Electronic Records Management System (RMS)

Pursuant to this Request for Proposal (“RFP”), the City of South San Francisco (“City”) intends to retain professional services consultant(s) (“Consultant” or “proposer”) to provide an electronic records management system (RMS) for fire incident reporting.

A project go live date has been set for September 1, 2025. The initial contract period will be awarded for a three (3) year period with the option to automatically renew for four (4) additional 12-month periods.

Project Details
South San Francisco is located in San Mateo County, California, and works under an automatic aid agreement with various San Mateo County fire department agencies. The South San Francisco Fire Department (SSFFD) is a provider of EMS transport under California HSC 1797.201.

SSFFD is currently running Zoll RMS software version 5.09 for fire incident-based reporting. SSFFD is requesting proposals for an RMS system for our fire incident reporting that complies with National Fire Incident Reporting System (NFIRS) and California Incident Data and Statistics program (CalStats) reporting requirements while providing a streamlined end-user experience with robust reporting, data analytics, and document archiving. The system will bolster service to the community by streamlining documentation workflow, improving data for informed decision making, integrate with existing department software programs, forward compatibility with National Emergency Reporting Information System (NERIS) and simplifying the module audit process to improve future data enhancements

1. To replace the current electronic RMS system with a cloud-based RMS system.
2. To obtain analytics both custom and preset for required reporting to local, state, and federal agencies and City officials.
3. Integrates with current electronic patient care reporting (ePCR) software. The current software used is ImageTrend.
4. Integrates with current computer aided dispatch software for San Mateo County. The current software used is Versaterm.
5. Integrates with current incident command software for San Mateo County. Current software used is Tablet Command.
6. Integrates with current staffing software. The current software used is Vector Solutions/CrewSense.
7. Meets Federal, State and local reporting requirements.

The annual call volume for SSFFD is:

TOTAL 9,300