Fire Records Management System (FRMS) - Gallatin Fire Department

City of Gallatin
Fire Records Management System
Invitation to Bid
City of Gallatin, Tennessee
Invitation to Bid
Fire Records Management System (FRMS)
Issue Date: AUGUST 27, 2026
Bid Due Date: SEPTEMBER 10, 2026
Pre-Bid Conference: NOT REQUIRED

City of Gallatin
Fire Records Management System
Invitation to Bid
Table of Contents
1. General Information
2. Instructions to Bidders
3. Scope of Work: Functional Requirements
4. Technical Requirements
5. Cooperative / Piggyback Purchasing Clause
6. Pricing
7. Contract Term, Renewal & Pricing Terms
8. Evaluation Criteria & Award
9. Insurance Requirements
10.Required Submittals

City of Gallatin
Fire Records Management System
Invitation to Bid
1. General Information
The City of Gallatin, Tennessee is soliciting sealed bids from qualified vendors to provide a
cloud-based Fire Department Records Management System (FRMS) to the Gallatin Fire
Department.
1.1Key Dates
Invitation to Bid Issued August 27, 2026
Bid Due Date/Time September 10, 2026 at 2:00 pm CT
Anticipated Award Date September 15, 2026
Anticipated Contract Start October 1, 2026
2. Instructions to Bidders
2.1Eligibility
Bidders must be an established provider of fire department records management
software with demonstrated experience implementing comparable systems for
municipal Fire and/or EMS agencies.
2.2Bid Submission Format
The City discourages lengthy and costly bid proposals. Bids should be prepared simply
and economically and provide straightforward, concise answers to the questions within
the bid document. Information contained within a bid response shall be prepared on
8.5" x 11" paper. All responses, as well as any reference materials provided, must be
written in English. Bid proposal pages shall be numbered.
Bids shall be submitted no later than September 10, 2026 at 2:00 pm (Central Time), in a
sealed envelope clearly marked:
BID: FIRE RECORDS MANAGEMENT SYSTEM
RETURN PROPOSALS TO:
City of Gallatin Finance Department
Attn: Scott Beaman
Fire Records Management System Bid
132 West Main Street
Gallatin, TN 37066
Phone: 615-451-5899
PROPOSALS SUBMITTED LATE, BY FAX OR EMAIL WILL NOT BE ACCEPTED.

City of Gallatin
Fire Records Management System
Invitation to Bid
Allsubmittedinformationinresponsetotheprocurementprocessbecomestheproperty
oftheCityofGallatin,Tennessee. Selectionorrejectionofabiddoesnotaffectthisright.
By submitting a bid, the prospective vendor acknowledges and accepts that the full
contents of the proposal and associated documents shall become open to public
inspection.
2.3Questions & Clarifications
DIRECT QUESTIONS TO:
Gallatin Fire Department
Attn: Jeff Beaman, Fire Chief
119 GFD Memorial Blvd.
Gallatin, TN 37066
Phone: 615-452-2771
Email: jeff.beaman@gallatintn.gov
All questions regarding this bid solicitation must be submitted in writing, via email.
Bidders shall only contact the authorized person and are not to contact Gallatin Fire
Department or other City personnel directly regarding this solicitation; doing so may be
grounds for disqualification.
3. Scope of Work: Functional Requirements
This FRMS solution shall be structured on a modular basis. Section 3.1 (RMS) is the
mandatory base module required of all bidders. Sections 3.2 through 3.9 describe optional
add-on modules; the City may elect to purchase any combination of these modules now or
in the future.
For each requirement below, bidders shall indicate compliance (Yes/No) and provide a brief
description of how the requirement is met.
3.1Fire Records Management (Core RMS)
The Core FRMS module is the foundational records system for incident documentation,
property records, and department reporting.
Mandatory Functional Requirements:
System shall support NERIS-compliant incident reporting, including incident type,
location, and property characteristics.
System shall provide a daily activities/unit log for documentation of non-incident
operational activity.
System shall provide a properties module capturing building/occupancy information,
pre-plans, and inspection history in a single record.
System shall provide a permits tracking module supporting issuance, renewal, and
compliance tracking.

City of Gallatin
Fire Records Management System
Invitation to Bid
System shall provide a quality assurance (QA) review module to support internal
review workflows.
System shall provide reporting, statistics, and analytics capability, including
dashboard-style data visualization and support for ISO/CFAI-style report generation.
System shall support role-based and module-based security access (read-only, edit,
delete permissions by user role).
System shall support configurable user permissions and administrator-level
password/account management.
System shall provide additional optional RMS features and add-ons.
3.2Fire Inspections
Optional module for fire prevention/inspection workflows.
Functional Requirements:
System shall support inspection workflows based on nationally recognized fire and
life-safety code standards (e.g., NFPA-based or equivalent).
System shall support direct transmission of inspection reports/results to property
owners or responsible parties.
System shall support integration with, or inclusion of, a current model fire and
building code reference library, with the ability for administrators to update or
modify code references.
System shall track inspection history, violations, and re-inspection scheduling per
property.
System shall provide additional optional Fire Inspections features and add-ons.
3.3Hydrant Management
Optional module for hydrant inventory and testing.
Functional Requirements:
System shall maintain hydrant location, flow rate, and inspection/test history
records.
System shall support scheduling and tracking of routine hydrant maintenance and
flow testing.
System shall provide mapping/location display of hydrants where GIS integration is
available.
System shall provide additional optional Hydrant Management features and add-ons.
3.4Inventory and Asset Management
Optional module for equipment, apparatus, and supply tracking.
Functional Requirements:
System shall track quantities, condition, and location of department equipment and
supplies.
System shall support apparatus/vehicle inventory and maintenance record-keeping.
System shall support low-stock or maintenance-due notifications/alerts.

City of Gallatin
Fire Records Management System
Invitation to Bid
System shall provide additional optional Inventory and Asset Management features
and add-ons.
3.5Personnel, Staff Management & Scheduling
Optional module for scheduling and workforce management.
Functional Requirements:
System shall support shift scheduling, including day shift, sleeper shift, and on-
call/volunteer coverage models.
System shall support time tracking and automated overtime calculation based on
department policy or FLSA standards.
System shall track certifications, qualifications, and required renewal dates per staff
member.
System shall support shift trade/swap requests and approval workflows.
System shall generate reports on hours worked, including volunteer hour tracking
where applicable.
System shall provide additional optional Personnel, Staff Management & Scheduling
features and add-ons.
3.6Training / Learning Management (LMS)
Optional module for training and certification tracking.
Functional Requirements:
System shall support assignment, tracking, and completion reporting of required
training and certifications.
System shall support certification expiration tracking and renewal notifications.
System shall support the ability to integrate with or import content from third-party
continuing-education providers (bidder to describe available
integrations/partnerships).
System shall support both classroom-based and train-the-trainer delivery tracking.
System shall provide a training mode/environment independent of the live
operational system.
System shall provide additional optional Training / LMS features and add-ons.
3.7Electronic Patient Care Reporting (ePCR)
Optional ePCR module for EMS/ambulance services.
Functional Requirements:
System shall provide electronic patient care reporting (ePCR) functionality compliant
with the current NEMSIS standard.
System shall be compliant with the latest Tennessee Department of Health, Division
of EMS standard(s).
System shall be HIPAA-compliant and support a Business Associate Agreement with
the awarded vendor.
System must include a Tennessee State-compliant narcotics tracking solution.
System shall support scanning of driver's licenses/ID for patient demographic capture.

City of Gallatin
Fire Records Management System
Invitation to Bid
System shall support access to prior patient care history within the same system.
System shall support integration capability with third-party ambulance
billing/revenue management platforms (bidder to describe available integrations).
System shall support integration capability with cardiac monitor/defibrillator data
systems (bidder to describe available integrations).
System shall support pediatric dosage reference/calculation tools or integration
capability with such tools.
System shall allow fire and EMS records to share a single record without duplicate
data entry where the same incident involves both.
System shall provide additional optional ePCR features and add-ons.
3.8Community Engagement Portal
Optional module for public-facing communication and self-reporting.
Functional Requirements:
System shall provide a public-facing portal allowing residents and businesses to
submit property, occupant, and hazard information relevant to emergency response.
System shall support department-issued public announcements and
safety/educational content.
System shall support business/commercial property self-reporting for inspection or
compliance documentation.
System shall provide additional optional Community Engagement Portal features and
add-ons.
3.9Mapping, Navigation & Pre-Planning
Optional module for GIS-based mapping and pre-plan management.
Functional Requirements:
System shall support integration with the jurisdiction's existing GIS data layers
where available.
System shall provide mobile-accessible pre-plan data with the ability to share pre-
plan information with mutual aid agencies.
System shall support integration capability with third-party navigation/mapping
platforms (bidder to describe available integrations).
System shall provide additional optional Mapping, Navigation & Pre-Planning
features and add-ons.
3.10 Fire Investigation
Optional Module for NFPA 921 compliant fire cause and origin analysis.
Functional Requirement:
System shall meet NFPA 921 for structures origin and cause analysis.
System shall provide a mechanism for chain-of-custody, lab results, and photo
logs.
System shall integrate CAD/Dispatch data and witness statements into an
exportable .PDF (or other common file format) case.

City of Gallatin
Fire Records Management System
Invitation to Bid
System shall ensure investigation reports, files, and other documentation is
secured with access only being granted by the system administrator.
4. Technical Requirements
The following technical requirements apply across all modules proposed, regardless of
which modules are selected.
4.1System Integration & Interoperability
Functional Requirements:
System shall support data exchange, real-time updates, and single sign-on (SSO)
integration capability with the jurisdiction's CAD system (bidder to identify CAD
platforms with which integration has been previously implemented).
System shall support data migration from commonly used legacy Fire/EMS records
systems, including standard SQL and CSV data formats.
System shall support integration with other municipal or county systems via
standard APIs or data exchange protocols, where such integration is requested by
the jurisdiction.
System shall be device-agnostic and accessible via modern web browsers on
desktop, tablet, and smartphone devices.
4.2Hosting, Data Ownership & Security
Functional Requirements:
System shall be a cloud-hosted, browser-accessible solution requiring no on-
premises server infrastructure to be purchased or maintained by the jurisdiction,
unless otherwise proposed.
Bidder shall specify guaranteed system uptime (expressed as a percentage) and
describe the remedy or service credit applicable if the guarantee is not met.
Bidder shall describe data backup procedures and disaster recovery capabilities,
including backup frequency and data restoration timeframes.
System shall provide the jurisdiction with a local/exportable copy of its data (e.g.,
database view or export) on a periodic basis at no additional charge.
System shall employ data encryption, role-based access controls, and multi-factor
authentication (MFA) capability.
System shall undergo regular vulnerability scanning and maintain compliance with
applicable data security and audit standards.
Bidder shall identify the hosting environment's compliance certifications (e.g., SOC 2
or equivalent), if any.
All jurisdiction-generated and jurisdiction-supplied data shall remain the sole
property of the jurisdiction at all times, both during and after the contract term, and
shall be provided to the jurisdiction in a usable, non-proprietary format upon
request or contract termination.
4.3Support, Maintenance & Implementation

City of Gallatin
Fire Records Management System
Invitation to Bid
Functional Requirements:
Bidder shall specify normal support hours and describe procedures for obtaining
assistance outside normal hours, including availability of 24/7 support for critical
(system-down) issues.
Bidder shall specify guaranteed response times for support requests, broken out by
severity/priority level.
Bidder shall describe its system update/upgrade policy, including whether routine
upgrades are included in the subscription price at no additional cost.
Bidder shall describe standard implementation timeline from contract execution to
go-live, and the resources/support provided during implementation, testing, and
training.
Bidder shall describe their process to migrate data from the City's existing FRMS
vendors, including fire incident reporting, patient care reporting, pre-fire plans,
training records, etc., into a useable format within their RMS system. This is
understood to be a critical process to ensure legacy data is available within a single
FRMS system.
Bidder shall describe standard training offerings included in the base price, including
on-site vs. virtual options and any train-the-trainer availability.
5. Cooperative Purchasing Clause - TCA 12-3-1205
TCA 12-3-1205 authorizes any local government to participate in, sponsor, conduct or
administer a cooperative purchasing agreement for the procurement of any supplies,
services, or construction. It is understood and agreed that any other governmental entity or
private/public fire department within Sumner County, Tennessee may purchase products
and/or services under the same modular structure, pricing, terms, and conditions
established through this invitation to bid. Each participating entity will be invoiced
separately and is responsible for payment of services according to their financial procedures
following the terms and conditions set forth within this bid.
6. Pricing
Bidders shall provide a separate, itemized price for each module, structured as follows. All
prices shall be inclusive of standard implementation, data migration, and training costs for
that module unless a separate one-time implementation fee is clearly itemized.
Module 1 - Core RMS (Mandatory)
o Include additional optional features and add-ons
Module 2 - Fire Inspections
o Include additional optional features and add-ons
Module 3 - Hydrant Management
o Include additional optional features and add-ons
Module 4 - Inventory & Asset Management
o Include additional optional features and add-ons

City of Gallatin
Fire Records Management System
Invitation to Bid
Module 5 - Personnel, Staff Management & Scheduling
o Include additional optional features and add-ons
Module 6 - Training / LMS
o Include additional optional features and add-ons
Module 7 - EMS / ePCR
o Include additional optional features and add-ons
Module 8 - Community Engagement Portal
o Include additional optional features and add-ons
Module 9 - Mapping, Navigation & Pre-Planning
o Include additional optional features and add-ons
Module 10 - Fire Investigations
o Include additional optional features and add-ons
Bidders shall additionally provide multi-year pricing reflecting the annual renewal cap
described in Section 7.
6.1Pricing Scale for Participating Municipalities and Fire Departments
Each bidder shall provide the scale (type of fire department, number of department
members, annual call volume, population protected, etc.) that is used to determine
pricing for career, combination, or volunteer departments. This will allow participating
municipalities and other Fire Departments to understand what their pricing schedule
will be for each module if their data needs are not comparable to the City of Gallatin.
7. Contract Term, Renewal & Pricing Terms
7.1Initial Term and Renewal
The initial term of the resulting contract shall be for twelve (12) months, commencing on
the effective date of the contract. Thereafter, the contract may be renewed annually
and may be extended by the City for a period of one (1) year, up to a total of three (3)
years, upon mutual written agreement of the parties.
7.2Price Increase Cap
Any increase in annually recurring subscription/software fees shall occur only at
contract renewal or a mutually agreed extension period, and shall not exceed three
percent (3%) per renewal term. Bidder may propose no increase or an increase up to
but not exceeding 3%; increases expressed as a range are not permitted. One-time
implementation or training fees are not subject to this renewal cap.
7.3Termination
The City may terminate the resulting contract, in whole or in part, for convenience upon
thirty (30) days' written notice, or immediately for cause in the event of vendor default.
8. Evaluation Criteria & Award