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Home My WebLink AboutPR 24125: PORT ARTHUR FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM City of nrr rthu "r_ Texas www.Po rtA rt h u rTx.gov INTEROFFICE MEMORANDUM Date: January 17, 2025 To: Ronald Burton, City Manager From: Antonio Mitchell, Interim Deputy Fire Chief RE: Proposed Resolution 24125 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 $25, 277.00, 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. Budget Considerations: The contract amount is budgeted for in PAFD Account#001-19-047- 5420-00-30-000 not to exceed amount of$25,277.00, inclusive of annual subscription fees and implementation. Recommendations: The Port Arthur Fire Department recommends approval of P.R. 25125. "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. 24125 1/28/2025 aom RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE YEAR 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 $25,277.00, FUNDING IS AVAILABLE IN PROFFESSIONAL SERVICES ACCOUNT# 001-19-047-5420-00-30-000 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; and WHEREAS, the Port Arthur Fire Department seeks to continue maintaining its current emergency incident data system. This system ensures comprehensive data collection, enabling the timely and efficient production of reports for the state. It also fulfills our obligations to relevant standards and governing laws; and WHEREAS, the City of Port Arthur' s Fire Department will continue to utilize the data system installed one year ago by fulfilling this contract for purchase and operation. The Fire Department will operate more efficiently with this current system by continuing to utilize it. ; and WHEREAS, Exhibit "A" includes a copy of EPR Systems' one-year pricing. This one-year pricing will provide the necessary components to operate the system, the components needed for continuing education hours, around the clock technical support, and P.R. No . 24125 1/28/2025 aom certain aspects of the training required for certification renewals . ; and WHEREAS, EPR System Inc. was identified as one of the highest- ranking systems among emergency data systems for fire departments, EPR Systems has met all data collection and analysis requirements for the Port Arthur Fire Department; and WHEREAS, the funds were budgeted for the 2024-2025 fiscal year and 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 continued use of a reporting management system for the Fire Department, including ongoing system training and 24/7 technical support, in an amount not to exceed $25, 277 . 00 with funds budget for and available in Account Number 001-19-047-5420-00-30-000, 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 2025 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: P.R. No . 24125 1/28/2025 aom Councilmembers: , , NOES: Thurman Bill Bartie, Mayor ATTEST : Sherri Bellard City Secretary APPRO TO FORM: Roxann Cotroneo City Attorney APPR• k ADMINISTRATION: dili Ronald B on City ager Anton 0. Mitchell Interim Deputy Fire Chief Robert Havens Interim Fire Chief APPROVED AS TO AVAILABILITY OF FUNDS : Lyn•!: Boswell Director of Finance 1' , L/411-4 , Clift•n Williams, CPPB Purchasing Manager P.R. No . 24125 1/28/2025 aom EXHIBIT "A" EPR Systems,Inc. 1016 Lasalle StEPR Jacksonville, FL 32207 +1 4077211552 www.eprsys.com S y s >t e m 5 INVOICE BILL TO INVOICE# 2711 City of Port Arthur Fire DATE 01/01/2025 Department DUE DATE 01/31/2025 444 4th Street TERMS Net 30 Port Arthur, TX 77640 DATE ACTIVITY DESCRIPTION QTY RATE AMOUNT 01/01/2025 Fire Bundle NFIRS, Inspection, Properties, 1 13,014.00 13,014.00 Pre-Plan, Hydrants, Investigation 01/01/2025 Inventory& Inventory & Maintenance & 1 900.00 900.00 Maintenance &Work Work Order Order 01/01/2025 CAD Interface CAD Interface 1 1,196.00 1,196.00 01/01/2025 Analytics Reporting Analytics [BI] Reporting Tool 1 0.00 0.00 Tool 01/01/2025 LMSWorks LMSWorks - Robust Learning 108 20.00 2,160.00 Management System (LMS) for in-house training of firefighters and EMS to coordinate and facilitate certifications and other skill training. 01/01/2025 Support Technical Support Maintenance 1 0.00 0.00 & Updates 01/01/2025 ePCR Module ePCR Module 1 3,000.00 3,000.00 01/01/2025 Cardiac Monitor Cardiac Monitor Interface 1 557.00 557.00 Interface 01/01/2025 Interfaces Interfaces 1 0.00 0.00 01/01/2025 Baring Billing Module for Inspections 1 4,450.00 4,450.00 Electronic Instructions: BALANCE DUE $2-5f277 00 Bank:Bank of America Acct#898083861342 ACH ABA:063100277 Office@eprsys.com P.R. No. 24125 1/17/2025aom CONTRACT FOR A FIRE DEPARTMENT RECORD MANAGEMENT SYSTEM INCLUDING CONTINUE TRAINNG AND 24/7 AROUND THE CLOCK TECHNICAL SUPPORT. THIS AGREEMENT, made this day of , 2025, 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 Corporation 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 continued training for fire department staff in the new system and continued 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.25125 1/17/2025aom 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 , 2025. CITY OF PORT ARTHUR BY: Ronald Burton,City Manager ATTEST: Sherri Bellard, City Secretary Executed on the day of , 2025. EPR SYSTEMS INC. BY: Print Name: Title: WITNESS: Print Name: