Council Memo for Approving Plans & Specs. - Contracts

MEMORANDUM The City of OKLAHOMA CITY

Council Agenda Item No. VII.C. 4/14/2015

TO: Mayor and City Council FROM: James D. Couch, City Manager Agreement with TargetSolutions (C165001) to provide online training and records management software for the Fire Department, estimated cost $82,000, April 14, 2015 through April 13, 2016. Purpose To obtain online training and records management software for the Fire

Department. The Fire Department currently maintains many separate databases to store and track information. Purchasing one system would provide a more streamlined and cost-efficient process for managing the training needs and records management needs of the Fire Department.

Background On October 7, 2014 (Item No. VII.BC.), the City Council authorized the

advertisement of a request for proposals (RFP15503) for online training and records management software for the Fire Department. The RFP was advertised in the Journal Record and posted in the electronic bidding system on October 8, 2014 with proposals to be received on November 18, 2014. A non-mandatory pre-proposal meeting was held on October 16, 2014 with seven potential proposers via telephone conference bridge and City staff in attendance. Ninety-five potential proposers viewed the RFP in the electronic bidding system with five proposals received. The selection committee convened on December 11, 2014 to discuss proposals submitted. The committee requested demonstrations from two vendors who best met the criteria outlined in the RFP. The selection committee convened again on January 12, 2015 to discuss demonstrations and proposals submitted. The selection committee reviewed the proposals according to the criteria outlined in the RFP. Based upon the results of the committee’s evaluation, it was determined the proposal submitted by TargetSolutions best met the criteria outlined in the RFP. Staff recommended an agreement be negotiated with TargetSolutions for online training and records management software for the Fire Department. On February 17, 2015 (Item No. VII.AM.), the City Council authorized staff to negotiate an agreement with TargetSolutions. Staff recommends approval of agreement with TargetSolutions for online training and records management software for the Fire Department.

Agreement(s) (C165001)

TargetSolutions On-Line Training and Records Management Software Pricing schedule attached.

Estimated Cost $82,000 Source of Funds Fire – Fire Sales Tax – Budget-Fire Department – Fire Other Tools and

Equipment – Budget-Other Services & Charges (030-0150-450XXXX-11551-52000001)

Review Fire Department Recommendation: Agreement be approved.

Agreement C165001 - Page 1 of 10

ONLINE TRAINING AND RECORDS MANAGEMENT SOFTWARE FOR THE FIRE DEPARTMENT – C165001

CITY OF OKLAHOMA CITY AND TARGETSOLUTIONS

This agreement is made and entered into by and between TargetSolutions, 10805 Rancho

Bernardo Rd., Suite 200, San Diego, CA 92127, hereinafter referred to as “Proposer” or “Contractor” and The City of Oklahoma City, a municipal corporation, or a Public Trust hereinafter referred to as the "Contract Entity.”

WITNESSETH:

WHEREAS, the governing body of the Contract Entity has approved certain request for

proposals and requested by notice that proposals be submitted thereon; and

WHEREAS, this document until executed by the Mayor/Chairman of the Contract Entity

constitutes the Proposer’s proposal; and

NOW, THEREFORE, that in consideration of the covenants, agreements and

representations as hereinafter set forth, it is mutually agreed by the parties that:

The proposer agrees to sell and deliver to the Contract Entity, the items of material and/or

services, specified in the submitted proposal, which is attached hereto and made a part of this

contract, or as listed below:

INTENT: It is the intent of this contract to obtain a license to use a software application and services from TargetSolutions for the Fire Department. The services shall include online training and records management to ensure training compliance, track employee training, and maintain records for many different areas of the Fire Department.

SCOPE OF AGREEMENT/CONTRACT: The contractor shall furnish and supply the below listed item(s) in accordance with the terms, conditions and provisions set forth herein. The City and its Trusts reserve the right to award this agreement/contract to a single vendor or to multiple vendors, whichever is deemed to be in best interest of the Contracting Entity.

CONTRACTING ENTITY: The term "Contracting Entity" as used throughout this proposal document shall mean The City of Oklahoma City. A PUBLIC TRUST, of which The City of Oklahoma City is Beneficiary, may choose to avail itself of goods or services from the resultant agreement(s)/contract(s), provided the contracted vendor(s) agrees to honor the terms and conditions, including price, of the agreement(s)/contract(s).

AGREEMENT/CONTRACT PERIOD: The agreement/contract shall be for one year with the option to renew for four additional one-year periods. The agreement/contract shall be in effect commencing on the date approved by the Oklahoma City Council or governing Trust/Board or Commission.


AGREEMENT/CONTRACT RENEWAL OPTION:

1. This agreement/contract is renewable for four additional one-year periods at the option of

the Contracting Entity. Should the Contracting Entity desire to renew the agreement/contract, a written preliminary notice will be furnished to the contractor prior to the expiration date of the agreement/contract. (Such preliminary notice will not be deemed to commit the Contracting Entity to renew.)

2. Upon receipt of the Contracting Entity's preliminary notice, the contractor shall, if

desired, submit a written agreement to continue agreement/contract performance for an additional one-year period.

3. Should the Contracting Entity exercise this option for renewal, the agreement/contract as

renewed shall be deemed to include this option provision except that the total duration of this agreement/contract, including any renewals, shall not exceed five years without Council approval.

4. In all cases agreement/contract renewals shall be approved by the Contracting Entity's

governing body, and sufficient appropriations shall have been made for the particular fiscal year for which the renewal is sought.

ESTIMATED ANNUAL REQUIREMENTS (NO GUARANTEE):

1. The quantity of any item, good, or service when shown in the price schedule as an

estimate of an annual requirement is merely an estimate based on currently available information. The purchase of any such item or quantity of good or service is not guaranteed. Any offer conditioned upon a promise by the Contracting Entity to purchase a minimum or definite quantity of such an item will be rejected.

2. The contractor agrees to furnish all quantities ordered by The City of Oklahoma City and

its related Trusts during the agreement/contract period. 3. The Contracting Entity agrees to place orders with the contractor for all its requirements

for those items shown in the price schedule, as awarded, except as follows:

a. Quantities of items needed under conditions of emergency or public exigency as approved by the Purchasing Agent.

b. Quantities of items obtainable from State contracts, as approved by the Purchasing Agent.

c. Quantities of items where federal funds are involved and other action is warranted for federal regulatory compliance purposes.

d. Quantities of items awarded under specific and separate agreements/contracts. e. Quantities of items which otherwise are determined to be outside the general

scope and intent of this agreement/contract.


4. If requirements for any awarded items do not materialize for the quantity estimated in the applicable price schedule, such failure shall not constitute grounds for equitable adjustment or additional compensation.

5. There is no obligation to purchase any items from this agreement/contract, and purchases

made in future fiscal years or other contract periods are subject to future appropriations and availability of funds.

ORDER OF PRECEDENCE: In the event of an inconsistency between provisions of this agreement/contract, the inconsistency shall be resolved by giving precedence in the following order: (i) Agreement/Contract articles, (ii) RFP Specifications, (iii) Notice to Proposers, (iv) General Instructions and Requirements for Proposers, (v) other requirements provided by the Contracting Entity in the RFP packet, then (vi) attachments, notes and exceptions by Proposer. PAYMENT METHODS: The ordering departments will utilize purchase order numbers or purchasing cards for ordering the goods and services they require as the need arises during the agreement/contract period.

Neither The City of Oklahoma City nor any of its Trusts shall be held liable for any and all damages sustained by any contractor for delivery of goods or services awarded by agreement/contract unless accompanied by an authorized purchase order or purchasing card reference name and number. Delivery of goods or services to any Oklahoma City department or Trust without a purchase order document, purchase order number or purchasing card reference name and number given at the time the order is placed shall constitute an unauthorized purchase.

PAYMENT/INVOICE:

1. Payments will be processed promptly after completion of delivery of ordered items and

after receipt of properly prepared invoices. 2. FOR ORDERS PLACED BY PURCHASE ORDER: The original invoice must be

mailed directly to The City of Oklahoma City, Accounts Payable, 100 N. Walker Avenue, Suite 200, Oklahoma City, Oklahoma 73102, or invoices may be e-mailed to [email protected]. If invoices are e-mailed, a paper copy should not be mailed. This information is printed on the front of each purchase order. Copies of invoices may be sent to other addresses upon request. However, if the original invoice is sent to any other address, payment will be delayed, or may not be processed at all. Should another trust or government entity be using this contract they may request a different invoice address.

FOR ORDERS PLACED BY PURCHASING CARD: Do not send invoices, statements etc. to Accounts Payable for purchasing card orders. Please send all purchasing card documents directly to the cardholder. Cardholders are required to submit itemized transaction details such as invoice/delivery tickets with their monthly purchasing card statement. This is a vital part of the monthly reconciliation process. Your cooperation is appreciated.

mailto:[email protected]


3. Invoices must contain the following information: a. Contractor/Vendor's name and address b. Ship to address (department name) c. Purchase order number - MUST BE INDICATED ON THE INVOICE d. Itemization of each item purchased to include:

(1) description/stock number (2) unit price (3) quantity (4) unit of issue (each, box, dozen, pound, etc.) (5) total price

e. Total amount of invoice f. Date of delivery

4. Invoices should not reflect any outstanding backorders. WARRANTY:

1. The contractor warrants that the software application and services will conform to the

specifications and all other requirements of this agreement/contract. 2. As to any item which does not conform to this warranty, the contractor agrees that the

Contracting Entity shall have the right to:

a. Reject and return each nonconforming item to the contractor for correction or replacement at the contractor's expense; or

b. Require an equitable adjustment in the agreement/contract price. 3. This warranty shall be in addition to any other rights of the Contracting Entity.

4. All equipment warranties shall start on the date of installation, and will be for the full

term of said warranty. 5. EXCEPT AS EXPRESSLY PROVIDED HEREIN, CONTRACTOR MAKES NO

WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, INCLUDING ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.

INTELLECTUAL PROPERTY RIGHTS: The City of Oklahoma City acknowledges that Contractor alone (and its licensors, where applicable) shall own all rights, title and interest in and to Contractor’s software, website or technology, the course content, and the Services provided by Contractor, as well as any and all suggestions, ideas, enhancement requests, feedback, recommendations or other information provided by the City of Oklahoma City, and this agreement does not convey to the City of Oklahoma City any rights of ownership to the same. The Contractor name and logo are


trademarks of Contractor, and no right or license is granted to the City of Oklahoma City to use them. Except as otherwise agreed in writing or to the extent necessary for the City of Oklahoma City to use the services in accordance with this agreement, the City of Oklahoma City shall not: (i) copy the course content in whole or in part; (ii) display, reproduce, create derivative works from, transmit, sell, distribute, rent, lease, sublicense, transfer or in any way exploit the course content in whole or in part; (iii) embed the course content into other products; (iv) use any trademarks, service marks, domain names, logos, or other identifiers of Contractor or any of its third party suppliers; or (v) reverse engineer, decompile, disassemble, or access the source code of any Contractor software. The City of Oklahoma City hereby authorizes Contractor to share any intellectual property owned by the City of Oklahoma City (“User Generated Content”) that its Users upload to the Community Resources section of Contractor’s website with Contractor’s 3rd party customers and users that are unrelated to the City of Oklahoma City (“Other Contractor Customers”); provided that Contractor must provide notice to City of Oklahoma City’s users during the upload process that such User Generated Content will be shared with such Other Contractor Customers. For purposes of clarity, the City of Oklahoma City will have the option to share or not to share content uploaded; however, any content shared within the Community Resources section of the website will be shared with Other Contractor Customers. LIMITATION OF LIABILITY: In no event shall Contractor be liable to the City of Oklahoma City or its Users, whether in contract, warranty, tort (including negligence) or otherwise, for special, incidental indirect or consequential damages (including lost profits) arising out of or in connection with this Agreement. The total liability of Contractor for any and all damages, including, without limitation, direct damages, shall not exceed the amount of the total fees already paid to Contractor for the preceding twelve (12) months. GENERAL PROVISIONS: The following documents are attached or by this reference incorporated as a part of this agreement/contract:

a. Agreement/Contract b. Proposer’s Proposal c. General Requirements and Instruction for Proposers d. Oklahoma Open Records Act and Confidential Information e. Non-Discrimination Statement f. Anti/Non-Collusion Affidavit

MATERIAL SAFETY DATA SHEETS: Any Contractor supplying goods or materials to The City of Oklahoma City or a related Trust that require a Material Safety Data Sheet (MSDS) will furnish the required sheet or a composite concentration list in one of the following manners:

a. Submitted as part of the proposal document b. Submitted prior to agreement/contract award


c. Submitted with the product invoice d. Submitted at the request of The City or Trust

In all instances, the Contractor shall furnish the material safety data sheets with the products at delivery, and shall comply with all local, state and federal laws providing for identification of materials transported to or from The City or related Trust. The appropriate proposal number, agreement/contract number, delivery ticket number, or invoice number shall be clearly marked on the material safety data sheet or the composite concentration lists. Any question regarding this requirement should be directed to the following address: Oklahoma City Risk Management Division 420 W. Main Street, Suite 630 Oklahoma City, Oklahoma 73102 (405) 297-3891

COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The Contractor covenants and agrees that he and his agents and employees will comply with all municipal, state and federal laws, rules and regulations applicable to the business to be conducted under this agreement, and that he shall obtain all necessary permits, pay all license fees and taxes to comply therewith.

TAX EXEMPT: The City of Oklahoma City is tax exempt. TargetSolutions may request tax exempt documents.

LATE PAYMENTS / INTEREST: Late charges and interest cannot be assessed against the City of Oklahoma City.

SOFTWARE: TargetSolutions will provide their web-based platform to include three components; Online Training, Learning Management System, and Records Management System with necessary training, set up, and customization as described in proposal.

See Price Schedule for membership fees, annual maintenance fees and one time set up fee. Pricing breakdown per user for each year is provided and quantity of users shall be updated at renewal period.

SUPPORT: The City of Oklahoma City will have at its disposal a team of TargetSolutions Client Service members, 24 hour/7 days per week, telephone and email support, and an online, multimedia Self-Help library to assist in all phases of implementation and on-going support.

INSTALLATION/SET-UP: TargetSolutions will provide an Account Manager to work with the Fire Department to provide comprehensive training in use of the TargetSolutions’ platform and make sure the platform is configured properly to support the Fire Department needs. The Account Manager will assist with initial customization of the site, assessment of training needs, train key individuals, help develop, schedule and assign curriculum, and introduce new platform features to the Fire Department.

TargetSolutions will provide, on a monthly basis, a review of the site and overview of the Fire Department’s utilization and offer suggestions on how the Fire Department can benefit from


other features of the platform. Account manager will be available five days a week, 12 hours a day, to provide assistance.

TIMELINE: Set-up will be implemented in five phases as described in TargetSolutions’ proposal.

SYSTEM ACCESS: Access to the system shall be by username and password. Users must pass credentials to obtain access to the system. System will automatically log users out after 6 minutes of inactivity. The Fire Department will maintain user database by adding and inactivating users as appropriate. The Fire Department will have select Administrators with access to entire information with full control of all other users’ access rights within the platform and can assign and manage them accordingly. The Fire Department may customize access for Supervisory levels.

SYSTEM MAINTENANCE: TargetSolutions will schedule maintenance during off-peak hours. During this time the platform will not be accessible to the Fire Department. TargetSolutions will notify users prior to any maintenance using a notification system on the platform. There will be no effect to the customized features of the platform during maintenance upgrades.

MAINTENANCE & UPDATES: Required maintenance and updates to the site are included in the annual maintenance fee.

RECORDS RETENTION: TargetSolutions will keep records for up to 30 years.

TERMINATION: If the City of Oklahoma City is unsatisfied with the software application, the agreement may be terminated upon 60 days prior written notice to TargetSolutions. In the event of such termination, TargetSolutions will refund to the City the unused pro-rated portion of the annual fee previously paid to TargetSolutions for the then current annual term. CONTACT INFORMATION:

TargetSolutions

Robbi King, Regional Sales Manager [email protected] (713) 701-9298

Liz Pepka, Account Manager [email protected] (858) 376-1636

Jeff Oathout, Area Director of Sales [email protected] (229) 269-4073

Tim Riley, Product Specialist [email protected] (727) 742-5964









RFP AND CLARIFICATION: TargetSolutions’ Proposal in response to Contract Entity Online Training and Records Management Software for Proposal RFP15503 (“RFP”), including BidSync Question & Answer, Non-Discrimination Statement and the Anticollusion Affidavit are incorporated herein by reference.

[Rest of page intentionally left blank]


PRICING SCHEDULE

It is the intent of this contract to obtain a license to use a software application and services from TargetSolutions for the Fire Department. The services shall include online training and records management to ensure training compliance, track employee training, and maintain records for many different areas of the Fire Department.

TargetSolutions will provide their web-based platform to include three components; Online Training, Learning Management System, and Records Management System with necessary training, set up, and customization as described in proposal.

The agreement shall be for one year with the option to renew for four additional one-year periods. Membership fees, annual maintenance fees and one time set up fee as follows. Pricing breakdown per user for each year is provided. Quantity of users shall be updated at renewal period.

Annual Maintenance Fee One Time Set Up Fee

Cost: Cost:

$395.00/yr $1,500.00

x5

x1

=$1,975.00 =$1,500.00

Premier Membership Platform 1st Year

Cost:

$80.55/user

x987

=$79,502.85

Premier Membership Platform 2nd Year

Cost:

$82.56/user

x987

=$81,486.72

Premier Membership Platform 3rd Year

Cost:

$84.63/user

x987

=$83,529.81

Premier Membership Platform 4th Year

Cost:

$86.74/user

x987

=$85,612.38

Premier Membership Platform 5th Year

Cost:

$88.91/user

x987

=$87,754.17

Total Five Year Cost: =$421,360.93

Required maintenance and updates to the site are included in the annual maintenance fee.


NON-DISCRIMINATION STATEMENT The contractor agrees, in connection with the performance of work under this agreement/contract: a. That the contractor will not discriminate against any employee or applicant for employment, because of race, creed, color, sex, age, national origin, ancestry or disability. The contractor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, age, national origin, sex, ancestry or disability. Such actions shall include, but not be limited to, the following: employment, promotion, demotion or transfer, recruitment, advertising, lay-off, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. The contractor agrees to post, in a conspicuous place available to employees and applicants for employment, notices to be provided by the City Clerk/Secretary of the Contract Entity setting forth the provisions of this section, and; b. That the contractor agrees to include this non-discrimination clause in any subcontracts connected with the performance of this agreement/contract. c. In the event of the contractor's non-compliance with the above non-discrimination clause, this agreement/contract may be canceled or terminated by the Contract Entity. The contractor may be declared by the Contract Entity ineligible for further agreement[s]/contract[s] with the Contract Entity until satisfactory proof of intent to comply is made by the contractor.

THIS FORM MUST BE COMPLETED BY THE PROPOSER PRIOR TO AGREEMENT/CONTRACT AWARD

Sign Here Signature of Individual Title Printed Name of Individual Company Name and Address Zip Code Telephone Number and Fax Number if any

Area Director of Sales

Jeff Oathout

TargetSolutions, 10805 Rancho Bernardo Road, Suite 200

San Diego, CA 92127-5703

(858) 592-7880 (858) 487-8762

ANTI/NON-COLLUSION AFFIDAVIT

The undersigned individual, of lawful age, being duly sworn, upon his/her oath, deposes and says: That the undersigned individual has the lawful authority to execute the within and foregoing proposal for, and on behalf of, the bidder; that the bidder has not, directly or indirectly, entered into any agreement, express or implied, with any bidder or bidders, having for its object the controlling of the price or amount of such bid or bids, the limiting of the bids or the bidders, the parceling or farming out to any bidder or bidders or other persons, of any part of the pricing agreement/contract or any part of the subject matter of the bid or bids, or of the profits thereof, and that bidder has not and will not divulge the sealed bid to any person whomsoever, except those having a partnership or other financial interest with the bidder in the said bid or bids, until after the said sealed bid or bids are opened.

The undersigned individual further states that the bidder has not been a party to any collusion: among bidders in restraint of freedom of competition, by any agreement to bid at a fixed price or to refrain from bidding; or with any city/trust official, city/trust employee or city/trust agent as to the quantity, quality, or price in the prospective pricing agreement/contract, or any other terms of the said prospective pricing agreement/contract; or in any discussions between the bidders or city/trust official, city/trust employee or city/trust agent concerning the exchange of money or other thing of value for special consideration in the letting of a pricing agreement/contract. The bidder states that it has not paid, given or donated or agreed to pay, give or donate to any city/trust official, officer or employee of the City or awarding agency, any money or other thing of value, either directly or Indirectly, in the procuring of the award of pricing agreement/contract pursuant to this bid.

Witness the hands of the parties hereto:

The undersigned individual states that tho Proposer will be bound by its proposal, tho specification, the terms and conditions of tho agroomonticontract, and the requirements for proposers.

4 4 ")THIS FORM TO BE COMPLETED BY THE PROPOSER PRIOR TO AGREEMENT/CONTRACT APPROVAL** **

Jeff Oathout Area Director of Sales Type Name of Authorized Agent

TargetSolution

Title

Company Name

10805 Rancho Bernardo Rd, Suite 200, San Diego, CA 92127-5703 Address Zip Code

(858) 592-7880 (858) 487-8762 Telephone Number and Fax Number if any

TO BE COMPLETED BY THE NOTARY:

41V viten:, notarized must be written in for bid to be considered.'

SS.

KENYA YARBROUGH NOTARY PUBLIC Lowndos County State of Georgia

My Comm. Expires Sept. 17, 2016

State of •

County o ('State and

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Signed and sworn to before me on this 2-14day of ,AA3m-ca , 15 by 0- t---Fr Ca-4- Plaid PaY1 [Monthj [Yearj

My Commission Number: NI 11) k4. tokiehorrni G t OC-50— Type

My Commission Expires: /II '2oi 6 --.51FDlate/Year)

Public

1101da llutIMUM

[Print the name of the individual who signed above.'

Updated September 2013

LETTER OF AUTHORIZATION

THIS LETTER OF AUTHORIZATION MUST BE COMPLETED AND SIGNED IF THE BID/PRICING AGREEMENT/CONTRACT FORM & NON-DISCRIMINATION STATEMENT WAS NOT SIGNED BY THE OWNER, A GENERAL PARTNER, OR AN OFFICER OF THE

CORPORATION

City of Oklahoma City or related Public Trust: This letter authorizes _____________________________________________ to sign BID/PRICING AGREEMENT/CONTRACT FORM & NON-DISCRIMINATION STATEMENT and all forms related to the City of Oklahoma City pricing agreements/contracts on behalf of ___________________________________________________. Company Name

Sincerely, ____________________________________ __________________________________ Signature of Authorized Agent Print Title Date ________________________________ Print Name Email Address: ____________________________________________________ Title: (must be checked) Owner Treasurer Chief Executive Officer [CEO] Secretary Chairman or Chairman of the Board Assistant Secretary President Secretary-Treasurer Vice-President

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Jeff Oathout

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TargetSolutions

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Executive Vice President

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Thomas Woodward

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[email protected]

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CERTIFICATE HOLDER

© 1988-2010 ACORD CORPORATION. All rights reserved.ACORD 25 (2010/05)

AUTHORIZED REPRESENTATIVE

CANCELLATION

DATE (MM/DD/YYYY)

CERTIFICATE OF LIABILITY INSURANCE

LOCJECTPRO-

POLICY

GEN'L AGGREGATE LIMIT APPLIES PER:

OCCURCLAIMS-MADE

COMMERCIAL GENERAL LIABILITY

GENERAL LIABILITY

PREMISES (Ea occurrence) $DAMAGE TO RENTEDEACH OCCURRENCE $

MED EXP (Any one person) $

PERSONAL & ADV INJURY $

GENERAL AGGREGATE $

PRODUCTS - COMP/OP AGG $

$RETENTIONDED

CLAIMS-MADE

OCCUR

$

AGGREGATE $

EACH OCCURRENCE $UMBRELLA LIAB

EXCESS LIAB

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)

INSRLTR TYPE OF INSURANCE POLICY NUMBER

POLICY EFF(MM/DD/YYYY)

POLICY EXP(MM/DD/YYYY) LIMITS

WC STATU-TORY LIMITS

OTH-ER

E.L. EACH ACCIDENT

E.L. DISEASE - EA EMPLOYEE

E.L. DISEASE - POLICY LIMIT

$

$

$

ANY PROPRIETOR/PARTNER/EXECUTIVE

If yes, describe underDESCRIPTION OF OPERATIONS below

(Mandatory in NH)OFFICER/MEMBER EXCLUDED?

WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY Y / N

AUTOMOBILE LIABILITY

ANY AUTO

ALL OWNED SCHEDULED

HIRED AUTOSNON-OWNED

AUTOS AUTOS

AUTOS

COMBINED SINGLE LIMIT

BODILY INJURY (Per person)

BODILY INJURY (Per accident)

PROPERTY DAMAGE $

$

$

$

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSRADDL

WVDSUBR

N / A

$

$

(Ea accident)

(Per accident)

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES

BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to

the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the

certificate holder in lieu of such endorsement(s).

The ACORD name and logo are registered marks of ACORD

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

INSURED

PHONE(A/C, No, Ext):

PRODUCER

ADDRESS:E-MAIL

FAX(A/C, No):

CONTACTNAME:

NAIC #

INSURER A :

INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

INSURER(S) AFFORDING COVERAGE

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN

ACCORDANCE WITH THE POLICY PROVISIONS.

INS025 (201005).01

11/7/2014

Babb, Inc2451 First Street

Ft Myers FL 33901

Margaret Polite239-333-1320 239-333-1760

[email protected]

RedVector.com, LLC; TargetSolutions Learning LLC; & TargetSolutions, Inc. 4890 W. Kennedy Blvd #740Tampa FL 33609

Liberty Mutual Fire Insurance 23025Liberty Insurance Corporation 42404

2014-2015 Master

AX

XX Blanket Additional InsdX Primary/Non-contributory

X

TB2-Z51-291463-034 10/1/2014 10/1/2015

1,000,000300,00010,000

1,000,0002,000,0002,000,000

AX X

AS2-Z51-291463-024 10/1/2014 10/1/2015

1,000,000

BX X

X 10,000TH7-Z51-291463-064 10/1/2014 10/1/2015

5,000,0005,000,000

AN WC2-Z51-291463-014 10/1/2014 10/1/2015

X1,000,0001,000,0001,000,000

The City of Oklahoma City and its Trusts are Additional Insureds pertaining to the General Liability as required by written contract, per Form LC 04 60 08 12.

M Polite/LPOLIT

The City of Oklahoma City and its Trusts Fire Administration 820 NW 5th Oklahoma City, OK 73106

Bid RFP 15503City of Oklahoma City andits Trusts

BidSync11/19/2014 p. 32


Council Agenda Item No. VII.AM. 2/17/2015

TO: Mayor and City Council FROM: James D. Couch, City Manager Resolution authorizing negotiation of an agreement with TargetSolutions to provide online training and records management software for the Fire Department. Background On October 7, 2014 (Item No. VII.BC.), the City Council authorized the

advertisement of a request for proposals (RFP15503) for online training and records management software for the Fire Department. The RFP was advertised in the Journal Record and posted in the electronic bidding system on October 8, 2014 with proposals to be received on November 18, 2014. Ninety-five potential proposers viewed the RFP in the electronic bidding system with five proposals received. The selection committee convened on December 11, 2014 to discuss proposals submitted. The committee requested demonstrations from two vendors who best met the criteria outlined in the RFP. The selection committee convened again on January 12, 2015 to discuss demonstrations and proposals submitted. The selection committee reviewed the proposals according to the criteria outlined in the RFP. Based upon the results of the committee’s evaluation, it was determined the proposal submitted by TargetSolutions best met the criteria outlined in the RFP. Staff requests Council authorize an agreement be negotiated with TargetSolutions for online training and records management software for the Fire Department.

Estimated Cost $82,000 Source of Funds Fire – Fire Sales Tax – Budget-Fire Department – Fire Other Tools and

Equipment – Budget-Other Services & Charges - Budget-Materials & Supplies (030-0150-450XXXX-11551-52000001-53000001)

Review Fire Department Recommendation: Resolution be adopted.

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TargetSolutions Bid Contact Justin Melim

[email protected] Ph 858-683-7688

Address 10805 Rancho Bernardo Rd.Suite 200San Diego, CA 92127

Item # Line Item Notes Unit Price Qty/Unit Total Price Attch. Docs

RFP 15503--01-01 RFP15503: Online training and records management software for the Fire Department

Supplier Product Code:

First Offer - 1 / each Y Y

Lot Total $0.00

Supplier Total $0.00


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TargetSolutions

Item: RFP15503:Online training and records management software for the Fire Department

Attachments

Response - City of Oklahoma City Fire.pdf


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Prepared for: City of Oklahoma City Office of the City Clerk

200 North Walker Avenue Oklahoma City, OK 73102

November 5, 2014

RFP 15503

ONLINE TRAINING AND RECORDS MANAGEMENT

SOFTWARE FOR THE FIRE DEPARTMENT

10805 Rancho Bernardo Road, Suite 200 | San Diego, CA 92127


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TargetSolutions

Robbi King, Regional Sales Manager [email protected] | 713.701.9298

Dear sir or ma’am, Thank you for the opportunity to respond to this RFP to provide online training and records management for the City of Oklahoma City’s fire department. Enclosed is information intended to demonstrate TargetSolutions’ extensive qualifications. Founded in 1999, TargetSolutions (“TSC”) is a pioneer and leader in the development of online solutions that simplify and standardize training, records management and risk management. TargetSolutions currently provides these services to more than 2,000 organizations and is the only online provider that the National Fire Protection Association (NFPA) has invested in to deliver online safety training to the fire service. Our web‐based platform offers hundreds of courses covering the Fire and EMS Industry with a variety of categories including NFPA 1500/1001/1021/1584/1403, EVO, EMS Recertification, Driving Safety, HR, OSHA, and more. Our platform currently serves more than 200,000 active users with access to TSC’s services 24 hours a day / 7 days a week. Monthly, more than 500,000 online activities and 100,000 TSC training courses are delivered to users through the platform. TargetSolutions is fully capable of meeting the requirements in Section V. Requested Services of the RFP. We understand your challenges and we are committed to providing the tools you need to operate more efficiently. If you have any questions, please don’t hesitate to contact me directly. Sincerely,

Robbi King TargetSolutions Regional Sales Manager [email protected] | 713.701.9298


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B. Company History and Track Record Mission Statement: TargetSolutions exists to deliver engaging online continuing education courses, cutting‐edge technology applications, and world‐class customer service. We believe a well‐trained employee, is a safer, more effective employee. That's why we have created the most innovative, easy‐to‐use web‐based training management system you will find anywhere. History and Experience of the Organization: TSC invests heavily in our employees and our technology. Upon award of the contract to TSC, the City of Oklahoma City will begin working with Account Manager, Liz Pepka, right away. TSC’s Help Desk is available 24/7 to answer your and your employee’s questions and ensure that you are maximizing your use of the platform. Whatever your question, you can rely on the Help Desk to show you how to navigate the system and reach your training compliance goals. Our experienced developers work alongside the Client Services and Sales departments to create a customized solution that looks and feels like a seamless extension of your organization. We can tailor this solution to match your website branding, incorporate your department’s content materials and policies in training courses or as stand‐alone assignments, create customized reporting options, provide video hosting, and integrate your training site with third‐party vendors. TSC’s Technical Development Team builds and maintains the core platform, as well as integrating external applications delivered on the platform. The members of this team are experience in project management, API development and integration, user interface design and development, QA testing, new technology research, database design and coding, web application design and coding, and many other online service development talents. The group specializes in large scale web‐based services that are easy‐to‐use by non‐technical users. Fire Industry Partnerships: TargetSolutions is committed to serving the Fire Industry. Among our industry partnerships: National Fire Protection Association (NFPA) ‐ In 2002, NFPA invested in TargetSolutions to enable the company to deliver online training courses to serve NFPA’s Fire Service members. NFPA was instrumental in financing the development of content and advanced application for the Fire Service and is the Company’s largest outside shareholder. The NFPA has representation in the TSC Board.


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International Association of Fire Chiefs (IAFC) ‐ TSC is an IAFC partner. TSC has underwritten a $1.5 million grant to the fire services to give back to the fire community. In the past we offered free training for events such as the National Firefighter Safety Stand Down, of which 14,000 courses were complete. Together with IAFC Board, we initiate and sponsor the VCOS Training Officer of the Year award. International Society of Fire Service Instructors (ISFSI) ‐ ISFSI is partnered with TSC to review and develop relevant and cutting‐edge training content to the fire industry. ISFSI and TSC host “Distance Learning in the Fire Industry,” symposiums intended for instructors and anyone in the fire service interested in e‐learning. Regional / Industry Segment Partnerships ‐ includes Texas State Firefighters Fire Marshals Association (SFFMA), Southeast Association of Fire Chiefs (SEAFC), New York State Association of Fire Chiefs (NYSAFC) and Volunteer / Combination Officers Section (VCOS). Chief Alan Brunacini Boss Behavior and Leadership Training Online ‐ Brunacini Functional Boss Behaviors training can be made available to all members.


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C. Project Team Members and Local Service Support

Robbi King, Regional Sales Manager Experience: 1 year 713‐701‐9298, [email protected] Overall Business Contact ‐ Robbi brings 25 years in the fire/EMS service. Robbi will provide your department with any updated product information and make sure the City of Oklahoma City is aware of and has access to all of the product enhancements and new content releases. When considering adding to or enhancing the product, he will be the business liaison.

Liz Pepka, Account Manager Experience: 0.5 years 858‐376‐1636, [email protected] Dedicated Support Specialist – Liz will be the main support contact for the City of Oklahoma City. Liz’s role includes building your actual training site and working with your team to load personnel information and customize the site for the Oklahoma City Fire Department. Liz will lead the initial training sessions with your administrators and continue communication necessary to ensure your team is fully utilizing the TargetSolutions site. Jeff Oathout, Area Director of Sales Experience: 10 years 229‐269‐4073, [email protected] Area Director of Sales – Jeff began his career in the fire service in 1997 when he served as a Firefighter/EMT in Fairbanks, AK for the US ARMY and in Metro Atlanta where he was also a member of the departments Technical Rescue Team. As the Area Director of Sales and an expert on the TargetSolutions platform, Jeff will provide support to Oklahoma City and the rest of the TargetSolutions team in order to make implementation and utilization of the system a success. Tim Riley, Product Specialist Experience: 8 years 727‐742‐5964, [email protected] Training and ISO Specialist ‐ Tim conducts hands‐on training sessions throughout the country to communicate best practices when using the platform and to assist clients with better utilization. Tim will be available to assist with any hands‐on training that is needed for the City of Oklahoma City Fire Department and will actively monitor your site usage and contact your team with any suggestions for better utilization.


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D. CustomerReferencesBelowaredetaileddescriptionsoffivesimilarprojectswhereTargetSolutions

exceededclients’expectations.

TulsaFireDepartment‐724UsersNathamMorgans1760NewblockParkDriveTulsa,OK74127(918)596‐9305TulsaFireDepartmentneededhelpinfindinganalternativetotheclassroom.Itistoomuchtobringeveryfirefighterintoaclassroom.TargetSolutionsbroughttheclassroomtoeachoftheusers.DirectorofEMSMichaelBakerstated“WeaskourmemberstoreviewanonlineTargetSolutionsPowerPointandvideoembeddedpresentation,andtakeatestafterwardtopreparethemselvesforwhentheyarriveatanin‐serviceoratrainingeventtodotheskillsportion.Thishasallowedustotakesomethingwouldnormallybetwohourslongandcondenseitdownintoanhour.”

JacksonvilleFireRescueDepartment‐1,250UsersGregRoland117WestDuvalStreetJacksonville,FL32202(904)886‐0160JacksonvilleFireRescueDepartmentbecameaclientforourEMSrecertificationtraining.Thenwhileusingalegacytrainingtrackerforfiretrainingwasn’tabletoreceivefullcreditbyISO.TargetSolutionsprovidedJacksonvilleFRDtheplatformtoaccuratelyandreliablytrackalltheirtraining,whichwillincreasetheirscoreintheirnextevaluation.JacksonvilleFRDnowhasalloftheirtrainingrecordsinorderwiththehelpofTargetSolutions.ChiefRolandalsoshared“EverythingwedorelatedtotrainingisdocumentedandsavedinTargetSolutions.Wealsouseitfordeliveringbulletins,SOP’s,announcements,etc.TargetSolutionshasbecometheofficialplacetofindeverything.Ithasimprovedourabilitytoreachallofourfirefighters.Thingsthataremandatedtobereadcanbedeliveredandpeoplecanbeheldaccountable.”CalFireSanDiego‐950UsersAustinBrowne2249JamachaRoadElCajon,CA92019(619)590‐3119CalFireSanDiegohadtheirproblemsoftrainingandtrackingtheirpersonnelovertheir43stationsresolvedwithTargetSolutions.CalFireSanDiegodidn’thavethemanpowertotrackallthenecessarytraining.TargetSolutionswasabletorecordaccuratedataoneachuserscredentials‐whetheritwasfireorEMSrelated‐thengeneratethecomprehensivereportsthatareneededtohelpstayorganized.


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ElPasoFireDepartment‐950UsersJorgeCortez8600MontanaAveElPaso,TX79925(915)775‐5190ElPasoFDwantedtoensureadequatecoveragefortheirresponseareaswhilemeetingtherequiredamountoftraining.Asthatbeingtheirprimaryobjective;theychoseTargetSolutionsforitsconvenient,flexiblemethodofcompletingobligatorytrainingrequirements.ElPasoFDisalsobenefittingfromamorepowerfulrecordmanagementsystemthanpreviouslyutilizing.Nolongercertificationexpiring.FullycustomizablealertsinCredentialManageraretrackingandautomaticallynotifyingusersandadministrators.PolkCountyFireRescue‐664MikeLinkinsPOBox1458Bartow,FL33831(863)519‐7350TargetSolutionsprovidedtheplatformandtrainingtoeasilydocumentthetrainingthatwasalreadybeingcompletedbyPolkCountyFireRescuemembers.ChiefLinkinswasquotedsaying“WhenwesayhowyoucouldtracktrainingwithTargetSolutionswewereastonished.Thenumberswentthroughtheroof.”PolkCountyFRwasalsoabletomaximizeTargetSolutionsforourISOsolution.Departmentusesready‐madereportstotrackISOrequiredtraining.


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E.WarrantyandAfterPurchaseSupportServices

TargetSolutionsissoftwareasaservice.TheplatformisguaranteedtomeettheCity’ssatisfaction.Costswouldbepro‐ratedaccordingtoperiodofuseiftheCityisnotsatisfied.AfterpurchasesupportservicesareoutlinedinSectionF.Equipment,Solutions,andServices.


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F. Equipment, Solutions, and Services

1. Describe software, systems, and services sold by your company.

The TargetSolutions platform consists of three main components: Online Training, Learning Management System and Records Management System. Online Training: TargetSolutions features hundreds of online training courses. First responders and EMTs of all levels can complete their continuing education requirements on our platform. TargetSolutions’ library features courses based on the NFPA codes and standards, including NFPA 1001, NFPA 1021 and the NFPA 1500 series. We also offer approved courses covering wildland fire, emergency response to terrorism, first responder operations level refreshers, and emergency vehicle operators. In addition to training for Fire and EMS, TargetSolutions offers Driving Safety courses that help organizations reduce motor vehicle losses; Law Enforcement courses and dynamic training videos; OSHA & Compliance courses that comply with OSHA, DOT and other federal and state regulatory agency training mandates; HR & Employment Practices courses, including harassment, hiring, termination, etc. Addendum A: Online Training Course Catalog Learning Management System: TargetSolutions’ LMS makes it possible for fire departments to efficiently schedule online training courses, as well as department‐specific activities and offline, instructor‐led training, including daily drills, SOPs, inspections, and much more. In addition to assignment scheduling, the platform’s LMS includes the following features and capabilities:

Alert Notifications: Set up e‐mail alerts specific for each employee that informs site administrators and employees when a deadline is approaching. The platform also features a prominently displayed notification system that warns users when an assignment needs attention.

Reports: Generate, save and print critical statistics covering the status of assignments, credentials and more. Analyze key metrics on the platform’s robust data dashboard.

Community Resources: Exclusive access to training videos, policies, inspection forms and more from other departments across the country. Shared resources can be downloaded and delivered to your employees within the platform.

File Center: Store departmental resources, including policies, SOPs, training videos and more in a password‐protected and centralized online location.

Events & Rosters: Schedule and deliver company events. This tool gives administrators the ability to manage event registration, monitor and review attendance records, and set e‐mail reminder alerts.

Custom Content Delivery & Tests: Deliver department‐specific content that can include training videos, PowerPoint presentations and much more. Require employees to verify they’ve received content with e‐signatures. Easily create and deliver automatically graded tests to gauge comprehension.


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Records Management System: TargetSolutions’ powerful records management system enables fire departments to track users’ online training and offline activities, create credentials, and run reports on completion status. Here are key features in TargetSolutions’ recordkeeping capabilities:

Activities Builder: Track and record data of all types in a single system. Create programs specific to your department’s needs with this highly customizable application. This tool ensures departmental records are logged by tracking Daily Training Logs, Inspections, Post‐Incident Evaluations, Licenses, Certifications, and much more. The Activities Builder application ensures all training hours and mandatory activities are documented.

Credentials: TargetSolutions has created a customizable set of tools and reports that help departments stay ahead of important expirations. This tool bundles custom activities, created with the Activities Builder, and online courses together to efficiently track important requirements, including ISO training hours, EMS recertification hours, and much more.

2. Describe your company’s capability to provide ongoing service and maintenance of

software and systems.

TargetSolutions ‐ Standard Implementation Schedule and Assistance Upon award of the contract to TargetSolutions, the city of Oklahoma City Fire Department will have at its disposal a team of Client Service members, 24/7 telephone and email support, and an online, multimedia Self‐Help library to assist in all phases of implementation and on‐going support. Installation and Set Up First, the Oklahoma City Fire Department (OCFD) will begin working with an Account Manager (Liz Pepka) from our Client Services team. This representative will work with your department as the primary contact to provide comprehensive training in use of the TargetSolutions’ platform, answer any questions, and to make sure the platform is configured properly to support your specific needs. He/She will assist with initial customization of your site, assessment of training needs, He/She will assist with initial customization of your site, assessment of training needs, train key individuals; help you develop, schedule and assign curriculum; and introduce new platform features to your organization. On a monthly basis, you will be provided a review of your site and an overview of your organization's utilization. The Account Manager will offer suggestions on how your organization can benefit from other features of the platform. Account Managers are available five days a week 12 hours a day to provide assistance and answer questions.


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Phase 1: Information Gathering ‐ 2 Days TSC and OCFD determine applicable job placements categories (i.e. job title,

organization, license #) TSC and OCFD determine program administrator(s). TSC and OCFD determine any/all initial task forms to be created.

Phase 2: Design ‐ 2‐8 Days

TSC customizes site, course, tasks and tests as specified by the OCFD. TSC make schedules available to all operators on the initial dates/times of classroom

training. Phase 3: Test ‐ 2‐4 Days

TSC and OCFD review site and all levels of customization to the OCFD’s level of satisfaction.

TSC makes modifications to the site as requested. Phase 4: Installation ‐ 1 Day

Virtual installation with TargetSolutions; TSC to deliver on day of management training to any administrators of the program (if necessary).

Phase 5: Follow‐up and Modifications ‐ On‐Going

Conference call or onsite meetings will be held to discuss progress and new applications available.

Meeting schedule TBD by the OCFD to determine the progress and ensure the continued success of the program.

User groups are done locally on an annual basis to promote collaboration between organizations in use of the TargetSolutions platform. This allows organization to share ideas, documents, trainings, and functionality of the TargetSolutions platform.

3. Describe your company’s qualifications to provide a software system that provides online training and records management.

Qualification Summary: TSC boasts a suite of applications specifically intended for Fire/EMS departments. We are industry leaders in the creation of a complete risk management solution which enables Fire and EMS organizations to maintain compliance, manage the documentation of firefighter training, training related tasks, promote safety, reduce losses, stay current with EMS CE hours, and improve communication. The system also offers the ability to create and deliver custom tests, store and display multiple types of documents, track and benchmark surveys, record station level training and tasks, track ISO requirements, send out policies that will require an online signature when read, and much more.


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4. Proposers are also encouraged to submit cost saving solutions for purchasing, maintenance and management of this software and system.

We recommend at least one assigned platform manager for the department. An annual maintenance fee will be charged for the required maintenance and updates to your site, but general management and support of the site is free of charge. Once utilization of the platform has begun, TargetSolutions is capable of saving your department money in a number of different ways. To see how other departments are using the platform to help save money, see the case studies in the addendum. Addendum B: Ocean City and San Jose Case Studies 5. Describe the elements for maintaining security for both the individual record information

and for the entire database.

As it relates to system roles and responsibilities, the administrator has full control of all other users access rights within the platform and can assign and manage them accordingly. Access to the system is by username (email) and password. Without correct credentials, a user will be prompted to use password recovery tools. We do support single sign‐on using OpenID methodology. File Backup: TargetSolutions backs up data in real time using Oracle Active Data Guard to a second redundant server in our primary data center, and to a third server in our Disaster Recovery data center. 6. Describe process for system restoration. System Maintenance: TargetSolutions will schedule a maintenance window during off‐peak hours during which time the platform will not be accessible to customers. Our Release Manager will then run through our deployment and QA process to update our codebase to the new code. TargetSolutions notifies customers prior to any maintenance window using a notification system on the platform. There is no effect to the customized features of the platform during maintenance upgrades. All data, fields, and tables are preserved.


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SCHEDULE ACONFIDENTIAL

DATE of SUBMISSION

11/7/2014

TargetSolutions LICENSE TERMS: 60 Months Billed Annually

10805 Rancho Bernardo Road, Suite 200

San Diego, CA 92127-5703 Proposal To:877-944-6372 - Toll Free

858-592-7880 - Direct / 858-487-8762 Fax Oklahoma City Fire DepartmentATTN: Keith Bryant

TS Sales Contact: Robbi King 100 N. Walker Avenue, Suite 200

[email protected] Oklahoma City, OK 73102

Phone: 713-701-9298 (405) 297-3314

[email protected]

TargetSolutions Online Training Platform License Customized Website, Administration Tools and Applications

Description Unit Price PerUser

Quantity (# ofUsers) Total

Premier Membership Platform 01/31/2015 - 01/31/2016 $80.55 987 $79,502.85





Annual Maintenance Fee $395.00 5 $1,975.00

Optional Products and/or Services: $0.00 0 $0.00

$0.00 0 $0.00

- - -

One Time Set Up Fee $1,500.00TOTAL DUE $421,360.93

NOTES: Metro Pricing Discount.

$81,397.85 Total price to be paid on 11/30/2014 = Users + Annual Maintenance + One Time Set Up Fee

$81,881.72 Total price to be paid on 12/01/2015 = Users + Annual Maintenance




By signing the Client Agreement, you are 1) agreeing to the pricing and terms presented in this proposal; 2)agreeing you have read and accept the Client Agreement and License terms and; 3) agreeing you have readthe TargetSolutions Platform System Requirements and Platform Solution Description documents listed indetail at the following url:

http://targetsolutions.com/clients/client-resources/


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Addendum A

Online Course Catalog


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FIRE & EMS

ONLINE COURSE CATALOG


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We believe a well-trained police department is a safer, more efficient police

department. That’s why we’ve built the industry’s most powerful online training and

records management system. This proposal describes how your organization will

benefit by utilizing PoliceOne Academy’s powerful training and recordkeeping tools.

Preparation is vital in keeping firefighters

effective and safe. That’s why TargetSolutions

is committed to building innovative solutions

that increase productivity for the fire service.

ONLINE COURSE CATALOG :: TABLE OF CONTENTS

FIRE ……………………………………………………………....…….… 3

NFPA 1001 Series | Firefighter I & II ………………….. 3

NFPA 1021 Series | Company Officer ………………... 3

NFPA 1500 Series ……………………………………………... 3

General ……………………….…………………….…………….… 3

Wildland Firefighting …………………………………………. 3

EMERGENCY MEDICAL SERVICES ….……………....…….… 4

Preparatory …………………………………....……………….… 4

Airway ………………………………..…………..………………… 4

Patient Assessment …...…………………….…………….… 4

Medical …………………………………………………………….. 4

Trauma …………………………………………………………….. 4

Special Considerations ….………………………………….. 5

Operations ………….…………………………………………….. 5

Additional Courses ………...………………………………….. 5

TargetSolutions’ online course catalog delivers more than 250 hours of Fire & EMS recertification courses for

emergency responders that have met stringent accreditation standards. Courses are based on the NFPA codes and

standards, including NFPA 1001, 1021 and the 1500 Series. Courses allow first responders, EMT-Basics, EMT-

Intermediates and EMT-Paramedics to complete their continuing education in an engaging format.

OSHA & COMPLIANCE …..……………………………....…….… 6

Occupational Health & Safety ………....………………… 6

Compliance ……………………………….…....………………… 6

HUMAN RESOURCES …..…………………………….......…….… 7

Employment Practices for Supervisors …………..…… 7

California State Mandated Training ……………...…….7

EMERGENCY VEHICLE OPERATOR TRAINING …..…….… 7

Driver Curriculum …………………………………………..…… 7


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FIRE TargetSolutions’ course catalog delivers more than 250

hours of recertification courses for emergency responders.

Courses based on the NFPA codes and standards, including

NFPA 1001, 1021 and the 1500 Series. Courses also cover

wildland fire, response to terrorism and much more.

NFPA 1001 SERIES | FIREFIGHTER I & II

TargetSolutions has a complete library of Firefighter I & II

awareness and refresher level courses based on NFPA

codes and standards.

Building Construction

Fire Behavior

Fire Control

Fire Department Communications

Fire Detection, Alarm & Suppression Systems

Fire Hose

Fire Prevention and Public Education

Fire Streams

Firefighter Orientation and Safety

Firefighter Personal Protective Equipment

Firefighting Foams

Forcible Entry into a Structure

Ground Ladders

Loss Control

Portable Extinguishers

Protection of Evidence of Fire Origin & Cause

Rescue and Extrication

Self-Contained Breathing Apparatus

Vehicle Extrication

Ventilation

Water Supply

NFPA 1021 SERIES | COMPANY OFFICER

TargetSolutions has developed a complete line of company

officer awareness and refresher level courses based on

NFPA codes and standards.

Action Plan Implementation

Assuming the Role of Company Officer

Budgeting

Community Awareness

Company-Level Training

Elements of Supervision and Management

Fire and Life Safety Inspections

Fire Department Communications

Fire Department Structure

Fire Investigation

Firefighter Safety and Health

Government Structure

Incident Response Safety

Incident Scene Communications

Incident Scene Management

Information Management

Labor Relations

Leadership as a Group Influence

Legal Responsibilities and Liabilities

Pre-Incident Planning

Professional Ethics

Public Education Programs

NFPA 1500 SERIES

This series of courses is designed specifically for the fire

industry and meets the NFPA 1500 code requirements.

These courses were developed in conjunction with the

NFPA, and specific content experts at the NFPA

participated in their creation.

Advanced HAZWOPER Awareness (Modules 1–4)

Bloodborne Pathogens Safety

Combustible & Flammable Liquids

Compressed Gas Safety

Confined Space Entry

CPR Academic

Driving Safety

HAZMAT Spill Prevention & Control

HAZMAT Transportation

Laboratory Safety

Materials Handling, Storage, Use & Disposal

Personal Protective Equipment

Respiratory Protection

Hazard Communication

Welding Safety

GENERAL

Customer Service for Fire Department Personnel

Emergency Response to Terrorism (Modules 1–4)

Fire & EMS Grant Writing

Fire Industry Driver Intersection Safety

Fire Industry Driver Operator

Fire Industry Introduction to Wildland Fire Behavior

First Responder Hybrid Vehicle Incidents

First Responder Operations Level Refresher

(Modules 1–4)

Firefighter Rehabilitation (Modules 1 and 2)

NFPA 1403 Live Fire Training Evolutions

NFPA 1584 Firefighter Rehabilitation

WILDLAND FIREFIGHTING

RT-130 Annual Wildland Fire Safety Refresher

(Modules 1–4)

S-190 Introduction to Wildland Fire Behavior

(Modules 1–4)


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EMERGENCY MEDICAL

SERVICES TargetSolutions offers a comprehensive catalog of online

EMS continuing education courses that is accepted in most

states. Our courses allow first responders, EMT-Basics,

EMT-Intermediates and EMT-Paramedics to complete their

continuing education requirements in an engaging and

easy-to-use format.

PREPARATORY

Clinical Decision-Making

Common Infectious Pathogens

Communication and Documentation

Cultural Diversity for EMS Providers

Diet & Nutrition

Health & Wellness

HIPAA Awareness

Infectious Disease Control

Medical, Ethical, and Legal Issues

Protecting Yourself from Influenza

Therapeutic Communications

Workplace Stress

AIRWAY

Advanced Airways: Intubation and Beyond (2 hours)

Airway Management Advanced (2 hours)

Airway Management Basic

Blind Nasotracheal Intubation

Capnography

Mechanics of Breathing

Orotracheal Intubation

Respiratory System A&P Review

Suctioning the Patient Airway

Supplemental Oxygen

Tracheostomies Advanced

PATIENT ASSESSMENT

Assessing the Patient with Major Trauma

Patient Assessment Advanced

Patient Assessment Basic

Rapid Secondary Assessment

Special Challenges in Patient Assessment

MEDICAL

Acute Respiratory Distress Syndrome Advanced

Allergies and Anaphylaxis Advanced

Allergies and Anaphylaxis Basic

Altered Mental Status Advanced

Altitude Emergencies

Aquatic Emergencies

Asthma Advanced

Behavioral Emergencies Advanced

Behavioral Emergencies Basic

Carbon Monoxide Poisoning

Cardiac Emergencies Advanced

Cardiac Emergencies Basic

Cardiovascular Anatomy & Physiology Review

Complete Resuscitation: Integrating Post-Care Advanced

Date Rape Drugs

Diabetic Ketoacidosis Advanced

Endocrine System Emergencies Advanced

Epilepsy

Fundamentals of 12 Lead ECG Operation and

Interpretation

H1N1 (Swine Flu)

Heat Illness and Emergencies

Hematology

HIV/AIDS Awareness

Intraosseous Infusion Advanced

Intro to Arrhythmias: Escape Rhythms and Premature

Complexes

Intro to Arrhythmias: Tachy-arrhythmias and

Fibrillation

Managing Cardiac Arrest: During and After

Resuscitation

Medication Errors

Methamphetamine

MRSA Infections

Non-Traumatic Abdominal Injuries

Non-Traumatic Chest Pain

Obstetrical Emergencies Advanced (2 hours)

Operating an AED

Pharmacology Advanced

Pharmacology Basic

Poisoning and Overdose

Prehospital Pulmonary Embolism Care

Renal Failure Advanced

Respiratory Emergencies Advanced

Respiratory Emergencies Basic

Toxicology and Substance Abuse Advanced

Understanding the Basics of ECGs

TRAUMA

Abdominal Trauma Advanced

Abdominal Trauma Basic

Amputation Injuries Advanced

Bleeding and Shock Advanced

Bleeding and Shock Basic

Bomb Blast Injuries Advanced

Burn Management Advanced

Burn Management Basic

CNS Injuries Advanced

CNS Injuries Basic

Environmental Emergencies Advanced

Environmental Emergencies Basic

Femur Fractures


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Gunshot Wounds

Head and Facial Injuries Advanced

Injuries and Infections of the Eye

Kinematics of Trauma

Musculoskeletal Injuries Advanced

Musculoskeletal Injuries Basic

Pelvic Fractures Advanced

Spinal Cord Injuries

Thoracic Emergencies Advanced

Thoracic Emergencies Basic

Traumatic Head and Brain Injuries Advanced

Traumatic Injury During Pregnancy

SPECIAL CONSIDERATIONS

Bariatric Patients

Geriatric Behavioral Emergencies

Geriatric Emergencies Advanced

Geriatric Emergencies Basic

Geriatric Hip Injuries

Managing Chronic Care Patients

Neonatology Advanced

Obstetrical Emergencies Advanced (2 hour)

Obstetrical Emergencies Basic

Patient Abuse and Assault

Patients with Special Challenges

Pediatric Airway Management Advanced

Pediatric Assessment

Pediatric Burns Advanced

Pediatric Cardiac Arrest Advanced

Pediatric Emergencies Advanced

Pediatric Emergencies Basic

Pediatric Shock Advanced (2 hours)

Pediatric Trauma Advanced

Sudden Infant Death Syndrome (SIDS)

OPERATIONS

Back Injury Prevention

Confined-Space Entry

Crime Scene Awareness

Driving Safety

Emergency Response to Terrorism (Modules 1–4)

Fire & EMS Grant Writing

First Responder Operations Level Refresher

(Modules 1–4)

Introduction to Hazardous Materials

Managing Multiple Casualty Incidents

Medical Extrication & Rescue

Hazard Communication

ADDITIONAL COURSES

AHA HeartCode ACLS

AHA HeartCode BLS

AHA HeartCode PALS


BidSync11/19/2014 p. 21

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OSHA & COMPLIANCE TargetSolutions’ online courses can be used to help comply

with OSHA and other federal and state regulatory agency

training mandates. Complete all of your required

compliance training courses online, eliminating the logistic

issues inherent in traditional training methods. OSHA &

Compliance courses cover the following categories: General

Safety, Environmental Awareness, Human Resources and

supervisor-related course topics.

OCCUPATIONAL HEALTH & SAFETY

Advanced Construction Safety (Modules 1–4)

Aerosol Transmissible Diseases

Alcohol-Free Workplace

Asbestos Awareness

Back Injury Prevention

Building Evacuation and Emergencies

Diet & Nutrition

Disaster Preparedness

Drug-Free Workplace

Electrical Safety

Eye Safety

Fall Protection

Fire Extinguisher Safety

Fire Prevention Safety

First Responder Operations Level Refresher (Modules 1–

4)

Forklift Safety

General Construction Safety

General First Aid Part 1

General First Aid Part 2

General Office Ergonomics

Hand & Power Tool Safety

Health & Wellness

Hearing Conservation

HIV/AIDS Awareness

Incident Investigation

Indoor Air Quality

Industrial Ergonomics

Ladder & Scaffolding Safety

Laser Safety

Lead Awareness

Lock-Out / Tag-Out

Machine Guarding

Office Safety

Radiation Safety

Risk Assessment Analysis

Slips, Trips, & Falls Prevention

Trenching & Shoring

Working in Extreme Temperatures

Workplace Stress

Workplace Violence

COMPLIANCE

Cal/OSHA Log 300

General HIPAA Awareness

Sexual Harassment Awareness

Workplace Diversity


BidSync11/19/2014 p. 22

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HUMAN RESOURCES TargetSolutions’ Human Resources courses are designed to

supplement the course catalog by providing training that is

relevant and essential to all employees. Courses covering

Employment Practices for Supervisors cover issues

encountered in the workplace for individuals tasked with

making employment decisions, including issues of

harassment, hiring and termination, discrimination,

evaluation and documentation.

HUMAN RESOURCES

Alcohol-Free Workplace

Computer Security Awareness

Customer Service

Drug-Free Workplace

Ethics in the Workplace

General HIPAA Awareness

General Office Ergonomics

Health & Wellness

Office Safety

Red Flag Rules (Identity Theft Protection)

Sexual Harassment Awareness

Workplace Diversity

Workplace Stress

Workplace Violence

EMPLOYMENT PRACTICES FOR SUPERVISORS

Anger, Violence, and Conflict in the Workplace

Dealing with Issues of Alcohol and Substance Abuse

Discipline and Termination

Employment Practices Overview

Interviewing and Hiring

Performance Management

Preventing Discrimination in the Workplace

Reasonable Suspicion of Alcohol for Supervisors

Reasonable Suspicion of Drugs for Supervisors

Understanding Employee Leave

Motor Vehicle Incident Investigation for Supervisors

Motor Vehicle Personnel Selection for Supervisors

Motor Vehicle Safety Overview for Supervisors

Sexual Harassment for Supervisors

CALIFORNIA STATE MANDATED TRAINING

CA Local Agency Ethics (AB 1234)

Cal/OSHA Log 300

Sexual Harassment for Supervisors (California AB 1825

EMERGENCY VEHICLE

OPERATOR TRAINING TargetSolutions’ Emergency Vehicle Operator courses offer

departments a convenient, easy-to-use, and time-saving

solution to reduce motor vehicle losses, one of the costliest

but least addressed losses in the workplace.

DRIVER CURRICULUM

Accidents & Emergencies for Emergency Vehicle

Operators

Adjusting to Changing Conditions for Emergency Vehicle

Operators

Dangers of Speeding for Emergency Vehicle

Operators

Defensive Driving Strategies for Emergency Vehicle

Operators

Distracted Driving for Emergency Vehicle Operators

Driver Safety Orientation for Emergency Vehicle

Operators

Emergency Vehicle Characteristics

Emergency Vehicle Operations

Impaired Driving for Emergency Vehicle Operators

Intersection Safety for Emergency Vehicle Operators

Legal Considerations for Emergency Vehicle

Operators

Safe Backing for Emergency Vehicle Operators

Seat Belt & Airbag Safety for Emergency Vehicle

Operators

Securing Materials for Transportation for Emergency

Vehicle Operators


BidSync11/19/2014 p. 23

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In partnership with

Preparation is vital in keeping firefighters effective and safe.

That’s why TargetSolutions is committed to building innovative

solutions that increase productivity for the fire service.


BidSync11/19/2014 p. 24

Addendum B

Ocean City and San Jose Case Studies


BidSync11/19/2014 p. 25

Ocean City Saves Thousands Using TargetSolutions toDeliver and Record Mandatory Firefighter TrainingOcean City Fire Department in Maryland

responds to nearly 6,000 calls peryear. Most of these calls come during thebusy summer months when this popular va-cation destination is bustling with tourists.

To ensure that its firefighters were pre-pared to handle any type of call, Ocean Cityroutinely delivered instructor-led refreshertraining. This meant that firefighters werespending more time in the classroom andless time practicing what they had learned.It also meant that the Department had topay overtime for some of these refresherhours — at a cost of nearly $8,000 a year.

Ocean City also lacked an integratedrecords management system and was, in-stead, maintaining Department trainingrecords in a three-ring binder. This made itdifficult to quickly locate information andupdate employee transcripts.

An Online AlternativeAfter evaluating another online system,Ocean City selected TargetSolutions train-ing and compliance management platform.Using TargetSolutions, the Department cannow conveniently and cost-effectively pro-vide instruction to its firefighters. It canalso maintain all of its training records —including instructor-led training — in the

system and produce reports wheneverneeded.

Since implementing the program, OceanCity has taken advantage of TargetSolu-tions Activities Builder and File Center toassign, track and record the completion ofits own training as well as validate its em-ployees’ review of organizational policies.

“TargetSolutions saves us the time of hav-ing to manually verify that our firefightershave done what they say they’ve done,” ex-plained Eric Peterson, Ocean City’s TrainingOfficer.

The Savings and Benefits Add UpWhile using TargetSolutions for less than ayear, the Department has already realized acost savings of approximately $25,000.This comes not a moment too soon, as thecity recently instituted a hiring freeze, alongwith other budget cuts. Centralizing and au-tomating the Department’s training records

has also yielded substantial time savings —protecting the safety of each firefighter byguaranteeing their skills and refreshertraining is up to date.

With a new, online training model, OceanCity has successfully reduced the amountof time firefighters spend in the classroom,leaving more time for them to do hands-on,

practical training. As a result, they are evenbetter prepared to respond to calls.

What’s NextOcean City will soon add approximately 60of its volunteer firefighters to the TargetSo-lutions program. The Department will alsostart using TargetSolutions’ custom testsapplication as part of the annual recertifi-cation testing process required for manypositions. With this application, Ocean Citycan create its own online exams, assignthem to firefighters, and document andrecord the results.

TargetSolutions is convenient, cost effective andeasy to use. With it, we have decreased our trainingexpenses and improved our ability to track all typesof instruction.”

ERIC PETERSON, 2nd Lieutenant, Ocean City Fire Dept. (Md.)

OCEAN CITY FIRE DEPARTMENTLOCATION: Ocean City, Md. | DEPARTMENT SIZE: More than 70 emergency responders on staffPOPULATION SERVED : 360K during summer | KEY STAT: Savings of approximately $25K

CASE STUDY

Client since April of 2008


BidSync11/19/2014 p. 26

San José Fire Department Realizes Six-Figure SavingsUsing TargetSolutions’ Training Management SystemServing the third largest city in California,

San José Fire Department employsmore than 850 people at 34 stations. Likeall departments, San José needs to provideits personnel with mandatory training, how-ever that need was growing increasinglymore difficult for the large metro agency.

Achieving 100 percent compliance on re-quired curriculum and maintaining accu-rate training records was extremelychallenging for San Jose. The department’sold fashioned method of completing train-ing records by updating and storing 50binders of sign-in sheets had become inef-ficient and outdated.

San José decided to modernize its trainingmanagement process in September of2008 with TargetSolutions based on thecompany’s superior customer service andproven track record. The department’s goalwas to move as much of the informativeportion of training as possible to an onlineplatform, reserving out-of-service time formanipulative skills training.

San José wanted a more efficient way forkeeping up with the county’s directiveswhile also keeping emergency respondersin the field. TargetSolutions’ powerful appli-cations, including Activities Builder andTest Builder, helped the department reachthose goals by delivering training and safetyalerts to personnel so they could maintain

compliance with county, state and nationalrequirements. In addition, San José bene-fited by utilizing the platform’s other train-ing tools, including:

n Manage Credentials: A compliance appli-cation that helps departments like SanJosé ensure employees are up-to-date withcertifications and renewals.

n Community Resources: Gives depart-ments like San José the ability to utilizefiles, including departmental best practicesand training documents, shared by otherTargetSolutions clients.

n Advanced Reporting: Submits and tracksmonthly California Fire Fighter Joint Appren-ticeship Committee (JAC) forms.

In its very first quarter using TargetSolu-

tions, San José completed nine courses,provided five safety alerts and createdmore than eight custom assignments.When it was all said and done, San José es-timated its savings at $125,000 by usingTargetSolutions.

About TargetSolutionsTargetSolutions is the leading provider ofweb-based technology solutions for publicentities, with a focus on fire and EMS de-partments. These solutions enable depart-ments to maintain compliance, reducelosses, deliver curriculum and track all sta-tion-level tasks, certifications and trainingactivities. More than 2,500 organizationsacross the country use our technology tosolve their training needs. We work hardevery day to understand our clients’ chal-lenges and deliver powerful tools that savetime and money.

SAN JOSE FIRE DEPARTMENTLOCATION: San Jose, Calif. | ESTIMATED POPULATION SERVED: More than 1 millionESTIMATED SAVINGS WITH TARGETSOLUTIONS: Approximately $125,000 in 2009

CASE STUDY

Client since September of 2008

‘‘ Prior to implementing TargetSolutions, we couldnever get 100 percent participation in training,since firefighters would miss sessions due to illness or disability. Now, we can easily identify who has not completed the training and develop an individualized program that delivers the required training to everyone on the line.”

DAVE BARNETT, Captain, San Jose Fire Department


BidSync11/19/2014 p. 27

Addendum C

Client Agreement


BidSync11/19/2014 p. 28

Addendum D

Insurance


BidSync11/19/2014 p. 31

CERTIFICATE HOLDER

© 1988-2010 ACORD CORPORATION. All rights reserved.ACORD 25 (2010/05)

AUTHORIZED REPRESENTATIVE

CANCELLATION

DATE (MM/DD/YYYY)

CERTIFICATE OF LIABILITY INSURANCE

LOCJECTPRO-

POLICY

GEN'L AGGREGATE LIMIT APPLIES PER:

OCCURCLAIMS-MADE

COMMERCIAL GENERAL LIABILITY

GENERAL LIABILITY

PREMISES (Ea occurrence) $DAMAGE TO RENTEDEACH OCCURRENCE $

MED EXP (Any one person) $

PERSONAL & ADV INJURY $

GENERAL AGGREGATE $

PRODUCTS - COMP/OP AGG $

$RETENTIONDED

CLAIMS-MADE

OCCUR

$

AGGREGATE $

EACH OCCURRENCE $UMBRELLA LIAB

EXCESS LIAB

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)

INSRLTR TYPE OF INSURANCE POLICY NUMBER

POLICY EFF(MM/DD/YYYY)

POLICY EXP(MM/DD/YYYY) LIMITS

WC STATU-TORY LIMITS

OTH-ER

E.L. EACH ACCIDENT

E.L. DISEASE - EA EMPLOYEE

E.L. DISEASE - POLICY LIMIT

$

$

$

ANY PROPRIETOR/PARTNER/EXECUTIVE

If yes, describe underDESCRIPTION OF OPERATIONS below

(Mandatory in NH)OFFICER/MEMBER EXCLUDED?

WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY Y / N

AUTOMOBILE LIABILITY

ANY AUTO

ALL OWNED SCHEDULED

HIRED AUTOSNON-OWNED

AUTOS AUTOS

AUTOS

COMBINED SINGLE LIMIT

BODILY INJURY (Per person)

BODILY INJURY (Per accident)

PROPERTY DAMAGE $

$

$

$

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSRADDL

WVDSUBR

N / A

$

$

(Ea accident)

(Per accident)

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES

BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to

the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the

certificate holder in lieu of such endorsement(s).

The ACORD name and logo are registered marks of ACORD

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

INSURED

PHONE(A/C, No, Ext):

PRODUCER

ADDRESS:E-MAIL

FAX(A/C, No):

CONTACTNAME:

NAIC #

INSURER A :

INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

INSURER(S) AFFORDING COVERAGE

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN

ACCORDANCE WITH THE POLICY PROVISIONS.

INS025 (201005).01

11/7/2014

Babb, Inc2451 First Street

Ft Myers FL 33901

Margaret Polite239-333-1320 239-333-1760

[email protected]

RedVector.com, LLC; TargetSolutions Learning LLC; & TargetSolutions, Inc. 4890 W. Kennedy Blvd #740Tampa FL 33609

Liberty Mutual Fire Insurance 23025Liberty Insurance Corporation 42404

2014-2015 Master

AX

XX Blanket Additional InsdX Primary/Non-contributory

X

TB2-Z51-291463-034 10/1/2014 10/1/2015

1,000,000300,00010,000

1,000,0002,000,0002,000,000

AX X

AS2-Z51-291463-024 10/1/2014 10/1/2015

1,000,000

BX X

X 10,000TH7-Z51-291463-064 10/1/2014 10/1/2015

5,000,0005,000,000

AN WC2-Z51-291463-014 10/1/2014 10/1/2015

X1,000,0001,000,0001,000,000

The City of Oklahoma City and its Trusts are Additional Insureds pertaining to the General Liability as required by written contract, per Form LC 04 60 08 12.

M Polite/LPOLIT

The City of Oklahoma City and its Trusts Fire Administration 820 NW 5th Oklahoma City, OK 73106


BidSync11/19/2014 p. 32

Addendum E

Service Security and Redundancy


BidSync11/19/2014 p. 33

TargetSolutions Service Security and RedundancyUPDATED MARCH 2012I. OverviewTargetSolutions utilizes a state-of-the-art SAS 70 certified hosting facility for our primary web-based service.This facility is secured and redundant, which provides regular service to our customers while avoiding the costsof installing and maintaining our own datacenter.

II. Benefits of Datacenter Outsourcingn High power, network and A/C reliabilityn Instantaneous high bandwidth availabilityn Highly secure and low-traffic environment

l 24/7 staffed securityl Multiple stage biometric doorways to facilityl Locked cage and isolated cabinetl No local console devices

n Expandability

III. Security and Redundancy DetailsTargetSolutions owns and maintains all of the equipment for which we deliver our web-based platform in orderto have more control over the server hardware and software environment. We minimally deploy dual servers forboth the web/application server and for the database servers to provide redundancy and future usage in-creases. We also have a second, fully redundant system running in an alternate location that can be utilized inthe rare case of a catastrophic disaster at our primary location. We audit our systems for performance issuesand upgrade as needed. All equipment at the datacenter resides behind redundant Cisco Enterprise grade fire-walls. These devices prevent against unauthorized network access to all equipment and require multiple levelsof authentication in order to reach protected areas.

Our platform runs on Sun Microsystems servers running Solaris UNIX. The database servers are running Ora-cle. Utilizing top-tier enterprise products such as these allows us to stay ahead of the curve technologicallywhile still maintaining stability in a production environment. These vendors keep up with intrusion manage-ment and security, and we keep our servers up to date in order to maintain effective countermeasures. Our ap-plication servers have SSL certificates provided by VeriSign. This gives our clients the option to connect to ourservice through a secure SSL connection.

The database and operating system is secured through multiple tiers of RSA/DSA cryptographic authentica-tion. Within the database’s design, all users and sites are authenticated with their own sets of usernames andpasswords. These users are tracked with detail in order to identify suspicious activity as well as determine pat-terns of usage. TargetSolutions personnel are provided administrative application accounts with unique cre-dentials in order to track administrative activities.

If there are any other questions or concerns regarding the TargetSolutions platform, please contact Alex Day,director of technology, at (858) 376-1623, or via e-mail at [email protected].


BidSync11/19/2014 p. 34

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Supplier: TargetSolutions

GENERAL INSTRUCTIONS AND REQUIREMENTS FOR PROPOSERS

THESE INSTRUCTIONS, REQUIREMENTS AND ANY SPECIAL INSTRUCTIONS CONTAINED IN THE REQUEST FOR PROPOSAL (RFP) DOCUMENT ARE A PART OF THE TERMS AND CONDITIONS OF THE PROPOSER ’S PROPOSAL. ANY EXCEPTIONS TO

THESE INSTRUCTIONS, REQUIREMENTS OR THE RFP PACKET, MUST BE SPECIFIED AND SUBMITTED WITH THE PROPOSER’S RESPONSE. A PROPOSER MAY ALSO SUBMIT

EXCEPTIONS BY UPLOADING A SEPARATE DOCUMENT LABELED “EXCEPTIONS” INTO THE BIDSYNC SYSTEM. FAILURE TO INDICATE ANY EXCEPTIONS WILL BE REGARDED

AS FULL ACCEPTANCE OF THE REQUIREMENTS, INSTRUCTIONS, AND RFP PACKET AND ANY OTHER PROPOSAL DOCUMENTS RELATED TO THIS RFP.

1. EXAMINATION BY PROPOSERS: All Proposers must examine the specifications, drawings, schedules, special instructions and these general instructions and requirements prior to electronically submitting any proposal. Failure to examine is at the Proposer’s own risk as the Proposer will be held to the terms, conditions and requirements therein.

2. S U B M I S S I O N O F P R O P O S A L S E L E C T R O N I C A L L Y T O T H E C I T Y CLERK/SECRETARY: Proposals timely received electronically through BidSync in the City Clerk's Office shall be forwarded to the Requesting Department for the Selection Committee to open and review. The BidSync system does not allow proposals to be submitted after the 4:00

p.m. deadline, on the above mentioned date. There will be no exceptions to this policy.

3. DESCRIPTIVE TERMS: Unless the term “no substitute" is used, the use of brand name, manufacturer, make, or catalog designation in describing an item does not restrict Proposers to that particular brand name, etc. The term is simply to indicate the type, character, quality and/or

performance equivalence of the item desired. However, the proposed substitution item must be of

such character, quality and/or performance equivalence as that indicated in the specifications. A

proposed substitute item must include complete data as to the manufacturer's name, type, model number, any descriptive bulletins and specifications. This data can be uploaded electronically

through the electronic bidding system.4. EXCEPTIONS: Any exceptions to these instructions, requirements or the RFP packet, must be

specified and submitted with the Proposer’s response. A Proposer may submit exceptions by uploading a separate document labeled “Exceptions” into the BidSync system. Failure to indicate any exceptions will be regarded as full acceptance of the requirements, instructions and RFP packet and any other proposal documents related to this RFP.

5. EXEMPTIONS FROM CERTAIN TAXES: The purchase of certain goods or services by the Contracting Entity is exempt from the payment of excise, transportation, use, and sales tax imposed by the federal, state and/or city governments. Such taxes must not be included in the bid prices.

Any taxes that are not exempt must be included in the proposed price. No additional payment or

compensation will be made for taxes.6. PERFORMANCE BONDS: If required by the RFP document, the successful Proposer must

post the performance bond, a certified or cashier's check in the amount required prior to approval of contract.

7. PATENTS: The Proposer agrees to indemnify and save harmless the Contracting Entity, the purchasing agent and assistants from all suits and actions of every nature and description brought against the Proposer and/or any assistants because or for the use of patented or licensed appliances, products or processes. The Proposer shall pay all royalties and charges which are legal and

equitable evidence of such payment or satisfaction shall be submitted upon request of the Contracting Entity, as a necessary requirement in connection with the final execution of any agreement/contract in which patented or licensed appliances, products or processes are to be used.

8. TERMINATION:(a) The performance of services and/or the delivery of items under any agreement/contract

may be terminated by the Contracting Entity, in whole or in part, whenever it is determined to be in the best interest of the Contracting Entity.

(b) Any such termination will be effected by delivery to the Proposer of a termination notice specifying the extent to which performance or services and/or delivery of work product or system is terminated, and the date the termination becomes effective.

(c) After receipt of a termination notice, the Proposer shall stop performance of services and/or accept no further orders under the agreement/contract.

9. COMPLIANCE WITH APPLICABLE LAWS: All Proposers must comply with all applicable federal, state or local laws and regulations, including Title VI and all provisions of the Civil Rights Act of 1964 42, U.S.C. 2000d-et seq.

10. SELF-INSURED: The City is self-insured for its own negligence. The liability of the Contracting Entity for acts of negligence are limited and subject to the Governmental Tort Claims Act, Title 51 sections 151 et seq .

11. RIGHT TO AUDIT: The Contracting Entity shall at all times have the right to examine books, papers and records of the successful Proposer relative to all aspects of the Proposer’s proposal and the agreements/contracts awarded as a result of this RFP to assess and confirm proposal and agreement/contract compliance. Failure to provide the requested information may result in

termination of the agreement/contract. This right to audit does not apply to Proposer’s other contracts or records not affecting the proposal and agreement/contract.

12. SAMPLE FORMS: Sample forms are attached to this document. It is not necessary to submit forms with your electronic proposal. The forms will be completed prior to agreement/contract

approval.


OKLAHOMA OPEN RECORDS ACT AND CONFIDENTIAL INFORMATION

All materials submitted to The City of Oklahoma City or its Trusts pursuant to this Bid or Proposal potentially become subject to the mandates of the Oklahoma Open Records Act, 51 Okla. Stat. §§

24A.1. et seq. The purpose of this Act is to ensure and facilitate the public’s right of access to and review of government records so they may efficiently and intelligently exercise their inherent political power.

Almost all “records,” as that term is defined in the Act, may be disclosed to the public upon request. Except where specific state or federal statutes create a specific and express exemption or confidential privilege, persons who submit information to public bodies have no right to keep this information from public access nor have a reasonable expectation that this information will be kept from public access.

If you believe that any of the information you have submitted to The City or its Trusts pursuant to this Bid or Proposal is exempt or confidential under a specific state or federal statute, and therefore not subject to public access under the Oklahoma Open Records Act, you must comply with the following:

1. Place said documents/records in a separate electronic file attachment marked “Confidential”. DO NOT label your entire Bid or Proposal as “Confidential” – label only those portions of the Bid or Proposal that you feel are exempt or are made confidential by state or federal law as “Confidential” .

2. For each such document for which you are claiming an exemption or a confidential privilege, identify the federal and/or state law that creates said privilege, e.g., for trade secrets, see 21 O.S. § 1732 (Larceny of Trade Secrets) and the Uniform Trade Secrets Act, 78 O.S. §§ 85, et seq..

Should an Open Records request be presented to The City or its Trusts requesting information you have identified as “Confidential,” you will be responsible for defending your position in the District Court, if needed.

If you fail to identify any records submitted as part of your Bid or Proposal as “Confidential”, you are agreeing that said records are not exempt or confidential and are subject to public access.

Upon receipt of a request by a third party to review or copy records properly identified as “Confidential,” you will be notified of the request and thereby given an opportunity to immediately enforce and protect your rights by initiating an action in a court of competent jurisdiction. Should you fail to timely bring an

action to enforce your rights, then the requested records will be released by The City or its Trust based upon its determination of the application of the Oklahoma Open Records Act.



BidSync11/19/2014 p. 35

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file:///C:/Users/adlib/AppData/Local/Temp/0ca10af6-52e6-43e2-8d68-e727bb9b4060


Council Agenda Item No. VII.BC. 10/7/2014

TO: Mayor and City Council FROM: James D. Couch, City Manager Request for Proposals to be advertised, online training and records management software for the Fire Department (RFP15503). Purpose To obtain proposals for an online training and records management

software for the Fire Department that provides internal and external (to the City’s network) online training and records management to ensure training compliance, track employee training, and maintain records for many different areas of the Fire Department. The Oklahoma City Fire Department currently maintains many separate databases to store and track information. Purchasing one system would greatly reduce training costs, reduce the time personnel spends tracking and entering information, and reduce employee out of service time. It is the intent to obtain a more streamlined and cost-efficient process for managing the training needs and records management of the Fire Department.

Proposal Receipt Date November 18, 2014 – 4:00 p.m. Source of Funds Fire – Fire Sales Tax – Budget-Fire Department – Fire Other Tools and

Equipment – Budget-Other Services & Charges and Budget-Materials & Supplies (030-0150-450XXXX-11551-52000001 & 53000001)

Review Fire Department Recommendation: Request for Proposal be approved and the City Clerk be authorized to advertise for proposals.

55

66

Solicitation RFP 15503

Online training and records management software for the

Fire Department

Bid designation: Public

City of Oklahoma City and its Trusts


11/19/2014 9:45 AM p. 1

file:///C:/Users/adlib/AppData/Local/Temp/77721818-c850-4abd-915b-11d63c1ae31a

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66

Bid RFP 15503Online training and records management software for the Fire

Department

Bid Number RFP 15503

Bid Title Online training and records management software for the Fire Department

Bid Start Date Oct 8, 2014 8:20:17 AM CDT

Bid End Date Nov 18, 2014 4:00:00 PM CST

Question & Answer End Date

Nov 14, 2014 12:00:00 PM CST

Bid Contact Pennie Leck

[email protected]

Bid Contact Amy K. Simpson

Purchasing Agent

[email protected]

Bid Contact City Clerk

[email protected]

Contract Duration 1 year

Contract Renewal 4 annual renewals

Prices Good for Not Applicable

Pre-Bid Conference Oct 16, 2014 9:00:00 AM CDTAttendance is optionalLocation: Fire Administration 820 NW 5th Oklahoma City, OK 73106 Vendors also have the option to attend via telephone conference bridge. To join the conference bridge, please call (405)316-6915.

Standard Disclaimer This site and system is hosted by Oklahoma City through BIDSYNC for use of The City of Oklahoma City and its trusts. Certain screens and flags may show the name and/or seal of The City; however, such references do not indicate or change the contracting entity.

Item Response Form

Item RFP 15503--01-01 - RFP15503: Online training and records management software for the Fire Department

Lot Description RFP15503

Quantity 1 each

Prices are not requested for this item.

Delivery Location City of Oklahoma City and its Trusts

See Bid Packet for Location(s) N/A Oklahoma City OK 73102

Qty 1

Description

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ELECTRONIC REQUEST FOR PROPOSAL PACKET

ONLINE TRAINING AND RECORDS MANAGEMENT SOFTWARE FOR

THE FIRE DEPARTMENT

TABLE OF CONTENTS

NOTICE TO PROPOSERS ..........................................................................................................2

INTENT ........................................................................................................................................3

SCOPE OF AGREEMENT/CONTRACT ....................................................................................3

CONTRACTING ENTITY ..........................................................................................................3

AGREEMENT/CONTRACT PERIOD ........................................................................................3

AGREEMENT/CONTRACT RENEWAL OPTION ...................................................................3

DELIVERY...................................................................................................................................3

INSPECTION AND ACCEPTANCE AT DESTINATION ........................................................4

F.O.B. DESTINATION ................................................................................................................4

COMMERCIAL PACKAGING ...................................................................................................4

ESTIMATED ANNUAL REQUIREMENTS (NO GUARANTEE) ...........................................4

ORDER OF PRECEDENCE ........................................................................................................5

PAYMENT METHODS ...............................................................................................................5

PAYMENT/INVOICE ..................................................................................................................5

WARRANTY ...............................................................................................................................6

GENERAL PROVISIONS ...........................................................................................................6

SAFETY DATA SHEETS ............................................................................................................7

OTHER PROVISIONS .................................................................................................................8

TECHNICAL PROVISIONS .....................................................................................................11

PROCESS ...................................................................................................................................11

PROPOSAL SUBMITTAL REQUIREMENTS ........................................................................14

SELECTION PROCESS ............................................................................................................15

SELECTION CRITERIA ...........................................................................................................16

ADDITIONAL REQUIREMENTS AND INFORMATION .....................................................16

EXCEPTIONS AND DEVIATIONS .........................................................................................16

SUBMITTAL INFORMATION INSTRUCTIONS ...................................................................17

The City of

OKLAHOMA CITY and its Trusts


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(Published in the Journal Record October 8, 2014 )

NOTICE TO PROPOSERS

Notice is hereby given that The City of Oklahoma City will receive electronic proposals at the

OFFICE OF THE CITY CLERK, 200 North Walker Avenue, Oklahoma City, Oklahoma

73102 until 4:00:00 p.m., on the 18th day of November , 2014, for the following:

REQUEST FOR PROPOSALS (RFP15503) – Online Training and Records Management Software

for the Fire Department

A non-mandatory pre-proposal conference will be held on Thursday, October 16, 2014 at 9:00 a.m. at Fire

Administration. Vendors also have the option to attend via telephone conference bridge. To join the

conference bridge, please call (405) 316-6915.

The City of Oklahoma City and its Trusts have partnered with BidSync, Inc. to accept proposals

electronically. You are invited to submit a proposal electronically through the BidSync system

to supply the professional services, products, or systems specified in the electronic proposal

packet. The City and its Trusts do not provide access to a computer to prepare electronic

proposals or electronic proposal submission. Proposers must register with BidSync at

https://www.bidsync.com in order to submit an electronic proposal. The City and its Trusts

recommend potential proposers register and become familiar with the BidSync electronic

proposal process in advance of submitting a proposal. There is no charge to the proposer for

registering or submitting an electronic proposal to the City or its Trusts through BidSync.

Instructions on how to get registered to propose through BidSync can be found on the City’s

website at http://www.okc.gov/bids/bidhelp.html.

A copy of the City Guidelines and Procedures for Professional Consultant Selection may be

obtained from the Office of the City Clerk at the above referenced address. Proposals shall be

made in accordance with the Notice to Proposers, General Instructions and Requirements for

Proposers, Oklahoma Open Records Act and Confidential Information, and the RFP proposal

packet, which are a part of the complete electronic proposal packet. A sample Non-

Discrimination, Anti/Non-Collusion Affidavit and Vendor Registration form is attached for the

Proposer’s reference and will be completed prior to contract approval. By submitting a proposal

for services, the Proposer certifies that they, and any proposed subcontractors, are in compliance

with 25 O.S. §1313 and participate in the status Verification System. The Status Verification

System is defined in 25 O.S. §1312 and includes but is not limited to the free Employment

Verification Program (E-Verify) through the Department of Homeland Security and available at

www.dhs.gov/E-Verify.

The City of Oklahoma City and its Trusts reserve the right to waive formalities, irregularities and

defects in any or all proposals, except as otherwise required by law. The City of Oklahoma City

and its Trusts reserve the right to: reject any or all proposals; to reject a portion of any or all

proposals; to negotiate and execute or to not negotiate or execute a pricing agreement/contract

with any proposer; and to solicit new or different proposals. The City of Oklahoma City and its

Trusts reserve the right to negotiate and/or contract with one or more proposers for all or a

portion of any proposal or proposed services.

Proposals timely received electronically through BidSync in the City Clerk's Office shall be

forwarded to the Requesting Department for the Selection Committee to open and review. The

BidSync system does not allow proposals to be submitted after the 4:00:00 p.m. deadline, on the

above mentioned date. There will be no exceptions to this policy.


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ONLINE TRAINING AND RECORDS MANAGEMENT SOFTWARE FOR

THE FIRE DEPARTMENT

INSTRUCTIONS TO PROPOSERS

INTENT: To obtain a software system that provides internal and external (to the City’s

network) online training and records management to ensure training compliance, track employee

training, and maintain records for many different areas of the Fire Department.

SCOPE OF AGREEMENT/CONTRACT: The contractor shall furnish and supply the below

listed item(s) in accordance with the terms, conditions and provisions set forth herein. The City

and its Trusts reserve the right to award this agreement/contract to a single vendor or to multiple

vendors, whichever is deemed to be in best interest of the Contracting Entity.

CONTRACTING ENTITY: The term "Contracting Entity" as used throughout this proposal

document shall mean The City of Oklahoma City. However, should a PUBLIC TRUST, of

which The City of Oklahoma City is Beneficiary, choose to avail itself of goods or services from

the resultant agreement(s)/contract(s), the contracted vendor(s) will honor the terms and

conditions, including price, of the agreement(s)/contract(s).

AGREEMENT/CONTRACT PERIOD: The agreement/contract shall be for one year with the

option to renew for four additional one-year periods. The agreement/contract shall be in effect

commencing on the date approved by the Oklahoma City Council or governing Trust/Board or

Commission.

AGREEMENT/CONTRACT RENEWAL OPTION:

1. This agreement/contract is renewable for four additional one-year periods at the option of

the Contracting Entity. Should the Contracting Entity desire to renew the

agreement/contract, a written preliminary notice will be furnished to the contractor prior

to the expiration date of the agreement/contract. (Such preliminary notice will not be

deemed to commit the Contracting Entity to renew.)

2. Upon receipt of the Contracting Entity's preliminary notice, the contractor shall, if

desired, submit a written agreement to continue agreement/contract performance for an

additional one-year period.

3. Should the Contracting Entity exercise this option for renewal, the agreement/contract as

renewed shall be deemed to include this option provision except that the total duration of

this agreement/contract, including any renewals, shall not exceed five years without

Council approval.

4. In all cases agreement/contract renewals shall be approved by the Contracting Entity's

governing body, and sufficient appropriations shall have been made for the particular

fiscal year for which the renewal is sought.

DELIVERY: Proposers shall specify their proposed delivery times for the requested goods and

services in the Line Item pricing area in the electronic bidding system or in their proposal


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response. If a deadline is specified and no alternative is proposed, the Proposer will have agreed

to meet the stated deadline.

INSPECTION AND ACCEPTANCE AT DESTINATION:

1. Final inspection and acceptance shall be at destination. Acceptance will occur after the

goods or results of the services have been inspected and when determined by designated

competent staff to have met the proposal specifications. Delivery does not constitute

acceptance.

2. Although source inspection by the Contracting Entity is not anticipated under this

agreement/contract, the provisions of this article shall in no way be construed to limit the

rights of the Contracting Entity to otherwise conduct source inspections when it deems to

be appropriate.

F.O.B. DESTINATION:

1. The contractor shall deliver each item F.O.B. Destination, Oklahoma City, Oklahoma,

and to any and all points designated in the proposal specifications.

2. Inside delivery is required unless specifically and expressly stated in the bid

specifications.

COMMERCIAL PACKAGING: Preservation, packaging, packing and marking will be in

accordance with contractor's best commercial practice to provide adequate protection against

shipping damage. Contractor is required to replace any goods damaged in shipping or delivery.

ESTIMATED ANNUAL REQUIREMENTS (NO GUARANTEE):

1. The quantity of any item, good, or service when shown in the price schedule as an

estimate of an annual requirement is merely an estimate based on currently available

information. The purchase of any such item or quantity of good or service is not

guaranteed. Any offer conditioned upon a promise by the Contracting Entity to purchase

a minimum or definite quantity of such an item will be rejected.

2. The contractor agrees to furnish all quantities ordered by The City of Oklahoma City and

its related Trusts during the agreement/contract period.

3. The Contracting Entity agrees to place orders with the contractor for all its requirements

for those items shown in the price schedule, as awarded, except as follows:

a. Quantities of items needed under conditions of emergency or public exigency as

approved by the Purchasing Agent.

b. Quantities of items obtainable from State contracts, as approved by the

Purchasing Agent.

c. Quantities of items where federal funds are involved and other action is warranted

for federal regulatory compliance purposes.

d. Quantities of items awarded under specific and separate agreements/contracts.


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e. Quantities of items which otherwise are determined to be outside the general

scope and intent of this agreement/contract.

4. If requirements for any awarded items do not materialize for the quantity estimated in the

applicable price schedule, such failure shall not constitute grounds for equitable

adjustment or additional compensation.

5. There is no obligation to purchase any items from this agreement/contract, and purchases

made in future fiscal years or other contract periods are subject to future appropriations

and availability of funds.

ORDER OF PRECEDENCE: In the event of an inconsistency between provisions of this

agreement/contract, the inconsistency shall be resolved by giving precedence in the following

order: (i) Agreement/Contract articles, (ii) RFP Specifications, (iii) Notice to Proposers, (iv)

General Instructions and Requirements for Proposers, (v) other requirements provided by the

Contracting Entity in the RFP packet, then (vi) attachments, notes and exceptions by Proposer.

PAYMENT METHODS: The ordering departments will utilize purchase order numbers or

purchasing cards for ordering the goods and services they require as the need arises during the

agreement/contract period.

Neither The City of Oklahoma City nor any of its Trusts shall be held liable for any and all

damages sustained by any contractor for delivery of goods or services awarded by

agreement/contract unless accompanied by an authorized purchase order or purchasing card

reference name and number. Delivery of goods or services to any Oklahoma City department or

Trust without a purchase order document, purchase order number or purchasing card reference

name and number given at the time the order is placed shall constitute an unauthorized purchase.

PAYMENT/INVOICE:

1. Payments will be processed promptly after completion of delivery of ordered items and

after receipt of properly prepared invoices.

2. FOR ORDERS PLACED BY PURCHASE ORDER: The original invoice must be

mailed directly to The City of Oklahoma City, Accounts Payable, 100 N. Walker

Avenue, Suite 200, Oklahoma City, Oklahoma 73102, or invoices may be e-mailed to

[email protected]. If invoices are e-mailed, a paper copy should not be mailed.

This information is printed on the front of each purchase order. Copies of invoices may

be sent to other addresses upon request. However, if the original invoice is sent to any

other address, payment will be delayed, or may not be processed at all. Should another

trust or government entity be using this contract they may request a different invoice

address.

FOR ORDERS PLACED BY PURCHASING CARD: Do not send invoices, statements

etc. to Accounts Payable for purchasing card orders. Please send all purchasing card

documents directly to the cardholder. Cardholders are required to submit itemized

transaction details such as invoice/delivery tickets with their monthly purchasing card


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statement. This is a vital part of the monthly reconciliation process. Your cooperation is

appreciated.

3. Invoices must contain the following information:

a. Contractor/Vendor's name and address

b. Ship to address (department name)

c. Purchase order number - MUST BE INDICATED ON THE INVOICE

d. Itemization of each item purchased to include:

(1) description/stock number

(2) unit price

(3) quantity

(4) unit of issue (each, box, dozen, pound, etc.)

(5) total price

e. Total amount of invoice

f. Date of delivery

4. Invoices should not reflect any outstanding backorders.

WARRANTY:

1. The contractor warrants that at the time of delivery, all items furnished under this

agreement/contract will be free from defects in material or workmanship and will

conform to the specifications and all other requirements of this agreement/contract. All

Proposers will furnish with their proposal, one copy of their warranty applicable to the

supplies or equipment to be furnished.

2. As to any item which does not conform to this warranty, the contractor agrees that the

Contracting Entity shall have the right to:

a. Reject and return each nonconforming item to the contractor for correction or

replacement at the contractor's expense; or

b. Require an equitable adjustment in the agreement/contract price.

3. This warranty shall be in addition to any other rights of the Contracting Entity.

4. All equipment warranties shall start on the date of installation, and will be for the full

term of said warranty.

GENERAL PROVISIONS: The following documents are attached or by this reference

incorporated as a part of this agreement/contract:

a. Agreement/Contract

b. Proposer’s Proposal

c. General Requirements and Instruction for Proposers d. Oklahoma Open Records Act and Confidential Information e. Non-Discrimination Statement

f. Anti/Non-Collusion Affidavit


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SAFETY DATA SHEETS: Any Contractor supplying goods or materials to The City of

Oklahoma City or a related Trust that require a Safety Data Sheet (SDS) will furnish the required

sheet or a composite concentration list in one of the following manners:

a. Submitted as part of the proposal document

b. Submitted prior to agreement/contract award

c. Submitted with the product invoice

d. Submitted at the request of The City or Trust

In all instances, the Contractor shall furnish the safety data sheets with the products at delivery,

and shall comply with all local, state and federal laws providing for identification of materials

transported to or from The City or related Trust. The appropriate proposal number,

agreement/contract number, delivery ticket number, or invoice number shall be clearly marked

on the safety data sheet or the composite concentration lists. Information regarding Safety Data

Sheets can be found on-line at https://www.osha.gov/Publications/OSHA3514.html. Any

question regarding this requirement should be directed to the following address:

Oklahoma City Risk Management Division

420 W. Main Street, Suite 630

Oklahoma City, Oklahoma 73102

(405) 297-3891



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PROPOSAL SPECIFICATIONS Other Provisions

ADDENDA: It is the Proposer’s responsibility to log into the electronic bidding system to

monitor any addenda that may be issued during the process. A Proposer’s proposal will not be

accepted if all addenda have not been acknowledged by the Proposer through the electronic

bidding system. If you are set up for electronic notifications through the electronic bidding

system, you should receive a notification by e-mail when addenda are issued.

BRAND NAMES/EXAMPLES: Any brand names are used for comparative purposes only.

Slight variations from the measurements and sizes given that do not compromise the

requirements of the bid specifications will be considered.

INSURANCE REQUIREMENTS: The following insurance requirements are applicable and

must be obtained prior to contract award if the proposal submitted includes on-site installation,

on-site maintenance services, or other repair services to be performed on City of Oklahoma City

or Trust property.

LIABILITY & PROPERTY DAMAGE INSURANCE: The Contractor assumes all risks

incident to or in connection with its purpose to be conducted herein under and shall

indemnify, defend and save The City of Oklahoma City and its Trusts harmless from damage

or injuries of whatever nature or kind to persons or property arising directly or indirectly

from acts or omissions of the Proposer or its employees regardless of fault and shall

indemnify, defend, and save harmless The City of Oklahoma City and its Trusts from any

penalties for violation of any law, ordinance or regulation affecting or having application to

said acts or omissions.

In this connection, the Contractor shall carry Worker's Compensation in accordance with

State Laws and General Liability Insurance in the following amounts:

Property Damage Liability - Limits shall be carried in the amount of not less than

twenty-five thousand dollars ($25,000) to any one person for any number of claims for

damage to or destruction of property, including but not limited to consequential damages,

arising out of a single accident or occurrence.

All Other Liability - In the amount not less than one hundred seventy-five thousand

dollars ($175,000) for claims including accidental death, personal injury, and all other

claims to any one person out of a single accident or occurrence.

Single Occurrence or Accident Liability - In an amount not less than one million

dollars ($1,000,000) for any number of claims arising out of a single occurrence or

accident.

Automobile Liability Insurance – The contractor shall maintain insurance coverage as

to the ownership, maintenance, and use of all owned, non-owned, leased or hired

equipments when said equipment is utilized to meet the requirements of this

agreement/contract.


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The insurance policies shall be issued by a company approved by The City of Oklahoma City.

The Contractor must provide the Contracting Entity a Certificate of Insurance, which shall

provide that such insurance shall not be changed or canceled without ten days prior written

notice to Contracting Entity, The City of Oklahoma City or its Trust. Certificates of Insurance

shall be delivered to the Contracting Entity prior to contract award. The Contracting Entity

shall be listed by name as the Certificate Holder. The policy description shall state the

following: “The City of Oklahoma City and its Trusts are additional insureds on all

policies as required by the contract”.

COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The Contractor

covenants and agrees that he and his agents and employees will comply with all municipal, state

and federal laws, rules and regulations applicable to the business to be conducted under this

agreement, and that he shall obtain all necessary permits, pay all license fees and taxes to comply

therewith.

UNDUE INFLUENCE: Upon advertising this solicitation, no officer, employee, agent, or

representative of the Proposer shall have any contact or discussion, verbal or written, with any

representative of the Contracting Entity (i.e. Trust Officer, City Council member, or City staff)

either directly or indirectly through others in which the Proposer seeks to influence any

representative of the Contracting Entity regarding any matters pertaining to this solicitation.

Contacts by the Proposer with the Contracting Entity that do not pertain to a solicitation are

exempt from this provision. Examples of these exempt contacts are:

Private, non-business, contacts with the Contracting Entity by the Proposer’s employees

acting in their personal capacity

Business contacts outside of this solicitation that the Contracting Entity may have with

the Proposer

Presentations and/or responses to inquiries initiated by the Contracting Entity

Pre-bid or pre-proposal conferences

Discussions with The City Procurement Agent, buyer or departmental contact as outlined

in the bid packet

If a representative of any Proposer submitting a proposal violates the foregoing prohibition by

contacting any of these parties, such contact may result in the Proposer being disqualified from

the procurement process.

INDEMNITY: Contractor agrees to hold harmless, defend and indemnify the City from all

claims for damages alleged to arise from Contractor's acts and/or omissions.

RIGHT TO REJECT: The City or its Trusts reserves the right to reject any or all proposals or

to award the agreement/contract to the next most qualified respondent if the successful

respondent does not execute a agreement/contract within 30 days after award of the proposal.

CLARIFICATION: The City reserves the right to request clarification of information

submitted and to request additional information from any or all of the respondents.


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WITHDRAWAL OF PROPOSAL: Any proposal may be withdrawn until the date and time set

above for the opening of the proposals. Any proposal not so withdrawn shall constitute an

irrevocable offer, for a period of 90 days, to provide the City the services set forth in the attached

request for proposals, or until the proposals have been approved.

APPROVAL OF INFORMATION RELEASE: No reports, information, or data given to or

prepared by the firm under the agreement/contract shall be made available to any individual or

organization without prior written approval of the City of Oklahoma City.

TERMINATION: This agreement may be terminated at the discretion of either party upon 30

days notice to the other party.

INDEPENDENT CONTRACTOR: Vendor is, and shall remain at all times, an independent

contractor with respect to activities and conduct while engaged in the performance of services for

the City under this agreement/contract.

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PROPOSAL SPECIFICATIONS

Technical Provisions

I. PROCESS:

A. PUBLISHED NOTICE:

Journal Record, Wednesday, October 8, 2014.

The City and its Trusts do not provide access to a computer to prepare electronic

proposals or electronic proposal submission. Proposers must register with BidSync at

https://www.bidsync.com in order to submit an electronic proposal. The City and its

Trusts recommend potential proposers register and become familiar with the BidSync

electronic proposal process in advance of submitting a proposal. There is no charge

to the proposer for registering or submitting an electronic proposal to the City or its

Trusts through BidSync. Instructions on how to get registered to propose through

BidSync can be found on the City’s website at http://www.okc.gov/bids/bidhelp.html.

B. NON-MANDATORY PRE-PROPOSAL CONFERENCE:

A non-mandatory pre-proposal conference will be held on Thursday, October 16,

2014 at 9:00 a.m. at Fire Administration, 820 NW 5th. Vendors also have the option

to attend via telephone conference bridge. To join the conference bridge, please call

(405) 316-6915. Please notify Pennie Leck at [email protected] of your

intention to attend the meeting or join the conference bridge. The purpose of the

meeting is to explain the request for proposal, answer any questions concerning the

proposal, and to receive any requests for amendments to the RFP as suggested by

interested proposers. The City makes no assurances that any such requested

amendments will be incorporated into the RFP.

C. ADDENDA: It is the Proposer’s responsibility to log into the electronic bidding system to monitor any addenda that may be issued during the process. A Proposal will not be accepted if all addenda are not acknowledged through the system. If you are set up for electronic notifications through the system, you will receive a notification by e-mail if any addenda are issued. No other statements or representations will be binding on the City except those in this RFP and any written addenda issued by the City.

D. SUBMISSION OF WRITTEN QUESTIONS AND REQUESTS FOR

AMENDMENTS: There is no guarantee the City will agree or comply with a requested amendment.

Proposers may submit technical questions regarding the RFP through the electronic

bidding by noon Friday, November 14, 2014. Answers to all questions not already

addressed in the RFP document will be provided in the form of addenda.

II. INTENT:

To obtain proposals for a software system that provides internal and external (to the

City’s network) online training and records management to ensure training compliance,

track employee training, and maintain records for many different areas of the Fire

Department.


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III. BACKGROUND:

The Oklahoma City Fire Department currently maintains many separate databases to

store and track information. Purchasing one system would greatly reduce training costs,

reduce the time personnel spends tracking and entering information, and reduce employee

out of service time. It is the intent to obtain a more streamlined and cost-efficient process

for managing the training needs and records management of the Fire Department.

IV. INTEGRATION:

Proposers should provide their capabilities of integrating current Fire Department manual

processes into the system proposed.

V. REQUESTED SERVICES:

The City of Oklahoma City is seeking a software system that is available on-line 24 hours

a day, seven days a week-internal and external to the City’s network. Proposer shall

provide a web-based solution secure with username and password and provide access for

approximately 987 employees with controls for different levels of access. The proposed

system shall offer Fire and EMS training courses, track different types of training and

certifications, allow upload and storing of files. The system shall have the capability to

customize to the Fire Department needs. The proposed system shall be a total

comprehensive system that shall be capable of, but not limited to, the following:

A. EMS

1. Ensure all EMS training, education and record maintenance is in compliance with

related EMS licensing and certifying agencies including Oklahoma State

Department of Health EMS Division, National Registry of EMT’s, and American

Heart Association.

2. Capable of certifying EMS training and record keeping following formal

inspections or investigations by licensing and or regulating agencies.

3. Provide on-line (internal and external to the City’s network) component of

recertification courses.

4. Post news items and announcements from EMS office and Medical Director.

5. Manage and track State and National EMS licensure and renewals by EMS level

(EMR, EMT, EMT-I, EMT-P).

6. Assign coursework based on individual’s licensure or certification.

7. Send automated reminders and alerts to individuals and groups for course

availability, deadlines, expirations, etc.

8. Allow EMS office to input credits earned outside of the system proposed.


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9. Allow archiving and printing of certificates, licensure, and continuing education

hours.

10. Allow uploading of Fire Department system specific continuing education.

B. OPERATIONS

1. Electronic record keeping of training files for all personnel.

2. Certifications and education transcripts for promotion.

3. Track refresher training for Special Ops monthly and quarterly.

4. Track refresher training for Hazardous Materials monthly and quarterly.

5. Track Skills Maintenance training schools for Operations Division.

6. CLEET certified refreshers for Code and Fire investigation.

7. Track and record SCBA Fit testing records for all personnel.

8. Wellness records for all personnel.

9. USAR and OK-TF1 training records.

10. Track and store promotion data and assessment scores.

11. Provide Recruit Academy curriculum and test bank.

12. Create SOP testing for recruits after the academy.

13. Exposure reports and records.

14. Interface with AGNI and PeopleSoft.

15. Database for promotions and promotion academy attendance.

16. Hose Testing records.

17. Drill ground Evolution data including annual NFPA SCBA donning time records.

18. Pump testing and Ladder testing record keeping.

19. Fire Station facility check list records.


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20. Assign safety/training videos to employees.

21. Accessible from within and external to the City’s network.

C. SUPPORT SERVICES

1. Rig inventory.

2. Daily SCBA checkoff.

3. Career development.

4. Preventive maintenance scheduling.

5. Fire hose testing schedule.

6. Ground, Ladder, and Pump testing schedule.

7. Parts inventory.

8. Ordering of parts.

9. Training files.

VI. SUBCONTRACTORS: The use of subcontractors will not relieve the vendor of primary responsibility. The

proposed prices must include the full price, including work that will be done by

subcontractors. The City will pay only the vendor that was awarded the contract. The

contracted vendor must pay any subcontractors.

VII. PROPOSAL SUBMITTAL REQUIREMENTS:

Each section below should be identified and presented in the same order to ensure the

RFP evaluation committee considers the same information on each proposal.

A. LETTER OF SUBMITTAL:

A cover letter introducing the company, describing the ownership, including the

Proposer’s complete address, phone number, fax number, e-mail address and signed

by an authorized agent.

B. COMPANY HISTORY AND TRACK RECORD:

Provide detailed information regarding the history of the company and the track

record in the industry.

C. PROJECT TEAM MEMBERS AND LOCAL SERVICE SUPPORT:

Describe the project team who will be managing the City of Oklahoma City’s account

with complete contact information, titles and office locations. Describe how your


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company will provide the City with excellent customer service, especially during

emergencies and when we experience equipment failure or have unique needs arise.

D. CUSTOMER REFERENCES:

Provide detailed customer references, including government agencies using your

company’s services for similar projects. A minimum of five references of current

customers should be submitted. Agency name, contact name, phone number, and

email shall be provided.

E. WARRANTY AND AFTER PURCHASE SUPPORT SERVICES:

Provide information regarding warranty and repair services. Also provide

information regarding after purchase support and how your program would work for

the City of Oklahoma City.

F. EQUIPMENT, SOLUTIONS AND SERVICES:

1. Describe software, systems, and services sold by your company;

2. Describe your company’s capability to provide ongoing service and maintenance

of software and systems;

3. Describe your company’s qualifications to provide a software system that

provides online training and records management; and

4. Proposers are also encouraged to submit cost saving solutions for purchasing,

maintenance and management of this software and system.

5. Describe the elements for maintaining security for both the individual record

information and for the entire database.

6. Describe process for system restoration.

G. PRICING FOR EQUIPMENT AND SERVICES:

Proposer must submit detailed pricing and what your price offering is for the City of

Oklahoma City. Clearly state pricing for any initial equipment if needed or one time

fees and if pricing to maintain is monthly, yearly, per person, etc. Pricing shall

include software pricing, professional services, software maintenance, training, any

equipment, and future additions/requests.

H. FORMS AND OTHER DOCUMENTS:

The electronic bidding system will require that you acknowledge that you reviewed

the General Instructions and Open Records Act requirements document by entering

your electronic signature. The Non-Discrimination Statement, Anti/Non-Collusion

Affidavit and Vendor Registration Form will be completed prior to contract award.

VIII. SELECTION PROCESS:

A. PROPOSAL EVALUATION PROCESS: Each proposal will be independently

evaluated by a selection committee. The selection committee is comprised of two

members from the Fire Department, as well as an Information Technology

designee, Finance Director designee, and City Manager designee. The committee

may make its selection based on the written proposals received, or may, at its

discretion, conduct oral interviews with some or all of the proposers. The

selection committee will report the results of its evaluations and make its


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recommendation to the City Council of the City of Oklahoma City. The City will

approve the recommended proposer, a different proposer, or may decline to

contract with any proposer.

B. SELECTION CRITERIA: Proposers will be evaluated for selection based on

their overall responsiveness and ability to meet listed requirements of the RFP.

Emphasis will be placed on the following criteria (in no particular order):

1. Company history and track record;

2. Project team members and local service support;

3. Customer references;

4. Warranty and after purchase support and services;

5. Equipment, solutions and services;

6. Pricing for equipment and services.

IX. ADDITIONAL REQUIREMENTS AND INFORMATION:

A. ADDENDA AND INTERPRETATIONS: If it becomes necessary to revise any

part of this RFP, an addendum will be issued through the electronic bidding

system. The City of Oklahoma City is not bound by any oral representation,

clarifications or changes unless the same is provided to proposers in written

addendum form from the Procurement Services Division.

B. ALTERING PROPOSALS: Proposals cannot be altered or amended after the

submission deadline; however the selection committee may request a clarification

or additional information from any, some or all proposers.

C. PROPOSAL TIMELINE:

Note: Beyond the Proposal due date, all dates are tentative and subject to change.

X. EXCEPTIONS/DEVIATIONS:

Any exceptions to the terms and conditions, procedures, scope, type, and frequency of

services and specifications, to those listed above, and any deviations shall be clearly

spelled out on the proposal in writing, attached, and made a part of the proposer’s

proposal. Failure to do so shall be construed to mean that the proposer proposes to

provide the services exactly as described, and in full compliance with all terms and

conditions of the RFP.

Event Date

RFP available Wednesday, October 8, 2014

Non-Mandatory Pre-Proposal Conference Thursday, October 16, 2014

Technical questions due by noon. Friday, November 14, 2014

Proposals due to the City Clerk’s Office by 4:00:00 p.m. CDST Tuesday, November 18, 2014

Interviews and clarifications, if desired by the City of Oklahoma City November 19 – December 3, 2014

Approval by the City Council to negotiate a final agreement Tuesday, December 16, 2014

Finalization of Contract Terms December 17 – December 24, 2014

Contract Approval January 6, 2015


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XI. SUBMITTAL INFORMATION INSTRUCTIONS:

COMPILE YOUR PROPOSAL DOCUMENTS IN THE FOLLOWING ORDER:

First, electronically complete or acknowledge required forms in the electronic

bidding system;

Second, your Cover Letter (a simple letter of submittal, typically sent by

proposers);

Third, attach a copy of any exceptions made to the requirements of this RFP;

Fourth, attach the following proposal information requirements:

1. Describe software, systems, and services sold by your company;

2. Describe your company’s capability to provide ongoing service and

maintenance of software and systems;

3. Describe your company’s qualifications to provide a software system that

provides online training and records management; and

4. Proposers are also encouraged to submit cost saving solutions for purchasing,

maintenance and management of this software and system.

5. Describe the elements for maintaining security for both the individual record

information and for the entire database.

6. Describe process for system restoration.

Finally, The City of Oklahoma City will receive electronic proposals until 4:00:00

p.m. on November 18, 2014. Responses can be uploaded into the electronic

bidding system in one file or in different files clearly labeling what is contained in

each electronic file.

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Question and Answers for Bid #RFP 15503 - Online training and records management software for the Fire Department

OVERALL BID QUESTIONS

Question 1 Of the 987 people who will access this system, how many of these people will create training requirements, how many people will establish the training requirements by individual or Job description, how many people will be involved in the review and approval process and how many people will just need access to and participate in the training without needing access to create, modify, review or approve content in the system? (Submitted: Oct 28, 2014 1:59:02 PM CDT)

Answer- The number of people that will create training requirements, establish the training requirements by individual or Job description, and be involved in the review and approval process will be very similar. It will be a very limited group, probably between 25 people. We have a training section and an EMS section that handles this now, with less than 20 people combined, and then there are a few administratively that will need this same access. All 987 will need access to participate. (Answered: Oct 29, 2014 1:35:24 PM CDT)

Question 2 Approximately, how many courses will be uploaded to the LMS and tracking software system? (Submitted:

Oct 29, 2014 7:20:18 PM CDT)

Answer- It is expected that the course library will grow over time, so initially it would be a relatively limited number of courses, but the hope is that courses will remain with the software for many years, allowing the system to maintain a significant number of courses. Vendors are encouraged to provide their system capacity. (Answered: Oct 30, 2014 9:18:37 AM CDT)

Question 3 What is the date for delivery of the system to the City of Oklahoma City? (Submitted: Oct 29, 2014 7:21:02

PM CDT)

Answer- Vendors may include their estimated delivery time with proposal. (Answered: Oct 30, 2014 9:18:37 AM CDT)

Question 4 Under Support Services, it lists " 7. parts inventory" and "8. ordering parts". Can you clarify what specifically, the system should be be able to do with these two services? Should it just document (ie. what parts are available; which parts have been ordered and by who) or should the system actually house the inventory of parts and have the ability to order the parts. (Submitted: Oct 30, 2014 8:13:28 PM CDT)

Answer- The system shall have the ability to house the inventory of parts. Item 8, ordering parts will be removed and shall not be included. (Answered: Nov 3, 2014 2:36:21 PM CST)

Question 5 In regards to the overall intent of the testing, do you intend for the vendor to house/manage the information about the testing and the subsequent information from the results of the testing or is the intent to administer the physical testing itselfâ€ ? (Submitted: Nov 6, 2014 12:16:11 PM CST)

Answer- It is the intent for the vendor to house/manage the information about the testing and the subsequent information from the results of the testing and offer testing. Vendors shall propose what their system is capable of. (Answered: Nov 6, 2014 1:13:32 PM CST)

Question 6 Is the vendor expected to create a curriculum for the EMS training ensuring it is compliant with the stated agencies in the RFP or take an existing curriculum which the City already utilizes, and upload/implement to the users with its software solution in electronic format. (Submitted: Nov 7, 2014 11:54:51 AM CST)

Answer- The Fire Department will provide the curriculum for EMS refreshers and Continuing Education hours. (Answered: Nov 7, 2014 2:09:40 PM CST)


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