HomeMy WebLinkAbout09-26-16 CC Mtg - C5. Reporting Services Contract Agreement
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission FROM: Josh Waldo, Fire Chief
Chris Kukulski, City Manager
SUBJECT: Contract Agreement with Reporting Services Inc, to provide records management services for the Bozeman Fire Department.
MEETING DATE: September 26, 2016
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize City Manager to sign contract with Reporting Services Inc.
to provide records management services for the Bozeman Fire Department.
BACKGROUND: The BFD has used Firehouse Software for records management services
since 2009 and as of today continues to have concerns and issues with both the data input and
data output via this service provider. Firehouse is currently a server based system meaning that
it can only be accessed via computers that have Firehouse installed on it.
Reporting Services Inc. offers a cloud based records management system that can be accessed
from any computer with an internet connection. The system has been tested by fire department
staff with overwhelming positive feedback in multiple areas. With the system being cloud based
it also offers the opportunity for fire inspections and emergency pre-plans to be completed electronically as opposed to the current paper process that we are using.
Reporting Services Inc. currently provides records management systems for the United States
Department of Defense-Marine Corp Division and approximately 6,000 fire departments across
the country. The City Information Technology Department has reviewed and approved the security and services provided via this system and City Legal staff has reviewed and approved
the records retention and service agreements.
ALTERNATIVES: As suggested by the City Commission
FISCAL EFFECTS: The initial cost for Reporting Services Inc. is $4,687.00. The BFD had
budgeted $4,960 in FY-17 to pay for the annual Firehouse maintenance agreement and will use
those funds to cover the initial cost for Reporting Services Inc. as we will be discontinuing our services with Firehouse. There will be an annual payment of $4,375 to Reporting Services Inc.
moving forward, beginning in FY-18, for annual maintenance, subscription, and computer aided
dispatch fees which BFD will continue to include in future budgets.
Attachments: Professional Services Agreement with Reporting Services Inc. Exhibit A
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Exhibit B
Report compiled on: September 15, 2016
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this _____ day of ____________, 2017, by
and between the CITY OF BOZEMAN, MONTANA, a self governing municipal corporation
organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse
Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771,
hereinafter referred to as “City,” and Reporting Services, Inc., hereinafter referred to as “RSI”.
In consideration of the mutual covenants and agreements herein contained, the receipt
and sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Agreement. The following documents are made a part of this Agreement by this
reference:
a. Order Form dated September 15, 2016, quote #9025, including the terms and
conditions included therein (Exhibit A).
b. Emergency Reporting Service Level Agreement dated September 12, 2012 (Exhibit
B).
2. Indemnification. RSI agrees, at its own expense, to defend, indemnify and hold the City
harmless from any claim, demand, suit, damages, losses, and expenses, including
reasonable attorney fees, brought by a third party against the City, its officers or
employees (i) alleging infringement of any patent, copyright, trademark, or other
intellectual property right resulting from, arising out of or in any way related to the
Agreement, and (ii) the negligent, reckless, or intentional misconduct of RSI, its officers,
agents or employees. This obligation will survive termination of this Agreement and the
services performed hereunder.
3. Insurance. RSI will at RSI’s expense have in place during the term of this Agreement
insurance coverage which insures the liabilities and obligations specifically assumed by
the Contractor in this Section. RSI will furnish to the City an accompanying certificate of
insurance and accompanying endorsements in amounts not less than as follows:
Workers’ Compensation – statutory;
Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
Professional Liability - $1,000,000 per claim, $2,000,000 annual aggregate
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