1. Agreement — Anaheim City Council, September 12, 2023

Locality Media, Inc. Agreement Feb 2023 Page 1 of 20

AGREEMENT FOR SERVICES
This Agreement for Services (this “Agreement”) dated as of ______________________, 2023 (the "Effective Date") is made by and between Locality Media, Inc dba First Due a Delaware corporation, having offices at 107 7th St, Garden City, NY, 11530 ("Locality Media" or “CONSULTANT”) and the City of Anaheim located at 201 S Anaheim Boulevard Suite 300, Anaheim, CA 92805 (the “Customer” or “ANAHEIM”).

1. Locality Media maintains a website through which Customer members may access Locality Media's First Due Size-Up™ Community Connect™, Mobile Responder™ and/or other software-as-a-service platforms and solutions identified in Exhibit A (collectively, the "Service") in connection with the performance of their Customer duties. Locality Media agrees to grant the Customer access to the Service pursuant to the terms and conditions set forth below and in Exhibit A, and the Customer agrees to use the Service only in strict conformity with and subject to such terms and conditions.

2. Locality Media may
provide the Customer with one or more user ID’s, initial passwords, digital certificates and/or other devices (collectively, "Credentials") and/or application programming interfaces ("APIs") to access the Service. The Customer shall access the Service only by using such Credentials and APIs. The Customer authorizes Locality Media to act on any instructions Locality Media receives from users of the Service who present valid Credentials and such individuals shall be deemed authorized to act on behalf of the Customer, including, without limitation, to change such Credentials. It is the Customer’s sole responsibility to keep all Credentials and other means of access within the Customer’s direct or indirect possession or control both confidential and secure from unauthorized use. The Customer understands the utility of the First Due Size Up Service depends on the availability of data and information relating to Locations and structures in the Customer's jurisdiction, including but not limited to building system and structural information, building inspection codes and incident report data (collectively, "Location Data"). Locality Media also may process and furnish through the Service, in addition to Location Data, other data regarding residents and roadways within the Customer's jurisdiction ("Community Data"). Location Data and Community Data are referred to collectively herein as "Data". Locality Media may acquire Data from third party public and/or private sources in Locality Media's discretion. In addition, the Customer will upload to the Service or otherwise provide to Locality Media in such form and using such methods as Locality Media reasonably may require from time to time, any and all Data from the Customer's records and systems which the parties mutually designate for inclusion in the Service database.

The Customer agrees not to filter or alter such records except to conform such Data to the formats reasonably required by Locality Media. Subject to any third-party license restrictions identified expressly in writing by the Customer, the Customer grants to Locality Media a perpetual, non-exclusive, worldwide, royalty-free right and license to process, use and disclose the Data furnished to Locality Media by the Customer in connection with the development, operation, and performance of Locality Media's business, including but not limited to the Service.

3. As between the
parties, the Customer and its employees, contractors, members, users, agents, and representatives (collectively, "Customer Users") are solely responsible for determining whether and how to use Data accessed through the Service. The Customer acknowledges that Locality Media, through the Service, provides an interface for viewing Data compiled from the Customer and other sources over which Locality Media has no control and for which Locality Media assumes no responsibility. Locality Media makes no representations or warranties regarding any Location or structure (including but not limited to a Location's safety, construction, occupancy, materials, hazards, water supply, contents, location, surrounding structures, exposures, size, layout, compliance, condition or history) ), residents, roadways, or any actual or expected outcome from use of the Data, nor does Locality Media make any representation or warranty regarding the accuracy or reliability of the Data received by Locality Media. Locality Media provides administrative and information technology services only and does not advise, recommend, or render an opinion with respect to any information communicated through the Service and shall not be responsible for the Customer's or any third party's use of any information obtained through the Service.

Locality Media, Inc. Agreement Feb 2023 Page 2 of 20

4. The Customer shall obtain and maintain, at its own expense, computers, operating systems, Internet browsers, tablets, phones, telecommunications
equipment, third-party application services and other equipment and software ("Equipment") required for the Customer to access and use the Service (the Service being accessible to users through standard Internet browsers subject to third party network availability and signal strength). Locality Media shall not be responsible for any problem, error or malfunction relating to the Service resulting from Customer error, data entry errors or malfeasance by the Customer or any third party, or the performance or failure of Equipment or any telecommunications service, cellular or wifi network, Internet connection, Internet service provider, or any other third- party communications provider, or any other failure or problem not attributable to Locality Media ("Technical Problems").

5. This Agreement will be effective for an initial term of 36 months (the "Initial Term") commencing on the Effective Date.

After the
Initial Term, this Agreement may be renewed for no more than two (2) successive terms of 12 months each (a "Renewal Term"), upon at least 60 days’ written notice by the Customer. The Agreement is subject to the right of either party to cancel renewal at any time upon at least 60 days' written notice. Locality Media reserves the right to increase Customer’s renewal Service fees by no more than 4% per annum, applied to the Service fees set forth in the previous term. Either party also may terminate this Agreement immediately upon written notice if the other party: (i) becomes insolvent; (ii) becomes the subject of a petition in bankruptcy which is not withdrawn or dismissed within 60 days thereafter; (iii) makes an assignment for the benefit of creditors; or (iv) materially breaches its obligations under this Agreement and fails to cure such breach within 30 days after the non-breaching party provides written notice thereof.

6. Upon termination, the
Customer shall cease use of the Service and all Credentials then in the Customer’s possession or control. This Section 6 and Sections 8 through 11 and 15 through 25 hereof shall survive any termination or expiration of this Agreement.

7. The Customer agrees to pay the fees set forth in Exhibit A for use of those Service features described in Exhibit A (as available as of
the Effective Date). This Agreement also includes a contingency in an amount not-to-exceed ten percent (10%) of the Grand 5-Year Total (w/ Optional Items) (shown in Exhibit A) to account for unforeseen circumstances or additional work related to this project. Locality Media shall obtain written approval from the Customer for the use of the contingency. Locality Media may charge separately for services offered from time to time that are not included in the scope of Exhibit A (such as new Service features, systems integration services and applications of the Service for new purposes), subject to the Customer’s acceptance of the terms of use and fees associated with such services. The Customer shall be responsible for the payment of all taxes associated with provision and use of the Service (other than taxes on Locality Media’s income). The Customer represents it has not received and agrees that it shall not collect any fee, payment, or remuneration of any kind from any Data provider, other municipal agency or other third party in connection with the Customer's purchase or use of the Service under this Agreement.

8. Locality Media owns
and shall retain all right, title, and interest in and to the Service, all components thereof, including without limitation all related applications, APIs, user interface designs, software and source code (which shall further include without limitation any and all source code furnished by Locality Media to the Customer in connection with the delivery or performance of any services hereunder) and any and all future enhancements or modifications thereto howsoever made and all intellectual property rights therein but not Data furnished by the Customer. Except as expressly provided in this Agreement or as otherwise authorized in advance in writing by Locality Media, the Customer and Customer Users shall not copy, distribute, license, reproduce, decompile, disassemble, reverse engineer, publish, modify, or create derivative works from, the Service; provided, however, that nothing herein shall restrict the Customer’s use of the Data that the Customer has provided.

Without limiting the foregoing, all information relating to the Service and associated software and the terms of this Agreement shall be deemed Locality Media's Confidential Information. Notwithstanding the foregoing, "Confidential Information" does not include any information that the receiving party can demonstrate (i) was known to it prior to its disclosure hereunder; (ii) is or becomes publicly known through no wrongful act of the receiving party; (iii) has been rightfully received from a third party authorized to make such disclosure without restriction; (iv) is independently Locality Media, Inc. Agreement Feb 2023 Page 3 of 20
developed by the receiving party, without the use of any Confidential Information of the other party; (v) has been approved for release by the disclosing party's prior written authorization; or (vi) is required to be disclosed by court order or applicable law, provided that the party required to disclose the information provides prompt advance notice thereof to the other party (except to the extent such notice is prohibited by law).

Each party shall use the same degree of care to protect the other party's Confidential Information as it uses to protect its own confidential information of like nature, but in no circumstances with less than reasonable care. Neither party shall disclose the other party's Confidential Information to any person or entity other than its employees, agents or consultants who need access thereto in order to effect the intent of this Agreement and in each case who have been advised of the confidentiality provisions of this Agreement, have been instructed to abide by such confidentiality provisions, entered into written confidentiality agreements consistent with Sections 9-11 or otherwise are bound under substantially similar confidentiality restrictions.

11. Each party acknowledges and agrees that it has been advised that the use or disclosure of the other's Confidential Information inconsistent
with this Agreement may cause special, unique, unusual, extraordinary, and irreparable harm to the other party, the extent of which may be difficult to ascertain. Accordingly, each party agrees that, in addition to any other remedies to which the nonbreaching party may be legally entitled, the nonbreaching party shall have the right to seek to obtain immediate injunctive relief, without the necessity of posting a bond, in the event of a breach of Section 9 or 10 by the other party, any of its employees, agents or consultants.

12. LOCALITY MEDIA

REPRESENTS AND WARRANTS THAT IT SHALL USE COMMERCIALLY REASONABLE EFFORTS TO

PROVIDE THE SERVICE WITHOUT INTRODUCING ERRORS OR OTHERWISE CORRUPTING DATA AS SUBMITTED BY THE CUSTOMER. OTHER THAN THE FOREGOING, THE SERVICE, INCLUDING ALL DATA, IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTY OF ANY KIND. WITHOUT LIMITING THE FOREGOING, LOCALITY MEDIA

MAKES NO WARRANTY THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR FREE OR AVAILABLE AT ALL TIMES, NOR

DOES LOCALITY MEDIA WARRANT THAT THE SERVICE WILL REMAIN COMPATIBLE WITH, OR OPERATE WITHOUT INTERRUPTION ON, ANY EQUIPMENT OF THE CUSTOMER OR CUSTOMER USERS. Locality Media will provide the service on a 24X7X365 basis with an uptime guarantee of 99.9% availability excluding scheduled maintenance. Locality Media will respond to Customer and provide Initial Responses, Temporary Resolutions and Final Resolutions in accordance with the time requirements set forth in the table below.

Severity Level: Vendor’s Initial
Response will
be
provided within:

Vendor’s Temporary
Resolution will
be
provided within:

Vendor’s Final
Resolution will
be
provided within:
1: Mission Critical – Software is down
/undiagnosed but
feared critical; situation
may require a restore and Software use is
suspended until a diagnosis is given
60 minutes from receipt
of initial
notice from the
Customer, or discovery,
of the error
24 hours from receipt of
initial notice
from the
Customer, or discovery,
of the error
2 days from receipt of
initial notice
from the
Customer, or error
discovery
2: Critical Issue – Software is not down,
but operations
are negatively impacted
60 minutes from receipt
of initial
notice from the
Customer, or discovery,
of the error
24 hours from receipt of
initial notice
from the
Customer, or discovery,
of the error
2 days from receipt of
initial notice
from the
Customer, or error
discovery
3: Non-Critical Issue – resolution period
to
be mutually agreed upon
4 hours from receipt of
initial notice from the
Customer, or discovery,
of the error
3 days from receipt of
initial notice
from the
Customer, or discovery,
of the error
15 days from receipt
of
initial notice from
the Customer, or error
discovery

13. EXCEPT AS SET FORTH ABOVE IN SECTION 12, LOCALITY MEDIA MAKES AND THE CUSTOMER RECEIVES NO

WARRANTIES, WHETHER

EXPRESS, IMPLIED, OR STATUTORY REGARDING OR RELATING TO THE SUBJECT MATTER Locality Media, Inc. Agreement Feb 2023 Page 4 of 20
HEREOF. LOCALITY MEDIA SPECIFICALLY DISCLAIMS, TO THE FULLEST EXTENT PERMITTED BY LAW, ALL IMPLIED

WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT WITH RESPECT TO THE SUBJECT MATTER HEREOF, INCLUDING WITHOUT LIMITATION THE SERVICE.

14. The Customer represents and warrants that the Customer is authorized and has all rights necessary to enter into this Agreement, to
provide the Data furnished by the Customer to Locality Media, and to use the Service and Data, and Customer will only use the Service and Data, as permitted under this Agreement and in accordance with the laws, regulations, and any third-party agreements applicable to the Customer and Customer Users. Without limiting the generality of the foregoing, Customer shall not cause or permit any Data to be uploaded to the Service or used in connection with the Service in any manner that would violate any third-party intellectual property rights or license between Customer and any third party. Customer agrees not to use or permit the use of the Service and Data in connection with any public or private enterprise other than operation and performance of the Customer's functions and services. In addition, the Customer and the Customer Users shall not copy, distribute, license, reproduce, publish, modify, or otherwise use any Personally Identifiable Information (PII) contained within the Data accessed through the Service for any purpose other than to lawfully carry out the services and duties of the Customer. The Customer shall remain responsible for the performance, acts and omissions of each Customer User as if such activities had been performed by the Customer.

15. Locality Media will
indemnify, defend and hold harmless the Customer from and against any and all damages, liabilities, losses, costs and expenses (including, but not limited to, reasonable attorneys' fees) (collectively, "Losses") resulting from any third-party claim, suit, action, investigation or proceeding (each, an "Action") brought against the Customer based on the infringement by Locality Media of any third-party issued patent, copyright or registered trademark, except to the extent such Action is based on Data furnished from the Customer, the Customer’s breach of any third party agreement, or any combination or integration of the Service with any Customer- or third-party property, method or system.

16. The Customer will indemnify, defend and hold Locality Media harmless from and against any and all Losses arising from or relating
to: (i) any breach by the Customer of Section 8; or (ii) any Action by a Customer User or third party arising from or relating to the use of the Service or Data accessed through the Service, except to the extent such Losses are subject to Section 15 above or result from the negligence or willful misconduct of Locality Media.

17. Such indemnification under Sections 15 and 16 will be provided only on the conditions that: (a) the indemnifying party is given
written notice reasonably promptly after the indemnified party receives notice of such Action; (b) the indemnifying party has sole control of the defense and all related settlement negotiations, provided any settlement that would impose any monetary or injunctive obligation upon the indemnified party shall be subject to such party’s prior written approval; and (c) the indemnified party provides assistance, information and authority as reasonably required by the indemnifying party.

18. EXCEPT FOR ITS INDEMNIFICATION OBLIGATIONS IN SECTION 15, AND EXCEPT FOR CLAIMS OF NEGLIGENCE, WILLFUL

MISCONDUCT OR

FRAUD, LOCALITY MEDIA SHALL NOT BE LIABLE TO THE CUSTOMER OR CUSTOMER USERS FOR ANY

INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL OR EXEMPLARY DAMAGES ARISING FROM OR RELATING TO THIS

AGREEMENT OR THE SERVICES OR DATA, EVEN IF THE CUSTOMER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

19. All notices, requests, demands, or consents under this Agreement must be in writing, and be delivered personally, by email or
facsimile followed by written confirmation, or by internationally recognized courier service to the addresses of the parties set forth in this Agreement.

20. Except as otherwise provided below, neither party may assign this Agreement or any rights or obligations hereunder without the
prior written consent of the other party. Locality Media may assign this Agreement or any rights or obligations hereunder to any Locality Media affiliate or in connection with the merger or acquisition of Locality Media or the sale of all or substantially all of its assets related to this Agreement, without such consent. This Agreement shall be binding upon and inure to the benefit of the parties, their respective successors and permitted assigns.

21. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

Locality Media, Inc. Agreement Feb 2023 Page 5 of 20

22. Any modification, amendment or waiver to this Agreement shall not be effective unless in writing and signed by the party to
be charged. No failure or delay by either party in exercising any right, power, or remedy hereunder shall operate as a waiver of such right, power, or remedy.

23. The parties are independent contractors with respect to each other, and neither shall be deemed an employee, agent, partner, or
legal representative of the other for any purpose or shall have any authority to create any obligation on behalf of the other. Neither party intends to grant any third-party beneficiary rights as a result of this Agreement.

24. Any delay in or failure of performance by either party under this Agreement will not be considered a breach and will be excused to
the extent caused by any event beyond the reasonable control of such party including, but not limited to, acts of God, acts of civil or military authorities, strikes or other labor disputes, fires, interruptions in telecommunications or Internet or network provider services, power outages, and governmental restrictions.

25. This Agreement supersedes all prior agreements, understandings, representations, warranties, requests for proposal and negotiations,
if any. Each provision of this Agreement is severable from each other provision for the purpose of determining the enforceability of any specific provision.

26. Insurance. Without limiting ANAHEIM’s right to indemnification, it is agreed that CONSULTANT shall secure, prior to commencing any activities under this Agreement, and maintain, during the term of this Agreement, insurance coverage as follows:

1. Workers’ Compensation Insurance as required by California law and Employers Liability Insurance in an amount not less than $1,000,000 per occurrence.

2. Commercial General Liability Insurance, including coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed Operations Liability, and Independent Contractor’s Liability (if applicable), in an amount not less than $2,000,000 per occurrence, $4,000,000 annual aggregate, written on an on an occurrence form. Any deductible or self-insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the approval of the City’s Risk Manager.

3. Automobile Liability Coverage
including-as applicable-owned, non-owned, and hired autos, in an amount not less than $2,000,000, combined single limit, as required by California law.

4. Professional Liability Insurance, inclusive of Cyber liability, in an amount not less than $2,000,000 per occurrence or claim, and CONTRACTOR shall maintain such coverage for at least one (1) year from termination of this Agreement. Any deductible or self-insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the approval of the City’s Risk Manager.

26.2 Consultant agrees
the aforementioned insurance coverage shall not be cancelled, or limited in scope or coverage, until after thirty (30) days prior written notice has been given to the City Clerk, City of Anaheim, 200 S. Anaheim Blvd., Anaheim, CA 92805, except in the event of cancellation for non-payment of premium requires not less than ten (10) days notice.

26.3 Each insurance policy required by this Agreement, excepting policies for Professional Liability and Workers’ Compensation, shall
contain the following clauses or shall otherwise provide for the following conditions:

26.3.1 “It is agreed that any insurance maintained by CONSULTANT, pursuant to this Agreement, shall be primary to, and
not contribute with, any insurance or self-insurance maintained by the City of Anaheim.”

26.3.2 “The City of Anaheim, its officers, agents, employees, representatives and ANAHEIM-designated volunteers are added as additional insureds as respects the acts, omissions, operations and activities of, or on behalf of, the named insured, in regard to products supplied to, or work or services performed for, or related to, the City of Anaheim.”
Locality Media, Inc. Agreement Feb 2023 Page 6 of 20

26.4 Prior to commencing any work under this Agreement, CONSULTANT shall deliver to ANAHEIM insurance certificates confirming
the existence of the insurance required under this Agreement, and including the applicable clauses referenced above. Also, within thirty (30) days of the execution date of this Agreement, CONSULTANT shall provide ANAHEIM: (i) endorsements to the insurance policies which add to these policies the applicable clauses referenced above; or (ii) in lieu of said endorsements, documentation acceptable to ANAHEIM evidencing that the coverage, terms, and conditions set forth in the above-referenced clauses are otherwise included in said insurance policies. Insurance required hereunder shall be placed with insurers: (i) admitted to write insurance in California; (ii) possessing an A. M. Best’s rating of A VII or higher; or (iii) otherwise acceptable to ANAHEIM, with prior written permission from ANAHEIM. In the event that a claim or other legal action is filed against ANAHEIM, and if ANAHEIM, in its good faith opinion, believes it may have coverage under any of the insurance required herein, then ANAHEIM has the right to demand, and to receive within a reasonable time period, copies of the insurance policies related to such required insurance; provided, however, that this provision shall not apply if the Parties agree that CONSULTANT shall fully defend, hold harmless, and indemnify ANAHEIM against any such claim or other legal action.

26.5 In addition to other remedies ANAHEIM may have if CONSULTANT fails to provide or maintain any insurance policies or
policy endorsements to the extent and within the time herein required, ANAHEIM may, at its sole option:

26.5.1 Order CONSULTANT to stop work under this Agreement and/or withhold any payment(s) which become due to CONSULTANT hereunder until CONSULTANT demonstrates compliance with the requirements hereof; or

26.5.2 Terminate this
Agreement.

Exercise of any of the above remedies, however, is an alternative to other remedies ANAHEIM may have and is
not the exclusive remedy for CONSULTANT’s failure to maintain insurance or secure appropriate endorsements.

26.6 Nothing herein contained shall be construed as limiting in any way the extent to which CONSULTANT may be held responsible for payments of damages to persons or property resulting from CONSULTANT’s (or CONSULTANT’s contractors/subcontractor, if any) performance of the work covered under this Agreement, provided, however, that in no event shall CONSULTANT’s liability to ANAHEIM under this provision exceed the greater of (i) the total amount of the fees paid to CONSULTANT for such work or services, or (ii) the amount of valid and collectible insurance carried by, maintained by, or otherwise available to CONSULTANT (or CONSULTANTS’s professional staff, contractors, or sub-contractors), which is applicable to any claim, loss, costs, defense, or liability arising out of this agreement.

26.7 In the event CONSULTANT hires other persons or firms to perform some of the work related to this Agreement, CONSULTANT shall
ensure, and certify to ANAHEIM in writing that: (i) the acts or omissions of such persons or firms are covered under the above-referenced liability insurance; or (ii) such firms maintain insurance equal to or better than, and subject to the same limits, terms and conditions as, the insurance required of CONSULTANT under this Agreement (except for firms which are not performing professional services-such firms shall not be required to carry the above-referenced professional liability insurance); and in either instance, CONSULTANT shall provide, or cause to be provided, evidence of such insurance coverage, reasonably acceptable to ANAHEIM.

26.8 ANAHEIM’s Risk
Manager is hereby authorized to reduce the requirements set forth herein in the event she determines that such reduction is in ANAHEIM’s best interest.

Locality Media, Inc. Agreement Feb 2023 Page 7 of 20

27. Agreement Billing Information
a. Accounts Payable Contact
Name:

Email:

Phone:
b. Tax Exempt _____ (Yes/No)
If Yes, please email a copy of the Exempt Certificate to [email protected]. c. Purchase Order Required _____ (Yes/No)
If Yes, return a copy of the Purchase Order with the signed agreement or email a copy to [email protected].

28. Agreement Documents. The Agreement includes the following exhibits, which are incorporated herein by reference:

Exhibits Description
A Quote
B Statement of
Work
C System Acceptance Testing
D Request for Proposal #310-AFR-12/07/2022 Fire Records Management System E Response to Request for Proposal #310-AFR-12/07/2022 Fire Records Management System In the event of a conflict between the terms of an exhibit and the terms of this Agreement, the terms of this Agreement controls.

LOCALITY MEDIA, INC. City of Anaheim
By: By:

Name: Andreas Huber Name:

Title: CEO Title:

Date: Date:

Locality Media, Inc. Agreement Feb 2023 Page 8 of 20
Locality Media, Inc. dba First Due
107 Seventh St
Garden
City, NY 11530, United States
Phone: +1 (516) 874-2258
Website: https://www.firstdue.com/
Exhibit A - Quote
Prepared By: Nicholas Dunigan
Valid
Until: October 31, 2023
Quote Number: 1545132000070124218
BILL TO:

Anaheim Fire and Rescue
201 S Anaheim Boulevard Suite 300
Anaheim, CA 92805
Account: Anaheim Fire and Rescue
Part 1 Subscription Start: September 30, 2023
Part 1 Initial Term: 36 months
Part 1 Annual Subscription: $94,230.00 (including discount) Part 1 Product Details Total
Annual Subscription Fees
Occupancy Management & Pre-Incident Planning
Manage Occupancies, Pre-Incident Mapping, GIS data, Fire Systems, Hazardous Material, and Contacts.
$ 11,100.00
Automated Pre-Plans
Automated data import from assessor, online building department and GIS address points. This feature covers the import of permits from the City’s Accela solution.
$ 20,000.00
Inspections
Field Inspections, Configurable Checklists, Violation Management, Virtual Inspections, Inspections Scheduler, and Integrated Pre-Incident Planning. $ 14,700.00
Invoicing
Invoice Management, Bulk Mailing, Billing Report and Customizable Fee Schedules. $ 4,950.00
Permitting
Permit Management, Customizable Permit Types, Plan Review and Permit Fees. $ 4,950.00
Incident Reporting – NFIRS
NFIRS Incident Documentation, State and Federal Compliance with automated submission.
$ 22,500.00
Personnel Management
Store, Manage and Access Employee Records including demographic data, certifications and employment information.
$ 1,350.00
Assets & Inventory
Assets, vehicles, equipment and inventory management, assets and equipment checks, and work order management.
$ 6,750.00
CAD Integration
Automated importing of CAD calls via XML, Database Connector or API. $ 4,950.00
Scheduling Integration w/ Third Party (Telestaff)
Scheduling Integration with Telestaff
$ 4,950.00
Custom Integrations Services Annual Support and Maintenance Services related to custom iNovah integration service with the First Due Platform. $ 5,000.00
Brycer Integration
Integration with Brycer
Included
Locality Media, Inc. Agreement Feb 2023 Page 9 of 20
First Due Payments
Seamless payment processing solution that allows for sending of invoices to customers and associated payments completely online using credit card, debit card, ACH, check and other electronic payment methods, as well as payment reconciliation with First Due invoices module. Note, the cost for the service is a subscription fee detailed in this line item, as well as 2.9% + $ 0.30 cents per transaction. This is an integrated service provided by www.stripe.com. $ 3,500.00
Part 1 One-Time Fees
Custom Integrations Services
Services
related to custom iNovah integration service with the First Due Platform. $ 10,000.00
Online Standard Training Package
Includes a one-hour planning session and up to 6 hours of webinar train-the-trainer sessions
Included
Onsite Training
Training – Onsite: 3 Days, 2 Trainers
$ 9,000.00
Implementation and Configuration Services
Services related to configuring and customizing the First Due Platform as described in the Statement of Work.
$ 13,000.00
Part 1 One-Time Fees Subtotal $ 32,000.00
Part 1 Subscription Fees Subtotal $ 104,700.00
Part 1 Discount on Annual Subscription ($ 10,470.00)
Part 1 Total Year 1 $ 126,230.00
Part 1 Total Year 2 $ 97,999.20
Part 1 Total Year 3 $ 101,919.17
Part 1 Total Year 4 $ 105,995.93
Part 1 Total Year 5 $ 110,235.77
Part 1 Grand 5-Year Total $ 542,380.07
Part 2 Subscription Start: September 30, 2023
Part 2 Initial Term: 36 months
Part 2 Annual Subscription: $9,850.00
Part 2 Product Details
Part 2 Annual Subscription Fees
Exposure Tracking
Allows for the capture of all necessary personnel exposure information linked to Incidents, Training,
Events and other activities.
$ 9,850.00
Part 2 One-Time Fees Subtotal $ 0.00
Part 2 Subscription Fees Subtotal $ 9,850.00
Part 2 Total Year 1 $ 9,850.00
Part 2 Total Year 2 $ 9,850.00
Part 2 Total Year 3 $ 10,244.00
Part 2 Total Year 4 $ 10,653.76
Part 2 Total Year 5 $ 11,079.91
Part 2 Grand 5-Year Total $ 51,677.67
Locality Media, Inc. Agreement Feb 2023 Page 10 of 20
Part 1 and Part 2 Fee Summary
Total Year 1 Grand Total $136,080.00
Total Year 2 Grand Total $107,849.20
Total Year 3 Grand Total $112,163.17
Total Year 4 Grand Total $116,649.69
Total Year 5 Grand Total $121,315.68
Grand 5-Year Total $594,057.75
Statement of Work
Please see attached Statement of Work detailing the Implementation, Training and Support for this Exhibit A – Quote.

Terms and Conditions
Part 1
Payment Terms:

The above-listed Part 1 Total Year 1 ($126,230.00) will be invoiced in accordance with the following milestones:

1. 50% upon execution of Agreement

2. 12.5%
upon completion of Incident Reporting, CAD Integration

3. 12.5% upon completion of Fire Prevention (Inspections, Invoicing, & Permitting)

4. 12.5% upon completion of Asset Management & Inventory

5. 12.5% upon completion of Pre-Incident Planning
For subsequent annual periods, the Service fees are due and payable annually in advance on September 30th.

Part 2 Payment Terms:

The above-listed Part 2 Total Year 1 will be invoiced to Customer once the Exposure Tracking module is fully tested and operational (“Exposure Tracking Delivery Date”). First Due agrees to prorate the first-year Part 2 Subscription Fees Subtotal from the Exposure Tracking Delivery Date to September 29, 2024.

For subsequent annual periods, the Service fees are due and payable annually in advance on September 30th.

Payment Terms: Net 30
days
For electronic ACH payment: JPMorgan Chase Bank | ABA Routing: 021000021 | Account #: 803527972 Locality Media, Inc. Agreement Feb 2023 Page 11 of 20
Optional
Annual Subscription Fees for Optional Items
Investigations
Organize, analyze and document investigations, keeping case information secure and separated from, but integrated with other modules.
$ 7,400.00
Scheduling
Manage staff schedules with an interactive shift board, configurable call shifts module, messaging, time-off and shift trades.
$ 18,650.00
Community Connect
Online portal for residents and businesses to input critical occupant and property data that can be made available to Emergency Response Agencies during an incident. $ 14,000.00
Custom Integrations Services Annual Support and Maintenance (Laserfiche) Services related to custom Laserfiche integration service with the First Due Platform.

Integration to push PDFs of operational permits and completed inspections from First Due to Laserfiche.
$ 5,000.00
One-Time Fees for Optional Items
Custom Integrations Services (Laserfiche)
Services related to custom Laserfiche integration service with the First Due Platform.

Integration to push PDFs of operational permits and completed inspections from First Due to Laserfiche.
$ 5,000.00
Locality Media, Inc. Agreement Feb 2023 Page 12 of 20
Locality Media, Inc. dba First Due
107 Seventh St
Garden
City, NY 11530, United States
Phone: +1 (516) 874-2258
Website: https://www.firstdue.com/
Exhibit B - Statement of Work
For Quote
Number: 1545132000070124218
Statement of Work | Anaheim Fire Department
Introduction
The purpose of this Statement of Work (SoW) document is to clearly define the Implementation, Training and Support.

1. Implementation:

First Due
works very closely with you to ensure the application is ready for go-live. During the Implementation you will be assigned a Client Success Manager and Implementation Manager who will lead you through the process. Below is a description of each component of our implementation. a) Discovery & Planning: During a project kick-off meeting we will flesh out the key components of the configuration, customer stakeholders and project timelines. After this stage we will have a clear plan to when and how your agency will be live with First Due.
i. Timeline – this
phase will last between 1-4 weeks
ii. Key Players in this Phase with estimated time requirements

1. First Due Implementation Team = 15-20 hours per week

2. Fire Department Implementation Team = 5-7 hours per week iii. Deliverables – identify all deliverable of the project as well as any product or service gaps
iv. Identify Stakeholders – list teams and individuals that will be involved with the implementation & adoption of new software
v. Prep Work – this includes planning data migration, workbooks and other resources that may play a part in bringing existing data in as a part of setup & configuration. vi. Excluded Items – tasks that will not be a part of the current implementation process but might be on a broader road map
vii. Expected Outcomes – aligns all stakeholders in defining expected benefits and use of the new software
viii. Risk Mitigation – identify possible risks to the project and steps to mitigate as well as monitor for unforeseen circumstances affecting deliverable & timelines. b) Configuration: First Due is an out-of-the box system but can be configured for your Agency’s needs.

Our team will work with you to configure all the parts of the application necessary for go-live and beyond. These configuration sessions will generally occur weekly, and act as administrator training. i. Timeline – this
phase will last between 6 & 12 weeks
ii. Key Players in this Phase with estimated time requirements

1. First Due Implementation Team = 10-15 hours per week

2. Fire Department Implementation Team =5-7 hours per week a. Please
note the client time estimate is based on what MOST clients implementing with First Due feel comfortable and have identified as appropriate for their goals in learning and configuring the system. iii. Administration Training
Locality Media, Inc. Agreement Feb 2023 Page 13 of 20

1. Recommended = 1.5 Hours Per week Virtual Meeting

2. An overview of essential function for each module

3. How
to use the software for maximum efficiency for each module and each client team’s
adoption

4. Best Practices

5. Self-help
knowledge based for continuous application training & support iv. Administration Working Sessions

1. Based on client, as needed – 1 Hour per week Virtual Meeting

2. Hands on collaboration & configuration

3. Project Updates & Task completion
c) Optimization: Once the account is configured, we will arrange a small end-user testing group to begin to use the application out-in-the-field. This is an iterative process in which we listen to feedback and make adjustments to the product as needed.
i. Timeline – this
phase will last between 1 & 2 weeks
ii. Key Players in this Phase with estimated time requirements

1. First Due Implementation Team = 5-7 hours per week

2. Fire Department Implementation Team =5-7 hours per week

3. Pilot
Testing Team = 10-15 hours per week
iii. Identify Pilot Testing Team Member per module
iv. Identify Testing Protocols per module
v. Identify Feedback Communication Method

1. Written/documented = email or specific forms created to solicit specific data a. Defined surveys may also be used

2. Feedback Meetings = webinar

3. Combination = both written/documented
vi. Edits,
Updates & Configuration changes - based on feedback from pilot testing group d) Training: Once we have sign-off the product is ready for go-live we will build the necessary training plan together, which may include train-the-trainer sessions, end user training, custom training videos/content or even onsite sessions. The training section below provides more detail on included training.
i. Timeline – this
phase will last between 1 & 4 weeks
ii. Key Players in this Phase with estimated time requirements

1. First Due Implementation Team = 1-5 hours per week

2. Fire Department Implementation Team =1-5 hours per week

3. First Due Training Team = 5-10 hours per week
iii. Training Planning Session

1. Get to know Customer’s training priorities

2. Determine the
appropriate audience for each type of training

3. Decide on training topics, number of sessions, platform and timeline e) Roll Out: After training is complete, we are ready to roll-out the platform. We will work closely with you to ensure First Due is rolled out effectively across your agency. i. Timeline – this phase will last between 1 & 4 weeks
ii. Key Players in this Phase with estimated time requirements

1. First Due Implementation Team = 1-5 hours per week

2. Fire Department Implementation Team =1-5 hours per week

3. First Due Support = 1-5 hours per week
iii. Identify Go-Live Dates
iv. Identify any outstanding risks and actions to mitigate Locality Media, Inc. Agreement Feb 2023 Page 14 of 20
v. Introduce First Due Support Representatives
vi. Overview & Expectations when Transitioning to Support

1. Methods for Communication

2. Methods for Escalation

3. Service Level Agreement & Support Expectations
f) Support: Once we achieve sign-off that the system is live and stable, we will transition to support (as described in the support section below). However, you will continue to have a dedicated Client Success Manager moving forward.

2. Training:

Training is an integral part of any successful implementation. First Due is focused on providing your agency adequate training to ensure effective user adoption of the platform. As part of this Statement of Work, the customer will receive the purchased training as outlined in Exhibit A - Quote throughout the implementation process as outlined:

1. Webinar Administrator training during configuration sessions

2. Webinar formal Train-the-Trainer and/or End User Session(s) during the training phase

3. Access to online training videos, documents, content, and interactive knowledgebase

3. Integrations:

Any scoped integrations included in this document will be described below. Any additional integration scoped at a later date will be provided in a separate SoW at that time. a) CAD Integration
b) Brycer
Integration
c) CERS Integration
d) Accela Integration
e
) iNovah Integration

4. Data Migration:

First Due
understands the importance of data migration to our customers and has extensive experience working to migrate historical records into the platform. First Due will use best efforts to migrate applicable data from Customer’s existing systems utilizing data migration best practices. This includes:

1. Data Migration Planning Session
a. Iden
tify modules & data points the agency wishes to migrate to First Due b. Identify Types of Data Migration associated with the modules & data points i. Data with nationally recognized data collection standards

1. Fire = NFIRS 5.0 Standard .txt files
ii. All other data without nationally recognized data collection standards

2. Prioritize data based on module implementation and type of data being migrated a. Import data in phases based on requirements and module priorities i. Import Data Twice

1. Upon initial implementation to aid in configuration & planning

2. Upon Go-Live to account for additions or changes after the initial import

3. Data Mapping & Gap Analysis
a. Deve
lop Mechanism & plan for importing data gaps

4. Assistance/Guidance in extracting data from existing system/s a. Generate reports, queries

5. Mapping extracted data to First Due import workbooks

6. Importing of Data into First Due
Locality Media, Inc. Agreement Feb 2023 Page 15 of 20
Locality Media, Inc. Agreement Feb 2023 Page 16 of 20

5. Support:

First Due
provides Support as part of the base subscription. This includes:

1. Email, Phone, Ticketing System Support Channels during the following hours:
a. Email and Ticketing System Support Channels – 24/7/365 b. Phone Support - 7:00am to 7:00pm CST

2. Dedicated Client Success Manager

3. Access to knowledge base including online training videos and FAQs Locality Media, Inc. Agreement Feb 2023 Page 17 of 20
Exhibit C - System Acceptance Testing
System Acceptance Testing
First
Due employs an optimization-focused testing model during implementation. Post Discovery and Configuration, we
begin the optimization phase. In this phase, we have a near-complete account where carefully selected user groups can use the solution live. This is akin to user acceptance testing, but more iterative and with a dynamic feedback loop. We generally hold more formal UAT after all data migration and before migration to production.

System acceptance testing
will occur at the completion of the configuration of a module, or at a time agreed to by the Customer during the implementation and shall be completed to the satisfaction of the Customer. If the results of the system acceptance testing phase are not satisfactory to the Customer, then any necessary modifications to the modules shall be made by First Due and a new system acceptance phase shall occur upon the completion of any necessary modifications and shall be implemented in accordance with the same above procedure to the satisfaction of the Customer.

The testing timeline
is included as part of our First Due Implementation Project Tracker. UAT subject to change based on needs of Customer, furthermore, any such changes needed by the Customer will be implemented upon Customer’s request.

Locality Media, Inc. Agreement Feb 2023 Page 18 of 20
Exhibit D – RFP
Request for Proposal #310-AFR-12/07/2022 Fire Records Management System [Attached]

2 Contents

1. Purpose of the Request for Proposal.......................................................................................................... 3

2. Background ................................................................................................................................................. 3

3. Minimum Qualifications ............................................................................................................................. 3

4. Scope of Work ............................................................................................................................................ 4

5. General Requirements ................................................................................................................................ 6

6. Proposal Schedule ...................................................................................................................................... 6

7. Evaluation Factors for Award ..................................................................................................................... 7

8. Submission of Proposal .............................................................................................................................. 8

9. Questions and Communications ...............................................................................................................11

10. Responding to Requirements ...................................................................................................................12

11. General Terms and Conditions .................................................................................................................14 Appendix I – Standard Insurance Language .....................................................................................................22 Appendix II – Standard Indemnification Provision ...........................................................................................24 Appendix III – Non-Collusion Affidavit..............................................................................................................25 Appendix IV: Fire Records Management System Requirements ......................................................................26 Appendix V: Pricing Summary ..........................................................................................................................41 Appendix VI: References ..................................................................................................................................42

3 1. Purpose of the Request for Proposal

Anaheim Fire & Rescue (AFR) is s oliciting proposals from experienced and qualified vendors to provide, install, train, and support City staff in the implementation and use of a Fire Records Management System (RMS). The proposed solution will replace the current software system and is expected to deliver process improvements and promote the most effective use of City resources.

The proposed records management solution is expected to meet or exceed the specifications and requirements set forth this request for proposals (RFP) and provide the best overall value to the Department.

The ideal system will help Anaheim Fire & Rescue meet its current operational standards, as well as facilitate the attainment of future improvement goals.

2. Background

Anaheim is a full -service city supporting more than 359,000 residents, 24,000 businesses and 25 million annual visitors. The city provides public safety through the Anaheim Police Department and Anaheim Fire & Rescue, water and power service through Anaheim Public Utilities, parks, community centers, family services and librari es through Anaheim Community Services, neighborhood and transportation improvements through Anaheim Public Works and community revitalization through Community & Economic Development.

Anaheim is a modern, diverse city with a proud history dating back to it s 1857 founding. Anaheim is known worldwide as the home of the Disneyland Resort, including Walt Disney’s original Disneyland Park, as well as Angel Stadium of Anaheim and Angels Baseball, Honda Center and the Anaheim Ducks, and the Anaheim Convention Cent er, the largest on the West Coast. Anaheim’s thriving visitor industry and business community help support the city’s neighborhoods and make Anaheim a great place to live, work and play.

Anaheim Fire & Rescue, an internationally accredited and ISO Class I City, is an “all-risk” public safety agency whose responsibilities include: fire, rescue and emergency medical services; Homeland Security, disaster response, preparedness and emergency management; fire and life safety, community risk reduction and prevention services; public safety education; 9-1-1 communications and dispatch services; and inter-regional emergency response coordination. The Department staffs and maintains eleven fire stations across Anaheim and is organized into five Divisions: Administr ation, Support Services, Operations, Fire Prevention and Community Risk Reduction, along with Emergency Management and Preparedness.

The Department is staffed by a dynamic team of 279 full-time employees that have established Anaheim Fire & Rescue as a trusted leader in the public safety arena by investing in programs and projects that will have a positive impa ct on service delivery and enhance the D epartment’s ability to respond to and manage anticipated events in the C ity. These efforts create th e need for a dynamic records management platform that has the ability to collect and report on diverse streams of data generated both internally and through integration with outside service providers.

3. Minimum Qualifications

Proposer must meet the minimum qualifications below in order to be deemed responsive to this RFP:

a) Have three (3) years consecutive, recent experience developing, implementing a FIRE Records Management System application supporting a U.S.-based Public Agency, preferably in California.

7 7. Evaluation Factors for Award

An evaluation committee will be established by the City that will judge proposals based on a fair, impartial, and competitive selection process. The City shall not be obligated to accept the lowest priced proposal, but award will be made to the Firm offering the most advantageous proposal after consideration of all selection criteria. To determine the qualifications of the Firm, the City will weigh any evidence that the Firm has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the successful firm, consideration will be given not only to the financial standing but also to the general competency of the firm for the performance of the work covered and/or specified in the RFP documents.

The evaluation committee reserves the right to contact and evaluate the firm's and, if applicable, subcontractor's references; contact any firm to clarify any response or ask follow-up questions; contact any current users of a firm’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

Oral interviews on-site, or online demonstrations may, at the City's sole option, be conducted with responsive firms that submit proposals determined to be the most qualified. A live product demonstration should be expected in this instance. Discussions may be conducted to clarify and assure full understanding of, and responsiveness to, the solicitation requirements.

The City reserves the right to select a vendor based solely on the information submitted in the proposal and to make a contract award without any further discussion with the vendors regarding the responses received. Therefore, responses should be submitted initially on the most favorable terms available to the City from a price, contractual terms and conditions, and technical standpoint. A best and final offer (BAFO) may be solicited by the City.

A notification of intent to award may be sent to any selected firm. Award is contingent upon the successful negotiation of final contract terms and the approval of the Anaheim City Council. Negotiations shall be confidential and not subject to disclosure to competing firms unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City may negotiate a contract with another firm or withdraw the RFP. In the event the City Council does not approve the recommendation to award, the RFP may be cancelled without any cost or obligation to the City. The recommended proposal and resulting Agreement will require approval by the City Council for award. The firm selected will enter into a written contract with the City.

Your proposal will be evaluated by the Selection Committee will include, but may not be limited to the following criteria:
• Vendor background and experience implementing similar RMS applications for California public safety agencies
• Proposed Product offers an established NFIRS integration • Proposed Product is already developed, and in use by other Agencies

9 and in transit, as applicable. Please include any relevant security standards followed, best practice guides, or third-party security certifications the proposed solution has achieved.
4) Data Migration: Describe your experience in data
migration/conversion from Halligan, Emergency Reporting, 4-D FDM, PhaRmlogs and/or other comparable legacy applications. 5) Project Management: Describe your project management approach for the implementation of the proposed solution within the desired implementation timeline, including project management tools, dedicated staff, and responsibilities, including creation and management of the project plan and/or timeline.
6) Licensing: Describe your software licensing structure 7) Interfaces: Describe your experience integrating the proposed solution with external data interfaces (Keystone CAD, Telestaff, NFIRS, ImageTrend ePCR, Compliance Engine, ESRI GIS, Accela, iNovah, Creditron, Laserfiche, etc.).
8) Implementation Services: Including but not limited to implementation of the cloud-based or on-premise RMS solution, database configuration, system configuration, user administration, report generation, testing, and training. Any planned use of subcontractors should be mentioned here and will be subject to City approval.
9) Reporting Capabilities: Include a list of the standard and ad hoc reports typically employed by customers using the proposed solution.
10) Support: Provide a review of the support services offered, including, but not limited to System Administration, User Support, System Enhancements, Support for 3rd Party Integrations, Hosting of Cloud Services, Knowledge Base, Backup/Recovery including RTO/RPO objectives, etc.
11) City Resources Required: Identify and list any requirements for City- furnished items such as equipment, materials, facilities, or any other support that will be necessary to implement and complete this project.

5. Testing Plan Provide a comprehensive Test Plan that will illustrate how unit, integration and acceptance testing will be performed. The Test Plan will be prepared and delivered to the City for review and acceptance and should include:

1) An overview of each phase of testing with anticipated timeframe (to be included in the Project Schedule).
2) Specifications for the facilities and staff requirements and test configurations necessary to support each testing phase. 3) Issue Tracking – Institute an issue-tracking process that is accessible to the City.
4) Software Configuration Verification
5) A timeframe for preparing detailed test procedures and execution of the testing (to be included in the Project Schedule).

At a minimum the plan should include the following categories:
• Functional Testing
To demonstrate each of the discrete functional capabilities of the proposed solution.
• Operational Testing
To demonstrate the full operability of all integrated components in a “production-like” environment and to validate associated user and maintenance documentation.
• Performance (Benchmark) Testing
10 To demonstrate that the proposed solution meets or exceeds performance requirements.
• Final Acceptance Testing
To demonstrate that all components of the proposed solution are ready for production implementation (go-live).

6. Training Plan

Provide a training plan for delivery of a series of technological and functional training sessions for frontline staff, supervisors, system administrators, and finance staff. Beyond packaged one-size-fits-all training, describe how the training will be tailored to the City of Anaheim’s users and across desktop, iPad and phone devices. The proposed training plan should include:

1) An overview of the training program, including objectives, roles and responsibilities and facility requirements.
2) Samples of training program materials, such as syllabus or course outline examples.
3) Recommendations for on-going support staff and end-user training after implementation.

7. Technology Overview Provide an overview of the system technology and future strategic direction.

Include the following in the overview:

1) Desktop platforms supported
2) Mobile responsiveness/capabilities
3) Current application version and update frequency – include service levels for uptime and issue resolution, and anticipated downtimes related to software updates/releases
4) Security Administration and user set-up
5) Planned lifecycle for the recommended application
6) Known shortcomings of recommended application
7) Security highlights
8) Support – hours of service, average/guaranteed response time, ticketing system used, resources available, escalation process 9) System Back-up, Redundancy, Disaster Recovery Services 10) Multiple Environments – number and types supported and how they are utilized (e.g. Dev/Test/Prod)

8. Documentation Please provide available best practice and user administration documentation for a similar fire records management system currently in service in another jurisdiction

9. Pricing Completed Pricing summary found in Appendix V that indicates costs for software, implementation, and maintenance. Pricing must be fully comprehensive, complete, including all taxes, and list any available discounts or planned CPI increases. Pricing must be valid for at least 90 days from response submission date. All one-time and recurring costs must be fully provided. This should include your licensing structure and costs associated with using the proposed system.

The term of the contract may vary depending on the outcome of successful contract negotiations, so please provide comprehensive pricing for the first year, along with all other anticipated costs for four additional years, so the City will be able to evaluate a five-year aggregate cost. Additional pricing information can be supplied if it clarifies or provides relevant detail to your estimate

Software: Provide estimates for user counts and/or other methodologies.

Implementation Services: Including but not limited to implementation of the software, needs analysis, process mapping, system configuration, report development, data migration, testing, and training.
11 Maintenance: Indicate the estimated total dollars and percent of software license cost plus any CPI changes that might be incurred in years 2 – 5.

Note: Additional pricing information can be supplied if it clarifies or provides relevant detail to your estimate.

10. References Using the forms provided in Appendix VI provide five (5) Customer references from U.S.-based local public safety agencies and/or clients comparable in size to AFR, for which your firm has provided the required services to within the past three (3) years. References may be checked and could affect the award of the contract.

11. Contract
Performance
Indicate if at any time during the past five years the vendor has had a contract terminated for convenience, non-performance, or any other reason, or has entered into legal action with a customer. Describe the situation(s) including name and address of contracting party and circumstances.

12. RFP Exceptions Specifically identify exceptions to this RFP.

13. Acceptance of
Insurance and
Indemnity Provisions
Please indicate if your firm accepts the Insurance/Indemnity Provisions provided in Appendix I and Appendix II of this RFP

If you are unable to accept the terms presented:
1) Note any requested exceptions
2) Explain the rationale for these requested exceptions/modifications

Note: It is the City’s practice not to enter into Agreements that contain a limitation of liability provision. The City is under no obligation to accept requested exceptions mentioned above.

14. Vendor Contracts Provide vendor contract templates, which may include a sample Statement of Work, Perpetual Software License, SaaS License Agreement, 3rd Party Agreements, Maintenance, and Services Agreements, etc. for all applications and modules.

9. Questions and Communications

All questions, concerns or comments regarding this RFP must be submitted only through the vendor portal (http://anaheim.net/vendorportal) to the Purchasing Agent or other specified point of contact for this RFP.

Answers to such inquiries, as well as any revisions to the request for proposal, will be publicly posted on the City’s vendor portal in the form of an addendum. Any addenda shall become a part of this RFP. Oral and other interpretations or clarifications shall be without legal or contractual effect.

All questions regarding this RFP must be submitted through the vendor portal noted above and must be submitted no later than December 30, 2022, by 4:00 P.M. Pacific Standard Time.

The City’s policy is to provide fair and open competition and to ensure that accurate and complete information is communicated to all interested parties. Therefore, any verbal or written communications between any proposer or its representatives, agents or others acting on their behalf, and any other City employee, consultant, commission member, or elected official regarding this procurement are strictly prohibited from the time the RFP is issued until the date of execution of the contract. Any violation of the communication process set forth in this section may be grounds for disqualification of the offending firm from participation in this procurement.

13 Column D – Is Functionality Included in Price (Yes or No): By stating “Yes” in Column F the functional item is included in the configuration phase and costs, the proposer is responsible for delivering the functionality by Go-Live.

Column E – Vendor Notes: This field should contain clarifying statements regarding the functional requirements if necessary.

Please complete and submit attached Excel version of “Appendix IV - Fire Records Management System Requirements.xlsx” with your final proposal.

14 11. General Terms and Conditions

ACCEPTANCE PERIOD Unless otherwise specified herein, proposals are firm for a period of ninety (90) days.

ADDENDA ACKNOWLEDGMENT Each proposal shall include specific acknowledgment of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the proposal being rejected as not responsive. In electronic proposals, such acknowledgement is done online; in paper proposals, there is a space on the signature page for such acknowledgement.

AFFIRMATIVE ACTION AND NON-DISCRIMINATION If the total price exceeds $50,000, the successful bidder must certify prior to award that they have a written affirmative action program and that they comply with all federal, state, and municipal laws and regulations pertaining to affirmative action and non -discrimination.

This certification may be made on the Special Provisions form provided.

ASSIGNMENT OF RIGHTS OR OBLIGATIONS Except as noted hereunder, the successful Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the City.

AUTHORIZED SIGNATURES Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the City of Anaheim, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer.

AWARD OF PROPOSAL An evaluation committee will be established by the City. The committee will evaluate all proposals received in accordance with the selection criteria. The criteria are not listed in any order of preference. Award will be made to the Proposer offering the most advantageous proposal after consideration of all selection criteria set forth herein.

The evaluation committee reserves the right to contact and evaluate the Proposer's and (if applicable) subcontractor's references; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City after all factors have been evaluated.

Oral interviews may, at the City's sole option, be conducted with responsible Proposers who submit proposals determined to be most likely to best meet the needs of the City. Discussions may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Unless otherwise indicated, revisions may be permitted after submissions and before award for obtaining best and final proposals. In conducting discussions, the City will not disclose information derived from proposals submitted by competing Proposers.

A notification of intent to award may be sent to any Proposer selected. Award is contingent upon the successful negotiation of final contract terms and the approval of the Anaheim City Council. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached.

If contract negotiations cannot be concluded successfully, the City may negotiate a contract with another Proposer or withdraw the RFP. In the event the City Council does not approve the recommendation to award, the RFP may be cancelled without any cost or obligation of the City.

15 ADDITION/DELETION OF SERVICES The City of Anaheim reserves the right to add and/or delete services to be provided for in the contract. Should a service requirement be deleted, payment to the Successful Proposer will be reduced proportionally, to the amount of service reduced in accordance with the bid price. Should additional services be required from this contract, prices for such additions shall be in accordance with this Request for Proposal and Proposer’s response thereto.

AWARD SELECTION PROCESS Selection of qualified Proposers will generally be based on the quality and completeness of submitted proposal; understanding of project objectives; project approach; product offering; experience and expertise; re ferences; costs; and any other criteria identified in the specific RFP.

Additional questions may be asked of Proposers and interviews may be conducted. Proposers will be notified of any additional required information or interviews after the written prop osals have been evaluated.

Interviews will be held only with the most qualified respondents. The recommended proposals and resulting Agreement may require approval by the City Council for award. The Proposer selected will enter into a written contract with the City.

BUSINESS LICENSES Any person, including but not limited to, an individual, corporation, or sole proprietor who wishes to conduct any business within the City of Anaheim, must secure a business license. City law states that no person shall engage in business or transact and carry on a business, trade, profession, calling or occupation without first having procured a license from the City to do so, or without complying with any and all applicable provisions of Title 3 of the City Ordinance rela ting to business license. A City of Anaheim business license is not required for submitting a proposal, but must be obtained when awarded a contract, prior to commencing services or selling merchandise to the City.

CANCELLATION OF SOLICITATION The City may cancel this solicitation at any time, without obligation.

COMPLIANCE WITH LAWS The Contractor shall adhere to all applicable federal, state, and local laws, codes and ordinances, including, but not limited to, those promulgated by CAL-OSHA, FED-OSHA, EPA, the California State Department of Health Services, and City of Anaheim regulations. Contractor shall conform to the Immigration Reform and Control Act of 1986, as amended, including, but not limited to, the verification of the employment eligibility of Contractor’s employees working in the City, and the Workers Compensation laws of the State of California.

CONTRACT DOCUMENTS, EXAMINATION OF It is the responsibility of the Proposer to thoroughly examine and be familiar with legal and procedural docu ments, general conditions, all forms, specifications, scope of work, drawings, plans, and addenda (if any), hereinafter referred to as Contract Documents. Proposer shall satisfy himself as to the nature, quantity, and quality of work to be performed and m aterials, labor, supervision, equipment and permits necessary to perform the work as specified by the Contract Documents.

The failure or neglect of the Proposer to examine the Contract Documents shall in no way relieve him from any obligations with respect to the solicitation or contract. The submission of a proposal shall constitute an acknowledgment upon which the City of Anaheim may rely that the Proposer has thoroughly examined and is familiar with the contract documents. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.

DEFINITION OF TERMS For the purposes of this RFP, the following definitions will be used:

Contractor - Same as Proposer, may be used interchangeably with "Supplier," “Bidder,” or "Vendor." Evaluation Committee -. A committee established by the City to review, evaluate, and score the proposals, and to recommend award to the Proposer that submitted the proposal determined by the committee to be in the best interest of the City.

May - Indicates something that is not mandatory but permissible.

Must/Shall - Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement will be deemed non-responsive and may not be considered for award. 16 Proposer - The person or firm making the offer. May be used interchangeably with the word “Bidder.” Proposal - The offer presented by the proposer.

RFP - Acronym for Request for Proposals.

Should - Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your proposal.

Submission Deadline - The date and time on or before which all proposals must be submitted.

Successful Proposer - The person, Contractor, or firm to whom the award is made.

DISQUALIFICATION OF PROPOSER If there is reason to believe that collusion exists among the proposers, the City may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one proposal for the same work unless alternate proposals are called for. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. A person, firm, or corporation who has submitted a sub -Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-Proposal or quoting prices to other Proposers. Proposers shall submit as part of their Proposal documents the completed Non-Collusion Affidavit provided herein.

DOCUMENTS TO BE RETURNED WITH PROPOSAL Failure to completely execute and submit the required documents before the Submission Deadline may render a proposal non -responsive. The documents that must be returned by the Submission Deadline are indicated on the specific Request for Proposal Documents.

EXECUTION OF CONTRACT Time is of the essence for this contract. The Successful Proposer will be expected to execute the contract, including but not limited to signing all necessary documents and submitting all required bonds and evidences of insurance, within ten (10) days after notification of award. One copy of the contract will be returned to the Contractor after the City of Anaheim executes the contract. In case of failure of the Contractor to execute and return the contract and all required docu ments within the time allowed, the City of Anaheim may, at its option, consider that the Proposer has abandoned the contract. After the contract has been executed, including the insurance documents, certificates, and any applicable bonds, notice to proceed will be issued. Unless otherwise specified, Proposer agrees to commence work within ten (10) working days after the date of the notice to proceed and fully complete the project within the time specified in the contract.

FIRM PRICE PERIOD Unless specified otherwise herein, Proposers’ offer shall remain valid and firm for a period of not less than ninety (90) calendar days from the Submission Deadline.

HOLD HARMLESS AND INDEMNIFICATION The successful bidder her eby agrees to indemnify, defend, and hold harmless the City (including its officials, officers, agents, employees, and representatives) from and against any and all claims of any kind or nature presented against the City arising out of vendor’s (including vendor’s employees, representatives, and subcontractors) performance under this agreement, excepting only such claims, costs or liability which may arise out of the sole negligence or willful misconduct of the City.

INDEPENDENT CONTRACTOR Contractor covenants that it presently has no interest, a nd shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor further covenants that, in the performance of this contract, no subcontractor or person having such an interest shall be employed. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of City of Anaheim. It is expressly agreed by Contractor that in the performance of the services required under this contract, Contractor, and any of its subcontractors or employees, shall at times be considered independent contractors and not agents of City of Anaheim. 17 INFORMED PROPOSER Proposers are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at Proposers’ own risk and they cannot secure relief on the plea of error.

INK OR TYPEWRITTEN For prop osals submitted in hard copy (paper) format, all information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal.

INSURANCE REQUIREMENTS Within ten (10) consecutive calendar days of award of contract, Successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified in the specifications and naming the City of Anaheim, its officers and agents, Additional Insured by endorsement.

Failure to furnish the required certificates within the time allowed may result breach of the contract. Unless different requirements are called out elsewhere in the RFP, the City's general insurance requirements are:

1. Comprehensive General Liability Insurance: (include products liability coverage, when applicable); $2,000,000 per occurrence.

2. Auto Liability Insurance: $2,000,000 per occurrence, combined single limit (CSL).

3. Workers' Compensation Insurance: as required by California law and Employers Liability Insurance in an amount not less than $1,000,000 per occurrence.

4. City of Anaheim to be named as an Additional Insured on the above-captioned insurance coverages as respects the City's interests under this agreement. This is to be complied with by presenting an appropriate insurance certificate to the City prior to commencement of work under this agreement; and by presenting to the City an endorsement to the policy signed by an officer of the insurance company within ten (10) days of the inception date of this agreement.

5. All policies of insurance shall provide for a minimum of thirty (30) days written notice of any change or cancellation of the policy.

6. Insurance policies are to be in a form and written through companies acceptable to the City, and shall include those endorsements which are necessary to extend coverage which is appropriate to the nature of the agreement.

Please see Appendix I for more details.

INTERPRETATION OF CONTRACT DOCUMENTS; ADDENDA If any person is in doubt as to the true meaning of any part of the specifications or other contract documents, or finds discrepancies or omissions in the specifications, he may submit to the City of Anaheim a written request for an interpretation or cor rection.

Requests for interpretations shall be made in writing and delivered to the City of Anaheim by email, or facsimile to the person identified herein at least ten (10) days before the Submission Deadline, unless a different date is stated in the spec ific RFP. The requesting party is responsible for prompt delivery of any requests. When the City of Anaheim considers interpretations necessary, interpretations will be in the form of a written addendum to the contract documents, which will be e-mailed to all parties recorded by the City of Anaheim as having received contract documents, or posted on the City's website at http://www.anaheim.net/vendorportal for all Proposers to reference. All such addenda shall become a part of the contract. Oral and other interpretations or clarifications shall be without legal or contractual effect.

It is the responsibility of each Proposer to ensure the City of Anaheim has their corr ect business name, address, phone number, and e -mail on file. Any prospective Proposer who obtained a set of contract documents from anyone other than the City of Anaheim is responsible for verifying the accuracy and completeness of the documents, and for registering as a Prospective Bidder with the City of Anaheim, in order to receive subsequent Addenda.

18 LIMITATION OF LIABILITY Unless otherwise expressly set forth herein, (a) each Party’s maximum liability for loss or damage arising out of the perfor mance or non-performance under this Agreement shall be proven direct, actual damages and (b) each Party’s sole remedy against the other for loss or damage arising out of the performance or non-performance under this Agreement shall be proven direct, actual damages. Neither party shall be liable to the other for any indirect, punitive, incidental, reliance, special or consequential damages arising out of its performance or non-performance under this Agreement, whether or not such party had been advised of the possibility of such damages.

MINORITY OWNED BUSINESSES The City of Anaheim encourages minority -owned business firms to submit proposals. Opportunity to identify your firm is contained within the Special Provisions forms.

NOMENCLATURES The terms Successful Proposer, Successful Contractor, Contractor, Supplier and/or vendor may be used interchangeably in these specifications and documents and shall refer exclusively to the firm with whom the City enters into a contract because of this solicitation.

NONDISCLOSURE Until such time that the City Council awards the contract, the Proposer agrees that its proposal shall not be made available to any individual or organization without the prior written approval of the City of Anaheim. The master copy of each pr oposal shall be retained for official files and will become public record after the award of a contract, unless the City of Anaheim determines, in its sole discretion, that the proposal or specific parts of the proposal are exempt from disclosure under California law.

NON-COLLUSION AFFIDAVIT Proposers are required to submit a Non-Collusion Affidavit with their Proposals.

See enclosed Affidavit.

OFFERS OF MORE THAN ONE PRICE Unless otherwise specified within these RFP documents, Proposers are not allowed to submit more than one proposal.

OPENING OF PROPOSALS The City of Anaheim reserves the right to postpone the Submission Deadline and opening of proposals any time before th e date and time announced in the Request for Proposals or subsequent addenda.

PRE-PROPOSAL CONFERENCE When applicable, a pre -proposal conference may be scheduled to allow Proposer’s to view the jobsite and/or ask questions concerning the specifications or proposal content. If a pre-proposal conference is to be held, the date, time, and location will be indicated on the RFP documents, and the conference will be designated to be either optional or mandatory. Proposals will not be considered from suppliers who failed to attend a mandatory pre-proposal conference.

PRICE DISCREPANCIES In the event that there are unit price items in a proposal schedule and the "amount" indicated for the extended price of an item does not equal the product of the unit price an d quantity listed, the unit price shall govern and the extended price amount will be corrected accordingly. If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the indivi dual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Proposer will be bound by said corrections.

PRICES All Proposals shall give the prices proposed, and all other information requested herein, and shall be signed by the Proposer’s authorized representative. Proposal prices shall include everything necessary for the completion and fulfillment of the contract in accordance with the contract documents, except as may be provided otherwise in the contract documents. Any items shown on the plans or details or described in the specifications that are not specifically listed in the proposal item are to be considered included in the proposal item and no additional or special compensation will be allowed. In the event that there is more than one proposal item in the proposal schedule, the Proposer shall furnish a price for all proposal items in the 19 schedule, and failure to do so may render the proposal as non -responsive and may cause its rejection. The total amount of the proposal will be the sum of the total prices of all items in the proposal schedule. The total price of unit price items will be the product of the unit price and estimated quantity of the item. In case of discrepancy between the unit price and total price of an item, the unit price shall prevail. If the unit price is ambiguous, unintelligible, or uncertain for any cause, or is omitted, it shall b e the amount obtained by dividing the amount set forth as the total price by the estimated quantity of the item.

PROPOSAL CONTENT Proposer must describe in detail how he will meet the requirements of this RFP, and may provide additional related information with his proposal. The proposal must be presented in a format that corresponds to, and references, the sections outlined in the Specification or Scope of Work, and must be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposals should be straightforward and concise and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

Proposals must include all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements (if applicable), and the Proposer’s standard contract language.

PROPOSAL COSTS The City is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

PROPOSAL DEADLINE Proposals may be submitted any time before the Submission Deadline. Proposals that do not arrive by the Submission Deadline will be late and will not be considered. Paper proposals delivered before the Submission Deadline but to the wrong City office will be considered non -responsive unless re - delivery is made to the office specified before the Submission Deadline. It is the responsi bility of Proposers to allow sufficient time for their proposals to be received by the Purchasing Office before the Submission Deadline. The City will not be held responsible for paper proposals mishandled as a result of the envelope not being properly labeled and delivered, or in the case of an electronic submission, for failure of a Proposer to allow adequate time to fully upload their electronic submission before the Submission Deadline.

PROPOSAL FORMS Proposals must be submitted on the forms supplied, or in the format requested, by the Purchasing Division. If the proposal is submitted in paper format, one original and the requested number of copies must be submitted on or before the Submission Deadline. Proposers shall submit one (1) original proposal marked “MASTER” and the requested number of identical copies, clearly marked "COPY".

Envelopes containing the original and the copies should be marked in accordance with the directions found elsewhere in these instructions. If discrepancies are found between the copies, or between the original and any copies, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the City reserves the right to use the original as the Master. If no do cument can be identified as an original, bearing original signatures, Proposer's proposal may be rejected at the discretion of the City. For proposals submitted electronically, all required forms must be uploaded in the area provided in the vendor portal.

PROPOSAL MODIFICATIONS Any Proposer who wishes to make modifications to a proposal already received by the City of Anaheim must withdraw his proposal in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Withdrawal of Proposal). For proposals submitted in paper form, all modifications must be made in ink, properly initialed by Proposer’s 20 authorized representative, executed, and resubmitted in accordance with the terms and condit ions of this solicitation. Electronic submissions may be withdrawn and resubmitted online. It is the responsibility of the Proposer to ensure that modified or withdrawn proposals are resubmitted before the Submission Deadline.

PROPOSAL OPENING AND RESULT S Only the names of the Proposers submitting proposals will be posted after opening. After an award is made, proposals received will become public record and made available upon request to the City Clerk.

PROPOSER IS SOLE POINT OF CONTACT The Successful Proposer will be the sole point of contact for any resulting contract. The City will look solely to the Successful Proposer for the performance of all contractual obligations that may result from an award based on this RFP, and the awarded Proposer shall not be relieved for the non-performance of any or all subcontractors.

PROPOSER'S BACKGROUND Proposer must provide a company profile. Information required is shown on the enclosed Request for Proposal. If so requested, Proposer must include in his proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable.

Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

PROPOSER'S REFERENCES Proposers may be required to provide references from similar projects performed for any other clients. Information required is shown on the enclosed Request for Proposal.

QUALIFICATION OF PROPOSERS Each Proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract. The Proposer's experience shall be set forth and submitted in the Proposal. It is the intention of the City to award a contract to a Proposer who furnishes satisfactory evidence that the Proposer has the requisite experience, ability, sufficient capital, facilities, and resources to enable the Proposer to perform the work successfully and properly, and to complete it within the time specified in the contract. To determine the qualifications of the Proposer, the City will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the Successful Proposer, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work covered and/or specified in the contract documents.

QUESTIONS AND COMMENTS Questions and comments regarding this solicitati on must be submitted electronically through the vendor portal no later than ten (10) days before the Submission Deadline, unless a different date is stated in the specific RFP. The questioner's company name, phone, email address, and contact person must be included with the questions or comments. Answers made by the City will be posted electronically in the vendor portal. Attempting to obtain information from anyone other than the named point of contact for this RFP is strictly prohibited. Communications about this RFP with other City staff or elected officials, or other efforts to influence the outcome of the RFP process may result in disqualification or rejection of the offending company’s proposal.

REJECTION OF PROPOSALS, WAIVER OF INFORMALITIES The C ity reserves the right to reject any or all proposals, or any part of a proposal. The City reserves the right to reject the proposal of any Proposer who previously failed to perform adequately for the City or any other client. The City expressly reserves the right to reject the proposal of any Proposer who is in default on the payment of taxes, licenses, or other monies due the City of Anaheim.

21 SIGNATURES An individual who is authorized to bind the Proposer must sign the proposal.

SPECIAL PROVISIONS AT TACHMENT The special provisions attachment contains requirements that are hereby incorporated into this request for proposal and will become binding contract documents. Please enclose the signed special provisions form and any affidavits, bonds or other required documents with your proposal.

SPECIFICATIONS, DEFINITION The term "specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation, including but not limited to; the Request For Proposals, Instructions To Proposers, Terms and Conditions, Detailed Specifications or Scope of Work, Proposal form(s), Special Provisions, , Subcontractor's List, and Insurance Certificates.

SUBCONTRACTOR’S COMPETENCY In the event subcontractors are allowed, the Successful Proposer will be required to establish to the satisfaction of the City of Anaheim the competency, reliability and responsibility of the subcontractors proposed to furnish or perform 10 % or more of the work described in the contract documents. Before the award of the contract, the City of Anaheim will notify the Proposer in writing if, after due investigation, the City of Anaheim has reasonable objection to any proposed subcontractor. If the City of Anaheim has reasonable objection to any subcontractor the Proposer shall submit an acceptable substitute to the City. Persons and entities proposed by the Proposer to be used as subcontractors, and to whom the City of Anaheim has made no reasonable objection, must be used on the work for which they were proposed and shall not be changed except with the written consent of the City of Anaheim.

SUBMISSION METHOD The City issues and receives most solicitations electronically through the bid management vendor portal. However, in the event paper proposals are requested, such proposals must be submitted in sealed envelopes and should be properly identified with the Proposal number and the Submission Deadline. Telephone, facsimile, or late Proposals will not be accepted or considered.

TAXES Successful Proposer shall pay all federal, state and taxes, levies, duties and assessments of every nature due in connection with any work under the contract and shall indemnify and hold harmless the City of Anaheim from any liability on account of any and all such taxes, levies, duties, assessments and deductions.

Proposal prices shall include allowance for said taxes.

TERMS OF THE OFFER The City reserves the right to negotiate final contract terms with any Proposer selected.

The contract between the parties will consist of the RFP together with any modifications thereto, the awarded Proposer’s proposal, and all modifications and clarifications that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Proposer’s proposal, and the awarded Proposer’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Proposer misrepresentation shall be treated as fraudulent concealment from the City of the facts relating to the proposal.

WITHDRAWAL OF PROPOSAL Proposers’ authorized representative may withdraw Proposals only before the Proposal Submission Deadline. After that time, Proposers may not withdraw their Proposals for a period of ninety (90) days from the date of opening, unless a different time limit is identified in the specifications of this solicitation. At no time may the successful Proposer withdraw his Proposal.

– End of General Conditions –

Appendix I – Standard Insurance Language

Note: The following represents the City’s standard language for the insurance provisions in its contracts.

With few exceptions, the language in the final Agreement will be as shown here. If a Proposer has any concerns regarding any of the City’s insurance language or requirements, which would render the Proposer unable or unwilling to enter into an Agreement with the City, the Proposer shall identify these concerns in Section 15 of its proposal. Be specific. Deviations from the City’s standard language may be considered by the City in its evaluation of the responsiveness of a proposal.

INSURANCE-SECTION 10
Without limiting ANAHEIM’s right to indemnification, it is agreed that CONSULTANT shall secure, prior to commencing any activities under this Agreement, and maintain, during the term of this Agreement, insurance coverage as follows:
.01 Workers’ Compensation Insurance as required by California law and Employers Liability Insurance in an amount not less than $1,000,000 per occurrence. .02 Commercial General Liability Insurance, including coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed Operations Liability, and Independent Contractor’s Liability (if applicable), in an amount not less than $ 2,000,000 per occurrence, $ 4,000,000 annual aggregate, written on an on an occurrence form. Any deductible or self-insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the approval of the City’s Risk Manager.
.03 Automobile Liability Coverage includi ng-as applicable -owned, non -owned, and hired autos, in an amount not less than $2,000,000, combined single limit, as required by California law. .04 Professional Liability Insurance, inclusive of Cyber liability, in an amount not less than $2,000,000 per claim, and CONTRACTOR shall maintain such coverage for at least one (1) year from termination of this Agreement. Any deductible or self -insured retention in excess of $10,000 must be disclosed to ANAHEIM, in writing, at the inception of this Agreement and is subject to the approval of the City’s Risk Manager.

10.2 Each insurance policy required by this Agreement shall contain the following clause or shall otherwise provide for the following conditions: “This insurance shall not be cancelled, or limited in scope or coverage, until after thirty (30) days prior written notice has been given to the City Clerk, City of Anaheim, 200 S. Anaheim Blvd., Anaheim, CA 92805, except in the event of cancellation for non-payment of premium which shall provide for not less than ten (10) days notice.”

10.3 Each insurance policy required by this Agreement, excepting policies for Professional Liability and Workers’ Compensation, shall contain the following clauses or shall otherwise provide for the following conditions:
.01 “It is agreed that any insurance maintained by CONSULTANT, pursuant to this Agreement, shall be primary to, and not contribute with, any insurance or self -insurance maintained by the City of Anaheim.”
.02 “The City of Anaheim, its officers, agents, employees, representatives and ANAHEIM - designated volunteers are added as additional insureds as respects the acts, omissions, operations and activities of, or on behalf of, the named insured, in regard to products supplied to, or work or services

23 performed for, or related to, the City of Anaheim.”

10.4 Prior to commencing any work under this Agreement, CONSULTANT shall deliver to ANAHEIM insurance certificates confirming the existence of the insurance required under this Agreement, and including the applicable clauses referenced above. Also, within thirty (30) days of the execution date of this Agreement, CONSULTANT shall provide ANAHEIM: (i) endorsements to the insurance policies which add to these policies the applicable clauses referenced above; or (i i) in lieu of said endorsements, documentation acceptable to ANAHEIM evidencing that the coverage, terms, and conditions set forth in the above -referenced clauses are otherwise included in said insurance policies. Insurance required hereunder shall be placed with insurers: (i) admitted to write insurance in California; (ii) possessing an A.

M. Best’s rating of A VII or higher; or (iii) otherwise acceptable to ANAHEIM, with prior written permission from ANAHEIM. In the event that a claim or other legal action is filed against ANAHEIM, and if ANAHEIM, in its good faith opinion, believes it may have coverage under any of the insurance required herein, then ANAHEIM has the right to demand, and to receive within a reasonable time period, copies of the insurance policies related to such required insurance; provided, however, that this provision shall not apply if the Parties agree that CONSULTANT shall fully defend, hold harmless, and indemnify ANAHEIM against any such claim or other legal action.

10.5 In addit ion to other remedies ANAHEIM may have if CONSULTANT fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, ANAHEIM may, at its sole option:
.01 Order CONSULTANT to stop work under this Agreement and/or withhold any payment(s) which become due to CONSULTANT hereunder until CONSULTANT demonstrates compliance with the requirements hereof; or
.02 Terminate this Agreement.

Exercise of any of the above remedies, however, is an alternative to other remedies ANAHEIM may have and is not the exclusive remedy for CONSULTANT’s failure to maintain insurance or secure appropriate endorsements.

10.6 Nothing herein contained shall be construed as limiting in any way the extent to which CONSULTANT may be held responsible for payments of damages to persons or property resulting from CONSULTANT’s (or CONSULTANT’s contractors/subcontractor, if any) performance of the work covered under this Agreement, provided, however, that in no event shal l CONSULTANT’s liability to ANAHEIM under this provision exceed the greater of (i) the total amount of the fees paid to CONSULTANT for such work or services, or (ii) the amount of valid and collectible insurance carried by, maintained by, or otherwise avai lable to CONSULTANT (or CONSULTANTS’s professional staff, contractors, or sub - contractors), which is applicable to any claim, loss, costs, defense, or liability arising out of this agreement.

10.7 In the event CONSULTANT hires other persons or firms to pe rform some of the work related to this Agreement, CONSULTANT shall ensure, and certify to ANAHEIM in writing that: (i) the acts or omissions of such persons or firms are covered under the above -referenced liability insurance; or (ii) such firms maintain insurance equal to or better than, and subject to the same limits, terms and conditions as, the insurance required of CONSULTANT under this Agreement (except for firms which are not performing professional services -such firms shall not be required to carry t he above -referenced professional liability insurance); and in either instance, CONSULTANT shall provide, or cause to be provided, evidence of such insurance coverage, reasonably acceptable to ANAHEIM.

10.8 ANAHEIM’s Risk Manager is hereby authorized to re duce the requirements set forth herein in the event she determines that such reduction is in ANAHEIM’s best interest.

24 Appendix II – Standard Indemnification Provision

The following represents the City’s standard language for the indemnification, defense, and hold harmless provisions in its contracts. With very few exceptions, the language in the final Agreement will be as shown here. If a Proposer has any concerns reg arding any of the City’s indemnification language which would render the Proposer unable or unwilling to enter into an Agreement with the City, Proposer shall identify these concerns in Section 15 of its proposal. Be specific. Deviations from the City’s standard language may be considered by City in its evaluation of the responsiveness of a proposal.

[Note: Proposer should also be aware it is the City’s practice not to enter into Agreements that contain a limitation of liability provision.]

INDEMNIFICATION-SECTION 11

11.1 As respects acts, errors or omissions in the performance of professional services, CONSULTANT agrees to indemnify and hold harmless ANAHEIM, its officials, officers, and employees from and against any and all clai ms, losses, damages, defense costs, or liability, of any kind or nature, to the extent arising directly out of CONSULTANT’s (or CONSULTANT’s contractors’ or subcontractors’, if any) negligent acts, errors or omissions in the performance of professional services under this Agreement.

11.2 As respects all acts, errors or omissions which do not arise directly out of the performance of professional services, including but not limited to those acts, errors or omissions typically covered by ISO-based general and automobile liability insurance coverage, CONSULTANT agrees to indemnify, defend (at ANAHEIM's option), and hold harmless ANAHEIM, its officials, officers, employees, agents, and representatives from and against any and all claims, losses, damages, defense costs, or liability, of any kind or nature (collectively referred to hereinafter as “Claims”), arising out of or in connection with CONSULTANT’s (or CONSULTANT's contractors’ or subcontractors’, if any) acts, errors, omissions, or work, relative to this A greement; except for those Claims which arise out of the sole negligence or willful misconduct of ANAHEIM.

11.3 The obligations set forth in this indemnification provision (i) shall be in effect without regard to whether or not ANAHEIM, CONSULTANT, or an y other person maintains, or fails to maintain, insurance coverage, or a self-insurance program, for any such Claims; and (ii) shall survive the termination of this Agreement.

25 Appendix III – Non-Collusion Affidavit

Note: To be executed by Proposer and submitted with proposal. STATE OF CALIFORNIA County of

, being first duly sworn deposes and says that
he/she is of
, the party making the foregoing bid that such bid is not made in the interest of or on the behalf of any undisclosed person, partnership, company, association, organization or corporation; that such bid is genuine and not collusive or sham; that said bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from b idding; that said bidder has not in any manner directly or indirectly sought by agreement, communication, or conference with anyone to fix the bid price of said bidder or of any other bidder or to fix any overhead profit, or cost element of such bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in such bid are true, and further, that said bidder has not directly or indirectly submitted his bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, or to any other individual except to any person or persons as have a partnership or other financial interest with said bidder in the general business.

Subscribed and sworn to before me this

day of , 20

Notary Public in and for said County and State

26 Appendix IV: Fire Records Management System Requirements

Please complete and submit attached Excel version of “Appendix IV - Fire Records Management System Requirements.xlsx” with your final proposal.

27 28

29 30

33 34

35 36

37 38

39 40

End “Appendix IV - Fire Records Management System Requirements.xlsx.” Please complete and submit attached Excel version of with your final proposal.

Locality Media, Inc. Agreement Feb 2023 Page 19 of 20
Exhibit E – RFP Response
Response to Request for Proposal #310-AFR-12/07/2022 Fire Records Management System [Attached]

First Due Request for Proposal: City of Anaheim
www.firstdue com | © 2023 First Due & Locality Media, Inc.

Do not share or reproduce without authorization.
5 Do Not Share or Reproduce – Fire Records Management System

1. Executive Summary
A brief synopsis of your firm’s understanding of the services to be provided and how your firm plans to meet AFR’s needs. Limit to 2 pages.

First Due is passionate about ensuring public safety
agencies around North America can take a giant leap
forward in how information is used to plan for incidents, increase survivability, and de-risk communities. Formed in 2016, we are proud to have more than 500 customers
and more than 150 employees.

By delivering a platform for collaboration and sharing, we bridge the deadly information gap end-to-end,
always keeping in mind the way First Responders and
Emergency Managers work today. Our end-to-end,
cloud-based solution provides a complete, one-stop
resource for the modern fire and EMS service.

Learn more about our true cloud products:
• A best-of-breed Pre-Incident Planning platform to collect data and create amazing pre- plans in the field, and even automatically create pre-plans on every structure by programmatically connecting to third-party data sources. • An interactive Community Engagement platform which allows your residents and business owners to share critical life safety information on their homes & occupancies. • A comprehensive Fire Prevention module, including customizable inspection checklists, code management, invoicing, permits, virtual inspections, integrated pre-planning, investigations and more.
• A complete Mobile Response platform, tied to dispatch, so your crews can access this great information at the time of response, as well as be notified enroute to the call, all on web, iOS, and Android.
• An Incident Reporting platform with automated NFIRS and NFORS reporting with NEMSIS compliant ePCR.
• Best-of-breed, fully integrated Scheduling and Personnel Management with flexible shift board, time-off, call shifts, messaging and more. • Asset and Inventory Management with real-time insight and statistics into apparatus & equipment health, usage, and compliance, seamlessly linked to First Due Scheduling, Incident Reporting & more.
• Modules for Training and Events Management to help you manage your administrative systems with ease.

First Due Request for Proposal: City of Anaheim
www.firstdue com | © 2023 First Due & Locality Media, Inc.

Do not share or reproduce without authorization.
6 Do Not Share or Reproduce – Fire Records Management System

Your First Due Team
The First Due team has extensive experience developing, implementing, and supporting software and technology projects, including the First Due system. As a team, we have implemented our software for agencies across the country with requirements of varying complexity – including large-scale deployments such as Seattle, Charlotte, the NVERS group (Fairfax County, Alexandria, Arlington, etc), Mecklenburg County, Buncombe, and more.

Nicholas Dunigan is your primary point of contact for this bid and he can be reached at [email protected] or (717) 215 – 1248.

First Due Solution
As times change, keeping up with the demands of modern firefighting and response is more important than ever. From Pre-Incident Planning to Response and Incident Reporting, Fire and EMS agencies nationwide struggle to effectively manage their day-to-day operations in a single platform.

First Due has the solution. We've built a solution that does everything in a single platform, with maintenance, upgrades, and access on any device. We build what you need faster and innovate to stay ahead of the rapidly changing world of Public Safety. And we partner with you to continue to innovate and support your agency's specific needs.

Join us to reimagine public safety software.

Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes
System allows overall customization, including Fire Department name and logo, background color, etc 5 Yes The system, including inspection reports, permits, etc. can be customized.

System provides the ability to add user defined fields to screens and tables and to use these fields for data input and reporting and the ability to hide unused fields from screens 5 Yes Confirmed. First Due satisfies this requirement.

All data entered by the Department is property of the City 5 Yes First Due believes the data belongs to the client; we
are simply the host for the life of your contract.

Upon termination of contract, data must be transferred in the designated format at no cost to the City 5 Yes Confirmed. Upon contract termination, First Due will
return your data to you in a CSV file following a
request to your Customer Success Manager.

Data mapping and conversion activities for historical inspection data is included from 4D 5 Yes Confirmed. First Due satisfies this requirement.

User interface must be easy to navigate using intuitive menu structures tailored to the efficient entry of critical incident data 5 Yes First Due prides itself on being iterative and designed for use in the field.

Interface must be fluid and responsive on desktop and mobile platforms 5 Yes First Due is fully responsive. An iOS and Android app is also available.

Interface Design should minimize number of clicks and screens needed to enter required information 5 Yes Clicks, screens, and checkboxes are minimized for
ease of use.

System includes dropdown menus and radio buttons to allow for swift entry of data 5 Yes Dropdowns and radio buttons are included where
appropriate.

The user interface should follow a set of rules consistent with web-based applications, eg “F1” for help, “Ctrl-P” for print, “Ctrl-S” for save, etc 5 Yes
First Due is consisten with rules/shortcuts for major
Web browsers.

System allows for the creation of custom fields 5 Yes Custom fields can be created.

System supports concurrent editing 3 Yes
This is a development feature that our team is aware
of and will be working toward in a future release.

Users are able to visually identify mandatory fields 5 Yes Confirmed. First Due satisfies this requirement.

System validates mandatory fields before allowing user to progress to the next screen and/or save the record 5 Yes Confirmed. Agencies can also define mandatory fields
as needed.

System provides field validation (eg date validation, and input values to be validated against tables) 5 Yes Confirmed. Agencies can also define field validation as needed.

System prompts user before taking irreversible action 5 Yes Confirmed. First Due satisfies this requirement.

System prevents incomplete forms from being submitted 5 Yes Confirmed. First Due satisfies this requirement.

System supports performance of spell checks in data entry fields 5 Yes Spell check is included.

Workflows are customizable based on established business rules 5 Yes Workflows are customizable by the agency.

Users must be assigned calls they are responsible and have required field identified 5 Yes Confirmed. First Due satisfies this requirement.

System enables staff to create and/or obtain reports or to export data with minimal training or assistance from the IT Support Services 5 Yes
Confirmed. We offer ad-hoc and canned reports for
ease of use.

System provides ability to conduct queries and print results 5 Yes Queries can be conducted, viewed, saved, and
printed.

System provides robust search/query capabilities for data analysis Examples include 5 Yes This search capability is included. a User-selectable search criteria including ranges 5 Yes This search capability is included. b Ability to perform searches or a combination of fields using “and” “or” conditions 5 Yes This search capability is included. c Search “null” values 5 Yes This search capability is included. d Search with wildcards 5 Yes This search capability is included. e Apply “contains”, “greater than”, “less than” and “between" modifiers 5 Yes This search capability is included.

System provides the ability to limit queries and reports by default to the user’s organization/sub-unit and security profile 5 Yes This search capability is included.

System provides the ability to export search results directly to Excel, PDF, etc 5 Yes These export capabilities are available.

System provides the ability to save frequently run queries and reports to personal and/or workgroup favorites 5 Yes This reporting capability is available.

System provides the ability to save queries and reports for use by other staff with system access and with results constrained based on the security profile of those users 5 Yes Queries can be saved and accessed by other users.

System provides ability to modify existing queries and reports to include new data elements 5 Yes Existing queries can be modified.

System provides the ability to create reports indicating outstanding incident reports and responsible parties 5 Yes This reporting capability is available.

Users can create customizable ad hoc reports 5 Yes Ad-hoc reporting is available for our modules.

Users have the ability to query live data in the system 5 Yes Live data can be queried.

Reports can be configured and set to run and be delivered via e-mail at regular intervals (eg daily, weekly, monthly, etc); Provides the ability to customize outgoing email addresses 5 Yes Confirmed. This reporting functionality is available.

Reports can be queried by date range, incident types, as well as other filtered values 5 Yes Confirmed. This reporting functionality is available.

Report functionality includes ability to redact confidential information 5 Yes Confirmed. Redaction functionality is available.

System allows attachment of multiple media types (audio, digital photos, video, scanned images) 5 Yes These media types can be attached.

System automatically syncs files captured in the field that have been added to specific records 5 Yes Files are automatically synced by record across all
First Due modules.

Attachments are stored in a secure manner for the life of the system 5 Yes Attachments are stored with the bank-level security
that applies to all First Due data.

System meets or exceeds industry standard for security protocols, all identified security vulnerabilities have been addressed in the current version of the software and security vulnerabilities are remediated at regular intervals via updates or patches 5 Yes Confirmed. First Due uses Amazon Web Services
(AWS) as its data center. AWS has best-in-class
security measures and certifications, as well as full
redundancy to ensure total business continuity and
disaster recovery.

System has built in safeguards to protect against unauthorized access to system 5 Yes Confirmed. We utilize hashed passwords via bycrypt
with built-in salts, web server configuration to not
support weak protocols and ciphers, data encrypted
in transit and at rest, and TLS and forward secrecy
using AES.

System uses secure methods when transferring, storing and processing data 5 Yes Confirmed. All data is encrypted in transit and at rest.

System logs all security related events, including logon, logoff, data modification, data deletion, change in rights/permissions levels, and the addition of data/information to the software 5 Yes Confirmed. First Due audits every activity in the
system, including those listed, and can provide an
audit document to the City if requested.

Robust security capabilities with the ability to integrate to Microsoft Active Directory 5 Yes Confirmed. Security is at the user level and is
managed by the account administrator.

System has the ability to control access to applications, menus, fields by user by default to the user's organization/sub-unit and security profile 5 Yes
Confirmed. Security is at the user level and is
managed by the account administrator.

Audit logging to allow authorized staff to easily determine the source of each transaction to include user ID, date and time 5 Yes Confirmed. Through our audit log, staff can determine
transaction activity.

System provides a mobile app for iOs and Andriod phones/tablet with notifications, routing and pre-plan access 5 Yes Our mobile app includes notifications, routing, and
pre-plan mobile responder.

User interface is responsive across various mobile devices (laptops, tablets, smart phones) 5 Yes Both our app and our Web-based application are fully
mobile responsive for tablets, smartphones, and
laptops.

Data Query, Reporting, and Analysis Requirements
System Administration
System Administration Requirements
User Interface Requirements
Document Management/Attachments Requirements
System Security Requirements
Mobile Accessibility Requirements
Staff are able to enter information from the field, capture images and add them to existing incident records, complete incident reports on mobile devices 5 Yes
Confirmed. Data can be uploaded and images
captured from in the field.

Data and attachments entered in the field is uploaded in real time, or synchronized when the network connection is restored 5 Yes Confirmed. Data is uploaded in real time if there is an Internet connection and synced when a connection is
restored.

No restart of the program is required to access recently added data 5 Yes Confirmed. First Due satisfies this requirement.

Comprehensive documentation of system is provided with implementation including screen details and quick start guides for typical functions 5 Yes
Confirmed. We offer a robust Knowledge Base with
hundreds of articles, videos, and how-to guides
designed to help users at all levels learn how to use
our system.

Implementation includes on-site user training 5 Yes
Confirmed. We will work with you to determine a user
training schedule that is best for the unique needs of
your organization.Refresher training available at regular intervals based on Department need 5 Yes Confirmed. We offer opportunities for ongoing
learning, including regional Command Summits,
webinars, Training Tuesdays, and on-site refresher
courses.

Employee records have personal and departmental information, including a unique Department Identification Number (DID), hire date , user signature, rank, certifications achieved, etc 5 Yes Confirmed. First Due satisfies this requirement.

Administrative staff have the ability to create a User IDs and passwords to access the application, ability to add/edit employee records to ensure accuracy, and ability to list, search, and sort employee records 5 Yes Confirmed. This is a function of your First Due
administrator.

Administrative staff have the ability to assign user to profile with Station, Position/Rank, Battalion, Assignment(Unit/Engine), Shift and Fire User Category (Suppression, Prevention, Administration, etc) 5 Yes Confirmed. This is a function of your First Due
administrator.

System provides the data fields to capture device identification numbers assigned to the employees, such as phone and tablets and tracks user sign-on history 5 Yes
Confirmed. This is achieved through our Assets and
Inventory module.

System provides the security control to grant user access privileges to business functions 5 Yes Confirmed. Admins can grant user access as needed.

Users have the ability to edit and update their personal information 5 Yes Confirmed. First Due satisfies this requirement.

Exposure tracking in personnel module 5 Yes
Currently all exposures are tracked through NFIRS
reporting
Proposer will provide a system-wide help desk, and has an Anaheim area code (714 or 657), or provides a toll free number; Call center is located in the United States 5 Yes
First Due will provide a toll-free number. Our call
center is within the United States.

Calls are answered by a live technician during regular business hours (06 30am-05 00pm PST, Mon-Fri) and on-call support is available during non-business hours and holidays Proposer can provide extended support hours 5 Yes First Due provides 24/7 support between our
Knowledge Base, our Tier 1 support desk, and our
Client Success team.

All support requests are logged through vendor's Help Desk Software and can be made via e-mail or web interface 5 Yes Confirmed. Requests are managed through our CRM
and can be made via email or online ticket.

Desk accepts new requests, provides software application support, can address common issues on the spot, can provide status of existing requests, tracks, and monitors requests and triages unresolved issues, etc 5 Yes Confirmed. Our Support team satisfies these
requirements.

Help Desk and Support Tracking Requirements
System Documentation/Training Requirements
Personnel Information Management Requirements
Requirement Description Vendor Response
(0-5)
Is Functionality Included in
Price? (Yes/No) Vendor Notes
Keystone CAD - The RMS system receives the incident transaction from Keystone CAD system and create/update a incident records 5 Yes First Due is CAD agnostic and populating
live incident data from dispatch is a
straight-forward process. We’ll partner
with your CAD vendor to ensure a
seamless and efficient integration.

TeleStaff - The RMS system receives a list of Fire Personnel at least once a day, and makes it available for the user on Fire RMS system 5 Yes Confirmed. We can integrate with
Telestaff.

NFIRS - The RMS system is capable of extracting NFIRS data in NFIRS 50- compliant format and send the extracted files to FEMA agency 5 Yes First Due is NFIRS 5 0 compliant and fully
integrated.

The RMS System interfaces and data extracts for other systems such as Accela, ImageTrend ePCR, Anaheim Anytime, and The Compliance Engine, FASTER Asset Solution 2 Yes
First Due has a flexible API and multiple
integration methods to push and pull
data from any system. We have
experience integrating with hundreds of
products: from CAD to Payroll Systems
to County Assessors, however some
integrations may require an extra cost,
and some may require the cooperation
of the other vendor. We will work with
you to determine available integrations
and costs associated with these
integrations.
iNovah/Creditron - interfaces for bill payment and provides a method for Online payments 3 Yes
First Due can integrate with a bill
payment interface to complete bill pay.

ESRI GIS - The RMS integrates with our City GIS for both general addressing as well as relevant layers both transmiting and receiving data from and to esri 5 Yes We are fully integrated with EsriGIS.

Google Map/Streetview - The RMS supports both Google Map and Streetview 5 Yes We support an integration with Google
Maps/Streetview.

Laserfiche - The RMS either provides record retention capabilities compliant with City Clerk requirements, or interfaces with Laserfiche to support the appropriate retention method 2 Yes
First Due can integrate with the City to
support your records retention policies.

Healthspace or CERS - The RMS can interface with either Anaheim's Healthspace or the state's CERS database to pull hazardous material inventory and site maps View only, no need to edit or push information back
2 Yes
First Due has a flexible API and multiple
integration methods to push and pull
data from any system. We have
experience integrating with hundreds of
products: from CAD to Payroll Systems
to County Assessors, however some
integrations may require an extra cost,
and some may require the cooperation
of the other vendor. We will work with
you to determine available integrations
and costs associated with these
integrations.

Weather API - System integrates with weather app to provide current/upcoming weather conditions 5 Yes
First Due has a flexible API and multiple
integration methods to push and pull
data from any system. We have
experience integrating with hundreds of
products: from CAD to Payroll Systems
to County Assessors, however some
integrations may require an extra cost,
and some may require the cooperation
of the other vendor. We will work with
you to determine available integrations
and costs associated with these
integrations.

System Interface Requirements
Interfaces
Requirement Description Vendor Response
(0-5)
Is Functionality Included in
Price? (Yes/No) Vendor Notes
Allows the creation of new incident records from CAD interface incident transactions 5 Yes Confirmed. We will work with your CAD provider to fulfill this requirement.

Allows CAD transactions to update incident information 5 Yes Confirmed. We will work with your CAD provider to fulfill this requirement.

Allows CAD transactions to add units onto the incident 5 Yes Confirmed. We will work with your CAD provider to fulfill this requirement.

The RMS is able to map CAD lookup values received from the interface into corresponding incident record fields 5 Yes
Confirmed. We will work with your CAD provider to fulfill this requirement.

Automatic assignment of responsible officer to the incident 5 Yes Confirmed. We will work with your CAD provider to fulfill this requirement.

Allows the CAD interface transaction to add staff (Investigator, Haz Mat, PIO) unit to the existing incident 5 Yes
Confirmed. We will work with your CAD provider to fulfill this requirement.

The CAD interface is able to update the Date and Time Stamps recorded on the RMS as the incident is closed 5 Yes
Confirmed. We will work with your CAD provider to fulfill this requirement.

The RMS displays pending items that require a user to take action, like incomplete NFIRS Incident Reports, Unit Reports, and other activities 5 Yes Confirmed. First Due satisfies this requirement.

The pending items are grouped by each unit and shift for a specific date 5 Yes Confirmed. This grouping can also be modified and searched.

When the Captain of a unit accesses the log book, the pending items for the entire unit are listed 5 Yes Confimed. This view is available in First Due.

After required action is taken, the RMS should flag or remove the item from the list 5 Yes Confirmed. First Due satisfies this requirement.

Display pending items related to the NFIRS Incident Report on the list 5 Yes This incident view is available.

Display pending items related to the Unit Incident Report on the list 5 Yes This incident view is available.

Display pending items related to Incidents that need to be reviewed on the list 5 Yes This incident view is available.

Display pending items related to Other Activities on the list 5 Yes This incident view is available.

The user is able to view a list of incidents and filter the incidents by date, status (open/closed), station, apparatus, or custom criteria 5 Yes Confirmed. Users can update views and filter as needed.

Allows the user to export the incident list as a Word or Excel file 5 Yes Confirmed. Lists can be exported, edited, saved, and printed.

Information related to incident address on the RMS has to be auto-populated using the information entered on the CAD interface 5 Yes
Confirmed. We will work with your CAD provider to fulfill this requirement.

Information related to incident type, aid given/received, and property use on the RMS has to be auto-populated using the information entered on the CAD interface 5 Yes Confirmed. We will work with your CAD provider to fulfill this requirement.

Allows the user to update information related to the address, type and actions taken 5 Yes Information can be manually updated.

Incident Reporting
Update Basic Incident Information
Receive Incident Call
Add Specialization To Incident Call
Close Incident Call
Access Log Books
Access Incidents
Incident Reporting
System allows for NFIRS Plus-One Codes 5 Yes Plus-One codes are allowed.

System provides NFORS dataset 5 Yes
The NFORS dataset is automatically included and updated by First Due.

The RMS receives a list of Fire personnel from the TeleStaff application at least once a day 5 Yes
This information can be updated as part of your Telestaff integration.

Allows the user to add information related to Fire Personnel that were a part of the incident 5 Yes This information can be added manually.

The RMS displays Fire Personnel as a list by apparatus for each station Allows the user to filter the list (alphabetically, by station, or by apparatus) 5 Yes Confirmed. This feature is available.

Allows the user to add information related to Patients involved in the incident 5 Yes This is a part of our ePCR module.

Allows the user to add additional information related to specific topics such as fire, structure, arson, hazmat, and wildland 5 Yes Additional narrative space is available.

The RMS gives access to the user to edit/update times populated by CAD 5 Yes Confirmed. We will work with your CAD provider to fulfill this requirement.

Allows the user to type a narrative for the incident 5 Yes Narrative space is available.

The user is able to automatically create the narrative using the information entered in the Incident record 5 Yes Incident documentation can be used in a narrative.

Allows the user to save short sentences in a narrative library, so they could be reused in other incidents 5 Yes Confirmed. This feature is available.

Allows the user to save complete narratives as templates in a narrative library, so they can be reused as narratives for similar incidents in the future 5 Yes Confirmed. This feature is available.

Allows the user to upload files to a shared and protected storage location 5 Yes Files are uploaded to our cloud instance, which is protected with top-level security.

Allows the user to upload multiple selected files at the same time 5 Yes Multiple files can be concurrently uploaded.

The RMS accepts multiple file types, including images, videos, or any other type of attachments 5 Yes Videos, images, and files can all be attached.

Allows users to view the content of the files 5 Yes Users can view the content if their permissions allow it.

Allows the Reviewer to retrieve incident reports assigned to him/her for review 5 Yes Reviewers can retrieve assigned incident reports.

Allows the Reviewer to identify the incidents that are pending to be reviewed 5 Yes Reviewers can identify pending for review incident reports.

Allows the Reviewer to access all the information related to assigned incidents 5 Yes Pertinent information is included in the incident report.

Allows the Reviewer to provide feedback to the person responsible for the incident report 5 Yes Feedback can be provided and routed to the report owner.

The RMS provides ability to send feedback via email or in-application message 5 Yes This feature is available.

Update Fire Personnel and Patients Involved in Incident Update Additional Incident Information based on NFIRS Requirements Update Incident Narrative
Update Incident Images/Attachments
Review Incident
Incident Reporting
Allows the Reviewer to mark the incident as under review, finalized, or change pending (or similar status-related designations) 5 Yes Status designations are included.

The RMS can display a list of Unit Reports associated with the user's unit 5 Yes This report function is available.

The RMS requires mandatory completion of the unit report by each unit involved in the incident 5 Yes Confirmed. Unit reports can be set to mandatory.

Allows the user to identify the unit reports that still needs to be completed via flags or 5 Yes This flagging feature is available.

The RMS will assign incomplete calls to responsible person based off of assignments in staffing program 5 Yes This feature is available.

Allows the user to filter the incidents by date, status (open/closed), and custom 5 Yes This filter is avaialble.

The RMS has the ability to export the incident list as a text file 5 Yes This export is available.

The basic information related to the unit is automatically populated through the CAD interface 5 Yes
Confirmed. We will work with your CAD provider to fulfill this requirement.

Allows the user to update information related to the unit Personnel 5 Yes This field can be manually updated.

Allows the user to add information related to the actions taken by the unit involved in 5 Yes This feature is available.

Allows the user to type a unit narrative for the incident 5 Yes Narrative space is available.

The user is able to automatically create the narrative using the information entered in the Incident record 5 Yes This information can be used in a narrative space.

Allows the user to save short sentences in a narrative library, so they could be reused in other incidents 5 Yes This feature is available.

Allows the user to save complete narratives as templates in a narrative library, so they could be reused as narratives for similar incidents in the future 5 Yes This feature is available.

Allows the user to access and update the times received from the CAD interface for the associated unit 5 Yes
Confirmed. We will work with your CAD provider to fulfill this requirement.

Allows Admin users to access exposure reports for personnel 5 Yes This would all be handled by First Due's report writer.

The user is able to sort or filter the personnel exposures list by date 5 Yes This feature is available.

The user is able to export and print detailed personnel exposures reports on-demand 5 Yes This feature is available.

Allows the user to create an Personnel Exposure record related to an incident 5 Yes This feature is available.

Allows the user to update exposure product information for the personnel exposure 5 Yes This feature is available.

Allows the user to update the information under exposure details like symptoms and received treatment for the personnel exposure 5 Yes This feature is available.

Allows the user to update exposure comments for the personnel exposure 5 Yes This feature is available.

Allows the user to select specific personnel to create his/her exposure report 5 Yes This feature is available.

Allows the user to select a date range for the exposures to be extracted 5 Yes This feature is available.

The user is able to view the list of activities for his unit by shift 5 Yes This view is avaialble.

Allows the user to sort the activities by date, activity type or total hours 5 Yes This sorting functionality is available.

Update Activities
Access Unit Reports for the Incident
Update Unit Report for each Apparatus Involved in the Incident Access Personnel Exposure Report
Update Personnel Exposure Information
5 Access Activities
Incident Reporting
Allows the user to create activities to his unit Examples of activities are training, meetings, cooking, etc 5 Yes Confirmed. This is part of our Scheduling and Events modules.

The user has the ability to add information related to activity type, location, hours, comment, shift, station, apparatus, and personnel 5 Yes Confirmed. This is part of our Scheduling and Events modules.

Allows the user to print the main NFIRS report for a specific incident number 5 Yes This print option is available.

Allows the user to print all the unit reports for a specific incident number 5 Yes All unit reports for a specific number can be printed.

Allows the user to print the complete incident report including both NFIRS and all unit reports for a specific incident number 5 Yes This print option is available.

Allows users to print redacted version of incident reports 5 Yes Redaction capabilities are available.

Allows the user to select a date range or specific quarter for the incidents to be 5 Yes This selectino can be made.

Allows the user to re-export NFIRS data as new records 5 Yes This feature is available.

The RMS extracted text file needs to be NFIRS 5.0-compliant 5 Yes First Due is NFIRS 5.0 compliant.

Validate if Quarterly NFIRS Data Extract file meets the FEMA requirements 5 Yes This validation is included.

Email finalized NFIRS Data Extract file to FEMA Agency 5 Yes This feature is available.

User is able to create a False Alarm Report 5 Yes
False alarm reports can be run through our ad-hoc reporting capabilties.

The report runs for the date range defined by the user, and can be set to run manually or automatically on a specified time period 5 Yes
False alarm reports can be run through our ad-hoc reporting capabilties.

Report lists details of each False Alarm registered in the system 5 Yes False alarm reports can be run through our ad-hoc reporting capabilties.

Report shows a count of false alarms for the same address for the specified time period 5 Yes
False alarm reports can be run through our ad-hoc reporting capabilties.

False alarm fee/Invoice is created based on false alarm parameters 5 Yes False alarm reports can be run through our ad-hoc reporting capabilties.

Report shows a count of false alarms for each one of the previous 6 months for each listed address 5 Yes
False alarm reports can be run through our ad-hoc reporting capabilties.

User is able to export incidents based on Fire View layout 5 Yes This layout is available for export.

User is able to select the period for the data to be extracted 5 Yes Data extraction can be managed by the user.

User is able to create documents (Microsoft Word, etc) that are used for detailed 5 Yes Narrative templates are available.

The documents created by the investigators are kept secured in the application with restricted user access 5 Yes
Confirmed. Document access is restricted to the user level.

Access is controlled by the administrator.

System is able to produce investigation summary and statistical reports 5 Yes Confirmed. This is a part of our reporting module.

Print Incident Report
Create Quarterly NFIRS Data Extract for FEMA
Create False Alarm Report
Create Fire View Text File
Create Investigation Documents
Incident Reporting
Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes
The RMS assigns a risk categorization (1-6) based on parameters identified in square footage, fire sprinklers, occupancy classification, and permit types 3 No We can work with you to add this functionality.

The RMS automatically schedules next inspection date based on the frequency assigned to the risk categorization for that file 5 Yes Inspections can be manually or automatically rescheduled.

The RMS assigns the inspection to the station or CRR based on risk categorization 5 Yes This inspection functionality is available.

The RMS assigns inspections of a certain risk classification to specific stations based on fire district (from ESRI) 5 Yes This inspection functionality is available.

Occupancies in the CUPA program can be manually identified and assigned to the Haz Mat Section as needed 5 Yes This field can be added.

System can support addresses that have an occupancy classification but are not scheduled for future inspection 5 Confirmed. This inspection functionality is available.

Certain users can be given access to view or edit specific areas/tabs/operability based on assigned security level 5 Yes
Access is at the user level and can be assigned by the
administrator.

The RMS generates a printable inspection report showing the scheduled inspections and assigned inspectors/Engine Companies 5 Yes This report is available in our Reporting module.

The RMS generates a printable monthly inspection completion report with filter/query options 5 Yes This report is available in our Reporting module.

The RMS generates a monthly permit issuance report, batch and individual, for email and USPS mail purposes 5 Yes This report is available in our Reporting module.

Mobile Inspection occurs via app, with offline functionality 5 Yes Confirmed. This inspection functionality is available.

User can view inspections assigned to them in a list or map 5 Yes Confirmed. This inspection functionality is available.

User can open an inspection and edit contact/building/permit/billing information 5 Yes Confirmed. This inspection functionality is available.

User can identify open violations, either manually written or chosen from a list 5 Yes Confirmed. This inspection functionality is available.

Available violations to choose from are editable at both an administrative and a user level 5 Yes Confirmed. Administrators and users can edit violations on the fly.

User can capture the business representative's signature 5 Yes Signatures can be captured.

Allows the staff member to upload attachments to the addresses 5 Yes Attachments can be uploaded during or after the inspection.

User can add or delete operational permit as well as enter additional permit verbiage to indicate specific parameters 5 Yes Confirmed. This inspection functionality is available.

User can update inspection status and identify a reinspection date if necessary 5 Yes Confirmed. This inspection functionality is available.

Correction notice report is created utilizing identified violations 5 Yes Confirmed. This inspection functionality is available.

Correction notice can be emailed, either to an existing contact email or to a manually entered email 5 Yes Confirmed. This inspection functionality is available.

Inspection can be paused or marked incomplete without losing entered information 5 Yes Confirmed. This inspection functionality is available.

System can provide an inspection checklist specific to occupancy type 5 Yes Confirmed. This inspection functionality is available.

Wildland inspection activity can be tracked, scheduled, statused, invoiced, viewed by user and paid online 5 Yes Wildland inspection can be added and use all of the First Due functionality.

Correction notices are maintained as historical or interfaces with Laserfiche 5 Yes We can interface with Laserfiche for this function.

System uploads the inspection data in real time, or synchronizes the data when the network connection is available 5 Yes Confirmed. This inspection functionality is available.

User can view prior inspection dates and violation history 5 Yes Confirmed. This inspection functionality is available.

Individual violations can be marked as complete on different dates 5 Yes Confirmed. This inspection functionality is available.

Second violation notice can be created/printed/emailed if any violations remain outstanding 5 Yes Confirmed. This inspection functionality is available.

Time tracking can be input on inspection by date 5 Yes Confirmed. This inspection functionality is available.

Inspection assignments can be linked together (for example, one owner for suites A and B) 5 Yes Confirmed. This inspection functionality is available.

Identify how to establish "building shells" for maintenance of fire protection systems (one system over multiple units) 5 Yes Confirmed. This inspection functionality is available.

Mobile Inspection
Inspection
Risk Categorization
Security
Generate Monthly Inspection Report
General Inspection
Inspection
Inspection assignments can be reassigned both one by one, and by batch 5 Yes Confirmed. This inspection functionality is available.

System can track mailback card status, whether through status or separate 3 No We will work with you to complete this functionality.

Parcels can be identified belonging in our wildland program, and can support mass mailing functions 3 No We will work with you to complete this functionality.

Allows the user to schedule re-inspections with reminders 5 Yes Confirmed. This inspection functionality is available.

User can add remarks to violations noted, or general remarks to the file 5 Yes Confirmed. This inspection functionality is available. wildland inspection activity can be assigned to identified staff 5 Yes Confirmed. This inspection functionality is available.

Engine company can refer certain inspections to CRR staff 5 Yes Confirmed. This inspection functionality is available.

User can complete a licensing inspection, separate of an annual inspection, including activity tracking, subsequent reinspection, and invoicing 5 Yes Confirmed. This inspection functionality is available.

Hazard tag can be placed on occupancies with outstanding response concerns 5 Yes Confirmed. This inspection functionality is available.

System creates an invoice after inspection occurs, based on AFR fee schedule 5 Yes Confirmed. This invoicing functionality is available.

Fee amounts are able to be updated by users with appropriate security when they change in future 5 Yes Confirmed. This invoicing functionality is available.

Invoices can be edited or voided only by staff with appropriate security level 5 Yes Confirmed. This invoicing functionality is available.

Outstanding invoices can be printed individually or in a batch 5 Yes Confirmed. This invoicing functionality is available.

Invoice can be viewed by the owner and fees paid online 3 No
Invoices can be viewed, and we will work with you to
interface with a billing company for paying fees.

Late fees can be assessed based on 30 days and invoice updated automatically 3 No
We will work with you to interface with a billing company to fulfill this requirement.

Late fees can be assessed based on 60 days and invoice updated automatically as a final demand for payment 3 No
We will work with you to interface with a billing company to fulfill this requirement.

Delinquent fees can be identified via status
3 No
We will work with you to interface with a billing company to fulfill this requirement.

System interfaces with iNovah to allow payment of fees in person or via check and provides a receipt 3 No
We will work with you to interface with a billing company to fulfill this requirement.

False alarm fee/Invoice is created based on false alarm parameters 3 No We will work with you to interface with a billing company to fulfill this requirement.

Ability to identify (single or batch) occupancies that do not generate fees from inspection activity, like city owned buildings 5 Yes
Confirmed. This invoicing/occupancy functionality is
available.

Invoice provides payment scanline information for processing by City cashier 3 No We will work with you to interface with a billing company to fulfill this requirement.

System allows public to view their own pending inspection information online (not open to the general public) 5 Yes
Confirmed. This is available through our Community Connect module.

System allows public to self-certify that violation has been fixed 5 Yes
Confirmed. This is available through our Community Connect module.

Invoice can be viewed by the owner and paid online
3 No
Invoices can be viewed, and we will work with you to
interface with a billing company for paying fees.

Operational permits can be viewed printed by owner online with current/expired status 5 Yes
Confirmed. This is available through our Community Connect module.

System can track complaint activities based on address, separate from inspection activities 5 Yes Confirmed. This feature is available.

User can add attachments and notes to complaint 5 Yes Confirmed. This feature is available.

User can track complaint status, and if it's been resolved 5 Yes Confirmed. This feature is available.

The RMS generates operational permits based on address data 5 Yes Confirmed. This permitting feature is available.

Operational permits can be printed individually or by monthly batch 5 Yes Confirmed. This permitting feature is available.

The RMS stores the history of the generated permits 5 Yes Confirmed. This permitting feature is available.

The RMS generates a monthly report of inspections due and/or outstanding 5 Yes This reporting functionality is available.

Invoicing
Public User Interface
Generate Reports
Complaints
Generate Annual Operational Permit
Inspection
The RMS generates a report showing all violations by address with additional query/filter options 5 Yes This reporting functionality is available.

The RMS generates a report that shows list of outstanding Mail-Back Cards, as well as a list of returned MB cards 3 No
We will work with you to add this report as part of your MB functionality.

The RMS generates a report that shows the number of inspections that have been billed and revenue generated with query/filter options 5 Yes This reporting functionality is available.

The RMS generates a report showing current outstanding and/or delinquent fees 3 No We will work with your billing company to satisfy this
requirement.

The RMS generates a report showing all occupancies by classification with additional query/filter options 5 Yes This reporting functionality is available.

The RMS generates a report showing all operational permits with additional query/filter options 5 Yes This reporting functionality is available.

The RMS generates a report showing all open/closed complaints 5 Yes This reporting functionality is available.

The RMS generates a report showing all parcels included in the wildfire mitigation program, with additional query/filter options 5 Yes This reporting functionality is available.

The RMS generates a report showing all referred inspections 5 Yes This reporting functionality is available.

The RMS generates a report showing all completed licensing inspections within a certain time period 5 Yes This reporting functionality is available.

The RMS generates a report showing all completed wildfire mitigation inspections within a certain time period 5 Yes This reporting functionality is available.

Users can create "Saved Views" in the inspection area that will allow them to easily switch between different groups of filters For example, a saved view for overdue re-inspections and another view for my to-do inspections for the rest 5 Yes This reporting functionality is available.

Inspection
Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes
Ability to use ESRI ArcGis Maps with Drop and Drag Standard NFPA Map Markers 5 Yes First Due is fully integrated with Esri ArcGIS and NFPA Map Markers.

Ability to create custom map symbols 5 Yes Confirmed. This feature is available in First Due.

Ability to track Occupancy Information 5 Yes Individual and multi-occupancy structures are tracked.

Provide Hazardous Material mapping and collection 5 Yes Hazmat is included in First Due's preplans.

Ability to access City ESRI GIS Feature Class Information 5 Yes This is satisfied through First Due's Esri integration.

Ability to access City ESRI GIS Plot Plans 5 Yes This is satisfied through First Due's Esri integration.

Ability to share pre-plan data and mapping with neighboring departments and law enforcement 5 Yes Mutual aid pre-planning is available.

Ability to access data at the time of the response on any device 5 Yes Pre-plan data can be accessed on any device at any
time.

Ability to add Pre-Plans into NFIRS Reports 5 Yes NFIRS and pre-plans can be linked.

Ability to set expiration flags for auto-removal and receive notification to review prior to expiration date 5 Yes Expiration flags can be set an maintained.

Ability to add hyperlinks and connect to external data sources 5 Yes Hyperlinks can be set and maintained.

Ability to add PDF documents 5 Yes PDFs can be attached.

Users can quickly edit the pre-plan from the responder view 5 Yes Pre-plans can be edited in Responder.

The map has a quick measurement capability to measure the distance between any number of points and 5 Yes Measurement capability is available in First Due.

Includes a quick link to ERG from the responder pre-plan dashboard 5 Yes This link is avialable.

Pre-incident planning must integrate with Inspections and Mobile Response 5 Yes These modules are fully integrated within First Due.

System Requirements
Pre-incident Planning
Pre-Incident Planning
Requirement Description
Vendor
Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes
Allows Firefighters to submit orders for supplies 5 Yes Work orders can be submitted.

Allows Firefighters to select from different ordering categories, like EMS Order, Station Order, and a Personal Protective Equipment Order 5 Yes Ordering categories can be added.

Allows categories to have specific validation protocols associated with ordering 5 Yes Validation protocols are available.

Allows sub-categories to be created under the main category 5 Yes Sub-categories can be created.

Allows categories to be handled as separate, or in conjunction, with other categories For example, EMS orders should be handled separately from all other categories 5 Yes Categories can be separated as needed.

Allows for an approval process for certain items 5 Yes Approval processes can be put into place.

Allows Firefighters to select Items from the category 5 Yes Items can be selected.

Allows Firefighters to print or email copies of submitted orders 5 Yes Order lists can be printed, saved, and emailed.

Displays a list of orders to be processed 5 Yes Orders are displayed in list format.

Allows the orders to be sorted 5 Yes Orders can be sorted.

Allows details of the orders to be displayed 5 Yes Order details can be displayed.

Allows the status of the order to be changed, like Order placed, checked, prepared, delivered, etc 5 Yes Statuses can be manually changed as needed.

Allows the user to print the orders 5 Yes Orders can be printed.

Allows the user to update the status of the items that are being packaged for the order 5 Yes Statuses can be manually changed as needed.

Allows staff members to print packing slips with a list of items that are being packaged for the order 3 No This is a future function of our Assets module.

Includes expiration dates on inventory 5 Yes Expiration dates are included.

Includes searchable and filterable inventory list 5 Yes Lists can be filtered and searched.

Includes quantity control for inventory exists 5 Yes This feature is available in First Due.

Maintains active inventory records for stock items 5 Yes Inventory records are kept and maintained.

Vendor Orders are imported automatically dependent on vendor ability 5 Yes This is dependent on vendor abiliyt.

Ability to export reports or customize queries on inventory data 5 Yes Reports can be queried, run, and customized as needed.

Notifications can be sent prior to inventory items expiring and up to 3 custom timeframes are available 5 Yes Notifications can be automated to be sent at a certain
threshold with multiple timeframes.

Place Supply Order
Services Staff Process Order List
Maintain Inventory Levels
Inventory
Requirement Description Vendor Response
(0-5)
Is Functionality
Included in Price?
(Yes/No)
Vendor Notes
Asset management is built natively with the rest of the platform 5 Yes Our Assets module is native to First
Due and integrated with our other
modules.

Allows users to capture apparatus check-up Information, like miles on the apparatus' odometer and the hours used and fuel tank reading and send scheduled report via email 5 Yes This data is captured in our Assets
module.

Allows users to capture apparatus maintenance information 5 Yes This data is captured in our Assets
module.

Allows users to update apparatus status and show availability as: in service, out of service or available as reserve 5 Yes This field is captured and available.

Allows users to assign a substitute apparatus 5 Yes
Confirmed. This feature is available in
First Due.

Allows apparatus to be used by cad identifier and vehicle identifier 5 Yes This identifier is available as a field in
Assets.

Allows apparatus to be grouped by station 5 Yes
Apparatus can be grouped by station
and other groupings as defined by the
agency.

Provides creation and maintenance of a searchable and filterable apparatus list 5 Yes Confirmed. This feature is available in
First Due.

Stores apparatus type specifications 5 Yes
Lists can be created, edited, filtered,
searched, and views can be updated
by user.

Ability to interface with vehicle telemetry if equipped (FASTER) 4 No This would take discovery along with
FASTER to determine how to integrate
the two systems.

Ability to add/edit apparatus narrative information 5 Yes Narrative information can be added.

Allows the apparatus compartments to be arranged in a custom order 5 Yes Compartments can be arranged in an
order chosen by the user.

Includes an Out of Service timer that will begin automatically and maintain a cumulative amount of Out of Service time 5 Yes
Our of Service time can be tracked and
maintained.

The platform includes an assets dashboard with the ability to show specific information for users, including upcoming checks, work orders, and system logs 5 Yes
Our Kanban-style dashboard provides
an at-a-glance look at asset
performance and updates needed.

The dashboard includes detailed information about apparatus is availability 5 Yes Confirmed. Availability is featured in
our Assets dashboard.

The dashboard includes information about fuel use, fuel cost, fueling locations, and fuel quantity 5 Yes Confirmed. Fuel management is
included in our Assets dashboard.

Offers an option to use Kan-Ban style boards to create and maintain work orders by station 5 Yes

created in a Kanban style by station.

Allows for the attachment of files and photos 5 Yes
Photos, files, and videos can be
attached.

Allows for comments to be added to a specific work order 5 Yes Comments can be added.

Supports tracking of labor hours, labor costs and parts costs 5 Yes Labor data can be tracked.

Provides quick links to create work orders 5 Yes
Work order links are included by
apparatus.

Allows users the option to auto-generate work orders from checklist item failures 5 Yes Work orders can be auto-generated.

Allows users to view recent work orders associated with recent checklist item failures 5 Yes Work orders and checklist failures are
linked.

Allows for the sharing of work order status with an outside agency via an external web view 5 Yes Work orders can be emailed to an
outside agency.

Notifies teams or users of work order creation 5 Yes
Users are notified of a work order
creation assigned to them.

Notifies users regarding their created work orders, such as status updates 5 Yes Users are notified of work order status
updates.

Ability for apparatus checks to support the display and completion of equipment checks directly from within the apparatus check (ie Users completing an apparatus check will see any due equipment checks and have the ability to complete them then) 5 Yes
Confirmed. Apparatus and equipment
checks can be linked.

Offers customizable checklists schedules, such as daily, weekly, monthly, custom rotations, etc 5 Yes Checklist schedules can be customized
by agencies and users.

Initiates scheduled vehicle checks and/ or equipment checks 5 Yes Scheduled checks can be automated
for compltion.

Provides the ability to add remarks and photos to checklist issues 5 Yes Narratives and attachments can be
included to checklists.

Allows the user to directly update vehicle odometer and hour information from within a check 5 Yes These updates can be made within a
check.

Provides the ability to easily view checklist history 5 Yes Checklist history can be viewed and
searched.

Supports multiple users within the checklist at the same time, and update their actions live across all users devices 3 No
Concurrent updating is on our 2023
roadmap.

Includes compartment checks in the main vehicle check; additional compartments can also be configured within existing compartments as a template 5 Yes Compartment checks can be included.

Ability to complete and filter checklists by stations 5 Yes This view and filter is available.

Allows log entries to be made for each individual apparatus 5 Yes Log entries for apparatus can be
included.

Allows agency to specify when and if notifications are sent on Overdue Checks 5 Yes Confirmed.This can be customized by
the agency.

Allows agency to specify if a check is not completed within a certain timeframe, and tracked as missed 5 Yes Confirmed. Timeframes can be set and
tracked by users.

Apparatus
Update Apparatus Maintenance
Apparatus Dashboard
Work Orders
Apparatus Checklists
Apparatus
Supports the direct import and export of equipment and inventory through the user interface 5 Yes Inventory reports can be exported and
imported.

Includes storage locations information for stations that can hold equipment & inventory 5 Yes This field is available.

Allows the agency to package together equipment and inventory as a kit and move the kit from location to location 5 Yes Kitting functionality is available.

Includes equipment-type specific data fields and templates 5 Yes Spcific data fields and templates can
be generated.

Allows the assigning equipment to an individual and tracking assignment history of the equipment 5 Yes Equipment can be assigned and
tracked by individuals.

Allows users can relate equipment and inventory to compartments 5 Yes Compartments can be linked to assets.

Ability to track grant purchases related to assets and inventory 5 Yes Grant purchases can be tracked.

Allows for management of an unlimited amount of assets along with accompanying inventory 5 Yes Unlimited assets and inventory can be
added.

Equipment and Inventory
Apparatus
Requirement Description Vendor Response
(0-5)
Is Functionality
Included in
Price? (Yes/No)
Vendor Notes
User-defined ringtone 5 Yes This feature is available in First Due.

External routing options 5 Yes This feature is available in First Due.

Internal routing options 5 Yes This feature is available in First Due.

Zoom-level settings 5 Yes This feature is available in First Due.

Map marker sizing 5 Yes This feature is available in First Due.

Dispatch persistence settings 5 Yes This feature is available in First Due. iOS/Android applications 5 Yes First Due offers an iOS and Android app.

Tablet and mobile friendly 5 Yes First Due is fully mobile responsive.

Unit location lists 5 Yes This feature is available in First Due.

Unit location display 5 Yes This feature is available in First Due.

Incident notification configuration 5 Yes This feature is available in First Due.

CST live incident detail refresher 5 Yes This feature is available in First Due.

Native mobile fire inspection 5 Yes
Our inspection module fully integrates with our
mobile responder.

Unit status user and unit status 5 Yes This status is available in First Due.

Outside resource linking (CalFire) 5 Yes This will be dependent on everyone using First Due.

Critical alerts in iOS and Android approved 5 Yes This feature is a part of our mobile app.

Manual call creation from desktop to mobile app 5 Yes This feature is available in First Due.

Screen time out feature 5 Yes This feature is available in First Due.

Downloadable offline functions 5 Yes This feature is available in First Due.

Data sharing across agencies (unit locations, preplan info, calls) 5 Yes This feature is available in First Due.

System Requirements (provides following features)
Call Alerting
Call Alerting

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10 Do Not Share or Reproduce – Fire Records Management System

3. Experience and Company Background
Experience
Provide a brief description of your firm’s past and present experience in providing the required services to a government entity similar in size to AFR, including the unique ability your firm has that would meet the requirements of this RFP.

The First Due team has extensive experience developing, implementing, and supporting software and technology projects, including the First Due system. As a team, we have implemented our software for agencies across the country with requirements of varying complexity – including large-scale deployments such as Seattle, Santa Monica, Pasadena, Orange County, and more.

For the past several years, First Due has been working with the Seattle Fire Department to deploy our Pre-Plan, Response, and Fire Prevention modules to meet their exact specifications. This complex deployment required us to migrate, integrate, and eventually replace several different Records Management platforms previously used by the agency.

In contrast to Seattle, First Due also has a powerful reputation for deployment of multi- agency, cross-county jurisdictions. With support from the Northern Virginia Emergency Response System and the Northern Virginia Hospital Alliance, First Due has successfully deployed across 15 counties and cities covering more than 2.6 million people. In addition to City of Seattle, we also serve hundreds of other customers, here you can Learn more about our customers and how First Due works for them.

Across the team, we have experience with but not limited to:
• Project and program management
• Extensive experience with migrating data from legacy systems • Integration with cloud and on-premises applications
• Integration with CADs, including Hexagon, Central Square, Motorola and more • Complex customization and workflow
• GIS and geospatial data
• Data analytics and reporting
• All areas of emergency software
• Building cloud and native applications
• SaaS customer success best practices including onsite and remote training. • Security, encryption and redundancy practice and protocols • HIPAA compliance and policies
Our staff have worked and had influential roles at Oracle, Computer Associates, ESO, ImageTrend, Vector, Emergency Reporting and more. We bring extensive technical expertise from both general technology and fire software perspectives.’ First Due Request for Proposal: City of Anaheim
www.firstdue com | © 2023 First Due & Locality Media, Inc.

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Company Background
Provide your firm’s history of acquisition, buyouts, or mergers with other entities for the past seven (7) years.

First Due was founded in early 2016 and has grown exponentially since then, expanding our module offering and product efficacy. Today, we are proud to serve more than 500 customers across North America of all sizes, jurisdictions, and activities. First Due has not acquired or bought out any other company, nor have we engaged in any mergers with other entities in the past seven years.

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4. Proposed Solution
Provide a detailed description of the proposed FIRE Records Management System, its ease of use, compatibility with current and future technology, that includes:

4.1. Functional Requirements
How will the proposed system meet the functional requirements detailed in Appendix IV.

First Due provides a single, modern, cloud-based application that allows agencies to run their entire operation in one place. Our proposed solution for the City of Anaheim includes:

Pre-Planning
• Automatically aggregate critical information on every structure in your response area so you have pre-plans on every structure within weeks with no effort from your team. • Pre-plan in minutes, with NFPA and custom map markers, building system and structural information, hazardous materials, critical systems like alarm panels and fire systems, and more … all on any device.
• Create an occupancy organizer for any structure
• Assign pre-plans with due dates to individuals, shifts, stations etc. • Manage workflow for submitting and approval of pre-plans • Access instant pre-plan dashboard and routing at time of dispatch.

Inspections
• Manage workflow for submitting and approval of pre-plans. • Complete inspections virtually, working directly with business owners and the community to provide critical information and complete re-inspections. • Customize checklists, code management,
• Automate re-inspections
• Apply for permits
• Automate the invoicing and billing process end to end.

Incident Reporting
• Document fire company responses with fully scalable, NFIRS and NFORS compliant reporting system designed for ease of use by field responders. • Documentation capabilities include automatically prefilled property, dispatch, asset, personnel, and open data.
• All incident reporting requirements at the state and federal level can be fulfilled through automated uploads.
• NFIRS 5.0 compliant
Assets and Inventory
• Accurately understand, monitor, and assign apparatus, equipment, and inventory, • Intuitive all-in-one dashboard
• Live fleet management
• System logging
• User-configurable asset checks
First Due Request for Proposal: City of Anaheim
www.firstdue com | © 2023 First Due & Locality Media, Inc.

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• Real-time status updates and notifications
• Drag-and-drop work order management
• Configurable work-order flows
• Detailed work-order histories
• On-the-fly work order creation
• Connected vehicle automation, including odometer readings, PTO hours, engine hours, pump, and warning lights.

Mobile Response
• Complete mobile response functionality enables your crew to receive notifications immediately from dispatch - status, track vehicles / personnel and route to an incident • Access critical information on every building at the time of dispatch • Partner with neighboring agencies to ensure mutual aid

4.2. Hosting
Identify best practices for hosting the proposed solution (cloud-based or on-premise). If both options exist, please describe the benefits of each and compare the costs.

First Due is a true-cloud solution hosted via Amazon Web Services (AWS). No additional software or hardware is needed for users to connect to the system.

4.3. Data Security and Availability
Describe the security controls in place to ensure all data is secure and protected at rest and in transit, as applicable. Please include any relevant security standards followed, best practice guides, or third-party security certifications the proposed solution has achieved.

All First Due customer data is protected in a closed-account ecosystem down to the user and role level. No access is provided without user credentials. Credentials are managed by the customer. Customers manage user access to data and reporting and can assign different privileges and access points to each individual user.

In addition, we utilize hashed passwords via bycrypt with built-in salts, web server configuration to not support weak protocols and ciphers, data encrypted in transit and at rest, and TLS and forward secrecy using AES.

Data back-ups are kept offsite, and industry best practice redundancy and disaster recovery mechanisms are utilized at all times, including PostgreSQL DB running on mirrored/RAID1 drives with three daily backups to remote offsite locations and standby server to quickly fail- over during disaster situation.

Audit logs for user access and activities are kept and workflow can be generated to alert a customer of potential access to customer data which may be suspicious. First Due can provide the City with regular log-in audits and reports.

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Our data center, Amazon Web Services, has earned bank-level security certifications, including SOC 2 and relevant ISO certifications. Please see our Infrastructure and Security exhibit for more information.

4.4. Data Migration
Describe your experience in data migration/conversion from Halligan, Emergency Reporting, 4- D FDM, PhaRmlogs and/or other comparable legacy applications.

First Due has a tremendous amount of experience migrating data and information from several platforms. In any instance where we begin Discovery with a client, Data migration is a key component of the implementation and discovery process. First Due will provide import templates and guidance around migrating existing data and import into the application. If required, First Due can work with your team to normalize data to ensure data integrity. First Due works with customers in all modules to convert as much data as possible from legacy RMS systems.

We will work with you to migrate data from the systems listed above and will identify any additional costs during our cost negotiation process.

4.5. Project Management
Describe your project management approach for the implementation of the proposed solution within the desired implementation timeline, including project management tools, dedicated staff, and responsibilities, including creation and management of the project plan and/or timeline.

First Due’s implementation approach is framed around the client. We start with extensive discovery to identify needs, requirements, concerns, and deadlines. This helps us to then mold our Implementation Plan to best accommodate and deliver their needs.

The following are the phases of our Implementation process:

• Discovery: First Due holds Discovery sessions for each module we’re implementing with both Systems Administrators and End Users to understand every need of the client. This Discovery helps us better plan for implementation.
• Data Migration: Data is split into two prioritized categories. Our first focus and priority are basic information needed to configure an account so users can begin to onboard and provide feedback. The second tier is data that needs to be migrated but that is not critical to the Optimization of the account. This split approach enables Clients more time to Optimize their account with us.
• Configuration: Configuration begins the moment we can onboard the client to their account. During this process, we help the client prioritize, review, and test each component of their respected module.

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• Testing: First Due begins the Acceptance Testing phase as early in the deployment as possible. By providing clients access to components of the platform once they’re ready, it maximizes the feedback period.
• Go Live: First Due’s Client Success team will assist in planning and executing a seamless Go-Live for each module’s release.

We work closely with all agencies to determine a realistic timeline for deployment to meet the department’s expectations; to support this timeline we have a dedicated team that will oversee the project. Our volume of projects fluctuates frequently, and our team is adequately prepared to support a volume level higher than we currently carry.

First Due is able to work with the city to meet their implementation timeline requirements.

The go live date will ultimately need to be determined in collaboration with the City based upon the timeline of this RFP award and subsequent contract.

4.6. Licensing
Describe your software licensing structure.

Licensing is included in our Annual SaaS subscription model.

4.7. Interfaces
Describe your experience integrating the proposed solution with external data interfaces (Keystone CAD, Telestaff, NFIRS, ImageTrend ePCR, Compliance Engine, ESRI GIS, Accela, iNovah, Creditron, Laserfiche, etc.).

First Due has extensive experience integrating different external data interfaces. We will work with you to identify and price any relevant integrations necessary for your First Due instance.

First Due is CAD agnostic and populating live incident data from dispatch is a straight- forward process. We’ll partner with your CAD vendor to ensure a seamless and efficient integration. We also have partnerships with NFIRS, Esri GIS, and TCE.

There are several mechanisms to integrate with First Due, including but not limited to:
• XML/JSON/CSV connectors to push or pull data via SFTP • Executable based connectors installed on client side to pull data on a frequency • Email or notification-based integration
• Out-of-the box connectors to multiple cloud and on-premise applications • REST API operating over https and using JSON.

4.8. Implementation Services
Including but not limited to implementation of the cloud-based or on-premise RMS solution, database configuration, system configuration, user administration, report generation, testing, and training. Any planned use of subcontractors should be mentioned here and will be subject to City approval.

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We’ll start your implementation with thorough discovery and planning activities, designed to make sure everyone understands what will happen and when it will occur. We’ll review the materials and milestones needed to make your First Due go-live a success. We will work together to map out the key components of your First Due instance, identify your stakeholders, and create project timelines and deliverable maps. During Discovery and Planning, we’ll also identify any product or service gaps and the steps we’ll take together to make sure these gaps are addressed.

Following Discovery, our team will work with you to configure all the parts of the First Due application necessary for your go-live and beyond. These virtual configuration sessions will generally occur weekly.

During data migration, First Due will migrate applicable data from your existing systems utilizing data migration best practices.

Once your agency is initially configured, we will work
with you to identify a pilot testing group made up of your team members to begin using First Due in the field. This is an iterative process in which we listen to feedback from you and your team and can adjust your instance of First Due as needed. Once this is complete, we will complete final implementation tasks and go live.

No subcontractors will be used for this proposal.

4.9. Reporting Capabilities
Include a list of the standard and ad hoc reports typically employed by customers using the proposed solution.

First Due works with all customers during implementation to ensure all core reports are built and ready for customer usage. Listed below are some key reports available out of the box / reports used by similar customers:
• Inspection Status Report
• Inspection Count by Type
• Inspection Progress Report
• Inspection Count by Inspector
• Inspections by Building Use
• EOM Completed Inspections
• Occupancy Count by Hazmat Group
• Permit Status Report
• Permit Count by Type
• Permit Progress Report
• Permit Count by Owner
• Overdue Invoices
• Invoice Line Detail Report
• Violations Report
• Violation Count by Type
First Due Request for Proposal: City of Anaheim
www.firstdue com | © 2023 First Due & Locality Media, Inc.

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18 Do Not Share or Reproduce – Fire Records Management System

We also offer ad-hoc reporting capabilities, allowing users to develop and run their own reports. Reports can be downloaded in PDF, CSV, Excel, and other formats.

4.10. Support
Provide a review of the support services offered, including, but not limited to System Administration, User Support, System Enhancements, Support for 3rd Party Integrations, Hosting of Cloud Services, Knowledge Base, Backup/Recovery including RTO/RPO objectives, etc.

System Administration and User Support
Customers have access to First Due support 24/7/365 via the Knowledge Base and ticket center. You can submit a ticket at any time. Customers also have access to phone, email, and in the future, live chat.

Once a support request or ticket is received, First Due triages items by the colors Red, Yellow and Green. Red or Critical items are viewed as issues that impact our client's ability to respond to an emergency. Response to these issues is immediate with resolution within hours. Yellow relates to Urgent items that are investigated immediately and are typically resolved within a day. Green problems are typically lower-level user issues such as Password resets, and other account-based questions. These are typically responded to and resolved within a day.

System Enhancements
First Due delivers more than 18 new releases per year in its software development cadence and releases meaningful updates of new features every three to four weeks. These updates of the modules under contract are included as part of our Software as a Service (SaaS) agreement. The City will automatically receive updates to the solution as easily as contemporary cell phone apps are updated today. Users are also notified of all releases via email.

Support for Third-Party Integrations
Our Client Success and Implementation teams will work with you during and after implementation on integrating relevant third-party solutions to your First Due instance. These integrations may come at an additional cost, depending on the type and complexity of the integration.

Knowledge Base
First Due’s Knowledge Base has hundreds of videos, FAQ guides, and articles to provide user assistance and is available 24/7 to users. We send monthly release notes highlighting key feature updates.

Business Continuity/Backup Recovery
Because it is a cloud-based system, data is being continually backed up and is always secured. Every component within the data center, such as power, cooling, and network are fully redundant. Our data warehouse offers a 100% uptime SLA on power, cooling, and network operation for true enterprise grade availability.

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4.11. City Resources Required
Identify and list any requirements for City-furnished items such as equipment, materials, facilities, or any other support that will be necessary to implement and complete this project.

No hardware requirements exist. First Due can be run on any Web browser and Android/iOS mobile device and tablet. The City will assign First Due administrator(s) to perform administrative tasks for your First Due instance, including assigning users/user security.

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6. Training Plan
Provide a training plan for delivery of a series of technological and functional training sessions for frontline staff, supervisors, system administrators, and finance staff.

Beyond packaged one-size-fits-all training, describe how the training will be tailored to the City of Anaheim’s users and across desktop, iPad and phone devices. The proposed training plan should include:

1) An overview of the training program, including objectives, roles and responsibilities and facility requirements.
2) Samples of training program materials, such as syllabus or course outline examples. 3) Recommendations for on-going support staff and end-user training after implementation.

First Due believes training is essential to a successful rollout. We offer customized training content, online sessions and on-site training depending on the customer’s needs. First Due’s Head of Training will help plan and execute the training for each module. As part of the implementation, each Agency will receive training as outlined below:
• Administrator training during implementation check-in call • Online training during project kick-off
• Online train-the-trainer sessions during optimization stage • Access to online training videos documents, and content • Additional training over and above this is available for an extra charge.

Our robust training program ensures users at all levels are comfortable using First Due.

During your training, you’ll learn how to:
• Access the system, both via web and mobile platforms. • Successfully document pre-I ncident plan information•Properly document hazardous materials requirements, quantities, and storage locations. • Create and use inspection and permits.
• Schedule time-related activities.
• Track time-related activities.
• Create and use the invoicing feature.
• Configure and manage the reports module.
• Configure and manage users and roles
• And more
Your comfort and understanding of your First Due platform is critical to us. Follow-up and clarifying training is available upon request from our Client Success team. We can also offer recommendations for real-life best practices and software optimization during your contract.

Do not share or reproduce without authorization.
25 Do Not Share or Reproduce – Fire Records Management System

7. Technology Overview
Provide an overview of the system technology and future strategic direction. Include the following in the overview:

7.1 Desktop platforms supported
First Due is a cloud-based solution and can be accessed on any Internet browser, including Internet Explorer, Chrome, Firefox, Safari, and Bing.

7.2 Mobile responsiveness/capabilities
All First Due modules can be accessed through either mobile Web versions of the module or through our iOS/Android app.

7.2 Current application version & update frequency
Because First Due operates several different modules, each are on a different application version.

First Due releases updates continually, depending on solution and customer needs.

Enhancements and updates are announced ahead of time by the Client Success team or in our monthly Release Notes. For web-based modules, no work is required from the client. For app-based features, updates are available in the App store as needed.

7.4 Security Administration and user set-up
First Due is a multi-tenant cloud-based platform, accessed via secure login. Customer data is segregated at the database level and requires login to access. As a cloud-based solution, customers can customize and configure their individual account, without impacting updates and versions. All customers are always on the latest version of First Due. Login is accessed via browser or mobile applications on iOS and Android.

7.5 Planned lifecycle for recommended application
Our application is continually updated and enhanced.

7.6 Known shortcomings of recommended application
There are no known shortcomings to First Due. Working closely with our customers, we are continually refining and updating the solution to be as user-friendly, comprehensive, and future-looking as possible.

7.7 Security highlights
Data security is crucial to what we do. Accounts are password protected with optional IP address restriction. Customer data is protected in a closed account ecosystem down to the user and role level. Audit logs for user access and activities are kept and workflow can be generated to alert a customer of potential access to customer data which may be suspicious.

Do not share or reproduce without authorization.
26 Do Not Share or Reproduce – Fire Records Management System

All transmissions within the First Due platform utilize a secure HTTP connection (HTTPS) and TSL certificates to mitigate malicious activity and ensure users can trust First Due web domains. All First Due data is encrypted in transit and at rest using Transport Layer Security (TLS) and Forward Secrecy (FS) using AES.

First Due uses Amazon Web Services (AWS) as its cloud hosting provider. AWS is the most trusted cloud service provider in the world, powering hundreds of thousands of business and consumer applications, millions of businesses, and billions of requests per hour. It’s estimated that more than one third of the worldwide internet runs on AWS.

AWS data centers are industry leaders in physical security. From site selection to on-premises security practices, Amazon invests heavily in strategies to plan for and mitigate potential threats. They are world-class leaders in designing, implementing, and testing controls to ensure systems, technology, and people are protected from malicious actions. As First Due customers, your data is protected at this exceptional level.

7.8 Support
First Due approaches user support as a responsibility of the entire organization, with a large team fully focused on technical support. First Due’s support team is trained to address severity and scope immediately upon notification of a problem and route it accordingly. This unique support philosophy cuts out unnecessary back and forth to route issues directly to the specific individuals who can ensure prompt resolution, including company and product executives when necessary.

Your Account Executive understands your biggest goals and concerns and will serve as your first advocate to help make sure that your work with First Due is moving in the right direction.

Your Client Success Manager (CSM) joins your team when you come aboard with First Due.

Every First Due CSM is a current part-time or former firefighter, EMT, or PIO with on-the-job experience working in public safety. You will always have a dedicated CSM for your agency – someone who knows you on a first-name basis, who knows the ins and outs of your agency, and is on speed dial for you. Your CSM is your advocate for what is most important to you as First Due continues to develop new features to serve you.

Your success with First Due is at the core of what we do. First Due takes a consultative approach to your agency’s use of our platform. As your needs change and the capabilities of the First Due platform grow, you can count on your Client Success Manager as a trusted adviser and internal advocate.

7.9 System Back-up, Redundancy, Disaster Recovery
First Due maintains an uptime commitment of 99.995%. First Due follows best practice guidelines around disaster recovery. This includes back-ups in multiple sites, fully encrypted and redundant servers in multiple locations for failover.

Data back-ups are kept offsite, and industry best practice redundancy and disaster recovery mechanisms are utilized at all times including PostgreSQL DB running on mirrored/RAID1 First Due Request for Proposal: City of Anaheim
www.firstdue com | © 2023 First Due & Locality Media, Inc.

Do not share or reproduce without authorization.
27 Do Not Share or Reproduce – Fire Records Management System

drives with three daily backups to remote offsite locations and standby server to quickly fail- over during disaster situation.

7.10 Multiple Environments
We utilize Dev, Test, and Prod environments, each utilized throughout the software development, testing, and deployment process.

Do not share or reproduce without authorization.
29 Do Not Share or Reproduce – Fire Records Management System

8. Documentation
Please provide available best practice and user administration documentation for a similar fire records management system currently in service in another jurisdiction.

First Due will provide custom training content and guides for the customer. However, please see some standard Knowledge Base user guides / articles:
• Inspections
• Invoicing
• Permits
• Hazmat

Do not share or reproduce without authorization.
31 Do Not Share or Reproduce – Fire Records Management System

9. Pricing
Completed Pricing summary found in Appendix V that indicates costs for software, implementation, and maintenance. Pricing must be fully comprehensive, complete, including all taxes, and list any available discounts or planned CPI increases. Pricing must be valid for at least 90 days from response submission date. All one-time and recurring costs must be fully provided. This should include your licensing structure and costs associated with using the proposed system.

Software: Provide estimates for user counts and/or other methodologies.

Implementation Services: Including but not limited to implementation of the software, needs analysis, process mapping, system configuration, report development, data migration, testing, and training.

Maintenance: Indicate the estimated total dollars and percent of software license cost plus any CPI changes that might be incurred in years 2 – 5.

Note: Additional pricing information can be supplied if it clarifies or provides relevant detail to your estimate.

Please see our pricing proposal included with our bid response.Please note that pricing should be kept confidential.

Do not share or reproduce without authorization.
34 Do Not Share or Reproduce – Fire Records Management System

11. Contract Performance
Indicate if at any time during the past five years the vendor has had a contract terminated for convenience, non-performance, or any other reason, or has entered into legal action with a customer. Describe the situation(s) including name and address of contracting party and circumstances.

We are a SaaS platform serving public safety agencies across the US and Canada. We have never had a hard termination of a contract but have had a very small number of customers over the last five years discontinue their subscription mostly due to a change in leadership or budget.

Do not share or reproduce without authorization.
36 Do Not Share or Reproduce – Fire Records Management System

12. RFP Exceptions
Specifically identify exceptions to this RFP.

1. Page 14. General Terms and Conditions. ASSIGNMENT OF RIGHTS OR OBLIGATIONS.

First Due requests to add to this clause “, which shall not be unreasonably withheld.”

Do not share or reproduce without authorization.
38 Do Not Share or Reproduce – Fire Records Management System

13. Acceptance of Insurance and Indemnity Provisions
Please indicate if your firm accepts the Insurance/Indemnity Provisions provided in Appendix I and Appendix II of this RFP

If you are unable to accept the terms presented:
1) Note any requested exceptions
2) Explain the rationale for these requested exceptions/modifications

Note: It is the City’s practice not to ent
er into Agreements that contain a limitation of
liability provision. The City is under no obligation to accept requested exceptions mentioned above.

First Due accepts these provisions as w ritten.

Do not share or reproduce without authorization.
40 Do Not Share or Reproduce – Fire Records Management System

14. Vendor Contracts
Provide vendor contract templates, which may include a sample Statement of Work, Perpetual Software License, SaaS License Agreement, 3rd Party Agreements, Maintenance, and Services Agreements, etc. for all applications and modules.

Please see the sample SSA included in this section.

Locality Media, Inc. Agreement Oct 2022 Page 1 of 9

AGREEMENT FOR SERVICES

This Agreement for Services (this “Agreement”) dated as of ______________ ____, 202___ (the "Effective Date") is made by and between Locality Media, Inc dba First Due a Delaware corporation, having offices at 107 7th St, Garden City, NY, 11530 ("Locality Media") and the Anaheim Fire & Rescue located at 201 South Anaheim Boulevard, Anaheim West Tower, 3rd Floor, Anaheim, California 92805 (the “Customer”).

2. Locality Media may provide the Customer with one or more user ID’s, initial passwords, digital certificates and/or other devices (collectively, "Credentials") and/or application programming interfaces ("APIs") to access the Service. The Customer shall access the Service only by using such Credentials and APIs. The Customer authorizes Locality Media to act on any instructions Locality Media receives from users of the Service who present valid Credentials and such individuals shall be deemed authorized to act on behalf of the Customer, including, without limitation, to change such Credentials. It is the Customer’s sole responsibility to keep all Credentials and other means of access within the Customer’s direct or indirect possession or control both confidential and secure from unauthorized use. The Customer understands the utility of the First Due Size Up Service depends on the availability of data and information relating to Locations and structures in the Customer's jurisdiction, including but not limited to building system and structural information, building inspection codes and incident report data (collectively, "Location Data"). Locality Media also may process and furnish through the Service, in addition to Location Data, other data regarding residents and roadways within the Customer's jurisdiction ("Community Data"). Location Data and Community Data are referred to collectively herein as "Data". Locality Media may acquire Data from th ird party public and/or private sources in Locality Media's discretion. In addition, the Customer will upload to the Service or otherwise provide to Locality Media in such form and using such methods as Locality Media reasonably may require from time to t ime, any and all Data from the Customer's records and systems which the parties mutually designate for inclusion in the Service database. The Customer agrees not to filter or alter such records except to conform such Data to the formats reasonably required by Locality Media. Subject to any third-party license restrictions identified expressly in writing by the Customer, the Customer grants to Locality Media a perpetual, non-exclusive, worldwide, royalty-free right and license to process, use and disclose the Data furnished to Locality Media by the Customer in connection with the development, operation and performance of Locality Media's business, including but not limited to the Service.

3. As between the parties, the Customer and its employees, contractors, members, users, agents and representatives (collectively, "Customer Users") are solely responsible for determining whether and how to use Data accessed through the Service. The Customer acknowledges that Locality Media, through the Service, provides an in terface for viewing Data compiled from the Customer and other sources over which Locality Media has no control and for which Locality Media assumes no responsibility. Locality Media makes no representations or warranties regarding any Location or structure (including but not limited to a Location's safety, construction, occupancy, materials, hazards, water supply, contents, location, surrounding structures, exposures, size, layout, compliance, condition or history) ), residents, roadways, or any actual or expected outcome from use of the Data, nor does Locality Media make any representation or warranty regarding the accuracy or reliability of the Data received by Locality Media. Locality Media provides administrative and information technology services only and does not advise, recommend, or render an opinion with respect to any information communicated through the Service and shall not be responsible for the Customer's or any third party's use of any information obtained through the Service.

Locality Media, Inc. Agreement Oct 2022 Page 2 of 9

4. The Customer shall obtain and maintain, at its own expense, computers, operating systems, Internet browsers, tablets, phones, telecommunications equipment, third-party application services and other equipment and software ("Equipment") required for the Customer to access and use the Service (the Service being accessible to users through standard Internet browsers subject to third party network availability and signal strength). Locality Media shall not be responsible for any problem, error or malfunction relating to the Service resulting from Customer error, data entry errors or malfeasance by the Customer or any third party, or the performance or failure of Equipment or any telecommunications service, cellular or wifi network, Internet connection, Internet service provider , or any other third- party communications provider, or any other failure or problem not attributable to Locality Media ("Technical Problems").

5. This Agreement will be effective for an initial term of 12 months (the "Initial Term") commencing on the Effective Date.

After the Initial Term, this Agreement will automatically renew for successive terms of 12 months each (a "Renewal Term"), subject to the right of either party to cancel renewal at any time upon at least 60 days' written notice. Locality Media reserves the right to increase Customer’s renewal Service fees by no more than 5% per annum, applied to the Service fees set forth in the previous term. A renewal estimate will be provided to the Customer no less than 90 days before term expiration. Either party also may terminate this Agreement immediately upon written notice if the other party: (i) becomes insolvent; (ii) becomes the subject of a petition in bankruptcy which is not withdrawn or dismissed within 60 days thereafter; (iii) makes an assignment for the benefit of creditors; or (iv) materially breaches its obligations under this Agreement and fails to cure such breach within 30 days after the non -breaching party provides written notice thereof.

6. Upon termination, the Customer shall cease use of the Service and all Credentials then in the Customer’s possession or control. This Section 6 and Sections 8 through 11 and 15 through 25 hereof shall survive any termination or expiration of this Agreement.

7. The Customer agrees to pay the fees set forth in Exhibit A for use of those Service features described in Exhibit A (as available as of the Effective Date). Locality Media may charge separately for services offered from time to time that are not included in the scope of Exhibit A (such as new Service features, systems integration services and applications of the Service for new purposes), subject to the Customer’s acceptance of the terms of use and fees associated with such services. The Customer shall be responsible for the payment of all taxes associated wi th provision and use of the Service (other than taxes on Locality Media’s income). The Customer represents it has not received and agrees that it shall not collect any fee, payment or remuneration of any kind from any Data provider, other municipal agency or other third party in connection with the Customer's purchase or use of the Service under this Agreement.

8. Locality Media owns and shall retain all right, title, and interest in and to the Service, all components thereof, including without limitation all related applications, APIs, user interface designs, software and source code (which shall further include without limitation any and all source code furnished by Locality Media to the Customer in connection with the delivery or performance of any services hereunder) and any and all future enhancements or modifications thereto howsoever made and all intellectual property rights therein but not Data furnished by the Customer. Except as expressly provided in this Agreement or as otherwise authorized i n advance in writing by Locality Media, the Customer and Customer Users shall not copy, distribute, license, reproduce, decompile, disassemble, reverse engineer, publish, modify, or create derivative works from, the Service; provided, however, that nothing herein shall restrict the Customer’s use of the Data that the Customer has provided.

9. "Confidential Information" means any and all information disclosed by either party to the other which is marked "confidential" or "proprietary," including oral information that is designated confidential at the time of disclosure. Without limiting the foregoing, all information relating to the Service and associated software and the terms of this Agreement shall be deemed Locality Media's Confidential Information. Notwithstanding the foregoing, "Confidential Information" does not include any information th at the receiving party can demonstrate (i) was known to it prior to its disclosure hereunder; (ii) is or becomes publicly known through no wrongful act of the receiving party; (iii) has been rightfully received from a third party authorized to make such di sclosure without restriction; (iv) is independently developed by the receiving party, without the use of any Confidential Information of the other party; (v) has been approved for release by the disclosing party's prior written authorization; or (vi) is required to be Locality Media, Inc. Agreement Oct 2022 Page 3 of 9
disclosed by court order or applicable law, provided that the party required to disclose the information provides prompt advance notice thereof to the other party (except to the extent such notice is prohibited by law).

10. Each party hereby agrees that it shall not use any Confidential Information belonging to the other party other than as expressly permitted under the terms of this Agreement or as expressly authorized in writing by the other party. Each party shall use the same degree of care to protect the other party's Confidential Information as it uses to protect its own confidential information of like nature, but in no circumstances with less than reasonable care. Neither party shall disclose the other party's Confidential Information to any person or entity other than its employees, agents or consultants who need access thereto in order to effect the intent of this Agreement and in each case who have been advised of the confidentiality provisions of this Agreement, have been instr ucted to abide by such confidentiality provisions, entered into written confidentiality agreements consistent with Sections 9 -11 or otherwise are bound under substantially similar confidentiality restrictions.

11. Each party acknowledges and agrees that it has been advised that the use or disclosure of the other's Confidential Information inconsistent with this Agreement may cause special, unique, unusual, extraordinary, and irreparable harm to the other party, the extent of which may be difficult to ascertain. Accordingly, each party agrees that, in addition to any other remedies to which the nonbreaching party may be legally entitled, the nonbreaching party shall have the right to seek to obtain immediate injunctive relief, without the necessity of posting a b ond, in the event of a breach of Section 9 or 10 by the other party, any of its employees, agents or consultants.

12. LOCALITY MEDIA REPRESENTS AND WARRANTS THAT IT SHALL USE COMMERCIALLY REASONABLE EFFORTS TO

MAKES NO WARRANTY THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR FREE OR AVAILABLE AT ALL TIMES, NOR

DOES LOCALITY MEDIA WARRANT THAT THE SERVICE WILL REMAIN COMPATIBLE WITH, OR OPERATE WITHOUT INTERRUPTION ON, ANY EQUIPMENT OF THE CUSTOMER OR CUSTOMER USERS.

13. EXCEPT AS SET FORTH ABOVE IN SECTION 12, LOCALITY MEDIA MAKES AND THE CUSTOMER RECEIVES NO

WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY REGARDING OR RELATING TO THE SUBJECT MATTER HEREOF. LOCALITY MEDIA SPECIFICALLY DISCLAIMS, TO THE FULLEST EXTENT PERMITTED BY LAW, ALL IMPLIED

WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT WITH RESPECT TO THE SUBJECT MATTER HEREOF, INCLUDING WITHOUT LIMITATION THE SERVICE.

14. The Customer represents and warrants that the Customer is authorized and has all rights necessary to enter into this Agreement, to provide the Data furnished by the Customer to Locality Media, and to use the Service and Data, and Customer will only use the Service and Data, as permitted under this Agreement and in accordance with the laws, regulations and any third-party agreements applicable to the Customer and Customer Users. Without limiting the generality of the foregoing, Customer shall not cause or permit any Data to be uploaded to the Service or used in connection with the Service in any manner that would violate any third -party intellectual property rights or license between Customer and any third party. Customer agrees not to use or permit the use of the Service and Data in connection with any public or private enterprise other than operation and performance of the Customer's functions and services. In addition, the Customer and the Customer Users shall not copy, distribute, license, reproduce, publish, modify or otherwise use any Personally Identifiable Information (PII) contained within the Data accessed through the Service for any purpose other than to lawfully carry out the services and duties of the Customer. The Customer shall remain responsible for the performance, acts and omissions of each Custom er User as if such activities had been performed by the Customer.

15. Locality Media will indemnify, defend and hold harmless the Customer from and against any and all damages, liabilities, losses, costs and expenses (including, but not limited to, reasonable attorneys' fees) (collectively, "Losses") resulting from any third-party claim, suit, action, investigation or proceeding (each, an "Action") brought against the Customer based on the infringement by Locality Media of any third-party issued patent, copyright or registered trademark, except to the extent such Action is based on Data furnished from the Customer, the Customer’s breach of any third party agreement, or any combination or integration of the Service with any Customer - or third-party property, method or system.

Locality Media, Inc. Agreement Oct 2022 Page 4 of 9

16. The Customer will indemnify, defend and hold Locality Media harmless from and against any and all Losses arising from or relating to: (i) any breach by the Customer of Section 8; or (ii) any Action by a Customer User or third party arising from or relating to the use of the Service or Data accessed through the Service, except to the extent such Losses are subject to Section 15 above or result from the gross negligence or willful misconduct of Locality Media.

17. Such indemnification under Sections 15 and 16 will be provided only on the conditions that: (a) the indemnifying party is given written notice reasonably promptly after the indemnified party receives notice of such Action; (b) the indemnifying party has sole control of the defense and all related settlement negotiations, provided any settlement that would impose any monetary or injunctive obligation upon the indemnified party shall be subject to such party’s prior written approval; and (c) the indemnified party provides assistance, informat ion and authority as reasonably required by the indemnifying party.

18. EXCEPT FOR ITS INDEMNIFICATION OBLIGATIONS IN SECTION 15, AND EXCEPT FOR CLAIMS OF GROSS NEGLIGENCE,

WILLFUL MISCONDUCT OR FRAUD, LOCALITY MEDIA SHALL NOT BE LIABLE TO THE CUSTOMER OR CUST OMER USERS

FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL OR EXEMPLARY DAMAGES ARISING FROM OR RELATING

TO THIS AGREEMENT OR THE SERVICES OR DATA, EVEN IF THE CUSTOMER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. EXCEPT FOR ITS INDEMNIFICATION OBLIGATIONS IN SECTION 15, AND EXCEPT FOR CLAIMS OF GROSS

NEGLIGENCE, WILLFUL MISCONDUCT OR FRAUD, LOCALITY MEDIA SHALL NOT BE LIABLE TO THE CUSTOMER OR

CUSTOMER USERS FOR ANY DAMAGES IN CONNECTION WITH THIS AGREEMENT IN EXCESS OF THE GREATER OF (A) THE AMOUNT OF FEES PAID OR PAYABLE BY THE CUSTOMER TO LOCALITY MEDIA WITHIN THE 12 MONTH PERIOD IMMEDIATELY PRIOR TO THE EVENT GIVING RISE TO SUCH LIABILITY, OR (B) $5,000.

19. All notices, requests, demands or consents under this Agreement must be in writing, and be delivered personally, by email or facsimile followed by written confirmation, or by internationally recognized courier service to the addresses of the parties set forth in this Agreement.

20. Except as otherwise provided below, neither party may assign thi s Agreement or any rights or obligations hereunder without the prior written consent of the other party. Locality Media may assign this Agreement or any rights or obligations hereunder to any Locality Media affiliate or in connection with the merger or acq uisition of Locality Media or the sale of all or substantially all of its assets related to this Agreement, without such consent. This Agreement shall be binding upon and inure to the benefit of the parties, their respective successors and permitted ass igns.

21. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

22. Any modification, amendment or waiver to this Agreement shall not be effective unless in writing and signed by the party to be charged. No failure or delay by either party in exercising any right, power, or remedy hereunder shall operate as a waiver of such right, power, or remedy.

23. The parties are independent contractors with respect to each other, and neither shall be deemed an employee, agent, partner or legal representative of the other for any purpose or shall have any authority to create any obligation on behalf of the other. Neither party intends to grant any third-party beneficiary rights as a result of this Agreement.

24. Any delay in or failure of performance by either party under this Agreement will not be considered a breach and will be excused to the extent caused by any event beyond the reasonable control of such party including, but not limited to, acts of God, acts of civil or military authorities, strikes or other labor disputes, fires, interruptions in telecommunications or Internet or network provider services, power outages, and governmental restrictions.

25. This Agreement supersedes all prior agreements, understandings, representations, wa rranties, requests for proposal and negotiations, if any. Each provision of this Agreement is severable from each other provision for the purpose of determining the enforceability of any specific provision.

Locality Media, Inc. Agreement Oct 2022 Page 5 of 9

26. Agreement Billing Information
a. Accounts Payable Contact

Name:

Email:

Phone:

b. Tax Exempt _____ (Yes/No)
If Yes, please email a copy of the Exempt Certificate to [email protected].

c. Purchase Order Required _____ (Yes/No)
If Yes, return a copy of the Purchase Order with the signed agreement or email a copy to [email protected].

LOCALITY MEDIA, INC. Anaheim Fire & Rescue
By: By:

Name: Andreas Huber Name:

Title: CEO Title:

Date: Date:

Locality Media, Inc. Agreement Oct 2022 Page 7 of 9

Locality Media, Inc. dba First Due
107 Seventh St
Garden City, NY 11530, United States
Phone: +1 (516) 874-2258
Website: https://www.firstdue.com/
Statement of Work
For Quote Number: ____________________

Statement of Work | Anaheim Fire & Rescue

Introduction
The purpose of this Statement of Work (SoW) document is to clearly define the Implementation, Training and Support.

1. Implementation:

First Due works very closely with you to ensure the application is ready for go-live. During the Implementation you will be assigned a Client Success Manager and Implementation Manager who will lead you through the process. Below is a description of each component of our implementation. a) Discovery & Planning: During a project kick-off meeting we will flesh out the key components of the configuration, customer stakeholders and project timelines. After this stage we will have a clear plan to when and how your agency will be live with First Due.
b) Configuration: First Due is an out-of-the box system but can be configured for your Agency’s needs.

Our team will work with you to configure all the parts of the application necessary for go-live and beyond. These configuration sessions will generally occur weekly, and also act as administrator training. c) Optimization: Once the account is configured, we will arrange a small end-user testing group to begin to use the application out-in-the-field. This is an iterative process in which we listen to feedback and make adjustments to the product on the fly.
d) Training: Once we have sign-off the product is ready for go-live we will build the necessary training plan together, which may include train-the-trainer sessions, end user training, custom training videos/content or even onsite sessions. The training section below provides more detail on included training.
e) Roll Out: After training is complete, we are ready to roll-out the platform. We will work closely with you to ensure First Due is rolled out effectively across your agency. f) Support: Once we achieve sign-off that the system is live and stable, we will transition to support (as described in the support section below). However, you will continue to have a dedicated Client Success Manager moving forward.

2. Training:

1. Webinar Administrator training during configuration sessions

2. Webinar formal Train-the-Trainer and/or End User Session(s) during the training phase

3. Access to online training videos, documents, content and interactive knowledgebase

3. Integrations:

Any scoped integrations included in this document will be described below. Any additional integration scoped at a later date will be provided in a separate SoW at that time.

Locality Media, Inc. Agreement Oct 2022 Page 8 of 9

4. Data Migration:

First Due understands the importance of data migration to our customers and has extensive experience working to migrate historical records into the platform. First Due will use best efforts to migrate applicable data from Customer’s existing systems utilizing data migration best practices. This includes:

1. Data Migration Planning Session

2. Assistance/Guidance in extracting data from existing system/s

3. Mapping extracted data to First Due import workbooks

4. Importing of Data into First Due

5. Support:

First Due provides Support as part of the base subscription. This includes:

1. Email, Phone, Ticketing System Support Channels and Live Chat

2. Dedicated Client Success Manager

3. Access to knowledge base including online training videos and FAQs

Locality Media, Inc. Agreement Oct 2022 Page 9 of 9

www.firstdue.com

At First Du
e, we understand deploying new software can feel overwhelming for you and your team.

We will work together to make sure the go-live process is seamless and to ensure the project plan reflects the goals, timelines, and priorities of your agency.

Your First Due team includes dedicated experts in Implementation, Client Success, Training, and Support.

Account Executive
Your Account Executive stays with you for the life of your contract. They understand your biggest goals and concerns and will serve as your first advocate to help make sure that your work with First Due is moving in the right direction.

Implementation Manager
Your Implementation Manager gets you started with First Due. They will start their relationship with you by gathering information from your Account Executive, your Client Success Manager, and your team directly. Your Implementation Manager will be your go-to person for legacy data imports and will help you efficiently and securely move this data into First Due. They’ll use their extensive project management, tech, and public safety experience to bring your First Due instance to fruition.

Client Success Manager
Your Client Success Manager (CSM) joins your team when you come aboard with First Due. Every First Due CSM is a current part-time or former firefighter, EMT, or PIO with on-the-job experience working in public safety. You will always have a dedicated CSM for your agency – someone who knows you on a first-name basis, who knows the ins and outs of your agency, and is on speed dial for you. Your CSM is your advocate for what is most important to you as First Due continues to develop new features to serve you.

YOUR FIRST DUE TEAM
www.firstdue.com

Technical Implementation Specialist
Your Technical Implementation Specialist is assigned to manage your data migration from your current vendor to First Due and your CAD integration with the First Due platform. The First Due Technical Implementation Specialist
team comes from a diverse background ranging from database management to public safety software integration. Your agency’s specific needs and workfl ows will dictate how your Technical Implementation Specialist will work with your crew to sustain succes sful integrations and best-in-class data continuity between platform s.

First Due Training Team
Your T
rainers will ensure that your team is re ady to use the First Due platform. Staffed en tirely by experien
ced instructors from the Fire & EM S service, First Due’s trai ning team works with each agency to customize the right training plan to me et your needs. From hands-on group training to one-on-one sessions, education is central to working with First Du e.

In addition to training, you’ll have access to local First Due Command Summit events, led by your regional First Due trainers. During our Command Summits, First Due agencies in a geographic area meet in person to check out the latest from First Due, exchange strategies, and create a unified approach to mutual and automatic aid.

Support Engineering Team
First Due approaches user support as a respons ibility of the entire organization, with a large team fully fo
cuse
d on technical support. First Due’s support team is trained to address severity and scope immediately upon noti fication of a problem and route it accordingly. This un ique support philosophy cuts out unnec
essary back and forth to route issues directly to the specific individual s who can ensure prompt resolution, including company and product executives when necessary.

You
We need your h
elp to make sure your First Due
experience exceeds your expectations from
day one. Have a point person or team from
your agency appointed and ready to get your
First Due relationship on the right track.

www.firstdue.com

Phase 1
: Discovery & Planning
We’ll start your implementation with thorough discovery and planning activities, designed to make sure everyone understands what will happen and when it will occur. We’ll review the materials and milestones needed to make your First Due go-live a success. We will work together to map out the key components of your First Due instance, identify your stakeholders, and create project timelines and deliverable maps. During Discovery and Planning, we’ll also identify any product or service gaps and the steps we’ll take together to make sure these gaps are addressed.

During Discovery & Planning, your First Due Implementation Manager will host an Implementation Kick Off Session. During this virtual meeting, your team and First Due will:
• Establish your internal Implementation team and host introductions • Identify the proposed project timeline
• Gather workbooks and other resources that support data migration • Identify the scope of the project – what will be launched during your initial implementation, and the wish list for future projects.
• Answer any questions you might have about the implementation process Phase 2:

Configuration
In this phase, our team will work with you to configure all the parts of the First Due application necessary for your go-live and beyond. These virtual configuration sessions will generally occur weekly.

During your configuration sessions, we will:
• Review project updates and task completion
• Collaborate on configuration requirements

IMPLEMENTATION METHODOLOGY
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• Highlight the essential functions and best practices for each module • Teach step-by-step instructions on the software – everything from how to create users to how to build occupancies, develop inspection checklists, and more • Review our client Knowledge Base for continuous application training & support Phase 3: Dat
a Migration
First Due understands the importance of safe, secure, and organized data migration. We have extensive experience importing historical records into the platform. First Due will migrate applicable data from your existing systems utilizing data migration best practices.

During your Data Migration Planning Session, we will:
• Identify and prioritize data that is most important to your agency • Determine the best export and import methods based on your priorities and legacy data vendor • Walk you through the phases of importing data
Phase 4: Optim
ization
Once your agency is initially configured, we will work with you to identify a pilot testing group made up of your t
eam members to begin using First Due in the field. This is an iterative process in which we listen to
feedback from you and your team and can adjust your instance of First Due as needed.

During your Pilot T
esting Session, we will:
• Identify pilot testing team members per module
• Identify testing protocols per module
• Identify feedback communication methods
• Make edits, updates & configuration changes

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Phase 5: Training
First Due embraces the Fire and EMS service commitment to training and continuous acquisition of new skillsets and competencies. First Due is focused on providing your agency with a quality training experience throughout implementation and beyond for end users start their journey to becoming a First Due expert from the moment of adoption.

The First Due training philosophy is constructed to adapt to the unique needs of your agency. We follow a tested playbook to ensure agencies are ready from go-live day to not only function within but innovate through First Due’s software.

Go-Live Training Plan
• Online Webinars: Customized 1:1 training webinars tailored for your software selection and/or for any level of user.
• Recurring Webinars: Weekly recurring function-specific group webinar training with First Due users from around North America.
• Train-the-Trainer: Teach your project leadership to model First Due success within your organization
• Onsite Training: If included within your First Due contract, our training team will come to you equipped with a highly customized curriculum built for mission-critical success at your agency.

Onsite sessions can be custom-built with specific attention or classes developed for users of any level or responsibility.
• Knowledge Base & Resource Library: All First Due users have day one access to a through collection of online training videos, documents, and FAQs through our Knowledge Base.

Continuing E
ducation
Monthly Release Notes Regional Command Summits
New Feature Webinars Refresher courses for your team
Daily Training Webinars

www.firstdue.com

Go-Live
We are g
oing live! After training is complete, we are ready to fully roll out the First Due platform to your agency. We will work closely with you to ensure First Due is launched successfully.

During your Go Live session, we will:
• Identify any future milestone dates
• Identify any outstanding risks and actions to mitigate • Introduce First Due
Support Representatives
• Overview & expectations when transitioning to Support Phase 7: P
roduct Support
The First Due Support Center provides you and your team with comprehensive product support.

Product questions, requests, or issues are routed immediately to the appropriate team. Your Support organization includes:

Client Success Manager Contact
Access to the First Due Knowledge Base
24/7 Client Web Based Support Portal
24/7 Phone Support Desk
Email Support

www.firstdue.com

Your succe
ss with First Due is at the core of
what we do. First Due takes a consultative
approach to your agency’s use of our platform.

As your needs change and the capabilities of
the First Due platform grow, you can count on
your Client Success Manager as a trusted
adviser and internal advocate to solve your
biggest software challenges.

At First Due, we pride ourselves on building a
platform you can always rely on. We build our
platform alongside our customers. As public
safety expands, we are on a relentless mission
to shape and mold our platform to solve new
challenges.

Client Suc
cess Resources
Regular 1:1 Planning & Growth Sessions
Access to National & Regional User Groups
Online Training Videos and FAQs
Access to the First Due Knowledge Base
New Feature Announcements
Interactive Webinars
Beta Testing Forums
Your entire operation.

One platform.

GROWTH & CONTINUED SUPPORT

Anaheim City CouncilSeptember 12, 2023

Anaheim City Council
September 12, 2023