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6.E. - Page 2 of 35 <br />the state mandate for ensuring Fire and Life Safety inspections were performed in a consistent and timely <br />manner. The software was difficult to use and not applicable to our needs. RCFD began a Requests for <br />Proposals (RFP) process to identify and select a new product which would utilize a cloud -based mobile <br />inspections platform. <br />The City Council appropriated funding for the implementation of the new inspection program in the <br />amount of $150,000 over the course of five years. The RCFD anticipates using $137,772 for the purchase <br />and maintenance cost of the program over the next five years and the remaining $12,228 to be applied <br />to the purchasing and maintenance cost of hardware. <br />The current inspection program utilizes a combination of paper inspection reports, a scan and email <br />submission process, and manual data entry of records into our current system. This process is inefficient, <br />slow and provides multiple opportunities for processing or data entry errors. Eliminating the potential for <br />errors in the process will allow the department to produce more accurate reports in a timely manner. <br />ImageTrend, Inc. will also support a more efficient cost recovery process due to immediate entry of a <br />record into the system at the time the work is performed, rather than 3-7 days later. <br />Use of this updated technology will maximize efficiencies, facilitate more accurate and timely reporting <br />and simplify the operational process around inspections. These benefits will allow the RCFD to effectively <br />manage our inspection program, support full accountability and result in a safer community. Overall the <br />efficiencies gained by the use of this product will support a more robust, effective inspection program and <br />a safer community. <br />ANALYSIS <br />Staff issued Requests for Proposals (RFP) in February 2019 and received six proposals in March of 2019. <br />The proposals were evaluated by fire prevention staff and three vendors were selected to provide a <br />scripted demo. Fire prevention staff used a score sheet to evaluate user interface and functionalities. <br />Vendor Name <br />RFP Price <br />ESO (Firehouse) <br />$87,438 <br />Streamline <br />$135,490 <br />APX Data <br />$137,100 <br />ImageTrend <br />$137,772 <br />EPR Systems <br />$252,190 <br />Accela <br />$703,702 <br />ImageTrend was not the lowest bidder, however, they scored the highest in the evaluation process and <br />exceeded staff expectations in all areas. The proposed agreement is for an amount not to exceed <br />$137,772. Staff is requesting Council authorization for the City Manager to execute the agreement. <br />Page 2 of 3 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore <br />351 <br />