RFP for Fire Department Records Management System – Town of Arlington

TOWN OF ARLINGTON, VERMONT
PO Box 304, 3828 VT Route 7A, Arlington, VT 05250
REQUEST FOR PROPOSALS (RFP)
Fire Department Records Management System (RMS)
Issue Date: 10/23/2025
Due Date: 10/31/2025
Contact: Matthew Bykowski, Selectman / Eric Marko, Asst. Fire Chief
Email: Matt.bykowski@arlingtonvermont.org, arlingtonfirec2@gmail.com
Phone: Matthew Bykowski: +1 978-430-5654, Eric Marko: +1413-652-5955

1. Introduction
   The Town of Arlington, Vermont, is seeking proposals from qualified vendors for the provision
   and implementation of a comprehensive Fire Department Records Management System
   (RMS). The goal is to acquire a modern, integrated, and user-friendly platform that enhances
   operational efficiency, ensures accurate recordkeeping, and supports the department’s mission to
   protect lives and property through efficient emergency response, training, and community
   service.
   Current solutions include: Whos Responding, IamResponding and PSTrax.
   40 Personnel
   ~170 Annual Call Volume
2. Background
   The Arlington Fire Department serves the Town of Arlington, Vermont and surrounding areas,
   providing fire suppression and emergency services. The Department seeks to transition from its
   current systems to a unified RMS solution that integrates field operations, administrative
   management, and data analytics to support both daily operations and long-term planning.
3. Scope of Work
   The selected vendor will provide a cloud-based Fire Department RMS that includes software,
   data migration, implementation, training, and ongoing technical support.
   The system should support the following core functional areas:
   Required Features
4. Responder Mobile App – iOS and Android Mobile application for responders to access
   incident details, view assignments, submit reports, and update statuses in real time.
5. CAD Integration – Real-time integration with Computer-Aided Dispatch (CAD)
   systems to automatically import incident data.
6. NEMSIS (Neris) Capable – Compliance with NEMSIS (National EMS Information
   System) data standards for emergency incident reporting.
7. Truck Check / Apparatus Management – Tools to perform, record, and track daily
   vehicle and equipment inspections.
8. Training Logs – Capability to record, schedule, and track member training hours,
   certifications, and compliance requirements.
9. Hydrant Mapping – GIS-based hydrant inventory, mapping, and inspection
   management.
10. Pre-Planning Module – Storage and retrieval of building pre-plans, hazards, and site
    diagrams accessible to field responders.
11. Station Dashboard – Customizable station display for live incident alerts, unit status,
    weather, and key performance indicators.
12. Internal Messaging – Secure communication and messaging between members, officers,
    and administrators.
13. Event Calendar – Department-wide shared calendar for meetings, drills, and community
    events.
14. Custom Reporting – Flexible reporting engine allowing creation of custom reports,
    charts, and exports.
15. Burn Permit Management – Module to process, issue, and track burn permits, including
    applicant and location data.
16. Commercial Alarm Permit Management – Tools to register, renew, and manage
    commercial alarm permits and related inspection history.
17. Open API Architecture – The RMS must provide an open and well-documented API
    architecture to allow secure, standards-based integration with other municipal systems
    and third-party applications.
18. Integration with Future Insurance Billing Platform (TBD) – The system must be
    designed to support integration with a future insurance billing and reimbursement
    platform, ensuring flexibility for data exchange, financial recordkeeping, and claims
    management.
19. Implementation and Support
    Proposals must include a detailed implementation plan covering:

• Project timeline and milestones
• Data migration strategy
• Training plan for administrative and end users
• Post-implementation support and maintenance options
• Service Level Agreement (SLA) terms and uptime guarantees

1. Proposal Requirements
   Proposals should include the following sections:
2. Company Overview – Brief history, size, and qualifications.
3. System Overview – Description of the proposed RMS solution, including technical
   specifications.
4. Feature Matrix – Indicate whether each requested feature is included natively, through
   configuration, or via third-party integration.
5. Implementation Plan – Outline of deployment schedule, migration process, and
   training.
6. References – Minimum of three municipal or fire department clients using a similar
   RMS.
7. Cost Proposal – Include itemized pricing for:
   ◦ Licensing or subscription
   ◦ Implementation and setup
   ◦ Training
   ◦ Annual maintenance and support
   ◦ Optional modules or add-ons
8. Evaluation Criteria
   Proposals will be evaluated based on the following criteria:

• Compliance with functional and technical requirements
• Ease of use and configurability
• Experience and references
• Implementation timeline and support approach
• Total cost of ownership
• Quality of customer service and ongoing support

1. Submission Instructions
   Proposals must be submitted electronically in PDF format to:
   Matt.bykowski@arlingtonvermont.org
   Submissions are due no later than 10/31/2025. Late proposals will not be considered.
   Questions regarding this RFP must be submitted in writing to the contact listed above no later
   than 10/29/2025.
2. Terms and Conditions
   The Town of Arlington reserves the right to:

• Reject any or all proposals
• Waive informalities or irregularities
• Negotiate with one or more vendors
• Accept the proposal deemed to be in the best interest of the Town
  All costs associated with preparing and submitting a proposal shall be borne by the proposer.
  Issued by:
  Town of Arlington, Vermont
  Selectboard