AGENDA CAPTION:
Title
Consider approval of Resolution 2025-112R, approving a contract with First Due Software, a Fire Records Management System (RMS), through the Omnia Partners Purchasing Cooperative, with an initial term of 15 months for $43,532.61 and a one-time initial implementation cost of $8,537.32, and allowing for up to four annual renewals subject to an increase in service fees of 3 percent applied to the service fees set forth in the previous 12 month term for a total contract price of $239,657.85; authorizing the City Manager, or her designee, to execute the contract on behalf of the city; and declaring an effective date.
Body
Meeting date: June 3, 2025
Department: Fire Department, Les Stephens, Fire Chief
Amount & Source of Funding
Funds Required: $52,070
Account Number: 10002135-52397
Funds Available: Yes
Account Name: Software as a service
Fiscal Note:
Prior Council Action: Res 2012-147R on November 20, 2012, approved the initial contract for the provision of a Fire Records Management System from Zoll Data Systems, Inc.
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Background Information:
The San Marcos Fire Department currently uses a Fire Records Management System (RMS) product from Zoll Data Systems, Inc., that originated through a Request for Proposals (RFP) process in 2012. On January 6, 2025, Zoll notified us that, “RescueNet® FireRMS will reach its end-of-life on December 31, 2025.” Since receiving this written notification, the Fire Department, with significant involvement and assistance from the Information Technology (IT) Department, has proactively researched and received presentations on numerous different RMS systems available on the market today. We have determined that FirstDue is the most cost-effective and best value software to replace our existing software. In fact, as many as ten (10) different, smaller software contracts within the Fire Department will no longer be needed as the First Due software product includes those same functions.
Additionally, but equally as important and urgent, the National Fire Incident Reporting System (NFIRS) is being replaced by the National Emergency Response Information System (NERIS). Fire departments across the country are transitioning to NERIS, with the final deadline for submitting NFIRS data being January 1, 2026. NERIS offers a more comprehensive and secure system for reporting all emergency incidents, not just fires. Moving from Zoll to FirstDue will also help us achieve compliance with this federal reporting requirement.
The U.S. Fire Administration (USFA) oversees both the National Fire Incident Reporting System (NFIRS) and the National Emergency Response Information System (NERIS). NFIRS, a reporting system for fire incidents, is managed by the National Fire Data Center within the USFA. NERIS, a new platform to modernize fire data, is being developed and launched by the USFA. The USFA, a division of the Federal Emergency Management Agency (FEMA) is leading the transition from NFIRS to NERIS.
NERIS is a secure, cloud-hosted system that provides near-real-time information on fire and emergency incidents. It also offers insights on significant fire, hostile, and disaster events. NERIS encompasses all hazards, providing a more holistic view of emergency needs and resource allocation and aims to modernize data collection, enhance data integration, and provide better decision-making for fire departments.
FirstDue is a cloud-based software platform designed to consolidate various functions for fire and EMS agencies into a single application. It streamlines operations by integrating features like pre-incident planning, incident reporting, personnel scheduling, asset and inventory management, training and certification management, fire prevention, mobile response, data analytics, and more.
FirstDue is available from authorized reseller, Carahsoft Technology Corporation, through the Omnia Solutions and Services cooperative purchasing contract: R2403303.
The following lists the cost breakdown:
Initial Implementation (one time cost) - $8,537.32
Service from June 30, 2025, to September 30, 2026 (to bring us into alignment with our fiscal budget year) is - $43,532.61
Total - $52,069.93
Annual Service for year 2 - $44,838.50
Annual Service for year 3 - $46,183.74
Annual Service for year 4 - $47,569.26
Annual Service for year 5 - $48,996.33
The pricing above is adjusted to serve a population of 70,000.
Payment terms: The parties agree to split the Year 1 Subtotal amount due into two (2) invoices. The first invoice will be in the amount of $8,537.32 and will be invoiced on receipt of the Purchase Order. The second invoice will be for the remaining balance of $43,532.61 and will be invoiced on or around October 1, 2025. For subsequent annual periods, the Service fees are due and payable annually in advance on October 1st. Beginning October 1, 2026, Customer’s renewal Service and Subscription fees will increase by no more than 3% per annum, applied to the Service and Subscription fees set forth in the previous term.
Dependent on technological evolution as well as State and Federal requirements, we anticipate between 5 and 10, or more, additional renewals within the terms specified above.
Council Committee, Board/Commission Action:
None
Alternatives:
None
Recommendation:
Approve the contract.