user workstation is added to the system? • Will any additional training for City of Port Arthur IT personnel be required? • What is the expected cost to PAFD for the ongoing support of the system? • What will be the internal cost of ongoing training of new personnel? Price Schedule APPENDIX I Function Pt Year Cost 2nd Year Cost 3rd Year Cost Basic System reporting Integration with CIS Data transfer from existing system PSTRAX interface Zoll Cardiac Monitor interface Munis (Tyler) interface Cyber Liability Proposer shall maintain cyber liability insurance in the amount of$1,000,000 for each occurrence and insuring against liability to cover expenses associated with data breaches, including notification costs, credit monitoring, costs to defend claims by state regulators, fines and penalties, and loss resulting from identify theft. Requirement/Capabilities The proposed shall use the categories in Table 1 to indicate in the Scope of Work Worksheet the current requirements and capabilities of the system. Additional comments or explanations can be provided. Table 1. Requirements/Capabiliities Page 9 of 27 M Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Proposers in accordance with agreed-upon configuration planning with the City. F Feature/Function will be available in a future software release available to the City; provide a date at which point it will be implemented in accordance with agreed-upon configuration planning with the City. T Feature/Function is not included in the current software release and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. N Feature/Function cannot be provided. Support Services The proposed system shall include first-year support, maintenance, and software updates, to begin upon system acceptance. The Proposer shall describe in detail in the proposal (or include a sample support contract) the software support to be provided. This shall include how software problems will be resolved and the warranty terms. The Proposer shall provide an 800-telephone number for support. As part of software support, the Proposer's support personnel shall be able to connect to the proposed system to investigate problems. If special software or hardware is required on the RMS system to support this capability, it shall be included in the system price as a separate line item. The Proposer shall describe its software update or upgrade policy. Specifically: • How frequently and under what circumstances is updated software provided? • How will PAFD be notified of available updates? • What is involved in implementing an update? • Will PAFD incur any costs to the Proposer to implement updates? • Does the Proposer ever charge for updates or new versions of products licensed to PAFD? If so, under what circumstances? • How frequently does the Proposer release new, enhanced software versions?About how many enhancements would be expected with these new versions? • With new versions, what is the Proposer's approach to migration from earlier versions. • We need to make sure that any RMS that has a LMS function that the training that any prepackaged online training content provided is TCFP and/or TxDSHS compliant. • Provide an inspection and investigation components. Page 10 of 27 • Discuss how contractor will assist/provide data migration service from ER into their platform. • Station/equipment/vehicle check capabilities they have to replace PSTrax. • Does the platform have the ability to generate a ICS 214 form from daily/station log? Page 11 of 27 GENERAL INFORMATION: Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions as directed. TERMINOLOGY: "Bid"vs. "Proposal"--For the purpose of this RFP,the terms "Bid" and Proposal" shall be equivalent. AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these specifications. The City reserves the right to award on the basis of the Lowest and Best Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to reject any or all proposals. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request,over the signature of an authorized individual,to the Purchasing Division any time prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if submitted after the deadline. CONFLICT OF INTEREST:No public official shall have interest in this contract,in accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. CONFLICT OF INTEREST: Provide a completed copy of the Conflict-of-Interest Questionnaire (Form CIQ). The Texas legislature recently enacted House Bill 914 which added Chapter 176 to the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Port Arthur,including affiliations and business and financial relationships such persons may have with City of Port Arthur officers. The form can be located at the Texas Ethics Commission website: https:/iwww.ethics.state.tx.us/filinginfo/conflict forms.htm By doing business or seeking to do business with the City of Port Arthur including submitting a response to this RFP,you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and you are representing that you in compliance with them. Any information provided by the City of Port Arthur is for information purposes only. If you have concerns about whether Chapter 176 of the Texas Local Government Code applies to you or the manner in which you must comply,you should consult an attorney. ETHICS: Public employees must discharge their duties impartially so as to assure fair, competitive access to governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a manner as to foster public confidence in the integrity of the City of Port Arthur's procurement organization. Any employee that makes purchases for the City is an agent of the City and is required to follow the City's Code of Ethics. • Page 12 of 27 MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full-time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public monies under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. It is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. All addenda will be numbered consecutively, beginning with 1. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS:Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel)in Port Arthur,the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount,where required, of each item listed. In the event of error or discrepancy in the mathematics,the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur,Attn.:Accounts Payable, P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur,in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e.payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. Page 13 of 27 This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any portion of these requirements. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and,the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP. QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. Page 14 of 27 TERMINATION FOR CAUSE:If,through any cause,the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract,or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above,the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least thirty (30) days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph hereof relative to termination shall apply. RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury$1,000,000 single limit per occurrence or$1,000,000 each person/$1,000,000 per occurrence; and, b. Property Damage $1,000,000 per occurrence regardless of contract amount; and, c. Professional Liability: $1,000,000. Page 15 of 27 Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates)and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered, modified or canceled unless at least fifteen(15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur not more than ten (10)days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten(10)days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period,the time may be extended by mutual agreement between OWNER and CONTRACTOR. Page 16 of 27 APPENDICES RETURN WITH PROPOSAL A. Record Management System Functionality and Capabilities Assessment Form Yes B. Letter of Interest Yes C. Vendor References Yes D. Affidavit Yes E. Non-Collusion Affidavit Yes F. Conflict of Interest Questionnaire If It Applies G. HB 89 Yes H. SB 252 Yes I. Bid Sheet Yes Page 17 of 27 Record Management System Functionality and Capabilities Assessment Form—Appendix A Please submit your Record Management System Functionality and Capabilities Assessment Form 4 4 Page 18 of 27 EPR City of Port Arthur TX systems � s I, Wiz • ESTI F R , P RO POSAL Jeff Jacobson Director of Business Development (704) 746-6396 jjacobson@eprsys.com eprsystems. com Arth r ^.2: O��J_ Co City, Port Record FIREWORKS RFP= 'a Fire Departure io Record . m . Management System Proposal Submission Letter August 2nd, 2023 City of Port Arthur, TX Clifton Williams, Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 clifto n.williams©po rtarthurtx.gov REQUEST FOR PROPOSAL FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM FOR PORT ARTHUR FIRE DEPARTMENT The information presented in this proposal and included attachments are guided by the Request for Proposal for a Fire Department Record Management System for Port Arthur Department, issued by the City of Port Arthur,TX. As a solution for the City of Port Arthur Fire Department, EPR Systems is proposing its flagship Records Management System (RMS), FireWorks to seamlessly collect and store all records necessary to manage the department. Per the requirements stipulated in the City of Port Arthur RFP, EPR Systems' FireWorks and integrated applications meet or exceed the system requirements and standards stipulated within the RFP. Details regarding our software and each module,as well as technical specifications regarding our SaaS cloud-based platform are also included. We believe our software is best suited to provide a reliable turnkey RMS platform with implementation, training and ongoing product support specific to the needs of the City of Port Arthur. We have provided a variety of information and experience regarding the capabilities of FireWorks with screenshots. For questions regarding the material presented, please contact Jeff Jacobson, Director of Business Development, EPR Systems,Inc. at jjacobson(a�eorsys.com or ca11704-746-6396. We welcome a demo of our FireWorks platform at your convenience. Respectfully submitted, 2023 EPR Systems. Inc A( Rights Reserved EPRSystems corn 1 I • • lq • **,7*# t,' b s ,� a t ��� ; � � ray+ -;. EPR 040 FIREWORKS Table of Contents Proposal Submission Letter 1 Cost Proposal 3 EPR FireWorks Functional Features 7 Apparatus, Equipment, and Facilities Management 11 Guide to Billing and Invoices 14 EMS PCR (ePCR) Features 23 MedicWorks ePCR 23 EPR's LMSWorks(Learning Management System) 26 Data Migration and Project Management 27 Implementation Plan 27 Training Support 29 Ongoing Implementation Plan 29 Levels of Support 29 Training Plan 30 System Architecture and Design 34 Technical Specifications and Cut Sheets 34 2023 EPR Systems Inc-AN Rights Reserved EPRSystems-con? 2 . &« 0 �\ / \ . \ I* - i I ) ' , ��y y> \ , \/\ / 2a \ ya e y ` \« £r e . . . . . . . . •%�d. EPR Systems E l' 1'? 1016 LaSalle St., Jacksonville, FL, US, 32207 systems QUOTE 4265704000043084042 TValid Till Jul 31, 2023 Billy l y of Port Arthur Sales Executive Jaime Metcalf Clifton Williams 444 4th Street, Port Arthur, Amount $ 32,477.00 TX, , 77640 Item &Description Payment Type List Price Qty Amount Fire Bundle Recurring $ 13,014.00 1 $13,014.00 (NFIRS, Inspection, Properties, Pre Plan. Hydrants, Investigation) Inventory/Maintenan Recurring $900.00 1 $900.00 ce/Work Order CAD Interface Recurring $ 1,196.00 1 $ 1,196.00 Allows for integration of CAD data into EPR.Additional fees from your CAD vendor may apply.- CIS Analytics/Reporting Recurring $0.00 1 $ 0.00 Platform LMS Works Recurring $ 20.00 108 $ 2,160.00 Robust Learning Management System (LMS) for in-house training of firefighters and EMS to coordinate and facilitate certifications and other skills training Support Recurring $0.00 1 $ 0.00 Technical Support Maintenance & Updates First Responder Recurring $3,000.00 1 $ 3.000.00 ePCR Basic Patient Information 3 I - � Item&Description ion Payment Y Type 111:111 QtY Amount Cardiac Monitor Recurring $557.00 1 $557.00 Interface Allows for import of cardiac monitor data into ePCR. ZOI1 Interfaces Recurring $0.00 1 $0.00 Health Call Munis PS Traxx GIS ESRI Billing Module For Recurring $ 4,450.00 1 $4,450.00 Inspections Permits. Public Education, False Alarm Data Migration and One time $ 3,000.00 $ 3,000.00 Conversion ER Training and One time $ 1,400.00 3 $4,200.00 Implementation 4 DayS Recurring Fee Total $25,277.00 One Time Fee Total $ 7,200.00 Sub Total $32,477.00 Service Tax $0.00 Paid Amount $32,477.00 Authority Signature Grand Total $ 32,477.00 Authorization Signature: Accounts Payable Contact Name: Title: Accounts Payable Email/Number: Date: FDID Number: Terms &Conditions All One-Time Fee's shall be invoiced on the Effective Date. During the first year,100%of the remaining Fees shall be invoiced on the SaaS Subscription Start Date,which is 15 calendar days after the effective date. 4 7 . .. ,...:. , • ' ",!,...',,,'k,-, ; . . ::-.4:... ..•:,.,,,_ , ' - ' ..: 1•.ft't'.;.,... — 4" '' -•..-0.05,..,,,I. , : . ,,,. ..., :„, k . , . •j%...--!..4.).4-1,,,A,?t---,,p,•,,,1,47,..4. '' ; 1 - i 1. .....,A1.4...1.,,...... ., . ..,.„ ,..,. ...,;.,,,,,,p.;.ir-,:.At• , , l i et. , 43r i ,,... . ,,.. _ ..- .• t.i..i.,41k-V...4, :-..---,-- N'.•----?:':-.1.,-:,:;:',1.,,., ,,...:7;fi.'''-',-.'-4'. ''" '" -,.. ,,di,;4:-.,,,,:4'".', '.,1,44,..:-,,,'-...7-,.:;,,-.:,--1,-,',A.V.,'-if.-. 13.i:&.zt.c,4.:.%, ,4kt., „!!'iii.,,:,,_,';'-'4..:4`1,4'':,,''.'4-,v1f,,,11'.'1':•,',3,`,..,e, ..... '."-'4,r,- '.%,04.,•..,'",•.:!1*.,,,,', "-'.',t.',.,'"44,1,, ."."4,...A17.‘;.,,,v41:*4-,'.'".'' •...,,, '"':',:.,-;1,,,,,40614.4,-,.0,,*1-A-'''''" ' .,.... , . ...... ,-, ... - • -" -,:r..,7-1•,:i."..**,: OUR COMPANY _to ..:„...„..,4 . . , ....,,,,,..,.„..,..,,..„.. , .._„,.„.„...lt,„:,....4.„ ,.., ..„ .4 .„,,,,,,..e,........,.‘......„,,,..,,,.....,........ , . .. ,.,.. ,..,..,5...,...,„:.1,21.4.. ...,_,:c.: ,...4„..e. ,I.2,41„..„,....„..,..., , _ .. .., •. .., .....,,,,I...,.......,....,... .. ...ti..4„...„1:4;t5..,47..t..,...:. . 4.,.„....,.::..., ......„...,......:,,,,, 1„:„e4s,,..„..?„.....„..„.. G Response to the City or.Pcrt Artn,or. EPR { FIREWORKS RFP for a Fire Depar:rnert Record . r Manage;Teri System Firm Profile Executive Summary EPR is a software company founded in 2016 specializing in the development and integration of systems designed uniquely for local government. EPR is committed to providing smart, cutting-edge technology with a strong customer service orientation. EPR has staff distributed throughout the U.S. to service our customers. We have regional sales staff, trainers, administration, and customer support who are remotely based and travel to our customers when appropriate for installation and training support. Our help desk provides remote support to our customers via email, phone or chat. EPR's specialty is analyzing the specific needs of each customer, while modeling the software platform requested to their requirements. EPR has an outstanding staff who put an emphasis on personal, as well as high quality of service. Our single database approach allows for full customization, ease of use and data mining. Our platform includes a complete suite of modules with built-in workflows that enables you to manage all the needs of your department in one holistic system. EPR's philosophy is that the data collected in the system should serve your needs; enabling you to make informed decisions. Providing a streamlined and easy way of collecting data in the field as well as an easy system to analyze that data gives our customers the most complete view of their operations. About EPR FireWorks EPR FireWorks is a complete records management solution for fire and EMS agencies that enables the management of all needs of a fire-rescue department in one system. FireWorks includes fire reporting for NFIRS 5.0 and includes all other ancillary functions of a department. The FireWorks integrated pre-plan and inspection system ties together both essential functions of a fire-rescue department: suppression and prevention.Crews can conduct pre-plan surveys while certified fire inspectors conduct periodic occupancy and/or business inspections. Critical data is instantly updated and shared, such as emergency contact information, last inspection violations noted as well as tactical information such as hydrant locations, Knox Box locations, FDC connections and more are available at the time an emergency is dispatched. FireWorks was developed using best of breed technologies including Microsoft development architecture, Amazon's cloud computing servers, Google mapping and WAZETM turn-by-turn navigation to the scene. Companion Modules LMSWorks, and CommunityWorks EPR has companion modules that work seamlessly to support additional layers of data and information to make the FireWorks platform a total solution for fire-rescue departments and EMS. LMSWorks is a complete Learning Management System that allows for tracking and reporting on training as well as providing 24/7 access to training content related to all of our products. It also can be expanded to include firefighter certification and professional training customizable to the department's needs. EPR's brand new CommunityWorks provides your department with a direct connection to the public. With CommunityWorks, you'll be able to enroll local businesses and residents in their safety with a direct connection to the fire-rescue department database. Company Background Experience and Organizational Capacity 2023 EPR Systems. Inc Al! Rights Reserved EPRSystems corn 4 Response to the City of Pori Arthur, EPR FIREWORKS RFP fo-e Fare Department Record Management System Proposer's Legal Name: EPR Systems, Inc. Contact Information: 1016 LaSalle Street, Jacksonville, FL 32207 Main Phone: 941-328-3239 (no fax) Website: EPRSystems.com There will be two primary contacts for the project: • Jaime Metcalf, Regional Account Executive: jaime(a.eprsys.com • Jeff Jacobson, Director of Business Development: jeffaeprsys.com 704-746-6396 EPR Systems, Inc. uses no subcontractors in the processing, training or delivery of its software. EPR Systems, Inc. is under no pending litigation nor any bankruptcy or insolvency proceedings in the last ten (10) years. EPR Systems, Inc. and any of our staff who will perform work is/are free of any conflict of interest. There have been no acquisitions in the prior five (5) years. Customer onboarding,data migration, interface configurations and integrations as well as new user training are all included and provided by EPR Systems based on each new customer's needs. Details regarding change control methodology, support, on-site visits, costs, agreements and references as well as additional vendor responsibilities are included herein. Firm Principals EPR Systems, Inc. currently has over 45 employees based in the U.S., and nearly 70 based in Israel. Gilad Preger, CEO, President and Chairman. Gilad founded EPR Systems in 2000. As CEO, Gilad is in charge of business development and steering the company into new directions and challenges. In addition, Gilad is responsible for organizational mapping and creating joint ventures with other companies. Prior to founding EPR Systems,Gilad served as fundraising manager for educational institutions. Gilad has a B.Ed. and has been a lecturer in the students' program at The Hebrew University of Jerusalem. Avi Wach, Chief Operating Officer.Avi joined the company in 2010 and is currently the Chief Operating Officer. In his previous position,Avi was CEO of an association for the promotion of culture, and before that worked in the field of data security and integration at companies such as VCIX, IBM and Applettix.Avi holds an MBA and a Bachelor's degree in software engineering. Benny Shalev, Vice President Implementation/Project Management. Benny is responsible for customer interaction regarding managing the projects for the implementation of EPR's software, customizations, data migration and integrations. Benny studied business administration and economics and has a degree in education and electronic engineering. Benny is the subject matter expert on NFIRS analytics with EPR and is the expertise behind creative innovative reports and data insights in the NFIRS data set. 2023 EPR Systems: inc.All Rights Reserved EPRSystems corn 5 Response to the City of Port Arthur, EPR `i/FIREWORKS RFP for a Fire Department Record Management System Jeff Jacobson, Director of Business Development.Jeff Jacobson comes to EPR with over 20 years of fire and EMS experience as a career Firefighter Paramedic. He also has over ten years in the fire and EMS sales industry, with the prior six years as a sales leader in SaaS RMS software. His passion is to empower agencies with software that helps protect first responders and equips leadership with valuable data to make informed decisions within their department. Jeff holds an AAS in Fire Science as well as certifications in FF 1 and 2, NREMT- Paramedic, AHA instructor for all disciplines and several management certifications. Shane Moss, Chief Training Officer. Shane joined the company in 2019 as an end-user instructor and is currently the Chief Training Officer. He has over 30 years of Fire Service/EMS experience. His background includes operational,administrative, network and data analysis within Emergency services. Shane holds an AAS in Fire Protection Technology, as well as multiple fire/EMS/ICS/Computer certifications. 2023 EPR Systems, Inc.All Rights Reserved. EPRSystems.com 6 „14 I 1 3 . ; .trAt.r,r444947.0PEO":4"'t*r****,.. .41k , _ ; • ' • , •• -• . • R SOFTWARE PR Response to the City o`Port Artnur, E/ • l �40 FIREWORKS REP or Eire Department Rec:.'d s r r e "r1anagernent System EPR FireWorks Functional Features EPR Systems FireWorks RMS is a cloud-based software that is platform and device agnostic. FireWorks requires no separate mobile app as it is fully accessible via a browser via internet connection. Notifications are user-defined and contain access to routing and pre-plans. Users in the field can access pre-plan data, module and Google Maps with street views. FireWorks is configurable to integrate with most CAD systems with the ability to retrieve live call data. Dashboards—FireWorks allows departments to build custom dashboards per user. EPR has a powerful Business Intelligence(BI) reporting tool that will provide the department with instant data including access to over 250 pre-built reports with the ability to custom build reports that fit the department's needs. NCIDENTS cmr xuev- �x .areas, eeac-era, cu >:... o • • • �i 2023 EPR Systems Inc.All Rights Reserved. EPRSystems.com 7 I � Response to the City of Port Arthur, EPI? FIREWORKS RFP for a Fire Department Record Management System Response Mode: Puts powerful response information at your fingertips. 41 h 1 141 r • • • • NFIRS-compliant Incident Reporting: Supports plus one codes, user friendly and fully customizable. EPR FireWorks is a complete records management solution for fire and EMS agencies that enables the management of all needs of a fire department in one system. FireWorks includes fire reporting for NFIRS 5.0 as well as NEMSIS 3.5-compliant patient care reporting and includes all other ancillary functions of a department. INCIDENTS 1.0 ucn vaaexy nx k..�x_c:r. -y _�vmm Oft .m mx T 0 ti 2 k 0 r z 0 . < a Actua hr°w >o. icu �us 2023 EPR Systems: Inc.All Rights Reserved. EPRSystems.com 8 Response tc the City of Port Arthur, EAR 4 FIREWORKS RFP for a Fire Department Record Management System wowks r ® la 45 .m arm • " ,. ., as liars`3, • Ad-hoc Reporting: Our Ad-hoc reporting generator feature allows selection of incidents, properties, and hydrants modules with the ability to apply layers, select conditions, and generate points. bin .. b r , g 2023 EPR Systems inc.All Rights Reserved EPRSystems.corn 9 Response to the City o'Port Arthur, EPR040 FIREWORKS RFP for a Fire Department Record syssonss Management S`isterr. Pre-plans: Fire inspectors typically visit commercial properties and occupancies during the annual/periodic business inspection process. While conducting an inspection, the inspector can also update the preplan information. If there is any critical information needing the attention of the fire marshal, the workflow within the system enables the inspector to email the fire marshal and attach the revised preplan report. Inspectors typically update emergency contact information or note important safety/hazards at property locations. Hydrants: FireWorks has multiple options to schedule both general maintenance and flow testing. Esri® Integration: EPR Systems FireWorks is now integrated with Esri, the world's leading mapping and location analytics system. As you can see, Esri data is now available in mapping, property, inspections and preplans. This live data enables the most accurate and up-to-date information about the service area as it relates to important information for first responders.The two following screenshots are from Response Mode: • 4 `l*-.. . -his • 1 1-'44; H / 2023 EPR Systems. Inc Al! R ghts Reserved EPRSystems corn 10 Response to the City of Port Arthur. EPR (y FIREWORKS RFP for a Fire Department Record Management System The following screenshots are examples of Esri data displayed in map views: - s ' y t d i • I f t F . C -. 14, i�cl Haan �... fr4igl54 si fir► ,N a'H �'i'�,F* kter' 4 v r vim`-. ai sti' - -J ♦a Apparatus, Equipment, and Facilities Management Inventory Tracking: (vehicles, equipment, and personal protective equipment): FireWorks Inventory and Maintenance module enables the department to define different locations where inventory is held, whether in a warehouse, storeroom, apparatus, SCBA, hose or even PPE for an individual. Data from the current inventory system can easily be imported into the FireWorks system if provided in an .xlsx (Microsoft Excel) file format. The inventory and maintenance module enables documentation of required supplies in each location with email alerts to the logistics supervisor or others if quantities checked fall below thresholds. Maintenance on apparatus can also be defined and checked based on the counties defined schedules to alert for preventive maintenance or even apparatus out of service. Reports such as expired inventory and others are also provided. Inventory and Maintenance NNW GEM= 604 UnIt Nam CMa CLWGN tan CMW} d•a [ha ey V X ,-.,.. • s..a. MINIMU Q=- fi ... • MMUS zv,t arammum• - -T-' U s,X ia1111111111111111 y. .._5.._. ;.x. • 2023 EPR Systems;Inc.All Rights Reserved EPRSystems.com 11 Response to the City of Port Arthur, EPRFIREWORKS RFP for e Fire Depa-t^tent Record .Y . Management System Inspection Module: Fireworks has a robust fire inspection module that enables the prevention team to perform inspections in the field and electronically send the report to the property owner while in the field. The inspection system manages the dates for annual/periodic inspections as well as re-inspections. Fireworks allows for the fire department to upload various forms of documentation so that it is available in the field to your fire prevention team while conducting inspections. References to current and past fire building code sets, local city ordinances, state codes or any other reference materials needed, if available in PDF format, can be uploaded and referenced at any time. Visual data analytics enable the fire marshal to view the status of all inspections by inspector, by occupancy, and if using our incident reporting system, the system has the ability to tie inspections to incidents. FireWorks enables the inspector to reference a table of codes loaded into the system as well as add additional comments and even pictures of the violation can be included when the report is emailed to the business or property owner. The FireWorks occupancy module facilitates the tracking of building owner information including more than one contact name, address, phone number and email address. Maintain up-to-date email and phone contact information for business and emergency purposes. Email inspection report from the field. Inspections Details-?stand animal Calm zneteY! uz, a. Oita UR= ;Document violations 2023 EPR Systems:Inc.All Rights Reserved EPRSystems.com 12 j/� Response to the City of Port Arthur EPR i . f.w FIREWORKS RPt for a Fire deua Y, Manager- Signature Capture: Before leaving the premises,the fire inspector may discuss the violations with the owner or manager and request acknowledgement by capturing their signature. This signature also becomes part of the inspection report as well. . s Automatic management of re-inspections: FireWorks automatically manages not only annual/periodic inspections(on a predetermined schedule upon which the department determines), but it also manages re- inspections for outstanding/unresolved violations. Fire inspectors also have access to the history of visits at the premises including the prior reports. A bill in the field can be generated and emailed at the completion of the inspection report as well as include any forms or letters.A copy of the completed preplan report is produced in PDF and can be emailed to anyone including surrounding jurisdictions for mutual aid purposes. Code References/Supporting Documentation: FireWorks allows for the fire department to upload various forms of documentation so that it is available in the field to your fire prevention team while conducting inspections. References to current and past fire building code sets, local city ordinances, state codes or any other reference materials needed, if available in PDF format, can be uploaded and referenced at any time. ©2023 EPR Systems: Inc.All Rights Reserved. EPRSystems corn 13 tt.. Response to the City of Port Arthur, EPRc40 FIREWORKS RFP for a Fire Department Record Management System Guide to Billing and Invoices Billing and Invoices: EPR will convert all financial data from the previous platform. EPR has extensive experience working with municipal partners to streamline their invoicing and collections. IIn the desktop: This will show how to bill for inspection#20290. Looking at the inspection from the Desktop view this is the Island Animal Clinic with a high inspection count. Also, this is classified as a Reinspection. Inspections Details Status: Draft Inspection tr Inspection Date Org.Due Date Due Date inspection Type Dispiay Option Inspection Count 1111111 120290 _} 70713049 `I12/31/20 I 112/31i20 1 IReinspection IAN 1,.1 IIIII Property Pru,r:.ty Name%Description Address _ Apt Number of violations I. 1900000639 I Astand Anima(Ciirt,c $343 Gulf DR Holmes Beach 34217 FLU , Remarks �;auteo x,:r: Internal Remarks:ryw ye w c..ne ee r yry t1� S tlotf(»lint • Remember to cap the©weer ahead of ' r Fran test �U the nextvisit.t.flthw.oise he gets upset It15pE< Otter 3. Occupancy Type Station Ship. Apparatus Inspector —�, : 1 1 v]Assembly v i :Station 1 .11 'fi iIitacimm Err To Bill and send an invoice, we will use the Mobile app to do so. We will go from the inspection module on the web browser. 0.4.ar....a a.e ;.tr 2 Entries in taut Q -- is Property besoiption Type Addteu link Due bate 2023 EPR Systems. Inc.All Rights Reserved. EPRSystems.com 14 I I Response to the City of Port Arthur, EPRR (II FIREWORKS RFP for a Fire Department Record Management System After selecting the Animal Clinic, this will take you to the actual inspection. After conducting the inspection, confirm the inspection number. Also, check "Create Bill". inspections Details-Island Animal Clinic- 5343 Gulf DR,4800 Holmes Beach,FL 34217 Insprct5cn, Inspection Type Priority O .Type insp.Chedcre. On-*in -.- Rerspecnon • ActC-,'.tea. • _ e-n-c, Inspector Assigned To: an µ Confirm Inspection number and CBI I= NMI 2 • +• Signal %. ;eto,O., A 4 C=1:11=1:2 Mill Mill 4, Ei Aii - Select D 3,e t=.: : 'Create Biti' ,er_, Add Email: sosti,c Maiting List: for this visit ' Ae:1;;t<,-,-,:;, -- p teat.sal Template: _....>�. , xecimem: .ox?.:corer 2023 EPR Systems,Inc All Rights Reserved. EPRSystems.com 15 Response to the City of Port Arthur, EPR 0 FIREWORKS RFP for a Fire Department Record Management System After the"Create Bill" is checked, click "Submit and Confirm"to go to the Billing page. cat_ .. _ . __ . _ - _ Add Email Sta. 1. : Mr'Sng Lim: �._...�. _ v • _i • r Create BRI m Co:'. Templates: ..3 IRecipient: i i General remark*(included in Me repovta V r'::t:.-• ,.. • _ f 111111111111111M111111111.111111111111111111111111111111‘111111111111111111.!1' I I I nuerna!remarks Not included;n th.potti I i If'Create Bill"is checked after the reinspection,you will be taken to the billing page after F — you select'Submit and Confirm" — L iA.V lNmit.k..0.... ) rta+ret Oontien.Me uusl i i I Cue date gerwared for the fefhowupvistto`h(:he vioiat'onsrecycled. i i i 2023 EPR Systems. Inc.AN Rights Reserved. EPRSystems.com 16 | | | ne,pony,mt*ac/tv � RecordofpoArthur, RREVYQRK� fo EPR r,an:*oenaent Record , ,^ , , ~ , ' manayementsystem � On the Billing poge, you will select ^Choqge^for the actual inspection visit. Be sure to select the Billing description and recipient. Then select "Create Bill". p"�pr, SQ FT.o . "~= ~�, ( ==° "~" . �~ `` / ' �� check m� 2.Select Billing description 3.Select Recipient �rxe"�xy���"�om~ / � °,~~ \ "^~.`- ~°—_^ . | 1 | Afb*runaating the biU, you will get o confirmation pop-up. Confirm the fee and approve. � ' CM 2023BPR Systems,Inc All Rights Reserved. EPRSystem com 17 EPRFIREWORKS Response to the City of Port Arthur, RFP for a Fire Department Record syse• ms Management System This will take you back to the billing page where you can view the bill/invoice created. Bitis to inspection-20290 Property-Island Animal Clinic SQ FT-0 0see Stews Inspector Emen Send ro &:1 Sum 0ura6on wn„scl r S33 a._:,tp.nee roz• Omega [n.rse .34:3:_ its. Charge ..-. .,..,, .e+.¢. e_ :. R a¢-241.ncc-, ® ::•X is C salt New Bf�created You can View the invoice and email it to the recipient. Sall Type 3ithng 0ucnpnan • OeNer Recipiex.: Recipient Nam. Lddrx2 La,1 eYEreer¢tine 1 Sit 0sze+k Select'Back to Home' when finished You also can send an email to the recipient with the invoice attached. If selected, you will see an email confirmation prompt. 2023 EPR Systems. Inc.All Rights Reserved. EPRSystems.com 18 | - i nespoo,em the City u,Port ArI»v,, E0—R �uFUREVVDRMS npp m,vnra oeDepartmentDepartmentneco� �� Manm=mentsystem You will be able to charge for any previous visits. If you are finished, Select "Back to Home" Bills for Inspection 2n290 Property mmcm^mmaiu.,� y0FT » if you like to charge for previous visits,check the 'Charge"box,then"Create BW to go back to the billing screen Sek-d'Back to Rome" VAWD finished Dc2O23EPRSystems,Inc-All Rights Reserved. EPR8yotemaonm 19 --• Response to the City of Port Arthur, EPR 0.b FIREWORKS RFP or e Fire Department Record syff terns [Management System Invoice and payment: The recipient will receive an invoice by email. Towards the bottom of the invoice will be a link to pay online if your district has this feature. IftWtrit•Fir*gnaw* " Adironistratwo lad ico int?Ira Aviantn4 Ward ll,n Ft.142094314 09cein 941461..1595 moo,inintr or;gar.941.745-319.3 7-• a. .1 7+, '- Invoice Date :423,2C Invoice# 2020000028 PalterStr L00311011 :7343 Of OR Homes Eean 34217 7136 Say!.-eatres F. Ord"111C, 331:7, Propaty Desorption Waal Arno Cline Mats 3991411:441 F:erscer-al.rapecIal ;402CCe,31L.A...13"ea.5343 as/2r1-ores Beacr 3421- Calculation. Elarg Tyre 32Er.TipiXr..M.PLaECTiOni FEE 'elsc:ate:4232CZ V161.11P 9 5'.071 X FtelnapacBon?Wog Inapecoon tildt 6249 Details Van C Invotigt* 217:54: 2'17'2713 AaCrer MXIC 219 Aacrir E. =SC 1:3,s,s4.1: Aacrir 3 2CZg 271S2t9 Aarrir 4 =SC 7.17.271; 2t25: :7 1217.4.3 Aaa-e-Ere, 202;,: 24213=C Astrlr 2O'' 23C Aaorir"r 20290 8u23202.3 S 202000002$ 2ne Print Dote Invoice Total- IMO X Created By Aaarn#t* Pay Ovine IV&*amyl.arlierePecletz-315.57Seciact4cCC 2023 EPR Systems Inc Ail Rights Reserved EPRSystems corn 20 EPR �FIREWORKS Response to the City of Port Arthur, RFP for a Fire Department Record Management System Clicking on the link will open the web browser to a payment portal. Below is the paymentportal.For the clients to submit a payment,they will click on the green bar to open the payment information section. West Manatee Fire Rescue Pt Administrative Office: 6417 3rd Avenue West Bradenton, FL 34209-2314 -+^ 1 Phone 941-761-1555 www.wmfr.org Fax 941-795-3250 "Excellence Through Commitment. Courage and Compassion" Invoice Date 04/23/2020 ice Patterson 7136 South Heather St. Orlando FL 32810. Invoice # 2020000028 Location Property Description Inspector Invoke Total 5343 vu3f DR Holmes Beach 34217 Ft lsiano Animal-irk Aadmin Boa S 1000.00 Details Calculation: Inspection Type Reiaspect on Inspection=20290 a;Prcpem;=900000639 Address"5343 Gulf DR -.lr^,es Beach 342,7 F: Billing Type Description:REINSPECTION FEE 'isit Date.04/23/2020 Visit a-9 S L000.00 t3icts here to enter payment information Final Payment: $ 1000.00 D 2023 EPR Systems, Inc.All Rights Reserved. EPRSystems corn 21 Response to the City of Port Arthur, EPR .01#FIREWORKS RFP fore Fire Department Record Management System They will enter their card information to submit a payment. Final Payment: 1QOO.0) Secured Payment lrit,"4 vitt=lip ! 7fecipiiEpt ..04dvzst. .spiTArtior : • • ©2023 EPR Systems. Inc All Rights Reserved. EPRSystems.com 22 Response to the City of Port Arthur. ERJ FIREWORKS RFP for a Fire Department Record ,. , ,, hnanagement System EMS PCR (ePCR) Features FireWorks has a built-in ePCR through an expandable module, MedicWorks, which fulfills the requirements under"EMS PCR"in the city's RMS RFP.Our ePCR module meets or exceeds the requirements listed in the RFP. MedicWorks ePCR EPR's HIPAA-compliant MedicWorks ePCR functions according to the particular agency's needs—fire departments may have different requirements for their ePCR and EMS/Ambulance providers may have different requirements that enable them to integrate with area hospitals as well as fire departments and other response organizations. • Interfaces with Lifepak15, Zoll and Philips monitors for EKG support • QA/QI functionality and accountability • Internal messaging • Hospital portal • Export for billing • HIPAA compliant • Allows for various attachments such as forms and disclaimers • Offline mode when internet is unavailable • Easy signature with capture capabilities • Robust analytics and mapping on all incidents and data captured in the system MedicWorks screenshots: FIREWORKS Cr h 4 + - 0 1.1.146 # - L.odooK .. .. _.. ... .. . �.J"Aa neunart»e �rnr�e�a.o.r:n 1,11,5 ..,+.n orap..sar Ma. an.Gm Wet n S.nva CO.04 tag Mow 0,4 Historical data for patient look up for repeat patients: wrrS) wnr at 4110I r a Gamier sOC Ott 113 Ste a, Rua.12* w..._,,. 6.> 4s 2023 EPR Systems. Inc.Ali Rights Reserved EPRSystems corn 23 Response to the City cf Port Arthur EPRel FIREWORKS R!=P for a Fire Department Record . tvtanagement Sy m ste Scenario-based documentation for ease of workflow and default fields: • ®11111111111111=Y1 . Quick Actions with ability to document protocol-based treatments: I t 0 Al Careiac Arrest =TEM Stroke Tr+uma 1111 tit IE3. 00:0 0:0 n....fig 10..:.'. ,. 2023 EPR Systems, Inc.Ail Rights Reserved. EPRSystems.com 24 /� Response to the City of Port Ar .tnur. EPI/� 00)FIREWORKS RFP fora Fire Depart-rent Record Yes Management System Ability to generate narrative or use microphone to dictate report. Also, the ability to copy narrative from the NFIRS report. 0 111 lli2 awwtA�M� , 2023 EPR Systems: Inc.AU Rights Reserved. EPRSystems corn 25 Response to the City of Port Arthur, EPR ()FIREWORKS RFP fora Fire Department Record Y, , , Management System EPR's LMSWorks (Learning Management System) EPR's LMSWorks is a complete Learning Management System which enables the tracking of all department activities,training, certifications,and standard operating guidelines. LMSWorks provides the tracking of training and activities as well as a large knowledge base for questions and learning related to the use of EPR's FireWorks. Agencies can also use LMSWorks as a total Learning Management System for training the department and customize to the staff's career and certification paths through a diverse curriculum provided at a fee through our training content partner, Jones and Bartlett Learning. J&B is a world-leading provider of instructional, assessment and learning-performance management solutions for professional markets. There are over 200 individual online courses that can be compiled to create a custom curriculum driven by the administration of the department. LMSWorks enables the department to streamline training requirements and documentation in a comprehensive,customizable system.With LMSWorks, recording critical skill sets, documenting certifications and licenses are all contained within the EPR RMS ecosystem. By integrating training within the entire system, there is no more need for spreadsheet data entry or paper-based tracking of training attendance. It is also unnecessary to manage external vendors to create course objectives and keep abreast all your staff's training hours and other essential documentation. LMSWorks maintains all records in an easy-to-access platform available on any smart device or computer at any time. ON,-auiWtn5 Co-uraction (NM,'O.)x ..••• •-• ^ w w »,s-...a w ..w� • e .x .. .... ..n - •'� aFv s.,,a. rw a ...ram i . � it — F .-.-r...... y.,,as ctilVERAL SW!. .r . • 'd4L- 3L+w� .4 m.;Yai Gigo.'rxsrc'ne t.Hs �;ypyq,p •.AMMO 'J-m-+ ,.� 3' sa..a 4 aema•x rwra } +-. ,, ,r 'bL-a x:meas�eex a,v:ne sn rce.•,:. r.uLw•"u.r+'n 4-eY"'sn xv . a mwrr 2023 EPR Systems; Inc.Ali Rights Reserved. EPRSystems.corn 26 . . f , . 's ,R SUPPORT • Response to the City of Port Arthur, EPR[ 40 FIREWORKS RFP for a Fire Department Record . r e Management System Data Migration and Project Management Implementation Plan In addition to providing a robust RMS with scheduling, EPR is committed to optimizing the city's department records management needs and delivering optimal training and support to ensure smooth onboarding. With extensive experience in the industry,we have learned first-hand what is required to obtain great results for our customers. While we understand that every implementation is unique,we follow the below best practices as a roadmap to ensure a successful deployment. Roadmap Overview: SOLUTION SYSTI KICKOFF CALL CONFIRMATION CONFIGURATION TRAINING GO INF • Initially, we want to thoroughly understand your agency, staff and RMS needs to ensure a successful implementation.We will establish expectations, identify aspects of the city's implementation that may require special considerations,address any questions about the training process and schedule important dates. To ensure that the EPR's software setup and configurations meet the needs of the city, your meeting attendees should include: • The key management staff that will be involved in setup decisions. • EPR representatives will include your dedicated sales executive,VP of Implementation, Chief Training Officer, Data Migration Specialist and Director of Business Development. • We will cover a wide variety of items on the initial kickoff call including, but not limited to: o We want to fully understand your needs of the software to help us better serve you moving forward. o Identify who will be the EPR RMS Administrator. o Identify any other management users that will need to be involved during the training process so we can add them into our Client Management System. o Discuss data integration to establish a workable schedule for delivery. o Establish a target"go-live"date. EPR customizes every implementation to every agency based on their specific needs. EPR's team in collaboration with the city's staff will perform a gap analysis to identify any opportunity to improve the Records Management System, workflows, state and federal reporting requirements and any potential financial improvements. EPR will work closely with the city's department and administrative staff to conduct a thorough analysis based on the outcomes desired by the department. Many of our staff are active duty or retired firefighters and fire officers who can ask the right questions and understand the reality of running a fire and rescue agency. We will be able to ask objective, experience-based questions to make sure the city is able to achieve the best analysis of gaps and opportunities for improvement. The gap analysis will review existing records, understand the goals of the agency from personnel to reporting to achieving budgets and performance criteria. Our goal is to help you get a 360° view of how your agency functions so we can customize your RMS platform and provide ideas on improving processes in how you leverage the RMS software. All of this work is oriented to your agency's personality, needs and the way you need to work in your community. We take into consideration any customization,legacy processes that were developed over years of understanding best practices and how the community needs to be served. We customize our platform to suit our customer's agencies and we'll do the same for the city's department. g 2023 EPR Systems, Inc .At Rights Reserved. EPRSystems.co^m 27 EP! 4 FIREWORKS Gap analysis of existing records EPR's team in collaboration with departments staff will perform a gap analysis to identify any opportunity to improve the Records Management System, workflows, state and federal reporting requirements and any potential financial improvements. EPR will work closely with the department and administrative staff to conduct a thorough analysis based on the outcomes desired by the department. Many of our staff are active duty or retired firefighters and fire officers who can ask the right questions and understand the reality of running a fire and rescue agency.We will be able to ask objective, experienced-based questions to make sure the department is able to achieve the best analysis of gaps and opportunities for improvement. EPR has extensive knowledge and experience with data conversion from various software. The gap analysis will review existing records, understand the goals of the agency from personnel to reporting to achieving budgets and performance criteria.Our goal is to help you get a 360°view of how your agency functions so we can customize your RMS platform and provide ideas on improving processes in how you leverage the RMS software. All of this work is oriented to your agency's personality, needs and the way you need to work in your community. We take into consideration any customization,legacy processes that were developed over years of understanding best practices and how the community needs to be served. We customize our platform to suit our customer's agencies and we'll do the same for Port Arthur's department. Our ability to fulfill the needs of the city is based on open communication between city staff and the EPR team. Since we customize every customer's platform and training, it's important for us to understand the needs and requirements for the right data that compiles actionable reports for the city. The manner in which we conduct ourselves from the moment we first demo our products to ongoing support follow this general model for identifying gaps and assessing the best RMS setup for the department: • We gather specific customer requirements for data usage, integrations, reporting as well as understanding the staffing and usage requirements of the agency. • Based on our assessments,we work with our customers to design the best outcome for transition to the new platform that includes legacy data migration, integrations, customizations and training. • We work closely with our customer's designated personnel to perform the prior items so there is as little disruption in data collection or response by firefighters and administrative personnel. • Once the customer's platform is set up and ready for use, we conduct a series of testing prior to going live and putting the platform into service. • The most critical part is adoption of the new environment. Since we've identified early on the key personnel who will be using the platform—from firefighters and EMS staff to IT and administration—we design a custom training program that suits each customer's needs. • Over the partnership,we make ourselves available for any adjustments,additional customizations or issues related to the integration and adoption of the new platform. • As the software is being actively used, we provide ongoing support and customizations as needed by each customer's staff. Our goal is to make the transition to a new software platform as effortless as possible on our customer's part. We know that learning a new RMS platform—or any software/tool for that matter—adds a layer of complexity to an already complex and stressful role as a responder.We know because we are in the f ire service as well. So, we are always ready to accommodate any of the needs of our agencies to make sure that our platform works well for their team and saves them time and provides them access to the information they need to make important decisions that save lives. 2023 EPR Systems Inc All Rights Reserved EPRSystems.corn 28 Response to the City of Port Arthur, � FIREWORKS RFP for a Fire Department Record Management System Training Support Ongoing Implementation Plan EPR will provide on-site training to Port Arthur Fire Department and city staff at designated locations in Port Arthur, TX for all EPR modules. FireWorks has a robust knowledge base built into the software that provides access to FireWorks-specific training on-demand 24/7. EPR will cater training to the city and department staff's needs including instructional materials, media presentation devices, presentation media and be provided in digital format.Instructors will be in-person and on site in Port Arthur, TX. EPR will also provide sufficient training to onboard the city's IT department staff. The city has permission to reproduce all training materials for purposes of training staff on FireWorks with respect to EPR's copyrights of said materials. There is no additional fee for training related to FireWorks Records Management System software during implementation or after launch of the system. Levels of Support Once an issue is reported, a support analyst will identify and if possible, correct the issue. If the support analyst is unable to correct the issue, the ticket will be escalated to a tier 2 support specialist. Problem Severity Level Description Mission critical city business process(s) unable to Severity Level 1 function-The System is not functioning and there is no workaround that is acceptable to the city, thereby preventing a department or workgroup from performing a mission critical business function(s). Significant impact to Mission critical city business process(s)—A major problem impedes the ability to Severity Level 2 perform mission critical business function(s) due to major functionality not working. A temporary work- around that is acceptable to the city is available. 2023 EPR Systems, Inc.AI! Rights Reserved EPRSystems corn 29 Response to the Cit•,of Port Arthur, EP!? FIREWORKS RFP far a Fire Department Regard r Y , management System Not able to accomplish all functions - Minor Severity Level 3 function(s)not working causing non-critical work to back up. Inconvenience—The System is causing a minor disruption in the way tasks are performed but does Severity Level 4 not stop workflow.Able to accomplish all functions, but not as efficiently as normal. May include cosmetic issues -especially in constituent-facing applications. Training Plan Training Requirements EPR will provide on-site training to all of the city's staff at designated locations for all of the EPR modules. FireWorks has a robust knowledge base built into the software that provides access to FireWorks-specific training on-demand 24/7. EPR will cater training to the city's staff's needs including instructional materials, media presentation devices, presentation media and be provided in digital format. Instructors will be in-person and on site in the city. EPR will also provide sufficient training to onboard the city IT department staff. The city has permission to reproduce all training materials for purposes of training staff on FireWorks with respect to EPR's copyrights of said materials. There is no additional fee for training related to FireWorks Records Management System software during implementation or after launch of the system. EPR offers a "train the trainer" model or an end-user training model. Two sample schedules are provided below. On-Site "Train the Trainer" Schedule Customer to supply 1 training location, including PCs or laptops, with hi-speed internet connectivity. Training will take place over multiple consecutive days with day one repeating, allowing for accommodation of shifts. 08:00—09:30 • Introduction to FireWorks. System layout and user login. • KB, Profile, and Document Library. • NFIRS reporting —detailed tutorial of NFIRS. 2023 EPR Systems Inc.Air Rights Reserved EPRSysterns corn 30 Response to the City OF Port Arthur, EPR y FIREWORKS R.FP for a Fire Department Record Management System Break 09:45— 11:15 • ALS ePCR-detailed coverage of ePCR module Lunch Break 11:15— 12:30 12:30— 14:00 • Properties • Preplans • Inspections (Covered once) • Investigations (Covered once) Break 14:15— 15:30 • Inventory/maintenance overview • LMS Activities Training Break 15:45— 17:00 • BI Dashboards 17:00— 17:30 • Q and A On-Site End-User Training Schedule Customer to supply 1 training location, including PCs or laptops, with hi-speed internet connectivity. Training will take place over multiple consecutive days with day one repeating, allowing for accommodation of shifts. Session #1 08:00—09:20 • Introduction to FireWorks. System layout and user login. • KB, Profile, Document Library and Dashboards. • NIFRS reporting —detailed tutorial of NFIRS Break 09:30— 10:50 • Properties/Preplans • Hydrants • BI-Brief overview Break 11:00— 12:30 • Inventory/maintenance overview • LMS training Lunch break 12:30-13:00 2023 EPR Systems, Inc.Ail Rights Reserved EPRSystems.com 31 Response to the City of Port Arthur. EPR `V FIREWORKS RFP for a Fire Department Record Y Management System. Session #2 13:00 — 14:20 • Introduction to FireWorks. System layout and use login. • KB, Profile, Document library and Dashboard. • NIFRS reporting —detailed tutorial of NFIRS Break 14:30— 15:50 • Properties/Preplans • Hydrants • BI-Brief overview Break 16:00— 17:30 • Inventory/maintenance overview • LMS training Inspectors/Investigators Session 17:30 — 19:00 • Inspections (covered once) • Investigations (covered once) System administrators would receive group training on all modules. This will include setting up each module, customization features of each module, end user training on each module, as well as answers to agency specific questions on administration. Estimated number of hours it takes to train a typical user by job function: Section Hours Initial Admin 1 System Admin 2.5 Dashboard 0.5 Hydrants 0.75 Pre-plans 1 Inspections 1 NFIRS Incidents 1 Investigations 0.5 Bi/Map View 0.75 BLS 1 ALS 2 ALS Admin 2 Inventory/Maintenance 2 Training/LMS 2 Billing 1 OP 2023 EPR Systems,Inc.Ali Rights Reserved EPRSystems.com 32 Response to the City of Port Arthur, EPRFIREWORKS RFP for a Fire Department Record Management System. System Architecture and Design Technical Specifications and Cut Sheets Typical system technology and architecture including supported client and server operating systems, database and data stores used, hardware and software architecture. Software licensing model: FireWorks, and MedicWorks are licensed per department and/or per user on an annual basis. System configuration (network, hardware and software requirements): EPR's software is a SaaS solution, meaning it is accessible on any internet-enabled device,from tablets to smart phones to computers. It serves from Amazon's cloud computing software and requires no software or hardware other than the user's device to access. Data security practices: Regarding the identity management, we have modeled our identity management, based on the security guidelines, dictated in the standards: IS027001:2013 and IS027799:2008 — Data security in Development and support of systems, for Health service Sector. This correlates with the AWS readiness to GDPR - https://aws.amazon.com/blocs/security/all-aws-services- gdpr-ready/ System security practices: For the implementation of secure Identity and Access Management: • All login credentials are unique, even between DBs; • All passwords are encrypted, on the client [passwords trafficked encrypted]. • Initial password is temporary. Initial log in forces password update. • "Forgot password" mechanism is personal text message based. • Unsuccessful log ins, locks the user account, pending admin password reset. • User log ins are recorded in system log. • Successful login validates the user's permissions, entitling relevant access Uptime: 99% Service level commitments: Our AWS implementation is multi-tenant with .net tools for interfaces, while development environments vary by project from Angularl0, Microsoft Visual Studio to Microsoft SQL Management Studio. Developers use the GitHub system as configuration management and source control infrastructure platform.Access to GitHub is done with credentials and in accordance to relevant projects. Upon closure of the release, it is packed and stored in a secured server, passed to quality assurance to be tested in a dedicated test environment. Upon successful completion of tests, the release is officially launched. Source code on GitHub is backed up on a regular basis. End-to-end development lifecycle is backed up and secured by GitHub as the main working tool. During implementation and validation various techniques are being used: • Manual code review, done by the Senior developer in each field: Server, Android, i0S, DevOps (Scripts) • Ensuring successful pass of builds including automatic tests on sets of images (comparing the results to expected results) • Verification (QA) team: o Run progression and regression tests according to requirements and implementation o Run load and performance tests o Check client/server secured connectivity tests(user and password authentication, certificate- based authentication and authorization) Customer support model: We provide 24/7 customer support for all customers. Post implementation support model:Any post-implementation related issues that arise after launch/go-live, we provide necessary support 24/7 to all customers. 2023 EPR Systems. Inc.All Rights Reserved. EPRSystems corn 34 E � � Ynse to the City of Port Arthur. P FIREWORKS RFP for a Fire Department Record ' '' ' ' ° m ' Management System System warranties: Fireworks, and MedicWorks are cloud-based software services and warranties are related to uptime, which is 99% Ongoing maintenance and updates: Any platform maintenance and updates are performed at the cloud/server level and are performed at low peak operating times to have minimal impact on users. Support staff maintaining the system: Servers and uptime are managed by EPR Systems support staff 24/7. System's high performance and availability profile: The third parties embedded solutions include: • AWS platform and tools, providing cloud infrastructure • Google maps, providing data geo-coding { • Waze, provide turn-by-turn navigation • Clearlmage Driver License Reader, providing driver license bar code data • TrafficLand, providing traffic light camera pictures • Elavon, providing on-line credit card clearing Additionally, extrenal interfaces are supported, to streamline the workflow, including: • • CAD data integration with multiple CAD providers including Spillman • Scheduling systems, importing rosters and crew's positions with multiple providers • State and national NEMSIS 3.5.0 EMS data validation • EMS billing providers • Integration to medical devices, importing vital signs, events EKG graphs and pictures. We support integrations with Stryker physio, ZOLL and Philips, including importing live data while the device is connected to the patient • Data points export to ARCGIS Remote and satellite vehicle multi-location operation: Users can access the platform 24/7 via any device, any location with an internet connection. End-to-end development lifecycle is backed up and secured by Github as the main working tool. During implementation and validation various techniques being used: • Manual code review, done by the Senior developer in each field: Server. Android. iOS. DevOps (Scripts) • Ensuring Successful pass of builds,including automatic tests on sets of images(comparing the results to expected results). • Verification (QA) team: o Run progression and regression tests, according to requirements and implementation. o Run load and performance tests. o Check Client/Server secured connectivity tests(user and password authentication,Certificate based authentication and authorization). EPR Systems overall platform architecture client, server, client/server, web, thick, or thin application: FireWorks is 100% Amazon Web Services (AWS) clouded. Within the AWS environment, the platform is broken down to: • Web servers, including web applications, report servers and interfaces; • SQL DB servers; • File storage servers; • Terminal servers, enabling Admin access to key personnel, per customer; • Mirror redundancy servers 2023 EPR Systems. inc Ai Rights Reserved. EPRSystems.com 35 Response to the City c?Port Arthur, EPR O FIREWORKS R=P 4o-__ =ire Department Record Management System r== EPR supports dual authentication as well as optional multi-factor via text messaging. EPR meets and exceeds the international standard for data security ISO 27001 and ISO 27799. All data is encrypted at rest and transit. As EPR is a cloud-based and fully encrypted solution, therefore segmented fromthe device's operating system. Administrators have access to add/delete/modify all accounts and passwords. Data security is a top priority at EPR Systems. EPR stores data in a closed and secure environment, going beyond the international standards of encryption by using additional protection methods such as traffic encryption and limiting access only to essential and authorized users. Moreover, EPR uses advanced tools to monitor traffic and immediately responds to incidents by restricting access. All traffic within our SaaS cluster is encrypted with a TLS connection. Additionally, we use advanced firewalls/NLB and apply strict rules and network policies to ensure maximum security and privacy for each user. The system is scanned for malicious activity,and with the help of Security Information and Event Management (SIEM), in case of an emergency our response will be immediate and strict to minimize damage. Our systems are consistently backed up, with an immediate restore plan available. The infrastructure is built on AWS, having all privacy policies and precautions implemented. Our web portal is constantly monitored for any type of malicious activity,with frequent tests that offer insights regarding additional defense procedures. This allows us to prevent malicious actors from exploiting vulnerabilities for cyber-attacks such as SQL injections and brute force. Every connection to the web portal UI has a TLS connection, which prevents data exposure from network sniffers. SSL keeps the connection between two systems secure and prevents attackers on the network from reading traffic by encrypting it using a scrambling algorithm that can only be decrypted with the provided key. TLS is the successor of SSL, providing more security and reliability. The encryption process and connection establishment with TLS-enabled servers is more secure. Sign-up and login credentials are stored in an internal and unexposed database.All the stored credentials from the stage are encrypted. On a login attempt,the password provided by the user is compared to the encrypted one that is stored in the database. The portal API internally communicates with the database which is isolated from the outer network. The portal compares the credentials provided by the user with the encrypted credentials in the database. EPR recommends a minimum of 5 Mbps. EPR hosts all data in Amazon Web Service at the enterprise level utilizing the always on multi-site active-active feature. This allows for continues backup and automatic replication across zones. 2023 EPR Systems. Inc All Rights Reserved EPRSystems.com 36 APPENDIX B RFP—Fire Department Record Management System for the Port Arthur Fire Department Deadline: August 2, 2023 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City) , to provide RFP—Request for fire department RMS system for Port Arthur Fire Department as the Contractor for City of Port Arthur,TX. Enclosed,and by this reference incorporated herein and made Ia part of this RFP, are the following: ❖ Cost Proposal ❖ Record Management System Functionality and Capabilities Assessment Form ❖ Completed RFP Letter of Interest Form ❖ Vendor References ❖ Completed Affidavit ❖ Non-Collusion Affidavit ❖ Completed Conflict of Interest Form ❖ HB 89 ❖ SB 252 Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. EPR Systems,Inc. 07/25/2023 Firm Name Date 1016 Lasalle Street Jacksonville, Florida 32207 Addri City/State/Zip Director Of Business Develo ment Authorized Signature Title Jeff Jacobson 941-328-3239 Name(please print) Telephone llacobson@eprsys.com Email Page 19 of 27 APPENDIX C VENDOR REFERENCES Please list at least three (3) companies or governmental agencies where the same or similar products and/or services as contained in this specification package were recently provided. THIS FORM MUST BE RETURNED WITH YOUR BID. REFERENCE ONE Government/Company Name: Green Bay Metro Fire Department Address: 501 S Washington Street Green Bay, WI 54301 Contact Person and Title; Asst. Chief Ryan Gibbons Ryan.gibbons@greenbaywi.gov Phone: ryan.gibbons(a,greenbaywi.gov Fax: N/A Contract Period: 2020-Current Scope of Work: Fire Bundle,EMS,Inventory REFERENCE TWO Government/Company Name: Polk County Fire Rescue Address: 1295 Brice Blvd. Bartow, Fl 33830 Contact Person and Title: Deputy Chief Huff jenniferhuff@polk-county.net Phone: 863-393-6302 Fax: N/A Contract Period: 2022-Current Scope of Work: Fire Bundle,EMS.Inventory REFERENCE THREE Government/Company Name: The Villages Public Safety Department Address: 3035 S. Morse Blvd. The Villages, FL 32163 Contact Person and Title: LT. Longacre Lt.John.Longacre( districtgov.org Phone: 352-674-2910 Fax: N/A Contract Period: 2022-Current Scope of Work: Fire Bundle,EMS,Inventory OFFEROR MUST RETURN THIS PAGE WITH OFFER Page 20 of 27 I � APPENDIX D CITY OF PORT ARTHUR,TEXAS NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § STATE OF TEXAS § By the signature below,the signatory for the bidder certifies that neither he nor the firm,corporation, partnership or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State,codified at Section 15.01,et seq.,Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature: Printed Name: Printed Name: Jeff Jacobson Title: Director Of Business Development Company: EPR Systems, Inc. Date: 07/25/2023 SUBSCRIBED and sworn to before me by the above named Jeff Jacobson on this the 26 day of July ,20 23 • m and for the JENNI NICOLE FORD State of Texas Notary Public-State of Fiona `.;, `! Commission it NH 072727 ?op.rti My Comm.Expires Dec 15,2024 December 15, 2024 Bonded through National Notary Assn. My commission expires: Page 21 of 27 APPENDIX E AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: X I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. EPR Systems Inc July 26, 2023 Firm Name Date 1016 Lasalle Street Jacksonville, Fl 32207 Address City/State/Zip Director of Business Development Aut 'zed Signature Title Jeff Jacobson 704-746-6396 Name (please print) Telephone jacobson@eprsys.com Email -- JENNIICOLE FORDSTATE: Florida •State of Flrida#NN 07272i Sinoleires Dec 15,2024 Seminole Bonded through National Notary Assn, SUBSCRIBED AND SWORN to before me by the above named Jeff Jacobson on this the 26 day of July u is RETURN THIS AFFIDAVIT AS PART OF THE PROPOSAL Page 22 of 27 APPENDIX F CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B.23,84th Leg.,Regular Session. OFFICE USE ONLY This quesfionnaire is being filed in accordance with Chapter 176,Local Government Code,by a vendor who Date Received has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.O066(a-1),Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006,Local Government Code.An offense under this section is a misdemeanor. J Name of vendor who has a business relationship with local governmental entity. niCheck this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) Name of local government officer about whom the information is being disclosed. Name of Officer J Describe each employment or other business relationship with the local government officer,or a family member of the officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described.Attach additional pages to this Form CIQ as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income,from the vendor? Yes n No B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes No Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director,or holds an ownership interest of one percent or more. J n Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). J Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission www ethics.state.tx.us Revised 11/30/2015 Page 23 of 27 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code may be found at http:Mwww.statutes.legis.state.tx.us; Docs/LGthtm,1G.176.htm,For easy reference,below are some of the sections cited on this form. Local Government Code'176.001(1-a):'Business relationship'means aconnection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal.state,or local governmental entity or an agency of a tederal,state,or local governmental entity: (B) a transaction conducted at a price and subject to terms available to the public;or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by.and reporting to,that agency. Local Government Code 6176.003(a)(2)(A)and(B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income: other than investment income,that exceeds$2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than$100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed:or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code 6 176.006(a)and(a-1) (a)Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity,or a family member of the officer:one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any .gift described by Section 176.003(a-1);or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity;or (B) submits to the local governmental entity.an application,response to a request for proposals or bids,correspondence. or another writing related to a potential contract with the local governmental entity;or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer,or a family member of the officer,described by Subsection(a); (B) that the vendor has given one or more gifts described by Subsection(a);or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.athics.state.tx_us Revised 1 t/3012015 Page 24 of 27 APPENDIX G House Bill 89 Verification I, Jeff Jacobson (Person name),the undersigned representative (hereafter referred to as"Representative")of EPR Systems Inc (Company or business name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following: 1. That Representative is authorized to execute this verification on behalf of Business Entity; 2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any contract that will be entered into between Business Entity and the City of Port Arthur; and 3. That Representative understands that the term "boycott Israel" is defined by Texas Government Code Section 2270.001 to mean refusing to deal with,terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory,but does not include an action made for ordinary business purposes. SIGNATURE REPRESENTATIVE SUBSCRIBED AND SWORN TO BEFORE ME,the undersigned authority, on this 26 day of July ,20 23 }:liar i:i ., JENNI NICOLE FORD ?• = Notary Public•State of Florida zi Commission it NH 072727 „pr My Comm.Expires Dec 15,2024 I Bonded throt4 National Notary Assn. i annenspnerneemmiewmomoinapieemsew Notary Public Page 25 of 27 APPENDIX H SB 252 CHAPTER 2252 CERTIFICATION I, Jeff Jacobson ,the undersigned and Representative of EPR Systems , Inc. (Company or Business Name) being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further certify that should the above- named company enter into a contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran, Sudan or any Foreign Terrorist Organization, I will immediately notify the City of Port Arthur Purchasing Department. Jeff Jacobson Name of Company Representative (Print) Signa of Company Representative 07/25/2023 Date Page 26 of 27 r I APPENDIX I BID SHEET Pate 1 of 1 BID FOR: FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM FOR PORT ARTHUR FIRE DEPARTMENT BID DUE DATE: AUGUST 2,2023 Function 1st Year Cost 2°d Year Cost 3rd Year Cost Basic System reporting $ 19,074.00 $ 19,646.22 $20,235.60 Integration with CIS $ 1196.00 $ 1231.88 $ 1268.36 Data transfer from existing system $3000.00 $0.00 $0.00 PSTRAX interface $0.00 $ 0.00 $0.00 Zoll Cardiac Monitor interface $557.00 $573.71 $590.92 Munis (Tyler) interface $ 0.00 $ 0.00 $ 0.00 EPR Systems Inc 1016 Lasalle Street COMPANY NAME STREET ADDRESS SI TURE OF BIDDER P.O.BOX Jeff Jacobson Jacksonville, Fl 32207 PRINT OR TYPE NAME CITY STA I'E ZIP Director of Business Development 704-746-6396 TITLE AREA CODE TELEPHONE NO. jjacobson@eprsys.com EMAIL FAX NO. 07/25/2023 I ATURE DATE Page 27 of 27 P.R. No. 23356 11/22/23 gsb EXHIBIT "D" P.R. No. 23356 11/22/23 gsb CONTRACT FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM INCLUDING A ONE-TIME COST FOR TRAINING, MIGRATION AND CONVERSION OF DATA FROM THE EXISTING SYSTEM THIS AGREEMENT, made this day of , 2023, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "Owner"or "City"and EPR Systems Inc., a C o r p o r at ion herein acting by and through , hereinafter called "Contractor". WITNESSETH: That for and in consideration of the payments,terms,conditions,and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1) Provide a Record Management System for the Port Arthur Fire Department that meets state, federal reporting requirements and meet requirements as specified in the attached Request for Bid document response from EPR Systems, Inc. 2) The Contractor to provide training for fire department staff in the new system and migrate and convert data from the existing system for future report and analysis use. 3) The term of this Agreement shall be for one (1) year from the date stated on the Notice to Proceed, unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes,but is not limited to, funding not being available in any budget cycle within thirty (30) days written notice. 4) The term "Contract Documents" means and includes the following: 1. Agreement 2. Advertisement 3. General Information 4. Specification 5. Addendum(s) 6. Request for Proposal 7. Proposal 8. Notice of Award 9. Notice to Proceed P.R.No. 23356 11/22/23 gsb 5) This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6) IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in 2 copies each of which shall be deemed an original on the date first written above. Executed on the day of , 2023. CITY OF PORT ARTHUR BY: Ronald Burton,City Manager ATTEST: Sherri Bellard, City Secretary Executed on the day of , 2023. EPR SYSTEMS INC. BY: Print Name: Title: WITNESS: Print Name: