Fire Records Management

Background

The McHenry County Emergency Telephone System Board (MCETSB) is seeking a qualified firm to provide a Cloud-based Fire Records Management System for fourteen Fire Protection Districts in McHenry County, Illinois. The goal of this contract is to enhance the efficiency and effectiveness of fire records management across these districts, which collectively processed approximately 38,600 calls for service in 2025.

Work Details

The contractor will provide a Cloud-based Fire Records Management System that includes the following modules: NEIRS compliance incident reporting, NFIRS 5.0 historical data access, training, occupancy management, preplans, hydrants, vehicle tracking, equipment management, permits, public education activities, daily activity logs, calendar functions, payroll processing, fire inspections, and any additional modules that are part of the proposed base system. The system must be capable of importing multi-agency XML files from the Central Square Enterprise CAD interface and populating location-specific information into the CAD system for mobile device access during dispatch. Reporting capabilities should include user customization, automatic scheduled reporting, data analytics, heat maps, and call plotting. The system must also support exporting data to common file formats such as CSV and Excel. Importation of the last ten years of NEIRS and NFIRS 5.0 data is required by January 1, 2027. Training for three members from each agency in a 'Train the Trainer' format is expected with virtual or online options preferred.

Period of Performance

Implementation and administrative training must be completed by December 1, 2026. The system is set to go live on January 1, 2027.

Place of Performance

The services will be performed on behalf of fourteen Fire Protection Districts located in McHenry County, Illinois.

Bidder Requirements

Bidders must comply with the McHenry County Purchasing Ordinance and submit an electronic proposal including a mandatory Cost Proposal Pricing Page, References Page, Certifications Page, Signature Page, and W9 form. Bidders are required to have not been barred from contracting with any unit of State or Local Government due to violations of specific criminal codes.