R-2020-0273 - 10/8/2020RESOLUTION NO. R-2020-0273
WHEREAS, the City of Round Rock has duly sought proposals for purchase of goods and
services for a Report Management System for the Fire Department; and
WHEREAS, ESO Solutions, Inc. has submitted the proposal determined to provide the best
value to the City considering the price and other evaluation factors included in the request for
proposals; and
WHEREAS, the City Council desires to enter into an agreement with ESO Solutions, Inc.,
Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Report Management System Services with ESO Solutions, Inc., a copy of said
Agreement being attached hereto as Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 5 51, Texas Government Code, as amended.
RESOLVED this 8th day of October, 2020.
CRAIG 1V�ORGAPY, Mayor
City of Round Rcick, Texas
ATTEST:
— a we�� J KWtf---'
SARA L. WHITE, City Clerk
0112.20202-1 00455928
DocuSign Envelope ID: 4335F2FF-98F2-4FDE-B560-F05686048531
EXHIBIT
Wora.00ITYr ROUND ROCK AGREEMENT FOR
" V
PORT MANAGEMENT SYSTEM SERVICES
WITH
ESO SOLUTIONS. INC.
KNO� wry ALL 13'Y THESE
RECITALS:
WHEREAS, City desires to purchase goods and services related to a Report Management
Systemfor the Fire Department; and
for4049WHEREAS,1-1EREAS, City has issued its 'F"Request for Proposal1) V the provision of said goods
and services; and
WIiEREAS, the City has determined that the Vendor provides the best value to the City
and desires to procure said goods and services fro the Vendor; and
t�I-EREAS, the parti"es desire to enter into this Agree ent to set forth in writing their
rp respective rightsduties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual pruznises contained herein and other good and
isvaluable consideration, the sufficiency and receipt of which are hereby acknowledged, it
mutually partiesagreed between the as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City agrees to buy specified goods and servi'ces and is obligated to provide sa e.The
Aaree ent includes the followi*ng: (a) City's. Request for Proposal, designated Solicitation%we-
Number 20-017 dated June 2fl20 ("RFP99); (b) Vendor's Response to RFP (Including- Cost
00454855='ss2
QocuSign Envelope ID: 4335F2FF-9BF2-4FdE-B6&D-FD5888048531
HIPAASheets c Vendor's Support Services Addendum, (d) Business Associate Addendum,*
(e) contract award; and (f) any exhibits, addenda, and/or a end ents thereto. Any
ii
nconsistencies or conflicts n the contract docu ents shall be resolved by preference in
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the following order,
(1) This Agreement;
(2) Vendor's Response to RFP (including Costs Sheets);
{3) Vendor's Support Service Addendum;
(A) HIPAA. Business Associate Addendum; and
(5) City's RFP, exiibits, and attachments.
(f City means the City of Round Rock, Williamson and Travis Counties,, Texas.
(g) Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
%W
EX Goods and services mean the specified services, supplies, materials,
If
commodities, or equipment.
F. Vendor means ESO Solutions, Inc., its successor or assigns.
2A1 EFFECTIVE DATE, TERM
A. This Agree ent shall. be effecti*ve on the date this Agreement has been signed by
each ofpaftheretoand shall remain 1in full force and effect unless and until it expires by operation
of the termindicated herein, or is terminated or extended as provided herei*n.
B. The term of this Agreement shall be for sixty (60) months from the effective date
hereof.
C. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
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3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Vendor to supply the goods and services as outlined in the Part IV, Scope of
Work, of the RFP, and the Response to RFP submitted by Vendor as described in Attachment A:
Proposal Submittal Form of Exhibit "A.," Exhibit "A" is attached hereto and incorporated herein
by reference for all purposes. Exhibit "C" titled "Support Services Addendum" and Exhibit "D"
titled "HIPAA Business Associate Addendum," are also attached hereto and t*nco orated
herei"n by reference for allpurposes. The intent of this Agreement and the referenced Exhibits is
to formulate the contract documents which said documents are fully a part of the Agreement as if
repeated herein in full.
4*01 ITEMS AWA-RDED* AND SCOPE OF WORK
5.01 COSTS
As Payment for Services: The costs for services to be provided and specified herein
are set forth in the attached Exhibit "B,," "Cost Sheets." In consideration for the goods and
services to be performed by Vendor, City agrees to pay the Vendor an amount not -to -exceed a
total of Two Hundred Thirty -Five Thousand One Hundred Twenty and No/100 Dollars
(235,120.00) for the term of this Agreement to be paid as follows:
(i) to
Year One: Payments due shall not exceed Fifty -Three Thousand Nine
Hundred Eighty -Five and No/.100 Dollars (53,985A0) for the Firel
Scheduling,, and EHR (basic version/BLS versi'on)plus the one-time costs
set forth on the Costs Sheets and the one-time discount;
(ii) Years Two through Five: Payments due shall not exceed Forty -Three
Thousand Nine Hundred Twenty -Five and No/100 Dollars
($43,925.00) for the Fire, Scheduling and EHR (basic version/BLS
version),
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(iii) An additional Five ThousandThirty-FiveFour Hundred and No/100
Dollars (5,435.00) may be paid by the City to the Vendor during the term
of the Agreement for "Optional Services" as described in Paragraph (B)
below.
Be Payment for Optional Services: The parties agree that the City may add optional
services to the Agreement at any ti e duri*ng the tenn of the Agree ent, specifically: 1) Asset
1VlanagementlInventory and/or 2) ESO EHR Suite (full) ("Optional Services"'). The
0
prices for these Optional Services are set forth in the attached Exhibit "B" and shall not be
modified by Vendor during the term of this Agreement.
6.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of Vendor*
B Purchase Order Number;
itemsCr DescriPItion and quantity of received or services provided; and
Do Delivery or performance dates,
7.01 SUBSCRIPTION TO SOFTWARE
A. Grant of Subscription: For "Software as a Service" that Vendor hosts
(hereinafter "SaaS") during the term of this Agreement, City may access and use the SaaS and
reporting services, with which the access and -volume linnitations set forth in this Agreement,
subject to Vendor's compliance with the Use Restrictions and other limitations contained in
Paragraph (B) below.
The Softwareits users to enter,ce Custoer Resuonsibilities: allows the City and
document, and disclose City data, and as such, Vendor gives no representation or guarantees
about the accuracy of completeness of the City's data (including protected health information)
is
entered, uploaded or disclosed through the SaaS. The City solely responsible for any decisions
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or actions taken involving patient care or patient care management, whether those decisions or
actions were made or taken using information received through the SaaS.
Do Ownership.: The rights granted under the provisions of this do not
.constitute a sale of the Software. Vendor retains all right, title, and interest in and to the
Software, i*ncluding wi*thout 11*mI*tation all software used to provide the Software and all graphic,
userinterfaces, loos,lreproducedand trademarks the to the limited
" f, 11
extent that this Agreement speci ica y sets forth the Ci*ty's n'ght to access use or copy the
Software during the teof the Agreement. The City acknowledges that the Software and its
components are protected by copyright and other laws.
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DoCuSign Envelope ID: 4335F2FF-9BF2-4FDE-B560-F0588fiO4B531
8A1 INTERLOCAL COOPERATIVE CONT CTING t PURCHASING
Authority governmentsfor local ttract with thto Perfonn certain
o conone anoer In40gove ental functions and services,including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 271.101 and Section 271.102.
9A1- NON-APPRC)PRIATION AND FISCAi, FUNDING
Thsl' Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the. goods and
services as determined by- Citv,'s budget for the fiscal year i*n question,. City may affect such
te ination b5aivind'a&g'Vendor a wri*tten notice of termination at the end of its then cu ent fiscal
j
year.
of �
10.01 PROMPT PAYMENT POLICY
R
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'PolicyGoveGovernmentllient Code, Section 2251.025 b It thhowever is does not apply to payments made
by City in the event:
A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor
or supplier about the goods delivered or the service performed that cause the
payment to be late; or
B. The terms of a federal contract, grant, requ...1 P1ation or statute revent City fro
making a timely gayment with federal funds; or
C. There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its suV&MMLP4p2gkli*er about the 9oods delivered or the servicee perfo ed
that causes -the payment to be late, Ur
D. Invoices are not mai'led to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
11.41 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this A6Leement without liability to Vendor
if i.t is dete ined b Cit that gratuiah"es or bn*bes 1^n theformoenertai"nment i*fts or
Y Yft9its- agents or reresentatives to any City officer,otherwise were offered or given by Vendor or P
employee or elected representative with respect to the performance of this Agreement. In
addition, 'Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code.
12.Q1 TAXES
AffirAh City is exe Pt -fro Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
13.01 ORDERS PLACED WITH ALTE ATE VENDORS
pravide specified,CityrightIf Vendor cannot the goods as reserves the and option to
obtain the products from another supplier or suppliers.
14.01 INSURANCE
insuranceVendor shall meet all. requirements., excluding any requirements pertaining
ile liabilitycoverage,forth Part20-017 websiteautomob set II of RFP No. on the at:
https:il .raundracktexas. ov/ mco-ntent/07.24112.pdfloads/2014/12/coinsurance
MaNNIM,
P -SENTATIVES
15.01 CITY'S 1z0%.1rv.J R"lE
City 0following9IN0 hereby designates the representatives authorized to in its behalf with
re
gard to this Agreement:
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16.01 RIGHT TO ASSURANCE
Whenever aq
either party to in good faith, has reason to uestion the other
patty's intent to perform hereunder, then demandmay be made to the otherparty for written
assurance of the intent to perform.In the event that no written assurance is given within the
reasonable time specified when de and is ade, then and i*n that event the demanding party ay
treat such failure as ananticipatory repudiation of this Agreement.
17A1 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if
(6any, and that it will not be considered in the re -advertisement of the service and that itmay not
10
be considered in future bids for the same type of work unless the scope of work is significantly
changed.
Vendor shall be declared in default of this Agreement if it does any of the following,
A. Fails to make any pamnt 1*n fll whn due;
B. Fails to fully, timely and faithfully perform any of its material obligations
under this Agreement;
ce, Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent ar seeks reliefunder the bankruptcy laws of the United
States.
MW
18.41 TERMINATION AND SUSPENSION
in A City has the right to te inate this Agreement, whole or in part, for
convenience and without cause. at any time upon thirty (30} days" written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (10) days' written notice to Vendor. In the event of a termination
for cause by the City due to Vendor's breach of the Agree ent.''V'endor shall be requl*red to shall
refund to the Cityany prepaid fees on the pro -rate basis from the date the City ceases use of the
Software.
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DocuSign Envelope ID: 4336F2FF-96F2-4FDE-8560-F05886Q4B531
in ce Vendor has the right to te i*nate this Agree ent only for cause that being the
event of amaterial and substantial breach by City, or bymutual agreement to terminate
evidenced in writing by and between the parties.
19.01 INDEMNIFICATION
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City's 9 written consent. The parties will cooperate in nay such settlement or defense and
give each other full access to all relevant information, at Vendor's expense.,
20.01 LIMITATION OF LIABILITY
Be Suecific Liability: LIABILITY SHALL BE LIITED AS FOLLOWS:
(i) VENDOR'S OBLIGATIONS UNDER SECTION 19.n1 SHALL BE
LIMITED TO $500,000.00.
(ii) DAMAGES ARISING FROM ANY PARTY'S BREACH OF
CONFIDENTIALITY OBLIGATIONS (INCLUDING A BREACH OF
OBLIGATIONS REGARDING PROTECTED HEALTH
INFORMATION), SHALL BE LIMITED TO $1,000,000.40.
(iii) DAMAGES ARISING FROM A PARTY'S WILLFUL MISCONDUCT
OR CRIMINAL CONDUCT SHALL NOT BE LIMITED.
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E. Survival: This Section 20.01 shall survive expiration or termination of the
Agreement.
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21.01 COMPLIANCE WITH LAWS, CHARTER AND QRDINANCES
A. Vendor, its agents, employees and subcontractors shall use best efforts to comply
with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rockas
amended and with all avP11*Cable rules and regulations pro ulgated by local state and
Is.
'a national boards, bureaus and agencies.
B. In accordance with Chapter 2270, Texas Gavemment Code, a governmental entity
into
ay not enter a contract with a company for goods and services unless the contact contains
written verification from the company that it. (1) does not boycott Israel; and(2) boycottwill not
Israel during the terms of this contract. The signatory executing this Agreement on behalf of
Vendor verifies Vendor does not boycott Israel and will not boycott Israel during the term of this
Agreement.
22.41 ASSIGNMENT Al'�ti) DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with re-snect to the terms of this Aar e ent. party sNe'ther hall
I
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party,
23.01 NOTICES
It
All notices and other communications in connection with this Agreennent shall be in
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writing and shall be considered given as follows,
Im 10
1. When delivered personally to the recipient's address as stated in this Agreement;
or
20 Three {3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor.*
ESO Satutions, Inc.
11500 Alterra Parkway #100
Austin, TX 78758
Notice to City:
Laurie Hadley, City Manager
221 East Main Street AND TO:
Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664 Round Rock, TX 7$664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
DocuSign Envelope ID-..* 4335F2FF-9BF2-4FDE-B580-F45B86048531
24.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round RockI ITexas and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall 11"e in Willia son County, Texas. Thl*s Agree ent shall be
10Rove ed bY and construedd in accordance with the laws and court decisions of the State of Texas.
%Due
""V
25.01 EXCLUSIVE AGzvjaEMENT
This document, and all appended docu ents, constitutes the entire Agree ent between
%ftVendor and CityThis AgreementaYonly be amended or supplemented bymutual agreement
of theparties hereto in wnh*ng,, duiv, authorl*zed bv action the CityManager or CityCounci*l.
if
26.01 DISPUTE RESOLG'TION
City and Vendor hereby expressly agree that no clai* s or drsputes between theparties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
dftA& Iowa=
proceeding, includl*ng wl"thout '1i i*tatt'oon any proceedingunder the Federal Arbitration Act 9
USC Section 1-14) or any applicable state arbitration statute.
27.01 SEVERAILITY
28.01 MISCELLANEOUS PROVISIONS
Intrained,9Standard of Care. 'Vendor represents that it employa expenenced and
-6
competent persons to performall of the services, respansibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
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shall vi*dlafion of Force -Ma eure. *Neitlier City- nor Vendor 'be deemed. In Agreement
if it is prevented. from performing any of its obligations 'hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in .perflorinance must
be timely given, and all. reasonable efforts. undertaken to mitigate its effects.
Multiple Counterparts'. This Agreement may be executed in. multiple. counte arts., any
one. of whi"ch shall consi*dered anorigmal of this- document5 s, and allof which, when taken
together, shall constitute one and the. same -instrument.
ITT iWITNESS WHEREOFCity acid Vendor have executed this Agreement on. the dates
indicated.
City of Round Rock, Texas
By:
Printed Name:
Title:
Date Signed:
Attestil0
By:
Sara ..L,,. White, City Clerk.
For City,& as to Form*
0
Stephan L. Sheets., City Attorney
13
ES-0 Solutions, Inc.
GocuSlgaed. by.
s
... ....... ------------------------- J*-&- -,Lj% A.A - -----
BY.
Printed Name: I S uj--T--Tl
Title: CEO
Date Signed:
DocuSign Envelope ID: 3 F2FF-9BF -4FDE-G 0mFO 86 EXHIBIT
«A„
:.{ T EA"AA5
:...:.:.:.:...... . ... .
DEPARTMENT
JUNE 2020
REPORT MANAGEMENT AND SCHEDULING SYSTEM FOR FIRE DEPARTMENT
PART I
GENERAL REQUIREMENTS
Is PURPOSE,.* The City of Round Rock, herein after "the City" seeks proposals from firms experienced in
providing report management and scheduling systems predominantly used by municipal fire
departments. The new system will need to have expansion capabilities to accommodate future
municipal growth and is esfi*mated to be implemented October 1, 2020. The Round Rock Fire
Department (RRFD) currently has up to 151 people that will have access to the system. Of the 151 of
users, there will be up to 35 people utilizing the new system at any given time. All personnel are
dynamic users that will generate up to 2,000 entries a month which include a roughly 1,000 fire reports,
ISO training entries, staff activities, building inspections,, and new plan entries to name a few.
3. SOLICITATION PACKET: This solicitation packet is comprised of the following:
EM
.. . . . . . . . . .. . ... .. . ...
..... . . . ...... ...... ... ............... .... . . . . . . . . . . . . . . . . . . . . . ............ ............. ................... ...... ................................... .................................... ........................... . ................. .................. ..... .. ................... ..............*............. ......................... ....... .............................................. ...... . ... ....................................... ...... ..... ... .... .. .... .. ...I .. .......... ........... .. pescri io.................... n ................... .......... ....... ...... ............................. .11.......
............... ........ . ......
Part 1—General Requirements
MAP----------- ------------------------------
Part I1—Definitions, Standard Terms and Conditions
and Insurance Requirements
— — --- — ------------------- — -- — ------------------------------------- — --------- --------
. .
e... .. x .. . .. . .. . .. . .... . ... . . . . . . . . . . . .
. in... .. d.....
Pages 2 - 5
Page 6
Part III —Supplemental Terms and Conditions
� Pages 7 - 9
Part IV —Scope of Work
--------- ----- --------------- --------------- ------ --------------------------------
------------------------------ - - -- W -------------- W -------- ----------- ------- W --------------------- -- ------ - -------- — -----------------
Pages 10 -13
Part V — Proposal Preparation Instructions and Evaluation Factors
----------------------------------- ------ ------------------- W -------- W ------------------ ----------------
Pages 14 - 17
Attachment A — Proposal Submittal Form and Execution
loww"o ---------- W ---------- ----------------------------------------------------------------------------------------------------------------------------------------
Page 1$
- -----------------------------------------------
Attachment B —Reference Sheet
-------------- -------------- --------------- - — - — — --------------- 1 4 Man%" ---- ---------------------
------ ------- ---------------------------- ----------------------- — ----------------
Page 19
W ---------------------
---------------
Attachment C —Subcontractor Information Form
-------------- -------------------------------- ------- - - ----- ---- ---- ---------
Page 20
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---------------------------- ---- - - — ---------- — — — ----------------------------
Attachment D —Minimum & Preferred Software and Module Checklist
owwwwwwwwwwwwww
Pages 21 — 2d2
Page 2 of 22
DocuSign Envelope ID: 4335F2FF-96FZ-4FDE-Bb60-F05B86046531 n f pig H
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
Class/Item: 208-57 / 208-63
JUKE 2020
4. AUTHORIZED PURCHASING -CONTACT,* For questions or clarification of specifica#ions,you may
contact,
Cheryl Kaufman
Purchasing Supervisor
of
Purchasing Division
CRY of Round Rock
Phone: 512.218-5417
E-mail: ckaufman@roundrocktexas.Q_0v
Adam Gagnon
Purchaser
Purchasing Division
City of Round Rock
Phone: 512-218-5456
-mail: a a non@roundrocktexas.gov
this V
The individuals listed above are the only authorized City contact for solicitation. The authorized
purchasing contact may be contacted by e-mail for clarification for this solicitation including
specifications. No other City employee ar representative may be contacted about this solicitation prior
to contract approval unless otherwise- directed- by Purchasing personnel. No authority is intended or
IP
implied that specifications may be amended, or alterations accepted prior to solicitation opening without
written approval of the City of Round Rock through the Purchasing Department
5. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below,,
-- ---------------------------- -------- ----------------------- - - 7 , -�. .. . . . . ---- ----------------- --------
. . . . . . . . . . . . . . . . .... ..... ...... . .
.. . . . . . . . . . ... ... . . . ... . . . . ... .............................. .................. ........... ........... . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . ....... ........... .. . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . . . . . . . . . . . .. ..
. . . . . . ............. ..................................................... ....EN. . . .- ENT... ......*. . . . . . . .............-.........1...... ................ .. ............................ ............................ .................
,............ ........
........... .........
...........................
.:............
..... . DATE.
..........
... .... .............. ................... ...................... ....... .....I.......... .I.. .. �.,. ...... ..... ......... ..... .............. .....%...............*.............................. ...........*...,. ...,... .... *...*...................,....., .".. .... ....,..... ..... *. ...I ....,........
. ..I ...,...*..,..*... ....... ..
...... .........
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... ...... ................
.... .......
.... .... .. ..................... .... .......................
...... .... ... ............... ....... ......... .............................
Solicitation - released June 22, 2020-
-- - ----------- - ------
Optional pre -proposal meeting June 30, 2020 @ 10:00 AM, CST
- - Deadline for submission of questions Jufy 8, 2020 @ 5:00 PM, CST
----------
-------------- City responses to questions or addendums Approximately July 10, 2020 @ 5:00 PM, CST
----------- --
- ----- ---- -----------------
Deadline for submission of responses July 17, 2020 @ 3:00 PM) CST
All questions regarding the solicitation shall be submitted in writing by 5:00 PM, CST on the due date
noted above. A copy of all the questions submitted and the City's response to the questions shall be
posted on the City's webpage in the form of an addendum at
https;l!.raundrocktexas.gavlbusinesseslsnliciiations.
Questions shall be* submitted0 t thei a Ak9d Purchasing CUMM&a*tV in writing "Authorized Contact'.The Cam,reserves the
right to modify these dates, Notice of date change will be posted to the City's website
htto:ltwww,, roundrocktexas.gov/bids.
Ing-A
6 & a 6 go 0 tv # website #I+6a SOLICITATION UPDATES.* Respondents sht-fti-11 be re pft-onsiDie for monitoring the Ca,s at
,,roundrocktexas,_Qov/b
hAg4b9/)Ws for any updates pertaining to the solicitation described herein.
www
A
Various updates may include addendums, cancellations, notifications, and any other pertinent
information necessary for the submission of a correct and accurate response, The City will not be held
responsible for any further communication beyond updating the website.
To OPTIONAL PRE -PROPOSAL MEETING: The optional pre -proposal meeting will be conducted on the
date specified in PART I Section 5- Schedule of Events.
As Attendance at the pre -proposal meeting /site visit is optional. Respondents shall sign -min at the
Is
pre -proposal meeting to document their attendance. The pre -proposal shall initially begin at:
City of Round Rock City Hall
221 E. ain St
Round Rock, TX 78664
Bo Respondents are strongly encouraged to bring a copy of the solicitation document with them to
the pre -proposal meeting,
8* RESPONSE DUE DATE.*
ne Si9d. and sealed responses are due at or before 3:00 PM, on the due date
noted in PART 1, Section 5 — Schedule of Events,, Mail or hand deliver sealed responses to:
Page 3 of 22
DocuSign Envelope ID: 4335F2FF-96F2-4FDE-B560-FU5B86048531 �. ,("� � p � j H
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
Class/Item: 208-571208-63
JUNE 2020
City of Round Rock
Attn: Cheryl Kaufman
Purchasing Division
221 E. Main Street
Round Rock, Texas 78664-5299
A. Sealed responses shall be clearly marked on the outside of packaging with the RFP Solicitation
title, number, due date and "DO NOT OPEN",,
B. Facsimile or electronically transmit#ed responses are not acceptable.,
C. Responses cannot be altered or amended after opening,
D. No response can be withdrawn after opening without written
approval from the City for an
acceptable reason.
4Y��5 III0,or offer mai�� lie contrary to the written proposal.
E Th CityWill t be d by an orn t t M It
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the
property of the City.
G. Receipt of all addenda to this RFP must be acknowledged, signed, and included with the
proposal response,,
H. Late Proposals)will not be considered under any circumstances and will be returned unopened if
a return address is provided.
90 RESPONDENT REQUIREMENTS: The Cityof Round Rock makes no warranty this checklist is a
full comprehensive listing of every requirement specified in the solicitation,, This list is only a tool to
in assist participating Respondents their final responses. Respondents are encouraged to
carefully read the entire solicitation,
A. Respondent shall submit one {1) evident signed "Original" and one (1) identical electronic copy of
the RFP response on a flash drive. The submittal is required to include all addendums and
requested attachments, The RFP response along with samples and/or copies shall be provided at
the Respondents expense and shall become the property oP the City.
shall be submitted with your, nroaosal.
Addendums: Addendums may be posted to this solicitation. Respondents are required to
submit signed addendums with their sealed response. The Respondent shall be responsible
for monitoring the City's wabsite at http:!/www.roundrocktexs._ av/bids for any updates
W-RA
pertaining to the solicitation.
F. j - isEXECUTION: Failure to comapAete,,Attach ent A* PROPOSAL SUBMITTAL FORM AND
sign. and return the proposal submittal form and execution. withvour otter bVLthe deadline w'1*11
result- in'the: disguaimcaign. 2fyourgL0
00saI,
I0pm
Attachment B: REFERENCE SHEET: Provide the name, address, telephone number and e-
mail of at least three (3) valid Municipal, Government agencies, or firms of comparable size
that have utilized services that are similar in type and capacity within the last two (2) years.
City of Round Rock references are not applicable,, References may be checked prior to
award,, If references cannot be confirmed or if any negative responses are received it may
result 'in the disquafificatian of submittal,
�.Aal 9
.� Attachment Ce. SUBCONTRACTOR INFORMATION FORM,: Provide a signed copy of the
Subcontractor Information Form.
Page 4 of 2. 2
DocuSign Envelope ID,,,, 4335F2FF-96F2-4FOE-B560-Fa5B86Q4B531 I D it
City of Round Rock
Report Management System
for Fire Department
RFP No,. 20-017
Class/items, 208-57 / 208-63
JUNE 2020
c� Attachment Do MINIMUM AND PREFERRED SOFTWARE AND MODULE CHECKLIST: Fill
out and return the attached checklist to the City with your response.,
10. CONFIDENTIALITY OF --- CONTENT: As stated in Section 16 of City of Round Rock Purchasing
Definitions, Standard Terms and Conditions, all documents submitted in response to a solicitation shall
be subject to the Texas Public Information Act. Following an award, responses are subject to release as
Public information unless the response or specific parts of the response can be shown to be exempt
from the Texas Public Information Ac#. Pricing is not considered to be confidential under any
circumstances.,
A. Information in a submittal that is legally protected as a trade secret or otherwise confidential must
be cleady indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the
document. The City will not be responsible for any public disclosure of confidential 'Information if it
is not clearly marked as such.
B. If a request is made under the Texas Public InformationfAct to inormation designated as
confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons
and information as to why the information should be protected from disclosure., The matter will
then be presented to the Attorney General of Texas for final determination,
11. SUSPENSION -OR ---- DEBARMENT CERTIFICATION: The provisions of the Code of Federal
Regulations 2 CFR part 180 suspension and debarment may apply to this agreement. The City of
4%
Round Rock is prohibited from contracting with or making prime or sub -awards to parties that are
suspended or debarred or whose principals are suspended or debarred from doing business with the
Federal Government, State of Texas, or the City of Round Rock,
Page 5 of 22
DocuSign Envelope ID,* 433bF2FF-8BF2-4FDE-856d-Fp5686048531
City of Round Rock
Report Management System
for Fire Department
RFP Na. 20-Q17
Class/Item,: 208-57 / 208-63
JUNE 2020
....e. -.,,.-niDii -A-
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS., STANDARD TERMS AND CONDITIONS: BY submitting a response, to this solicitation,
the Respondent agrees that the City's Definitions, Standard Terms and Conditions, in effect at the time
41
of release of the solicitation, shall govern unless specifically provided otherwise in a separate
agreement or on the face of a purchase order. Said Definitions, Terms and Conditions are subject to
change without notice,, It is the sole responsibility of Respondents to stay apprised of changes,, The
City's Definitions, Standard Terms and Conditions can be viewed and downloaded from the City's
website at: hps://www.roundrocktexas.gov/d artments/purchasing/
0
Z. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard
Insurance Requirements. The City's Standard Insurance Requirements document can be viewed and
downloaded from the City's website at: hps:Ciwuvw.roundrocktexas.govlde�aartments/purchasincyi
In
addition to these 'insurance requirements the City also requires the following coverage:
If coverage is written on a claims -made basis,, the retroactive date shall be prior to or coincident with the
date of the Contract and the certificate of insurance shall state that the coverage is claims -made and
indicate the retroactive date. This coverage shall be continuous and will be provided for 24 months
following the completion of the contract.,
Page 6 of 22
DocuSign Envelope 10: 4335F2FF-9BF2-4FDE-B560-F05886048531 l p it /A
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
Class/Item: 208-57 / 208-63
DUNE 2020
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1.0 AGREEMENT TERM,,* The terms of the awarded agreement shall include but not be limited to the
following:
A. The term of the Agreement shall begin from date of award and shall remain in full force for sixty
{60) months.
and
B. lJpon expiration of the contract term the Contractor agrees to hold over und th t
conditions of this agreement for such a period as is reasonably necessary to re -solicit and/or
complete the project up to 120 days.
so #
2s RESPONDENT QUALIFICATIONS The City has established the following minimum qualifications.
MWOUNW90=60
Respondents who do not meet the minimum qualifications will not be considered for award. The
Respondent shall,
11
A. Be firms, corporations, individuals or partnerships normally engaged in providing report
management and scheduling systems for fire departments as specified herein and have adequate
organization, facilities, equipment, financial capability, and personnel to ensure prompt and
efficient service to the City;
Bit In order to confirm financial stability, the City may choose to review audited financial statements
at any time throughout the RFP evaluation process,, The Respondent shall provide two years of
audited financial statements, including any notes or supplemental schedules within 2 business
days upon request.
Co The Res"pox-Ident shall includein the proposal a list all litigation the company or its pdncipal have
been involved in within the last three (3}years.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside
the United States, or not having a home office inside the United States will not be included for
consideration in this RFP process.
3* SUBCONTRACTORS,: The City will allow subcontracting, but a single source is preferred,, If
Subcontractors will be used the Respondent is required to complete and submit with their proposal
response Attachment C: Subcontractor Information Form. The Contractor shall be fully responsible to
the City for all acts and omissions of the Subcontractors joust as the Contractor is responsible for the
Contractors own acts and omissions.. The Contractor shall,
A. Require that all deliverables to be provided by the Subcontractor be provided in strict accordance
with the provisions, specifications and terms of the Contract;
B. Be the City's contact for all modules, even if they are provided by a subcontractor.
Co Submit a plan for how your company will address any issues, technical ar otherwise, from your
sub -contractors.
4. WORKFORCE: Successful Respondent shall:
10
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient
manner;
Page 7 of 22
DocuSign Envelope ID*, 4335F2FF-9BF2-4FDE-B560-F05886046531
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
Class/item: 208-57 / 208-83
JUKE 2020
OA .,.. n I D I I H *
B. Employ all personnel for work in accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the
United States.
so PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and
maintenance, demurrage, fuel surcharges, deliverycharges, costs associated with obtaining permits,
of
insurance, bonds, and risk management. No separate line item charges shall be permitted for either
invoice
response or purposes,
6. PRICE INCREASE: Contract prices for report management and scheduling systems shall remain firm
throughout the 'initial twelve (12) month term of the contract,, A price increase to the agreement may be
considered on the anniversary date of the Contract each year and shall be equal to the consumer price
index for that year, but at no time can the increase be greater than 5% for any single line item,,
Re Procedure to Request Increase,,,
City of Round Rock
Purchasing Department
91
Attn: Contract Specialist
221 E Main Street
Round Rock, TX 79664-5299
fix Upon receipt of the request, the City reserves the right to either accept the escalation and
make change to the purchase order within 30 days of the request, negotiate with the
%a-
Contractor,or cancel the agreement or purchase order if an agreement cannot be reached
increase.on the value of the
Page 8 of 22
QocuSign EnvelopelD:4335F2FF-96F2-4FDE-B560-F05B86048531
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
Class/Item: 208-57 / 208-63
DUNE 2020
_�_. _niplZ f1
96 POINT OF CONTACT DESIGNATED REPRESENTATIVE:
A. Contractor's point of contact,,, In order to maintain consistent standards of quality work
performed across the City, the City shall be provided with a designated and identified point of
contact upon award of the contract to include contact information. The City's designated
representative shall be notified by the Respondent immediately should the point of contact
change.
B. The City's designated representative,* The City's designated representative shall be:
James Gossard
Battalion Chief, Battalion 2B
Fire Department
Phone-,* 512-748-7924 or 512-218-6635
E-mail: jgossardCr'�roundrocktexas.Qov
10. INTERLOCAL PURCHASING AGREEMENTS:
A. The City has entered into Interlocal Agreements with other Governmental agencies pursuant to
the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code,, The Contractor
agrees to offer the same price and terms and conditions to other eligible agencies that have an
interiocal agreement with the City,
B. The City does not accept any responsibility or liability for the by othergovernment
purchases
agencies through an interlocal cooperative agreement
Page 9 of 22
DocuSign Envelope ID: 4335F2Ff=-99F2-4FDE-B560-F05B8604B531 n i i j
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
Class/Item: 208-57 / 208-63
JUKE 2020
PART IV
SCOPE OF WORK
1. PURPOSE: The Cityof Round Rock, herein after "the City" seeks proposals from firms experienced in
providing report management and scheduling systems predominantly used by municipal fire
departments. The new system will need to have expansion capabilities to accommodate future
municipal growth. The RRFD currently has up to 151 people that will have access to the system. Of the
151 of users, there will be up to 35 people utilizing the new system at any given time,, All personnel are
dynamic users that will generate up to 2,000 entries a month which include a roughly 1,000 fire reports,
ISO training entries, staff activities, building inspections, and new plan entries to name a few.
11 is
The City will be transferring some records from FN, predominantly from the Prevention Division and
some Geographic Information System (GIS) 'Information, These documents will vary from Excel
spreadsheets to proprietary files from FH.
30 GENERALSO ARE AND SERVICE REQUIREMENTS: The proposed software shall -
A. Host all City data in a cloud -based solution for an indefinite period of time., Data provided by the
City of Round Rock is the property of the City and shall not be shared with parties outside of this
contract except with the express, written consent of the City,,
B. Be provided with software support, training (online or in -person), and user forums if available.
C. Maintain personnel managementfeature address,
contact info, pFrone numbers, badge
number, hire date, etc..).
H. Be able to create and track staff activities including CRR (Community Risk Reduction), Hydrants,
10
Pre -Plans, Daily/Weeklies, Physical Training;
BeiiiiiiiiiiiiilllllllllIl"'I'l� � 1111111111111111a61C% $1 1)createn(j ff% 10 ISO INletoI 6%j It hours and sort by a
ue a....,.- maintain
variety of methods such as shift, month, stations, etc.,
Page 10 of 22
DocuBign Envelope f0:4335F2FF-9BF3-4FDE-H560-F05886048531 I E) I I /A
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
cuss/stem: 208-57 / 2d8-63
DUNE 2020
J* Have the ability to maintain a Quality IrnprovemenVQuality Assurance Process,
K. Be able to attach large files of at least 4GB to any of the modules,
La Have the capability to import from'.csv, Excel, National Fire Incident Reporting System (NFIRS},
crystal reports, Arc GIS, Fire Fighters: Individuals and Departments Online (FIDO), Texas
Commission on Fire Protection (TCFP);
M. Have the capability able to export to'.csv, Excel, NFIRS (National Fire Incident Reporting
System}, Crystal Reports, ESRI, FIDO (Fire Fighters: Individuals and Departments Online), TCFP
(Texas Commission on Fire Protection);
No Be able to print to'.pdf and network printers from all platforms, including mobile platforms;
O. Be able to interface with external CAD vendors;
P. Be able to create plus-1 codes and the ability to edit NFIRS code dTnnions;
Q. Provide updates to new/current NFIRS standards;
R. Populate information from the inspections and Prevention modules to other modules as
information is updated;
S. Load, search, amend, and access the current TCFP requirements, amendments, appendices,
and associated documents;
To Transfer all data to the City of Round Rock servers within 90 days in a format usable by the
Department or to another RMS in the event that either party terminates the contract,
4. ADDITIONAL SOFTWARE AND SERVICE EGIUiREMENTS FOR THE FIRE ASHALL'S
OFFICE, -,a In addition to the requirements stated in Part IV, Item 3 the Fire Marshall shall be able to-
D. Send smalls with attachments from the within the application*
I
E. Preferred software and service requirements include the ability to use, as a standard, NFPA
building construction categaries and sub -categories across the application/system.
5. ADDITIONAL OF ARE AND SERVICE REQUIREMENTS FOR THE INFORMATION
TECHNOLOGY DEPARTMENT: In addition to the requirements stated in Part IV, Item 3 the
INNINANNNNNNIN
Information Technology Department will require-
A.Directory
Using the same sign on or single sign on with Active integration;
B.
The retainage of a copy of all data after the term of the cont.nq... t hasexpired.%
6* PREFERRED SOFTWARE AND SERVICE C P SILITlES: As preferred software/service these are
not minimum requirements but are software capabilities that may benefit the City and could include -
A. Provide the City With 24R support services, 365 days a year;
I
it 0 MASTER4B's Set information from the insp tions and prevention modules as the list for all other
associated modules and to set access permissions;
C. Use speech -to -text ac 0 11 modules;
D. Create customizable dashbo rd-s-th t will query all fields across the entire application/system,
including any user defined fields and ad hoc fields;
Page 1 I of 22
DocuSgn Envelope ID:4335F2FF-96F2-4FDE-B560-FOSB8604B531VVVV%"WVM niriit /ACity of Round Rock...
Report Management System
for Fire Department
RFP No. 20-017
Class/Item: 208-57 111208"63
JUNE 2020
E. Integrate application/system with Microsoft Office, including Outlook, Excel, Word, and
PawerPoint;
1h
Fs Create, load, search, amend, and access fillable forms, alert designated recipients that forms
requiring their attention have been filled out, and to email, fax, or otherwise transmit forms to
internal and external recipients in a manner that will maintain all necessary privacy standards,
including, but not limited to, the Health Insurance Portability and Accountability Act (HIPPAA);
G. Display data analykics;
He Autogenerate narratives using user defined templates;
.4
in Create financial reports directly from the application that can emailed tv internal and external
contacts in multiple formats;
J. Autaupdate tnew/current NFIRS standards;
K. Attach weather meta data (auto -attachment is preferred), and the ability to user -define which
NFPRS codes to auto attach weather meta data for, 0
L. Attach State of Texas, the Texas Commission on Environmental Quality (TCEQ) TIER II
attachments to addresses across all modules;
0
M. Training preferences may include the following,
16
12 Ability to create, track, and delineate between standard training levels such as Level I and
Level II training per TCFP, ISO training, and Texas Department of State Health Services
(TDSHS) training;
ii. Create training sessions, courses, and exams as per TFCP Standards;
iii. Ability to query training records for Individuals for TGFP audit for Company Officer and
Battalion Chief use;
iv. Ability to create, track, and delineate between standard training levels as defined by the
It
Texas Commission on Law Enforcement {TCOLE).
N. Personnel Management Software preferences may inelude
the following:
in A scheduling module with the ability to be accessed across all platforms that is
customizable and has user defined fields.
ii. Ability to search across all personnel management fields and utilize a logic tree to pick
appropriate personnel for staffing;
iii.
Ability to update, in real time, the staffing on apparatus in other modules, track hours
it
worked in both standard and user defined categories, and has multiple permissions levels
that can set by levels such as rank or other identifiers;
iv. Ability to integrate with Tyler Technologies- Munis, direct integration is preferred,
O. Inventory Management preferences may include the following:
i. Ability io complete inventory checklists on multiple apparatus types and create notifications
to appropriate recipients. This function should 'include tracking of historical logs;
ii. fn electronically1%0 Ability to develop user defined templates L.., track personnel issued inventory,
create fiscal reports.,associated costs, and
iii. Ability to define multiple inventory types and develop user defined templates to track
inventory across multiple modules, locations (stations, apparatus, and supply caches/stock)
groups (Team), stations, apparatus, and individuals, etc., possibly through Radio
Frequency Identification (RFfD);
iv. The ability to track and report on all NFPA requirements for all equipment and gear'st
Page 12 of 2.2
�ocu8ign Envelope ID: 4335F2FF-98F2-4FDE-6560-F0588604B531nIDIICity of Round Rock
Report Management System
for Fire Department
RFP No., 20-Q17
Class/Item: 208-57 / 208-63
JUNE 2020
V* The ability to provide robust reporting across multiple data points from within the
application, real time data is preferred,
7* REPORT REQUIREMENTS,: The software shall -
A. Create and save ad hoc reports for future use;
B. Must be able to create ad hoc checklists that cross reference the ISO (insurance Services Office)
so
training hours;
8e cinr RESPONsieaLmes: The City will -
Page 13 of 22
Docu5ign Envelope ID: 4335F2FF-98F2-4FDE-BS6Q-F05686U48531
City of Round Rock
Report Management System
for Fire Department
RFP No. 2Q-017
Class/item: 208-57 / 208-63
JUKE 2020
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
7. Proposal Acceptance Period: All proposals are Valid for a period of one hundred and twenty (120)
calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the
proposal,
jeopardize 3. Exceptions:, Be advised that exceptions to any portion of the Solicitation may acceptance of
the Proposal,
Costs:
4. Proposal Preparation All costs directly or indirectly related to preparation of a response to the
RFP or any oral presentation required to supplement and/or clarify a proposal which may be required by
the City shall be the sole responsibility of the Proposer.
5. Proposal Response: Responses shall be clear and concise and shall include at a minimum: title page,
transmittal letter, index or table of contents, dividers for each section and all required attachments, One
page shall be 'interpreted as one side of adouble-spaced, printed, 8'Iz" X 11"sheet of paper. It is
recommended that responses be submitted in ringed binders, metal spirals, or another bound format that
best contains all required documentation for submission,
BRUN&
6. Proposal Format: Prefacing the proposal, the Proposer shall provide an Executive Summary of three (3)
pages or less, which gives in brief, concise terms, a summation of the proposal, The proposal 'itself shall
I?
include a title page, index ar table of contents, dividers for each section and all required attachments and
addendums to be organized in the following format by Tab and informational sequence:
40 da 0% Lft- 4 0 A. Tab I -Business Ora-anization: State full name and addr -- o Of vour mW%j* Jf - o. ,anization and identiry parent
company if you are a subsidiary. Specify the branch office or other subordinate element which will
perform, or assist in performing, work herein., Indicate whether you operate as a partnership,
corpora#ion, or individual. Include the State in which incorporated or licensed to. operate,
1P
B. Tab 2 -System Concept and Solution: Define in detai{ your11d otanding of the requirement
Num
presented in the Scope of Work of this request for proposal and your system solution., Provide all
41
details as required in the Scope of Work and any additional information you deem necessary to
evaluate your proposal,.
C. Tab3 -Program: Describe your technical plan for accomplishing required work. Include such time -
related displays, graphs, and charts as necessary to show tasks, sub -tasks, milestones, and decision
go
points related to the Scope of Work and your plan for accomplishment., Specifically indicate:
0 Detaila6In A description of your work program by tasks. the steps you will take in proceeding
from pre -implementation to full implementation and describe or provide Visuals of the
estimated timeline.
a. Include the Paverae amount of time it has taken to set up revious clients with your
%W
Company's RMS software system and
b. Include the contact information of the personnel assigned to implement this system,
ii. The training City personnel will have access to and when that aspect will be covered in the
implementation is timeline., Describe 'if training conducted in -person, isweb-based, via
loarw training modules, etc.
iii. Describe in detail how minimum requirements are met and 'Implemented across modules.
Include information regarding live versus manual imports, frequency, etc, Include any
deviations from minimum requirements and how those concerns will be addressed.
Page 14 of 22
NW.
DocuSgn Envelope ID-,,* 4335F2FF-9BF2-4FDE-8560-F05B860a8531 i D it
City of Round Rock
Report Management System
for Fire Department
RFP No. 20-017
Class/Items. 208-57 / 208-63
JUNE 2020
iv, The plan for how your company will address any 'issues, technical or otherwise, from your
subcontractors or the Company itself,
a,. Describe access to assistance and technical support the City can expect to be provided
with.
b. Describe what measures the Contractor has in place to ensure deliverables by -any
subcontractors,
It 46 0
VO The degree to which your company meet minimum requirements, and whichpreferred
software capabilities your company can provide (please describe any we did not list that
your company offers).
vi. The points at which written, deliverable reports will be Provided,
#b4vii. A statement of your compliance with all applicable rules and regulations of Federal, State
and Local governing entities, The Proposer must clearly state their compliance with terms
of this Request for Proposal (RFP} or their exceptions. -
&0viii. Any and all litigation the company or its principalsbeen0 have involved in within the last three (3}
years.
ix. Detail your expectations of what you will need from the City to successfully complete this
endeavor,
D. Tab 4 —Protect Management Structure: Provide a general explanation and chart which specifies
project leadership and reporting responsibilities; and interface the team with City project management
and team personnel. If use of subcontractors is proposed, identify their placement in the primary
management structure, and provide internal management description for each subcontractor.
E. Tab 5-Prior Experience: Describe only relevant corporate ^Xperience and 4n 0vi a[ experi
ence for
personnel who will be actively engaged in the project. Do not include corporate experience unless
is
personnel assigned to this project actively participated, Do notinclude experience prior to 2014.
Sunni the proj*ect fiftle. vear, C&,%Ind reference name, fiffle, present address,140F Y and phone number of
principal persons for whom prior projects were accomplished,
F. Tab 6 — Personnel: Include names, qualifications, and resumes of all professional personnel who will
IV
be assigned to the account, State the primary work assigned to each person and the percentage of
time each person will devote to this work, Identify key persons by name and title,,
Go Till -lb 7-Authorized Nec,�atiator: Include name, address, and telephone number of person in your
-n-mm--m --- On
organization authorized to negotiate Contract terms and render binding decisions on Contract
matters.
H. Tab 8 —Attachments and Addendum including Attachment A —Proposal Submittal Form,
Execution, Attachment B — Reference Sheet, Attachment C — Subcontractor Information Form
and signed addendums (if applicable),,
I. S a is6Tab 9 —Cost Proposal: Information in the following subsections required from each
now
Proposer., Your method of costing may or may not be used but should be described. A firm fixed price
or not -to -exceed Contract is contemplated.
Page I S of 2.2
DocuBign Envelope ID: 4335F2FF-98F2-4FDE-8560-F05B8604B531n IDIICity of Round Rock
Report Management System
for Fire Department
RFP No. 2Q-017
Class/item: 208-571208-63
JuNE zo2a
7. EVALUATION CRITERIA: The 'Intent of the City is to award to one Respondent in accordance with the
evaluation criteria below. The purpose of this evaluation criteria is to determine which proposal best
meets the requirements and athe best overall value to the Cify.
A. Evaluation Criteria.* Weights:
Respondent's Program, Approach, and Timeline 60 pts
• Individual and Company Experience and Qualifications 20 pts
• Cost Proposal 20 pgs
Maximum Weight,:
recommendation for award.
100 pts
ad is to
C. The City reserves the right to reject any or all proposals submitted, or award to the respondent who
in the City's opinion, offers the best value to the City. The City also reserves the right to cancel the
RFP process and pursue alternate methods for providing the requirements,,
it sp
D. The City reserves the right to conduct studies and ather investigations as necessary to evaluate any
proposal,
E. The Cityreserves the right to waive any minor technicality, irregularities, or informalities noted
in It
tne submission process, Submission of proposal confers no legal rights upon any
Respondent,,
F. The Cityreserves the right to request furtherdocumentation416a or information and to discuss proposal
response with any Respondent in order to answer questions or to clarify any aspects of the proposal.
G. The City may develop a "short list" of qualified proposal and may determine that the
Respondent(s) should submit a Best and Final Offer (BAFO). Each "short listed" Respondent will be
given a reasonable opportunity for discussion and revision of their proposal.
8. AGREEMENT EGOTIATIONSAND AWARD PROCESS&
---------------- --------------------------- ---- ---- -
Page 16 of 22
F. An 'independent signed authorized contract will be sent to the successful Respondent. Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
awarded Respondent,
9. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss,
but not be limited to the following:
contacts)information f^ S0A. Provid City wr implementation of the Agreement.
B. Identify specific milestonems-,goals and strategies to meet bjuvt v IWOW-ba
Page 17 of 22
DocuSign Envelope III: 4335F2FF-9BF2-4FDE-856D-F05B86449531 nIpij f.�
------- ------ - -------------------------------------------------------------------
Cover Letter
July i 7, 2020
Cheryl Kaufrnan, Purchasing Supervisor
City of Round Rock
221 E. Main St.,
Round Rock,,, TX 78664
Ms. Kaufman,
In response to your request for proposal, ESO has included supporting documentation for the
solicitation RFP 20-017 Report Management System for Fire Department.
We are committed to fulfilling the requested work in accordance with requirements outlined in
your request for proposal. We look forward to demonstrating our product capabilities.
All of the inforrnatian and data submitted are true and complete to the best of my knowledge.
Sincerely,
Joanna Hallett
SeniorRegional Account Manager
11500 Alters Parkway #100
512.550.7i50
Joanna.haliett �vesa.cnm
2
DocuSign Envelope 1F-F2F--O604B531
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.'.flLEST01'YE 7: ONLINE M I TIVE TRAINING (Q'M/REFAP1bL Udom�" RTING). ,a&ane,$ *,,91,00tox ve.%O 8, *J10 09.9w ot-0.0,ve 111631090NOX oil 9 %040404is
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1*011LESTONE 9: REGULATORY MPLIANCE 40190 It X40^941 040,4040460 4 J% 49A0AQA9AQ 4940^9*0494019 P -9 &9^4 A OAQ 49 4904930 40V 9 V4 X4QXQ 1&0 X9 N 9 A949is
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DocuSgn Envelope !U: 4395F2FF-9BF2-4FDE-8560-FOSB86d4B531 I D Ij H
Upgrades and Enhancements •.•••• #Oo*** 494*0 OXOX 040404 0904 04904 0 Ate 004404 move *1600466#X 04*4 0 4*460 6604*4m# Now 606*6*64 a*&& 64046 oeto**466
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Project Manage ent &off** es ****so** so** 72
Prior Experience 73
P.roect One: Bellevue Rre DGAE21riflartment....b o4otoo 6960 4*00000,090 0 &*a# B94*49 406000*0 O&OA * 4069 60004 0404 0006 000673
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L*ff.�AProject Two, fUckamas County EMS Y••e••r•r•••M•t•t•1••.•r•rb•►fb••r•a•e•►•w•0•bt•t••••• • r r r • 1 r• • •
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Pat Piper,, Director, Iw%
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Viviana Barra"an, Impkelffentation Administrator... . 0*0004900 4*096 9 0*0 #0090 0 *wow 0*04*0909 6 *owe* **S*4#V*f*V0w at@* a 1606910978
matt Sprague Implementation
Deb cC -Fr a 11notilamentation and Training Specialist......••...•vow0V4W0..••• • •. • . ,► rWOW*Woo 6*$ *lto% ovov ***be %*goo
John Ayres, "INechnical Suppon-k- Analyst 11 -90-9 a 061raf 60604 940194 9 son 0 1694lp OVOO *4 got* 9 A9 4 94,9169* plop lost -00-0 Of algae 604,00,49 so a -08 96069*94 olle-GOOVIS V1411082
Jasmin Oswald,, lin-ftipleme--%ntation Coordinator 9496 696 969606*0864*696 969606060 60402 a 2 *04 0 606 *6*&**4***4*6*8 * 6*6 of 0*0404es *60683
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Joanna Hallett or Regional Account RAM n a gte r.. 4 @to 0 40*00 0400 #004 so *00 06 60#04*6* 6040** **6#6*90 4*0*84
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DocuSign Envelope ID:9 4335F2FF-96F2-4FDE-8560-FOSB8604B591 n'pij f=x
----------------- - - ----- ------------------------------------- --------------------------------------------------------------------------------------------------------------- MR
ectiv S
oect Appro
R7iat problem are. you solvingI
The CEO of a campany called Mi*xpanel has sal*d",p "Most of the world w1*11 ake decisions by either
-5 041
guessing or using their gut. They will be either lucky or wrong." For EMS agencies, fire departments
and hospitals, lucky or wrong is not an option when it comes to patient health and community safety.
ESO was founded on the premise that the smarter use of data to provide clinical and operational
insights
-M 'A 4--1 %A0 w1*11 improve coi IiP1-1unity health and safety by helping agencies and departments get access to
theinformation they need in real time as well as helping organizations identify gaps in training.,
documentation, procedures, etc.
ESO created additional products that extend the value of the ePCR latform including a qq&Product
L
calledDatainformation Health Exchange to share between agencies and hospitals, as
0 itsinception, PPIC1111ftFcustomLrsas incident reporting so...,ware f--or finre departments, Since .so around the
country are using data in ways that would not have been conceivable even a flew years ago. inWashi'n.gton,,,, one ay created visual heat maps ofopiaidcalls to create jA--),-roacnve campaigns andgenc I
5
DocuSign Envelope ID,: 4335F2FF-9BF2-4FDE-B560-F05B8604B531 ONSWUM
I I I D I I /=k
----------- - --------- -------- ----------- --------------------------------
otherprograms that targeted individuals in areas with the densest activity to reduce theopioid
epidemic i*n thei%vr community, In Kentucky,, one hospl*tal slyruste was able to improve insight lonto
patients a "vi*ng by a bulance by as much as 63% isn the first week of 1" plemenft*ng ESO software,
ranincreasing signiticantly the probability that an arriving patient would get the right treatment in a
much timelier manner,
Why is ESO best suited to solve this problem?
improve community health and safety.
We have implementedmany large departments on ESO EHR and .Fire solutions and have more than
do
2,500 EHRimplementations. Fromsolutions with NarcBox for controlled substance tracking, to
partnerships with Fire Rescue I and EMS I Academy, a full RMS solution providing proper and easy
documentation, a wealth of data and unprecedented ease and access, we offer the experience and
service beyond that of just a vendor,
f.
1.
is
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DocuSign Envelope ID: 4335F2FF-9f3F2-4f:DE-6560-FO5B86048531
-nuit i\
Business a.a.
Individuals Authonized
to Bind and Execute
Questions Regarding
RFP
Contractual Matters
Allen Johnson
Chiql'Product Qfficer
Cortney Johnson
Chief Finan�,i�al O�icer_
Joanna Hallett (PRIMARY)
Senior Regional Account
Scott Kelly
Directo�- of' Coll tracts
6-,
allen.'ohnson.fweso.com
ext. 10 17
Cortm, �-Lo-�
ext.1036
joar-ina.hal1e-tt(,,,_
(5 121) 5 5 0 -7 15 0
Scott, kel I 04,.,eso. com
(5 12) 308-6508
Joint T"enture
ESO Solutions, Inc. is not presentinR a ioint -venture or association.
Introciuction: Cotnpai-�y Background & Expe�-ience
ESO has been a leading provider of integrated., innovative and user-friendly solutions for the pre -
hospital healthcare industry since .2.004, bringing together industry leaders in EMS, software deslun
and infoniiat'on technology to deliver clinically sophisticated. end -user friendly Software -as -a -
Service (SaaS) solutions for hospitals and emergency medical and firke services. The products are
sign ' -due
d to help EMS and hospitals enhance the quality of care, improve efficiencies and r%,. c
costs°
1 7 f "I I
F inandai )otvenn.-? Fiscal Responsibility & Financial c"apability.
ESO Solutions, Inc, is a privately held corporation, established in 2004. We are based in Austin,
Texas. ESO does not have any judgments, pending or expected litigation, or other real potential
financial reversals, which might materially affect the viability orsta. bilia y of our company.
In .20 16, EEO completed at S 15 million Series C hinding round with Accel KKR. In '10 17, we
acquired SafetyPAD and FIR.. -1OLISftwa-re and in 2_0 19 we acquired c-,ore Software, these
acquIsitIO]IS COUld not have been completed without a very healthy financial position.
I V
h
DocuSign Envelope ID: 4335F2FF-9BF2-4FDE-B560-FO588604B531
............. ...... I ... I ...
..................... ............
System Concept and Solution
ESO strives to provide a first-class experience fOr OUr customers and
offer software that its with their unique needs, In preparing this
proposal for Colorado Springs Fire in respect to your need for a
nt,lcord.s management system, we present the following approaching
to the project*
ePCR for EMS
ESO Electronic 1--lealth Record (EHR) captures critical patient care
information through a flexible workflow and user-friendly features.
EHR is NEMSIS v .3.3.4 and 3.4 compliant and submits electronic
patient care data to the state on behalf of our custorners. EHR
integrates with ESO FIR-E-HOUSE Incidents.
..........
Records Nlanagernent System (R-NlS) for Fire-
ESO began building components of its RMS for fire in2010, With
the launch of an NFIRS reporting system. In 2017, ESO acquired
H
FIREHOUSE Software,, combining the historical robustness of the
FIRE-1-10USE Software system with ESO's expertise in building
superior software ESO is positioned to provide the best of fire
RiMS for the needs of our customers,
As ESO continues to grow and expand their fire RIMS offering, the
ucoal is to take the best and brightest elements of FIREHOUSE and
mtegrate them into the look and feel of,ESO products. ln choosing
V
ESO, users are able to select the option that works best for their
needs to provide the best in patient care and public safety.
The full ESO Software capabilities include:
ES O EHR: ESO EHR easily captures critical patient care information through a flexible
workflow and user-friendly features. EHR is NEMSIS v 3.3.4 and v 3.4 compliant and
submits electronic patient care data to the state on behalf of our customers, making data
submission worry free.
ESO Analvtics,- ESO Analytics rnakes complex data accessible with one-c ick reporting for
clinical, operational and core measures. : nalytics integrrates with EHR, Fire Incidents
and HDE.
ESO Pei-sonnel Managemenr� ESO Personnel Management conveniently records and stores
personnel information, training courses, education history, immunizations and more within a
single application.,
* E130 Oualini A-tanagementl- ESO Quality Management -provides administrators the ability to
review clinical and operational document to drive improvement.
* ESO Quick Speak: ESO Quick Speak enables EMS field providers to communicate with non-
English -speaking patients.
C)
0
DacuSign Envelope IC3:4335F2FF-9BF2-4FDE-B560-F05B86Q4B531
ni ii H
0 ESO Health Data Exchange (HDE}: ESO Health Data Exchange (HDE) enables secure data
sharing between EMS and hospitals to support quality activities along the continuum of care,
HDE gives EMS the power to increase efficiency, advance quality and improve patient care,
0 TrackEMS:
TrackEMS delivers a configurable mobiie application for EMS and hospital staff
to securely and efficiently communicate during time sensitive emergencies.
• ESO f ire Incidents: ESOFire Incidents captures dataon criticat fire events and
16
automa#ically submits NFIR.S compliant reports into state repositories. Fire Incidents
integrates seamlessly with EHR and Personnel Management.
• ESD Fife Pro nerties and Inspections: ESO Fire Properties andFnspections collects and
manages the data fire departments need to successfully develop pre -plans and conduct
inspections,
• ESO Billing.• ESO Bil * rei' burse entlini! strea lines the rocess bv automah"nc.-Y workflows-
Pto4%
and minimizing the cost for each claim processed, delivering taster reimbursements and great
efficiencies.
efts
• ESO Dispatch: ESO Dispatch simpiifies dispatching needs through pre -scheduled
transportation management, linked runs and powerful mappzng so the right unit gets to the
right place at the right time.
• n110--- 6404'"Payer Insight pairs wim E--'"va%j Health Data Exchange to give your
ES4 Payer Insig{it:E30
billing team in-app access to patient insurance, demographic inforrnatian and other related
patient billing information directly from the hospital
0
ESUAssetlVlanagement: ESO Asset Management delivers robust workflow tools including
1 51
granular notifications, assignments and asset tracking to keep departments in -tune with their
equipment, gear and other key assets.
• ESO Checklists. ES() Checklists provides easy -to -use digital checklists to capture current
condition of vehicles,equipment, places and p""meop e.
•
FSQ Scheduli�ag:ESOScheduling combines automated employee scheduli"ng, ti' and
attendance, overti e control, request01Wmanage ent and into one easy to use tool,
DocuSign Envelope ID:4335F2FF-96F2-4FpE-6560-F05886048531 ... nitj H
Understanding of and Compliance with fiechnical Requirements
ESO understands that Round Rock FD is looking for an all ion one records management solution that
allows for documentation of amedical incidents as well as fire incidents. In addition, the FD would
like to track personnel training and credentials as well as have a scheduling program to not only staff
all units but links to the Incidentsmodule for easier documentation. Round Rock FD would also like
Is into track capital equip ent order to keep maintenance records and monitor where all equipment is
located,
40 Y CPinspectionsWe have additionall includedded 1'nforrnaft*on regardiregardingour properties and module and
while specific requirements did not address, the answers in the addendum discussing number of
inspections gives the impression that this module may also be desired.
ESO also offers checklists as part of the asset management platform. This allows for daily checks of
equipment that tie back to an admin console where administrators can monitor status of equipment
and get notified of any faulty equipment,,
It
Fromthe clinical perspective, ESO also offers the ability to receive outcome data tluough
40&
Williamson County EMS by using the buflt-inmobile to mobile feature where a provider initiates the
record on his/'her computer and can transfer data to the transporting unit. This link will then pass any
outcome data that Williamson County receives back to your providers.
0
The ESO Personnel Management Module (PM) has the ability to track personnel information as well
40
as classes conducted,allowing hours and points to be assigned to those successfully completing a
course. ESO PM does not grovide content, but we do have a partnership with Lexipol (FireRescuel
Academy) who da offer courses in both EMS and Fire.
Below is Attachment D with our responses. A couple of ikems to clarify.*
We allow for attachments, but 4GB per attachment is a huge file and more than we allow. V4'e
typicallyx at I Oas2OMB
Active Directory and Single Sign -an -,=, ESO does not interfere with your ability to use Active
Directory, but we do not allow other applications to send passwords to our software given the amount
of HIPAA related data that we store. So, the user can continue with Active directory for other
applications, but would still have to provide login credentials to access the ESO Suite.
When re%rring Tillable forms, ESO has the ability to upload fozms into the EIIR where they can be
filled out by a crew and accessed. These are desiDaed to be specifically related to that incident and
remain attached to the record and can be viewed by anyone with access. ESO Asset Management
also allows for the creation of custom forms that are reportable,
10
Docu5ign Envelope ID: 433bF2FF-9BF2-4FDE-8560-F05BE6Q4B531 � n�p'j
ATTACHMENT D
MINIMUM AND PREFERRED SOFTWARE AND MODULE
CHECKLIST
------------ -- - — - - - - - - - - - - - - 7--
........ .. ... ..... .... . ................... ......... ...... ................ ... . . ...
. .......... ........ ... ... ..... ..... ....
... ........... ....... ... ... .............. . ..... ............. ............. ...
......... .... .......
. ... ..... . ......... . . ........... ...... ...... .... .... ................. .... ......... .....
.......... ......... ....... ... ... ......... . .
.... .......... ... .. .. ......... .... . ......... . . .. .. ... ....MINIMUM Soto i -WARE, REQUIREMENT Si.,-.'' ...... I .......................... ... ...... ..
........ ..... .YE5NO'
A
F114 pin ------------
.. .. .......
............... .... .. ...
.. .. ... ..... .... . . .... ......
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Cloud -based solution with web access and/or an application compatible with all mobile
X
platforms - ------------------------ -------------------------------------------------- --------------
-------- -- ----- - -------- - -
Software Support -- ----------- ----------------
- -
X WIN
Software Training MR---- -------------------------------- ----------------------------
— ------------ ----------
Personnel Management Feature ------------------------------------------------ -------------------- --------------
to
------------
Provide the City with real -borne access to all data
WW40A'
X
---------------------------------- -----------
-------------------------------------------------
Run real-time reports 'including cannpd and ad hoc reports
--------- --
K
Mufti -level- user access and permissions
X
Abilitytocreate user defined fields and forms
x
ANN
Ability to create and track staff activities
X
- "w140000000000MMARCOOM --- ---- ---- - - - - - ---- ----- ---------------- ----
Create andaintain mISO training tracking log thatis sortable
---------------------------------- ---------- -- --------------- ---
Ability------------------------
to maintain a Quality Assurance Process--------
Ability to attach large files of at least to any of the modules -------- -----
��'
Have the capability to import from*.csv, Excel, National Fire Incident Reporting System (NFIRS),
X
crystal reports, Arc GIS, Fire Fighters: Individuals and Departments Online (fIDO},
Texas Commission on Fire Protection (TCFPI,,,,, ----------------------------------------------------------------- - ----------------------
Ability to print to *.pdf and network printers from all platforms, 'including mobile platforms-------------- %WWWWWRAM"MAR
Ability to interface with external --- CAD vendors
-- - -------- ------------------- - -- -----------------------------
------- -- ----------------------------- --------------------------------------------------------------------------------------------------------------
Ability to create plus-1 codes and the ability to edit NFIRS code definitions
rdWVWVW&%VM
----- MAP
X
X
- ----------
Provide updates to new/current NFIRS standards
x
-----------
Populate information from the inspections and prevention modules to other modules as
----------------
X
information is dated & -------------------------------
------- ---------------------------------------- -------------------------------------------------------------------------------------------------------------------
Load, search, amend, and access the current TCFP requirements, amendments,
X
appendices, -- and -- associated --- doeuments ------------ --------------- -- -------------------------------
Transfer all data to the City of Round Rock servers within 90 days in a format usableby theX
Department -------------------------------
Add, search, amend, and access the current fire code, view fire code amendments, appendices,
X
and associated documents, while maintaining the same access to previous
versions
Load, search, amend, and access the current City ordinances, amendments, appendices, and
X
associated documents, while maintaining the same access to previous versions
Create ad hoc checklists that cross reference the fire code with searchable fire code
X
numbers, ordinances, amendments, a pendives, and associated documents
- - --------------- P ----- -----
-----------
'* --------- ---------- %ft-00010M.
Send emaiis with attachments from the within the applicationRAMMMARMAROMAN ------------ --
--------- - ---------
X
MANAMA ARM
Ability to use the same sign on or single sign on withActiveDirectory integration
011PARA, -all
---------- M Ix
Retainage of a copy of all data after the term of the contract has expired
Ra --- Ila
x
IPA"
-------- ------ --
-VV 0
............... ... .......................
......... . .. .. . .
................. ... ..... ...........
- ------------........................ ........ . ....... . ... ... . ................. ..... ......... .............. . .. ........... ......
............. ...... .. ...... .. .... .... .... ...........PREFERRED. SOFTWARE REQUIREMEN-T..S,*'*
.......... .. . ..... . . .. ..... . ..... ....
---------- ----------- ---------- -- - ----------------------- --
77-
------------ -------- ----
YES.. ........ 0
'' N...........
Softwareforums (if available)
------ fing.RANA4, going -Am I
x
Provide the City with 24/7 support services,, 365 days a year ---------------------------------- -- ----
100r4WWWW W kW W NW400AFAW"A ON A FWW4WVWWWWAVk%WV MARMARA R—A ---------------- —
X
inspections
Set information from the andprevention modules as the MASTER list for all other
X
associated modules and to set access permissions
Use speech -to -text across all modules
----------
Ix -----------
Create customizable dashboards that will query all fields across the entire -----------
X ---------------
application/system, stem, includinany user defined fields and ad hoc fieldsLY------
Integrate application/system with Microsoft Office, including Outlook, Excel, Word, and
X -------------------- ------
PowerPoin-t---------------
---------------- ------ --
----- Create, load, search, amend, and access fillable forms
x
---------------- -------- -------- - --
Alert designated recipients that forms requiring their attention have been filled -out-
%FW%0%ftFWWVVV~ peso a a ...... ------=0000000� WAAAAAAMA 4
DocuSign Envelope ID: 4335F2FF-98F2-4FUE-B560-F05886048531
nIp+j fA
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transmit forms to Internal and external recipients in a manner that will maintain all necessary
privacy standards
Display data analytics X
----------------------- ------- Autogenerate narratives using user defined templates
a Now ------ - ------ -
Create financial reports directly from the application that can emailed to internal and X
external contacts in multiple formats
------------ -------------- - -------------------------
-------------- - - Auto -update to new/current NFIRS standards
---------------- Attach weather meta data (auto-attachmentis preferred), and the ability to user -define
which NFIRS codes to auto attach weather meta data for X
Attach State of Texas., the Texas Commission on Environmental Qualify (TCEQ) TIER PI 'X
attachments to addresses across all modules
............. ..................... ....... .. . . . . ....... . .
. ........... ................ .......................
..................
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TRAINING-: MOdULE-PREFERENCES' ... ............. .... _% .'I,.:. I. % I. I. .*.*.,.. .. .1. .. ... . ..:. , , '' ... % .. . -.% ............... ....................
................... ....... .......
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YES............. .. ....
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Ability to create, track, and delineate between standard training levels such as Level I and Level II
training per TCFP, ISO training,, and Texas Department of State Health Services
(TDSH5) trainine
Create training sessions, courses, and exams as per TFCP Standards
Ability to query training records for individuals for TCFP audit for Company Officer and
Battalion Chief use
Ability to create, track, and delineate between standard training levels as defined by the Texas
Commission on_Law_Enforcement {TCOLE)
----------------------------------------------------- -
- - - - - - - - - - - - - - - - - - 7--7-7 - - - - - - - - - - - - - - - - - - - - --------- - ------- - --------
.:, . . � . . .. . . ... . .. . . . . . . . . . . . . . . ...
..... ........ . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . ... . . ... . ........ . ... . . . . . . . . . . . . . ......... . .. . . . ..... . . . ... . . .... ......
...........
. . . . . ... . ... .
... . . . . ... . . ... . ...... ........ .... .... ...... . . . . . . . . . . . . . . . . . .
.. . ... ... . . . . . . . . . . . . . . . ........
... ........... ............... .............................. ...... ..... . .....
PERSONNEL MANAGEMENT..... .......... ............... . . . ....... .. ..... .... ....
. . .... . * *: .. .... I I.. I.. . ... ... ...... . -'-L� - ...': - I ...... � 1. .... .. .. . . , . .. .. . . -L-....... - .. . ...... ..
3 ... ... 1. L ... ... . ..... YES— ... .. NOO------- - - - - - -------------- ..... ..... .
-1-PRE0110. _1 ............. . .
A scheduling module with the ability to be accessed across all platforms that is
customizable and has user defined fields
------ -- --- - ---------------- ----------- -- -------------------------- -------- -------------------------------------------------- ---------------- ---------------- - - ------------------- ------------
Ability to search across all personnel management fields and utilize a logic tree to Pick
app-ropriate ersonnel for staffing
W- -- --------------------------------------------- -- ----------------------------------------------- - -- ------
-----------------
Ability to update, in real time,, the staffing on apparatus in other modules, track hours worked in', X
both standard and user defined categories, and has multiple permissions levels
-----that can set b levels such as rank or other 'Identifiers ---------------------------
"AMINO Room ------- ---- 4 - ----- --------------- ------- ------ ------------------------------
4
Ability to integrate with Tyler Technologies- Munis, direct integration is preferred X
. . . . . .
.... . ... . . . . . . .. . . . . . . .. . .. . . . . . ... . . . . . . . . . . . . .. . . . . ....... . . . . . ... . . ... . . . ... . ... . . ... . . . . ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ... . . . . . . ... .. .. . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . .'YES. . . . . . . ..... . ... . . ....
.. . . . . . . . . . . . . .'"'EFER-ENCES0NOULE** INVENTORY:, AWIANAGEMENTMOD ......... ... .....
............... ............. ...... .
............
........................ ....................... -------------- - -1 .- 1 1. .1 . I.. . .... ............
time data 'is preferred
0.06P., 66
-- - - ---- -----------------------7---- -- ---- ------ ----------------- 77 --------- ---7- RERORT MI IREMENTS...................I..... ..... .. ........ -.-.-:-..-..-..-.-.--..- ...
. . ....... . ....... .
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.. YES NO
--.--.-----.-.-.-. ----
........
1WHIMA" Doom
Create and save ad hoc reports for future use x
V
Create ad hoc checklists that cross reference the ISO (insurance Services Office) training hours iX I
DocuSign Envelope ID, 4335F2FF-9BF2-4FDE-B.'S,60-FO5B8604B531 ri I Ul t k
KeyY.EHR,Features
From the Mobile Home page, users see a dashboard to view messages, see a count of records in that
stat-Lis center and can pre -enter the crew for that shift. The user can also start a new record directly
from this Pau.
BARTON., DUSTiN
HALLETT, JOANNA
Engine I
91
Shif
Squad :51
Austin, TX
R-M,
-----------------------------
B5 Closed for
0 PENDING
UNLOCKED
.. . ... ....
.... ... ....... . .. .
Construction tW�
RECORDS
. . ... ................
W eekend at 6th St. Exit
SUCCESSFUL
LOCKED
U RECORDS
FAILED
...... ....... .
. . . ............. .....
. ............... .. ..........
. . ..... ... .... .....
........ .. .....
DocuSign Envelope ID, 4335F2FF-9BF2-4FDE-B560-FO5138604B531 ri i u i i /-k
...........
The Incident Details pace provides a simple place for incident data entry and CAD import, With
quick picks that allow for quick data entry and a left side navigation paliel the user can or thru the
application swiftly and efficiently,
Response
L
1511024)936-ESO C A 0 tm e'.? t
DES r§NAt:QN
WH VISItt
V-1 FAU
Ushmss Us-hMirent Dovmaraded N 0 ti NIS 5 f t V'S :o'o-ef
tXPOSURf.
The Patient Tnfo page includes a patient lookup feat -Lire, which populates the patient's. demographic
inforinatlon, history, inn dications, and allergies, along with his or her billing inn orrnatlon, horn the
last call.
CONTACT
11 Mr.01 5 OM-5153
BOBBY, MCKY
0711 W 971
Ux1xx-7M
11 OM015QW,31.4
WHY, RICKY
07�&1971
XMXX-777
I I M 3/2015 PW,06149
BOBBY. RICKY
07116/1971
XXX-XX-7777
1102/2015 921.- -51
01
BOBBY, RICKY
0711W1971
XKX-XX-7777
I MIMS 009:35,03
ROBBY RICKY
0711611 W1
mcwts fr'um #4stw. -' M3ld"?SK'13098'y' -17771,77Tr
IN
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. ...........
... ........
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DocuSign Envelope ID: 4335F2FF-9BF2-4FDE-65604FO5B8604B531
... . ........ . ............... ............ .. ............
ESO's Quick Treat feature allows end users to 6me stamp events, including vital signs, without
having to leave their place within the record. Additional Quick Treat buttons are included in the
General and Mods tabs.
Quick 'rreat CPR allows users totime stamp resuscitation events as they occur. Events that occur
multiple times in the code are indicated by a counter in the comer of each item. All events entered
through Quick Treat are editable in the main flowchart treatment area.
.......... .........
. . . ... .... . . . ... ....
..............
.. ...........
.................. ............ ...
MIDS1.
...........
DocuSgn Envelope ID: 4335F2FF-9BF2-4FUE-6560-FO568604B531
-nut /x
On the Assessment Details page, ESO uses toggle switches that allow a user to easily indicate a
positive or ncgative finding bascd on a simple click to the left or right. All information populates the
assessment grid.
initial As"sent
Mental Scams
Abw"M.":Ues NMAMSSM ... . ...
orientation
......
is . .... .......
............ .
.0 W...
comments
. ..... ...
Assessment input options on the anatomIcal figures include a point and place injury process. This
injury placement also populates the assessment gild.
DocuSign Envelope ID: 4335F2FF-gBF2-4FDE-8560-FO.5138604B531 rl 1 D I I 11"'MV
-----------
ES Rs Specialty Patient forms are 'templates designed to enable end users to focus documentafton on
specific patient types.
Y ft 140
ESO EHR accepts onscreen Signatures for multiple purposes.
1.DocuSign Envelope ID. 4335F2FF-gBF2-4FDE-B560-FQ5B86046531 -nui
........................ ........... - ....... . .............
Driver's License Scanning allows a user to import a patient's demographic information directly fTom
their driver's license.
Patient Outcome Data available to the providers from the ESO landing pa-ure.
Z7
DocuSign Envelope 10: 4335F2FF-gBF2-4FDE-B560-FO5B86046531 rl ID I I /A
ESO's Analytics lets users drill down into the data they collect in the field. Reports span the
spectnim with everything from .12-lead ECG performance to tumaround times and o.pioid data.'Users
can filter and customize reporting so that everyone from basic users to data experts can find insight in
the information they collect each day,
. .. .......
. ........ .
............ ......... .. ............. ............ ...........
...................... - ........... ....... ............... ...
DocuSign Envelope 10: 4335F2FF-9BF2-4FDE-B560-FO568604B!531 ninit jA
.DSO Fire Suite Key Feature,,v:
Fromthe Home page, users see adashboard to, view iressages, see countofrecordsin that states
center and can pre -enter the crew for that shift, Nersonnel who are assigned the Fire User role have
access to any incidents in Draft status on the Fire I andi ngpage and can create records. Personnel
with either the Fire Supervisor or Fire Manager role have access toall Locked incidents in the
system.
The incident fist contains a list of fire records entered into your system, Incidents are presorted
by status, then, by date and time. Draft incidents are listed above Locked Mcdients by default.
Agencies can import EHR and SafetyPADIs ePCR into both of our Fire products .- ESO Fire
Incidents and ESO FIREHOUSE Software.
FIRE - I/VCIDEIV TS
I go mm� ds hwnd ator)12018
09119/2019 01:2040
r
1100 OLD ML
Engine 1. Engine 2, Em",
09/19/2018 00.00,21
9020 N CAPI 'PAL TX HWY BUILDING 2
Engine 2, Medic 2
090912018 00,00,21
9020 N CAPiTAL TX HWY OUI LDI NG 2
Engine 1, Medic I
09/19f 201 a 00 :00. 00
Y<4
Medic 1, Engine 3S
09118/201 8 0 0 > 00,00
Engine I
09/14/2018 12.1212
552 E Co N dooper
Medic 14
0911412018 00,00:21
9020 N CAPITAL TX HVW BUILDING 2
Engine 1, Medic I
09114/2018 00:00:21
9020 N CAPITAL TX HVVY BUILDING 2
Engine 2, Medic 2
DocuSign Envelope ID: 4335F2F-9BF2-4FDE-8560-FO5B86048531
An incident can be viewed or edited by clicking on its Incident Number in the incident list,
Users can access the home page, rev tewvalidation issues, add exposures, print records and
inputNFIRS required information.
i . .. .... ... .. . ................ .. . .....
Incident
1) SuMing fire
station 2
CAD brr�n
Data can be entered into the fields by typing NFIRS code numbers or by free -text typing. Asa user
enters information., the system will search for matches automatically to make information input
easier.
...................
............. ................
Action Taken 1 .................
........... .................
......
. . . . ......
(00) - ActIon taken. other
(1) - Fire Control or Extinguishment
>
(2) - Search & Rescue
>
(3) - EMS & Transport
(4) - Hazardous Condition
(5) - Fires, Rescues & Hazardous CondWons
(6) - Systems & Services
(7) Assi5tance
(8) Information, Investigation & Enforcement
DocuSign Envelope ID: 4335F2FF-9BF2-4FDE-8560-FC5B8604B531
i............... I ....................... .... .. ...... ............. .......... .......... ..................................
ESO's Fire Incidents has built-in, real-tirne validation functionality, At the top `the screen, the
niodule tabs will display a Yellow warning sign, depending on the state of the information found
on fliatpage oft . ocuni rit . Users can. also receive a full list of validation errors and be guided
into
Dispatch Time
Enroute Time
-it Reports, allow departments to track infori-nation. on units and personnel that
-Modules, such as Ui
respond to incidents. It also allows for unit narratives to track what each unit did within the
incident.
M
Engine 2
UNIAMOVM mawry Dispatch Enroute Arrivak Cifar- in OMrict
d Ac'nows I Pf RSONNEL
Medic 2
: Ma U"K�Pkx)xffY DI Spatch Enroute Arrival O"t in District
DocuSign Envelope ID* 4335F2FF-9BF2-4FDE-B560-FO5BB604B531,-- Alull /A
- - - - ------------ - ------------- - - -
------------
Response specl fie modules such as Casualty, Hazmat, Arsots andWildlandall owusers to
record pertinent NFIRS information aiid otherdetalls.
Dze Of
A00
Docu Sign Envelope I D: 4335 F2FF-9BF2-4F DE-13560-F05138604B5.31 1 Timit /A
11 .. aq ........... _W ........ ........... ...... ........ ........
-DSO Proper e nd Inspections Featui-es.-
ESO Properties creates a three -level hierarchy fororganization the informationofa property.
Users can create an inventory ofproperties, buildIngs and occupants w1thin the fire
department's response area.
MEW REca"s
11 . . . ...
XX;
row
5200 NORTH LAMA AUSTIN TAM COFFEE
THE OLD MAYES MILL 2223 KERSEY LANE LN
EXV0
. . . . . . . . . .
SLOG THE PALACE
Users can docurnent important features within each property, such as water sources,
construction materials, exits, fire protection systems, chernicals on site and inure.
- -----------------------------------------
Fina I Sprinkler
OVIOLAMNS
DocuSign Envelope ID: 4335F2FF-9BF2-4FDE-B560-FO5B8604B531 ji 1 L) I I /A'
.........................
.............................. . ......................
9 -o a
Users can add information by movin left to right across the tabs at the top. Inf rm tion
can, be printed and attachments, such as photos, pre -plans and other documents can be
added quickly in the attachments section. ESO Properties also offers detailed occupant
building — property history so users can track changes with ease,
ESO Inspections allows users to keep records of individual inspection visits to each
property, building and occupancy, These records ensure that fire codes are met on.
e
4. � very level, re -inspections are scheduledas needed and staffing and budgeting needs
for inspections are considered. Users can filter inspections for in progress, scheduled,
draft, and past due inspections by shift, inspection type, inspector, location and more.
All In Progress
500 Main ST
Annual Imp-
1010512018
ES01 500 Main ST SLOG ]ones Building - STE 102 main
AAnuai imp—
E0, WO Main ST, OLOG lanes Buil*mg M 102 mwn
650 anfWal
EM 500 Main ST, BLDG jooes Boi;ding STE102ma;n
Annual Insp
10110/2018
E50, 500 Main ST, OLM Jones Ektilding • STE 102 ma.n
E50 annua;::
10117/2018
F40. 500 Main ST, SLDC.& jone5 gWding M 102 ma':'n
Annual insp...
123
M �-
F-SO, 500 Main ST, BLDG jonei BuQlng - STE 102 seam
ESO annual
6
Ca�lahan Auto Parts, 2509 Hayes An BLDG Ca0ahan Auto Parts
Annual Insp..,
OVOW2019
BLDG Jones Buflding, 500 Main ST
Routint
Dom& gn Envelope 10, 4335F2FF-96F2-4FDE-B560-FO588604B531 n i rj it /A
Unlimited custom checklists allow users the ability to create inspection -types needed
by local and state requirements,
REQUIRED CHECKLISTS
General Mousekeepin g
. . . . . . . . . . . . . .
Exit.%
..... . . ..... .. . ...
0
...........
Company Inspectlons
Egre5s
...................... .......
... . ....... .
VIMAW�6
0
........ ................ ...... .........................................
Users can also perforn-i ad -hoc inspections by searching for codes within the Codes tab
I
at the top. Codes that have a "Passed", "Failed" or "NA" result will all populate in the
,status report.
........ ..
1001.1 CHAFrTEP.10 MEANS OF EGRESS General - englne inspection
DocuSign Lnvelope ID: 4335F2FF-gBF2-4FDE-B560-FO5686048531 _. flwa /A
signat`Llr�,s, photos, and other attachments can be captured in -application. Similar to
DSO Fire Incidents, Properties and Inspections both feature validation rules. Inspections
can be scheduled in-appficanon from either the Inspections module or Properties
module.
CORLY -A-SrW-1-M
Dt'd
NO
DocuSign Envelope ID: 4335F2FF-9BF2-4FDE-B560-FO5886046531
...................................................................................... ...... ........... ............. .......................................
ESO Personnel Alan agement Features:
Maintain information about your providers using the personnel section where you can enter
demographics, work history, classes taken, certifications and medical information.
Person Wo rk Vas ses Certifications & Credentials Medical Attachments
- ----------- -- - - -----
Name
Name
NICOLE HAYES
Phone
Add�ess
(555) 232-600
W.Wo
(555) 777-8898
(555) 122-2233
Classes list show all courses taken by the provider and the continuing education hours received.
V
Person 'work Clagses ckrtificatons & Credentials Medical Auachments
Classes
0 FjIter by Wine
Intro to Stratpgic CRR
Management Tov's for EMS Leaders
Foundational Concepts of Cher ---;stay
fCS-20 Basic Incident Command System
Prefighter Safety, Calling the Mayday
Applied Research Des€gn for Flee & EMS
Show Pass & Fad - Sort by Date -
Individuaj
Pas S
Individual
42".).
Pons
3.00
05/OGM19
Individual
pass
a-00 aW22,117012
I ndividual
pass
3 co
09/1412011
individual
Pass
300
OW31201 I
.in&:vidual
pass
3,00
08/16r2011
DocuSign Envelope ID: 4335F2FF-gBF2-4FDE-B560-FO588604B531 n i u vt /A
Certifications, credentials and qualifications trackers per provider.
Person Work Class," CemOcations & Credeftafs M*dkal Attachments
am 0
Lerts & Licenses
Credentials 2009 Faramedic'-§X State
^Vory
Lreden-'aals
+''':.:':�..•.•. a•. •.yx r.
AHA CPR
Renew - Hisrory
ITI nons Qual ca,"L
DmNtr
Renew, History
K c, --mm ep track of iunizations as well. as injuries and exposures.
Person Work class" Certifications & Credenaafs Medital Amachmenm
Immunizations
Pneu.monia
'R eenm v - Hirk.ory - Edit - Delete
�n. Uries Exposures
Tetanus
Renew - History 4 Edit, Delete
Injwieso at Exposures
KK
DcuSign Envelope ID: 433SF2FF-9BF2-4FDE-B560-FOI.7-B8604B531 — - r] 11) 11 /Lk
q FRer by Name
Advance Airway Traming
0
Airway
4
A�rway
2
-- . M-5-i
CPR 101
2
EVOC
2
How To Save A Pavent
PM Ovemew
Tue. OSM912020 @ 08 00
CPR
Fri, OS/1 a/,2-020 @ 09: 01)
Intro to Strategic CRR
Online
Z
sat, 05/09/2020 0 .00
Airway
0
Thu., 04f3EV2020 0=fF
Wed.. o4/ i srn2G MOO
Create a new class with multiple sessions if necessai-y. Track attendees and dates of the class.
class Detaft Credits AMendeeS
Class
Advance Airway Trzing
.-bessions
Docu&qn Envelope ID: 4335F2FF-9BF2-4FDE-B560-FO5B86046531 n i n i r
Credentials
AHACPR
Edit ociew
BECKEP, SCOTr
CUNNNGK", MCH m
cancel
... ......... .............
42
QocuSign Envelope ID: 4336F2FF-98F2-4FQE-B560-F05886048531 n I Ij
ESD Scheduling Feutures:
ESO Scheduling is a flexi"ble and scalable webwbased employee scheduling software solution that makes
intuitive; scheduling easy, and cost-effective for fire departments. With a wide range of options and
seftio'ngsl. ESO Scheduling becomes a fine4uned employee scheduling solution addressin9your specific
needs.
Managers and employees can access ESO Scheduling from any device with a modem web -browser and
Internet connection. Employees can view schedules, submit time -off, shift trade and shift pickup requests
and even sync the schedule with their phone's calendar app, or other calendar tool that accepts a standard
ICS feed. Managers can approve various requests, make changes to the live schedule, document sick call -
outs and other pay code changes and more.
Confi rablc Dashboards
In ESO Scheduling, management level users can create and deploy dashboards through a drag and drop
interface ensuring all users have the right information right ai their fingertips. The dashboard also serves
as an easy way to navigate to tools throughout the system.
Set smifte Nattalw" Chief
MyCalend
w
own
07;0 - 0-7-00 tum ISM
Next Three Shifts
Op".
Frk May 2Z 2020
most
OfW= 8v Station 1, fng 1 07." 07-." 24:00 014"for Shift
OWNM a - stab lm I,. fins 1 07." 07,10 244.0 90849ar Shift
OW31120 2 - Ustleft i -. Eng 1 07*0 07:90 24.1M Regular Shift
Credentials
cle"MC411805 Qualffleadans
Me 40ts to 41SPI'my
My Mailbox
Tim eaff Requests
open
OMM shift "Otri"flen
Un Op" Shift % Fhtwer an A 0 WOM a I( Laadet I on
My Avallabilky
:541nm at 10M %r Us* Mun at vim "me, Oick.
Op"
Steven No" pwky
wit
v. X -C
Tunw
Steven Sam now Wky
Day stoft
Pjft*%n?
mot shift
Un"? Peon i evkw sad ackvwm the attached "ley.
Might Shift
uvla
Day Shift
Tunwo Clearid Imi" Assipod Shift
4138 YOU"" been cWmd off at ywr ani3ried shift fw
TV*.WI2
awy shift
ragowle
W*4 shift
St"Vn
Rev" TU"W at 11 0 Ustim I * 11al I Stamm* at 071W.
W"1.5113
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Tumor- cwrw FMM Assioned Shift
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Thu -VIA
asymft
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(410" shift
stv"n"
Steven Tumff at 6 r statio" I gns I no Ot
M-WIS
Night SbOt
M-5122
Daysm
sat"Uts
Day Shift
Sat" Wn
Night w4ft
Pickup Shifts
Time Card
6/1 7/2020,o 512312020
W22 aim titer Mul 07*9 WVO pick
MA Fimfightirip ASIMI 0706 07*0 $1'
Payroll items ftnehes
SIU Fir*fIghter Al2L2 *?-a "M Pkkupia)
5/19 116111
OmAghter
07-100 07W,
24:0
W21 ASUZ
FIM0098Y
07,11" 0110
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42
DocuSign Envelope ID: 4335F2FF-9BF'2-4FOE-6560-FO5B8604B531
..................... ...... ......... ........ . . . ..................
Automatq4_Eip loyee Scheduli.11(7
Automatically generate and populate schedules based on any rotation or work pattern, easily manage sick
calls fill open shifts, manage time off, swap and shIfts bids and more from anywhere, all onlille.
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With the Eso Scheduling Rotating Overtime 'ueue, employee receive text messarres re'rar
9 dincy open
shifts based on who is "tip next" to work overtini.e. Emplovee cansign up for an overtirne opportunity by
clicking a link in their text messages or passing up the shift in which the software would send a text
niessage to the next person in line.
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DocuSgn Envelope ID: 4335F2FF-9BF2-4FUE-8560•FU5B8604B539 mm. n'p'j
ESO Scheduling to ESO Fire Incidents
As a new incident comes in from CAD, personnel data is automatica►ly pulled from ESO Scheduling to
populate the incident report with the right crew members based on unit assignment and time,,
Vehicle
Shift
Edit
Emp 10
Employee
QuaNW10n.
Date
Start 71mo
End 71me
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captwn
05/22.
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Detailed Reporting Options
Romp
ESO Scheduling provides flexible reporting options for querying schedule data. Easily save filter sets as
templates to run the same reports quickly at any time.
Detail From 03/29/2020 To Sf22/1020
13232
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44
........... .......................
DocuSign Envelope ID: 4335F2FF-9BF2-4FDE-135(30-FO,5[3f3604B,531 n i u it
.................................................... .......... ..................... .................................................... - .......... .......................................... - --- ............... ----- - ----- --- ------------------- -- -- ----- ----------
Mobile Access
Employees and managers can access ESO Scheduling on phones via the web, 'nie mobile experience
provides a "phone friendly" view making it easy to navigate and use scheduling tools.
8SO
eso
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DocuSign Envelope ID: 4335F2FF-86F2-4FDE-B580-FOb886048531 WW.f°\. '
Asset Management Features
SYSTEM BEiVEFITS
✓ Atigi1 and standardize daily operations. Whether you're looking for a system that 'Integrates
into your existing workflow or want to build out new processes from scratch, the system will
ensure HNI continues to run like swell -ailed machine. Scheduled checks, maintenance and
other tasks won't fall through the cracks on our watch., Plus, when everyone knows what
P
checklists are needed, you can stay aligned on station duties.
✓ Knaw what's happening your station in rea! tame. Know everything that is going on at
your station with detailed data capture and robust reporting fueled by our dynamic
checklists, Plus let team members know where they need to be and when with flexible
alerts. Our notification system allows you to set upone-off or recurring notifications
depending on your team's needs.
✓ Access data wherever you are. ESO AIC is a cloud -,abased solution meaning you can access
the data from any Internet -connected device at any time that's convenient for you, At the
station, from your office or during a city council meeting -yes, yes, and yes,
*00 Improve accountability.
Don't be in
the dark about what happens in your agency,ESO AIC
makes it easy to keep everyone accountable with digital records of station operations.
Vo Save time. Paper checklists take time to document and can easily be misplaced. ESO
Checklists keeps all of your documentation in one place and accessible for audits, annual
reviews and building SOPs,
r%p%�0%toV0nV00 usAfCOil I oplify OVPSQ ��t: checklists d eI and, train crews on
operations smooth.
Streamline workflows,: No more guessing about which check is due when and on which date,
AIC makes daily checklists fly by with easy to use software and dynamic features,,
+r Easy to use: Simply follow the prompt's and you'll be done with daily, weekly and other
checks in no time., The software was designed by and for field providers who know the
industry inside and out.
Docu&gn Envelope ID: 4335F2FF-9BF2-4FDE-B560-FO5B8604B531 nina jA
Dynamic Dashboards provide the information you need at your fingertips.
---- ------------------ I-
ActionabLes
Set it and forget it. ESO Checklists lets you create arid edit dynamic checklists which run
automatically once they are configured by the administrator.
47
DocuSign Envelope ID. 4335F2FF-9BF2-4FDE-B560-FO5686046531
........... w...............................
With save -as -you go functionality, needing to pause 'is no problem. AIC will automatically save your
`Eflgsnf ESO Assets, 011y check',.pawd t-p S*&A McLeod 1 Jx'� aga w4h I *-Ut -0 14. Tr .-I Agom COMOW(q'd
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rat lo maint"Anm
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Create your own reports or save your report filters for easy access later to gain clear insight into your
department's operations. From when tasks need to be completed to which Items, are out of service,
you'll have it all under wraps.
48
-31 DocuSign Envelope ID, 4335F2FF-9BF2-4FUE-B560-FO568604B�) nut /A
Set permissions to ensure that access to daily checks or other checklists items are assigned and
viewable by only -those who need them. Plus, administrators can easily assign work to workg,roups or
individuals.
Overview for Department
sr. , f .{y .!•}�f,Cx:: f„f ' +;�:yc ' ; 'Y:Sii .} 6?{'. r r . �y �'" ' %.;
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-------------- ---- ----------
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Intelligent questions guide you through checklists, so nothing falls through the cracks.
49
DocuSign Envelope ID, 4335F2FF9gBF2-4FL)E-8560-FQ;'D'B8604B531-,- _n I DR, A
Lo highlight damage or misplaced equipment.
MA
Create automatic or one-off communications to notify the people who need to be involved via the
dashboard, alerts or ernalls.
50
OocuSgn Envelope ID: 4395F2FF-9BF2-dFDE-8560-F0588&048531 � j�IDIj i�
Technical Features, Security and Delivery Syste»: for Services
ESO use the Software -as -a -Service (SaaS)model of softw delivery, Microsoft Azure is our data
hosting facility. Basedin Virginiathe data hosting facilities are SAS i0, Type II, PCI compliantand
meet a number of rigorous requirements that help ensure the security of customer data at all times:
• Disaster Recovery — ESO's disaster recovery measures include built-in redundancy for each
component of the hardware infrastnacture, including multiple database -servers with aRaid-5
configuration.
Al1.HIP.AA-sensitive data stored on the field device is encrypted,,
Any data transmitted over HTTPS protocol to the central database is encrypted,
1
Additional safeguards ensure that information is not inadvertently shared with unauthorized
individuals on an end user level:
Email addresses andior fax numbers are assigned to specific incident locations. Ifa user rxishes to
email or fax a record, that record can be sent only to the address or fax number associated with that
facility,, Hospital administrators who are assigned login access using BSO Patient Tracker or HealthC7,�'W'
Data Exchange will be able to access only the records for patients transferred to their particular
hospital.
DocuSign Envelope ID., 4335F2FF-9BF2-4FDE-B560-FO5686048531 _niva /A
Procyrarn
Below details the implementation plans for products. Included at the end is a sample Pro.Ject task
chart that walks through some more detail regarding timelines and responsibilities,
Most adinin training is handled on-line, while user training is typically performed on site. The most
important part of the implementation process is the return of the set up file. Round Rock FD will fill
out a spreadsheet with details regarding personnel, locations, shifts, zones, etc. that will be used to
create your agency shell. Once the spreadshect is completed and the agency is created, the
implemenation timeline begins.
All works is being completed by ESO and its employees. There are no subcontractors needed.
ES O is compliant with all appliccablales and regulations of Federal, State and Local governing
entities.
A
E
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S1
C1
aj
DoouSgn Envelope ID:, 4335F2FF-98F2-4FDE-8560-F0588604Bb31 -nID11 /A------------------------------------------------- F.W.
it
ESO places a special emphasis on the to train the trainer concept' by identifying the need for "power
users" to receive more advanced, or detailed, training. These power users are expected to learnthe
if product well enough to educate fiature e ployees and provide refresher training necessary. Further,
once the system is placed into production, ESO offers customer support,regional learning
opportunities, and a host ofmaterials available for training. We do not train our agencies and leave
we support our agencies and their end users through the lifetime of the. contract, Customer support is
included within your contract.
MILESTONE I PROJECT KICKOFF
OrN After the call, Eaw willprovide the agency's project implementation team a summary of * the call
along with the agreed upon project timeline, including milcstonc-s for:
• Documentation return
• EHR system setup by ESO
• Z
Interface programming and testing, if applicable
� + Online administrative training
• Completion of EHR syste setup
• Mobile software installation and testing
• End user training
End user practice
f • Post -implementation follow-up
• ESO and the agency's project lead can discuss the scheduling of additional meetings and
other means to report progress.
ea"I &%ft& TEM ETUPM -,IIIIIII)NI GATEG A1VTD MILESTONE 2.* INFORRLN
V 0 11
Delitiierables: Agency Account Provisioning
0 immediately Agency setup begins after ckoff and last for a &,ftroxi*mately two weeks. The m1*1estone
%W PPft e frame maY varyependding on liow quickly theretu s the compIcted setup file and how
quickly the agency completes its pot-tions of the system setup after the account is setup'by ESO. ESO
creates a tenant account for the agency in ESO Sui*te anmports te I*normatonprovided in the
dihfi
53
aocusi9n Envelope ID,* as3sFZFF-seFz-FOE-BssaFo5sasoae5s1 fIIII
agency's EHR setup file, including personnel30 units, vehicles, facilities to and fTo which they
45com only transport patients. When this setup is complete, ESO will provide desi'gnated agency users
iincludes with login nfo ati*on to complete the agency portion of the setup. This
ESO will train agency administrators on this functionality during the online administrarive training
session and also will provide detailed help guides to assist administrators throughout this process.,
IBC MONITOR
3 6 INS Mii;,ESTONE TALL•ATION OF �tOBII,E S4�°TWA.REY4'AN.D CARD
INTERFACE
Deliverable,* Mobile Software -Installation
ESO will provide the link to the mobile software to the designated agency contact. The agency is
responsible for deployment of the mobile client on the selected hardware, This may occur
Mi*lestone 2. ESO providesQP.simultaneous with instruction and support to the agency staff responsible
for this task.
Installing ESO EHR Mobile invotves the following steps:
• Install prerequisites if necessary (included as part of installation package)
2 0
Installmobile application and software for cardiac monitor interface(part of i*nstallati*on
package)
N`*(A1�trovE�E�'
A
R II.,19oNLi�E ADMIISTRATIVE T MILESTONE 4* I'
Deliverable: A line Training
IV
Local admin training usualioccurs wi*thi*n one week after ESO receives the completed setup file W -10from the aizency, This trainin.als- generally three hours in duration and should be attended by anyone
%wrIsinwho will be participating the administration of the EHR system and who has a good understanding
of the department's processes,
ESO utilizes GoToMeeting for online training and the maximum number of attendees is 25. Training
objectives and activities include:
• A brief overview of the ESO EHR applicatian
• Adding additional facilities, units, vehicles etc. beyond those entered by ESO during .initial
system setup
Configtaration of clinical data including impressions, interventions and medicatians
54
DocuSign Envelope ID:4335F2FF-9BF2-4FDE-8560-F05886048531 WIM . n I D I I H
• Configuration and maintenance of the ESO administrative console
0 Adding a company logo
0 Assigning user names
0 Assigning roles and claims
0 customforms
Loading agency -specific,
• Adding agency -specific billing authorization language
• Establishing agency password- and lockout policies
• Creating data retention, patient lookup and update settings
• Creatingnew users and assigninguser roles and login credentials
%00
MILESTONES: MOBILE SOFTWARE TESTING
MILESTONE (i: BILLING INTERFACE (IF APPLICABLE}
Deliverable: Billing Interface Testing
ESO Solutions has successfully completed billing interfaces to a variety of billing software ackages.
During the implementation phase, ESO and the billing partner will work together to deploy and test
the interface.
P.&SO A& V T�ATNIN7 LlMINISTRATIVE (QM(REC?RTING)
iViILESTO�TE JoWaft,
Deliverable.* Online Training
This training takes place online as a separate online session. ESO conducts this training using
regularly scheduled. bi-monthly GoToMeeting sessions and it is recommended that all of your
any given class. A class
for supervisory and billing staff attend. They do NOT need to pre -register
schedule will be provided to you at the completion of your initial adminiskrative training session as
well as information on how to join the ongoing training sessions. This training usually lasts two
hours.
*
The focus of the additional adm;nistrative training is to prov2de:
• An overview of ESO Reports
• Detailed class over the usage of the ESO Quality Management system
• In%rmation specific to the processing of F3illing Records
MILESTONE 8: t7NSITE END LIFER TRA1�VTNCi
4
0
Deliverable.* Unsite tr°wining
This activity typically occurs appraximately ten days before system go -live. This final phase of
training is designed to familiarize end users with the features and f.uncb^ona1i'ty of the E11R module.
The goal of end user traininja is to reach as anfield users as possible and to develon a core groupY
of power users fro the EMS organization. This group wit► provide a cohort of local trainers to teach
future staff. This training takes users through each tab of the EHR application, giving them in-depth
views info the functionality and usability of all aspects of the software. Users will be provided with
oppounitiesrrtfor hands-on involvement with the sofhvare to reinforce lewlling a nd gill be given
55
----------
...... %
OocuSign Envelope ID: 4335F2FF-98F2-4FDE-B560-F05B8604B531 � (� I U II
ample time to ask questions about any issues they may encounter during day-to-day use. Training
Ob�CtI ves 1I1C1U��:*
J
security,including• Overviewof data flow and system creating login credentials
• Entering patient data on the ESO EHR Mobile software as well as the web -based application
(this will include descriptions of all fields and data flowexplanations)
ep48•
Extended sessions for training end users and troubleshootingissues (if training power users)
ESO recommends two end user training sessions per day of onsite training. Each end user session
It
lasts approximately 3 to 3.5 hours. Ideally, classes of 20 or less are held in an apprapriate
classroom setting with projection and wireFess Internet access. End users follow along on mobile
computers, are.preferred.Power users stay all day wl*th a standard training session in the momi*ng and
iin nw&depth training the ESO's implementation team work carefully with the agency to
meet all training needs and requirements.
Selecting which individuals from the organization will. leam how to use and teac.h others to use the
software is vital to the success of the project. These power users wi*11 gain an in-mdepth knowledge of
90 ItIs
ES(? EHR and will ensure continuity in staff education by providing training and mentori'ng to the
If40 initial rest of the organization, includi*ng new employees who join the agency after the onsite training
and deployment have occurred,
The power users selected will receive advanced information about EHR systems in general and ESO
EHR in particular. They should be comfortable with technology, be champions oiE50 and have a
clear understanding of the organization's internal processes and objectives for data collection. Note
that these individuals will not necessarily be the people with the highest rank or the longest tenure.
they see fit,
MILESTONE 9.9, REGULATORY COMPLIANCE
County Regulatory reporting systems,
DocuSign Envelope IQ:4335F2FF-98F2-4FQE-856Q-F05B8804B531 i it - -
MILESTONE 10: SYSTEM TESTiNG
laelzverable:
Sign
Agency Off
Agencies are encouragedtestingwith ESO and mov. e, to full use of the system wl"thl*n ten
to inibti*ate
days of training.
MILESTONE 1110 SYSTEM GO -LAVE AND PC}ST-IM LEIvIENTATION L1PPORT
AL
Deliverables: Lire Sand Ongoing Support Ongoing Training
57
r�
UocuSign Envelope 10. 4335F2FF-.QBF2-4FDE-B560-FO5B8604B531 rl 10 11 /A
Implementation ol'Asset Afanagement
ff'ork Plan
The milestones listed below include the responsibilities of Round Rock staff in the implementation of
ESO's AIC software. Coordinating training dates., testing the software, and providing prompt
responses to implementation asks are a few of the key items that can either speed up or delay the
implementation timeline.
The proposed work, plan is a guide. ESO will work closely with designated project managers for a
si-nooth implementation. ESO understands the scheduling needs of the emergency services
environment, having successn'i'ily.iiiipleiiietited the software for thousands of clients of, .,ai-ving sizes
and needs.
ESO places a special emphasis on the train the trainer concept' by identifying the need for ` power
users" to receive more advanced, or detailed, training. These per -users are expected to learn the
product well enough to educate future employees and provide refresher training if necessant.
Training of power users may take place either in person or online, as requested by the Customer.
Further, once the system is placed in production, ESO offers customer support, regional learning
opportunities, and a host of materials available for training. 'We do not train I
in our agencies and leave —
,ve support our agencies and their end users throu(--Yh the lifetime of the contract. Customer support is
inciuded within your contract,
ESO's AIC software uses a seven -phase process to complete the installation and support ofthe
software,
--- - ---------- - ---------
........ 0
ap
MILESTONE 1,-, PROJECT INITIATION 'UNC1.13I)ING P.L.,;'VNN1N(.;, INFORMATION
GATHERING AND i..is"r CONVERSION
To initiate the implementation process, the ES O Client Services administrator will send the agency's
project manager an a ency set -Lip worksheet on which sl/he can identify the key players from the
9
organization who will participate in the project implementation, assist in the proj'cct rollout the
rollout team) and the ongoing administration of the software, Including but 110t finuted to, 11-10rency
administrators. the sheet will also contain other information for setting up nc the tenant iluding
,� A
complete personnel lists and. location names and information. .1n addition to this initial request, an
implementation Kickoff call will be scheduled.
During the Kickoff call., the states of the implementation process will be explained, and an initial
timeline will be presented. The ES O Implementation Coordinator (,, 41c") will explain the "test bed"
vehicle process ...... testing and tweaking to be completed by 1.11-11 based on a set of vehicles
representing the various types of vehicles within the fleet. The timing ofbuild outs and training
sessions and the composition of trainino 'll also be explained, A w
project go -live date '11 also be
wi
confirmed. At the conclusion of the call., the JC will send the pro'ect manager the Vehicles
M
DocuSign Envelope ID: 4335F2FF-96F2-4FDE-B560-F05886448531 n I D I I /A
Wnrksheet to be used for building out the lists for the Test Bed vehicles. Instructions will also be
sent along with a link to an instructional vl*deo de onstraft'ng the proper way to fill out the
Isworksheets. The agreed upon ti'melinewill also be sent to the project manager as a document at this
time.
initialThe tenant will be setup dun"ng thl"s phase with loizi'ns for all orgam"zati"onal key players. All
necessary organizationalbrought into the system including locations and their
be
accompanying information.
The project1" ti'ation phase will begin within. fifteen. (,.*1.5) days oithe effective contract date and will
last between fourteen (l4) and thirty (30) -days.
VIiLESTONE 2. TEST BED" APPARATUS BUILD
N1LETNE 3: C}NLNE INI5T IE TRA
(OVERVIEW)
ILEST N :TESTBED VEHICLE TESTING
Once training is complete, the IC will be notified, and a testing start date (initial rollout) will be
agreed upon, The IC will then enable the system to prompt checks as of the testing start date.
The project manager will coordinate with the rollout team and commence regular checks on the test
bed vehicles as of the testing start date. T}pically, ESO recommends a testing period between one
and two weeks, getting through at least one regular cycle of checks (daily checks and weekly
inventories, typically.). There will be iterative conversations between the IC and the project manager
59
OocuSign Envelope ID: 4335F2FF-8BF2-4FOE-856U-F05B8604B531n'Q'j
&
dunng this period to resolve problems found with the checks,., typical tweaking and checklist and
workflow optimization.
a
At the end of this period, the project manager will sign off on the final test bed builds.
iTSILESTONE 5 DEPARTE�►1TAL APPARATUS, PERSONNELAi�ID ASSE
BUILD
Using the test -bed vehicle templates, the implementation team will now build out the rest of the
dbd&
organization's vehicles and checklists. If there are vehicles that do not have a template,the customer
The use additional vehicle worksheets to build these vehl*cles and deli*ver the to the 1C4 IC and
will
projectmanagerwill coordinate during this phase to ensure agency -wide vehicle build -out is
complete.
The IC will also be i porti"ng all personnel into the syste at this point. The IC will wait until this
stage for personnel input to prevent early access to the software by untrained users. Generic logins
for all users will also be created.
Further, the IC will be sending asset templates to the proj*ect manager duriang thi*s phase. Asset
te Plates-, are used for ass creation of Iike assets (SCBA. bottles radios.. etc.). each wl*th thei*r own
it
C2
unique asset fields(make. model, date in service,etc.). Once the- project anager gets the asset
templates filled out, they will be sent back to the IG formass creation and Y
deplo- ent.
Depending on the complexity and number of vehicles and assets, this phase will take anywhere fro
one week to two months to complete.
MILES'Y'ClNE 6.-v ONLINE ADMINIST" TIE T INNG (ADMIN)
This activity typically occurs within one week of the departmental build -out. These trainings are
49
between two and two and a half hours long. ESO offers one to two of these training sessions a week
via onlinemethods. However, at the request of Round Rock FD, these tral"nings can occur on sl*te,
tois intended
Ad ini'strator tTaining for the systemadministrators to finish teaching them all aspects of
the software, concentrating for the most part on administrative tasks:
9Setup: and
o Personnel
o Permissions
o Workgroups
Q Distribution Groups
o Notitications
OacuSign Envelope ID: 4335F2FF-9BF2-4FDE-8560-F05686048531 ,nirjit H
NV POST*mIMPLEMENTATION SUPPORT
ILETt3E 7.&, SYSTEM GGl-LI'E A D
After the Administrator training is complete, the IC will be notified. The IC Wi*11 confi the launch
date with the proj*ect manager and the IC and pro'9ect will confirmwith each other the
readi'ness for launch (everything bul*It out, users trained, etc.) and confithe go live date.
Around one week to a couple of days prior to the go live date, the IC will schedule a pre go -live call.
Any outstanding issues will be addressed including knowledge gaps and last-minute questions,
61
DocuSign Envelope 0: 4335F2FF-9BF2-4FDE-6560-FO568604B531
-------------
Implementation ofSchedtding
Work Plaii
ESE is committed to optimizing Round Rock FD's scheduling needs and delivering -the best training
and support to ensure seamless onboarding. With extensive experience in the scheduling industry,
I
we've learned firsthand what's required to obtain the very best results for our clients. While we
understand that every implementation is unique, we recommend the below best practices as a
roadmap to ensure a successful deployment.
. . . . . . . . . . . .
o
KICKOFF CALL:
The purpose of this call is to help us better understand your scheduling needs to ensure a successful
implementation. During this call, we will establish expectations, identify aspects of Round Rock FD's
implementation that may require special considerations, address any questions about the training
process, and schedule important dates.
To ensure that the ESO Scheduling software setup and configurations meet the needs of Round
Rock FD., your meeting attendees should include.-
0 Your key management staff that will be involved in setup decisions
ESO representatives will include your salesperson and potentially someone from our training
team to provide insight on the training process.
We will cover a wide variety of items on this initial kickoff call including but not limited to:
We want to fully understand your needs of the software. This will help us better serve you
moving forward.
0 Identify who will be the ESO Scheduling Administrator for Round Rock FD.
Identify any other management users that will need to be involved during the training
process so we can add them into our Client Management System.
0 Discuss data integration to establish a workable schedUle for delivery.
0 Establish a target "Go -Live" dat'e.
DATA INTEGRATI
Data integration with Muni s is a crucial step in your implementation. We have found that the
ad
option of software by end users is higher and faster if existing employee data exists in the new
system prior to the first training and recommend that this be considered a priority. The data
integration steps will be dependent on discussion held at the initial kickoff meeting and which of the
two data integration approaches are selected.
62
....... . ....... . ..... ..
DacuSign Envelope IQ:4335F2FF-96F2-4FDE-B560-F05686048531 n i D it Iy
.y_0A-W`- ------------------------------- - --- ----------- -------------------------------- - - - --------------------------------------------------------
a �N.
TRAINING,
saftware
ESOSchedulin is backed by a tea of professionals with the9 to
deliver a smooth training process designed to maximize your software experience. Prior to in -
person training, the ESO team will host a preliminary web conference to ass*lst in the
apRound
configuration of high-level optional features with key decision makers at Hock FD.
ESO Scheduling training is typically provided online and divided into three one, -hour training
ESO theopportunity tillo provide3-hour training at asessions, However one
Round Rock facility to accommodate the needs and request of the town, The in
-person training
agenda will include the following topics.,
ion One
• -P
Introduction of ESO Scheduling
• Setup of baseline schedules and rotations using our Shift Profile builder. Note that
trainees will need to have hard or electronic copies of your operation's current staffing
41
needs and i'ndiovidual empPoyee rotab"ons to proviae the ue,s,t, recommendationsforschedule setup. your
0 Employee Profile Management
0 Qualification and Certification Setup
• Your trainer will work with your team to ensure that a full schedule will be automatically
created and populated in the software
Staion Two
0Schedule and schedule management
• Employee access and functionality
•
Management of employee requests
0 System administration tools and dashboard management
S
ion Three
0employee t*Manamn imecards
6 9
0•' Performin g payroll closeout
* Timekeeping/payroll reports
DLO ENT PREPARATION,
1 PC in -person deployment of ESO Scheduling i*nvolves the period between your training session
I your "Go Live" date,, After your training is completed, we will contact you to ensure you feel
is
is
63is
DocuSign Envelope ID: 4335F2FF-98F2-4FDE-B56Q-F058860AB531 V%'WWWW~ f" _rI I 11 ' ' %it * '
comfortable with the system. Further, your training representative will provide you with a custom
deployment Plan after your last training session. Key steps during this phase includes:
includingtraining, • Man.ek-
Provide us overall feedback about vour 1* lementation urucvas data
Vr - P
integration, reporting, etc,.
• Address any open issues the Round Rock FD may have, including any additional input
our assistance you might need prior to go live.
• Discuss and schedule additional or ongoing training you feel would be beneficial.
• Training non -management employees. Training non -management end users can take a
variety of forms at the discretion of the Round Rock FD. Alternative 'include,,,
o Hosting an in-service meeting to train basic end users,, One hour should suffice
for covering the basis system functianality.
o Training basic end users as they come in for their shift or when they leave for the
day on an individual basis.
o Email the slides to all basic end users to review at their convenience.
• Allow management to acclimate to the software,,, This step involves allowingmanagement
level e ployees to 41playto with the software for a few days after training to prep for live
use of the software,
• Completion of key tasks, Your deployment plan will include a custom list of tasks for
'Mft�afft��
-10
completion to.. ensure every aspect of the configuration is complete.
• Side by side period. ESO recommends atwomweek sl9de by slyde test run of ESO
SchedulIng whilestlutilizingAll your existing processes., This testing period allows time to
*
work out any issues that may arise prior to relying on ESO Scheduling fully for processing
payroll,,
The impleprocess is now complete, and you are ready to go live, Key daily and weekly
tasks should be carried out in ESO Scheduling to ensure the best results,, After training, you should
have a good understanding of the following tasks.. If not, let your training:1 representabove know so you
�%11
can schedule an online review,
Daily Tasks
0
Manipulate and update the schedule to reflect rec+
Schedule orksheet.
QacuSign Envelope ID: 4335FZFF-98F2-4FOE-8560-F05886048531 I D I I H
Manage time off requests, shift pickup requests, and shift swap requests as employees
submit requests from the basic user interface,,
Weekly Tasks
9 Create and publish upcoming scheduled for basic end users to see
Mailbox0Ch%,.ack the Master under the message Center for messages sent by employees
0 Updating employee profile information as needed
11
• Clearing employee discrepancies and reviewing timecards
0 Running Payroll Reports
Once Round Rock FD is live with the system, your account manager will reach out to you to discuss
transitioning to our Client Support Team., Whether you have a general support question, need
technical assistance, or would like additional help with ESO Scheduling, the Support Team is here for
you, The team is available anytime from 7:Q0 AM to 7:00 PM CST, Monday through Friday,, In the
event of an emergency, 24/7 support is available. Support also includes access to a Live Chat
system and our most recent support articles and video tutorials.
65 �
5
oocuSign Envelope ID,* asasFZFF-seFz-aFDe-esso-FosgasoaBsaI ._._ ,.n I D 11
Post-I.r�itiat imp ementationProcess
ESO provides continual support to the customer. The assigned implementation anager remains the
primary point of contact for 60-90 post go -five to make sure the process is running s oothly. After
that initi*al ti e period, while the I'Mple entatl'on anager and re9i*onal account are always
available to you, the primary point of contact of any issues becomes our support department,
ESO also holds an annual user conference, Wave, in Austin, holds regional meetings, communicates
via newsletters, and provides updated training tools for updates and release notes. Further, ESO
iimmediately,mple ents state andates into the software and they evaluate all requests for changes
to the hardware for potential implementation.
Upgrades and Enhancements
Historically, ES(? upgrades three to four timesyear.
er Th'i's occurs during the 4.*00 a --6.,900a
(CST) tiand generally only lasts 30 minutes. Asa SaaS service, upgrades and product
enhancements are "delivered" (available) to the user on log in.
it is important to note that mobile reporting is still available during this time,
Bug Fixes and Patches
Changes required by state and national agencies are implemented immediately and available to users on
log in, as are any mutually beneficial updates, bug fixes, and patches. As a SaaS model, ESO's
software automatically pushes upgrades and bug fixes to end users, reducing your efforts and
allowing us to deliver targeted customer support.
66
%%%V ............ - - - ------------------------------ --- ----------- R AMR APR-,"
OocuSign Envelope ID: 433bF2FF-9BF2-4FDE-85B0-FObBS804853inips;
Sample Project Implementation Timeline
Below is a sample project ti eline based on a 60 day imple entation ft e Penod. The
isI pie entation timeline begins at the time the setup file is retumed to the imple entation team.)rk backwaarrds from your projected go -live date Typically the tea... will W to determine the ideal
timeframes to ensure a successful and on -time release.
67
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............:..... .. :;........ .. .. .... ..n......... n::::::::::.�::. �::::::::::.�.::::::::::::::::::.:.:a::_:::::.::::..::.:..:::...:.::.-:.:::...:
... }: f:f4}i}}}}?}}}:+^ii};y;:;. �::::::::::::::. �: •
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<.;<.iii: is i::::::;:::::<;
�i>l'•:{i{iiisi:<•;<�ri:i:'v<�•}:}4:i:ii}ti�ii:Sii::i }{:4}i:::}! ii}F•v'}:• :}YJ}:•.{•}:': f:
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w ..{+{<o tfi. }4� � w .n:\ww::.v.
�. va ` -. `.. `. �, `{?<G%4: �{;{{♦.ku{:`:}i:{;ii: }: i..... .}:��'',"{r{.:'
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`r - i ff; Agency receives and begins completion of
, ;:.. r
/{:
,�\`..�
N. T.. :\♦♦ }\�{{i j}J.t,• a,}'{`i ..Lk:>'n:}•'}:''i.ii::.}..ir..} � .vw�}:i}"v?i::�:;
setum file
.................
Y-We
1 and Round Rock
Implementation Kick-01"Call high level overview of
give a 10 day wina-low to get i -o"11
(p�+��Jpa pQf����a +y�{pQp 7g� 5y�'�� Q¢�g process)
implementation Y
q (}{ ,q�}'�EA ��®^pJ
rppy Day
9 P.�id 6 Yi��im�
�`^@$y and
2y'gJj Round
�p�f
pp Rp'�jp{ py'Q}q Rock
4vV��� �✓06 f�.R �0...�i6 R`0..� �,9 iff1
� �� 1r� � �l�� �� � appropriate
�`,}y �^'Q^(''•0
Fr��D.ry6 F��..+wrr
parties
Round Rock to complete 0.sv e Mp u file.
IThis is a critical step to starting the
technical set up process of ESO. Tit -tie
Agency fills out and returns set up file (usually takes 5-7t
go -five hreceipt f the
found Rockset
up file from n fi
ESO tenantl environment is created and set up file i
imported by ESO
3 Days /
//
-------------------
n Training- Online classes for administrators
Round rock to sit in on prescheduled
Admin wirer. A week lag is given t
EHR OperationalAdmire ..5 hours)
7 Days / /
Round Rockallow
time to work into schedule
Round Rock to sit in on prescheduled
�€� r�r� �' irk �
°° R i ° x5 h
91512020
allow time to work into schedule
Round k to sit in on prescheduled
min webinar. A week lag is given t
Fire Admin (1.5hours)
5/
Round Rock
show time to work into schedule
Round Rock to sit in on prescheduled
Admin winre A week lag is given t
Personnel Management Training (11 hour)
7 Days /
Round Rock
show time t work into
This is for Round Rock to take
information learned from admin
Agency completes system setup (usually takes 3-7 days
training and update site to fit with
after all admin classes have been taken
1 found Rock
operational reeds.
This training is available throughout
the 'Implementation process and
beyond for any desired follow up
training. Webinar trainings are free t
Recurring trainingany
user who would like to attend.
OVA
---- — -----
Additional training modules are
(Ana!ytics, Adhoc,, Quality Management,, HDE for EMS
encouraged during the implementation
agencies, ER Pre Go Live)
Process. - ------------------------ --
- --- ------------ ---s Endmu-- --------------- ------- ----- ---------- - - - ------ -------
------- ---,,er training: {Onsite or Online)
- ------------------------------
- - - --------
- -----------
- - ----------------------------------------- - - ------- --
Time is scheduled for on -site training.,
Agency chedules Traini 3 weeksnotvuw requirea tor S ng "(
Details regardi'ng number of
0nsifte � -of
;s uays
11$�111 IM
Amas. J99% IdXhL API16L
;J5 zo zu
JORM 26% oc19/1121-V
50 and Rounu u%iK is
Ldayslsessions
Onsite: Customizable to fit Agency's needs, typically two
---------------------------- ------------- -------------
sessions a day
--- - ----------- - ----------
3 Days
----------- 1i1J202Q
10111202
--- --- - ---------------------
and Round Rock Perform on -site training
-------- ----- ------- -- - — -------------- --
We tend to recommend a couple weeks
End -user Practice (recammendation., IOwl5 days) ---------------
--------- - - Moog
2 Weeks
10/1512020
10131/2020
164
Round Rock f end user practice before going live.
installation of the mobile EHR software
on tablets is relatively simple but does
involve touching each device eitf°1@f
Ix
Mobile Software Installation and TestingRound
186&
91,/2U20
9/U
Rock lNelftwevft
cau and lPhyically or remotely. -----------------------
ESO provides instructions on how to
set up the cardiac monitor interface. In
Cardiac Moniir- Is installed concurrently with mobile
some cases, assistance from the
rnstali (if applicable)
------------- - - ---
1 wreak
-----------
Sf1220
------------ ---
9/30i2020
ESO and Round Rock monitor vendor is necessary.
-- — ----------------------------------------- -- --- --- ----
---------
CAD integration timing is variable as
we need to coordinate access to data
fro either your CAD vendor or IT
Is go
administration. We allow ourselves the
Interfaces/ 3rd Pa vIntegrations (May increase
entire length of implementation to work
implementation timeline)
60 uays -------- ----------------
91112020
10131/2020
ESO and Round Rock on the part of the process.
-------------- ------ - -----------
ESO will work with your billing. vendor to
understand what type of file they need and
any other criteria being used to determine
Billing Interface set t.Jjn,..1 with biffin staff ongoing during
what is and isn't being billed. Round Rock
IMPlementation
— ----------------------------------------------------
- 60 --- Days
------ ------ ---------------
9/1/2020
10/31J2020
ESO and Round Rock will confirm all rules related to billing,
ESO has the ability to extract data in multiple file formats
(xmi, ASCII, Sanitas, ZoPI, etc.) for seamless integration with
billing software
...............................................
ESO will coordinate with Handtevy to set---------------
Handtevy Import Setup (if applicable)
---- - ----- -------------- -
1 week
10/1/2020
10/7/2020 ESO
up the link betweent the two programs,,
-- -----
1 --------- ---- -
wills set up the HDE connection
HDE___ - - - ----------- Connection {once agency is live with=LJR----- ------ ------ -------}----- - --
1 Day
--
10--
-----------/31/2------ -020
- --- - - --------------------- --- --ESO
11/1/2020 ESO
upon go -live
- -----
----------- -------- ---
CAD Interface (May increase implementation timeline)
- - --------
--------- - ------------- --
- ------------------ ----- --
--- -------
ESO works with Round Rock to get details
ESO gathers requirements
2 weeks
9/1/2020
9/13/2020 ESO and Round Rack
regarding access to CAD data
ESO CAD development
------------
4 weeks
9/14/2020
----------- ----------------
10/1512020 ESO - ------------
-0--ii iiis ------------- -----
ESO works IIIIIN on CAD development
CAD Installation
1 week
10/1612020
---- ----------
10/23/2020 ESO
--- ------- - -----
ESO installs CAD monitor
Agency Tests CAD Interface
------- - --- - ----------
1 week
10124/2020
10/31/2020 Round Rock__
Round Rock tests theinterface
Completing a CAD interface will require the joint efforts of
- ----- --- ------------------ -------- -
----------- -- - ---------------------- -----
ESQ, your organization, and your CAD vendor. ESO uses
Web Services technology to deliver a secure and reliable
way to transfer your CAD data.
---------------------------------------------------------------------------------------------- - ------------------------- - - --------
- - ------------
Data Migrations I Legacy Data {NEMSIS & NFIRS)a (If
----- - --------
--------------------
applicable)
NEMSIS Data Migration- This process starts after agency
ESO will receive NEMSIS compliant files
goes LIVE with ESO EHR
---------------- --- ----------- - --- ---------------- -- - ------- -----------
1 month
--- - ----------
12/1/2020
------------------
12/31/2020 ESO and Round Rock
from previous vendor to import.,
NFIRS Data Migration- This process starts after agency goes
- - - ----------------
ESO will receive NFIRS compliant files
LIVE with ESO Fire Incidents
---------------------------------------------------------------------------------------------
1 month
12/1/2020
12/31/2020 ESO and Round Rock
from previous vendor to import.
P&I Data Migration- Ongoing through implementation
process
------- ----------- --
-----
Round Rock will review the current
Agency review-------s-----/---c leans dat------------ - - ---------------- a
1 monEh
911/2820
9/3 / U2 Round Rock
data and update as deemed necessary.
Agency provides roperieslinspections data fori'omport
Round Rock sends the completed
rota ESO
-----------------
1 week
10/1/2020
1017/2020 Round Rock
spreadsheet to ESO for import
Data file placed i queue for import
2 weeks
10/7/2020
10/20/2020 ESO
ESO will import data- --------------
-- ------------- --- - - - ------------------------------- ------------------------
State Data Reporting___
----------------------- NOW-
------------
- -------------- --------------
ESO will set up the automatic submission.
In some cases the state will require
approval from the agency prior to setting
'ESO submits NEMSIS and NFIRS data on agency's behalf
1 month
10111/2020
1Q/31/2020 ESO
up the process..
Additional ESO Products Implementation Timeline
- -- - ---------------
Asset Management and Checklist (Typically 60-90 days)
This Page is too large to OCR
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. ..........
. . ..........
...................... ........
... .... .......
x-
'. ....
........
1AX.... .4 I' A I
DocuSign Envelope ID:4335F2FF-98F2-4FDE-B560-F05686046531 � n�p�j
City of Round Rock
Report Management System
for Fire Department
RFP No,, 20-017
Class/items, 208-57 / 208-63
DUNE 2020
ATTACHMENT A
PROPOSAL SUBMITTAL FORM AND EXECUTION
NOTE: RESPONDENTS SHALL COMPLETE AND RETURN THIS ATTACHMENT W/TH :THEIR
PROPQSAL. FAILURE TO QO SO WILL RESULT IND/SQUALIFICATION PROPOSAL.
By signature hereon, the Respondent certifies that:
All statements and information prepared and submitted in the response to RFP
tnis complete
and accurate,
He/she has not given, offered to give, norintends to give at any time hereafter, any economic opportunity,
future employment, gift, loan gratuity, special discount, tn'p, favor, or service to a City employee 'in
11
connection with the submitted response. Failure to sign the Execution of Proposal or signing it with a
19
false statement shall void the submitted offer ar any resulting contracts,
Respondent represents and warrants that the individual signing this Execution of Proposal is authorized
to sign this document on behalf of the Respondent and to bind the Respondent under any contract
resulting from this request for proposals.,
RESPONDENT (COMPANY): ESO -------- --------
SIGNATURE (IN !):
NAME (TYPED/PRINTED)
Allen Johnson
TITLE: Chief Product Officer
DATE:7�14/2020
STREET:, 11500 Alterra Parkway Suite 100
-----------
- - -----------
----------
CITY/STATE/ZIP: Austin, TX 78758
- ----- — ------ - --- - --- ----------- ------------ - --------------- -------------
-------------
TELEPHONE AND FACSIMILE NO.: 866-786-9471
it 6
E-MAIL ADDRESS. allen.johnson@eso.com
FEDERAL TAX IDENTIFICATION NUMBER (FIN)* 36 566209
--------------- -- ----- -----
By submitting a response to this solicitation, the Respondent agrees that the City's standard Definitions,
in
Terms and Conditions, effect at the time of release of the solicitation, shall govern unless specifically
provided otherwise in a separate agreement or on the face of a purchase order, Said Definitions, Te s and
Conditions are subject to change without notice, It is the sole responsibility of respondents ko stay apprised of
changes, In addition to the above General Terms and Conditions listed in Section IV, the City's Definitions,
Terms and Conditions shall be enforced and part of the contract and can be obtained from the City's websi#e
at. has:Jlwww,,roundrocktexas,,qov/de-p--art@"
ments/ h rc
1-611"AAAAR"
Page
18 of 22
OocuSign Envelope ID: 4335F2FF-9BF2-4FDE-B580-F05B8804853i (", Ipij
City of Round Rock
Report Management System
for Fire Department
RFP No,. 20-017
Class/item: 208-57 / 208-63
DUNE 2020
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 2fl"017
RESPONDENT'S NAME: ESO
DATE,: July 17, zo2a
00001100110
Provide the name, address, telephone number and E-MAIL of at least three {3) valid Municipal, Government
agencies or firms of comparable size that have utilized services that are similar in type and capacity within the
last two (2) years. City of Round Rock references are not applicable. References may be checked prior to
award. If references cannot be confirmed or if any negative responses are received it may result in the
disqualification of submittal.
1. Company's Name
Baytown Fire Dept
Name of Contact
Dana Dafbey
Title of Contact
Assistant Chief
E-Mail Address
dana.dalbey@baytown.org
Present Address
201 E . Wye Dr.
City, State, Zip Code
Baytown, TX 77521
Telephone Number281420-5381
Fax -Number: (281 )413-8030 (cell)
2. Company's Name
Austin Fire Department
----------
Name of Contact
Mark Tomasek
Title of Contact
IT Systems Administrator -Knowledge Management Division
--------------- -
- ail Address
mark.tomasek@austintexas.gov
-- ------- - - ------- ----------- -------------
Present Address
4201 Ed Bluestein Blvd.
City, State, Zip Code
----------------------------------------------------
TX 78721
Telephone Number
-----------
512 554-5957 cell) Fax Number:A
3. Company's Name
Palo Alto Fire Department
- -- - ---------- -- ------------------------------------- -
Name of Contact
Kim Roderick
Title of Contact
--------- -- ------- ---- - --------- - -- - - - -----------------------------------------------------------
EMS Chief
E%*Mail Address
kim.roderick@cityofpaloalto.org
----
Present Address
25Q Hamilton Ave {PO Box 1425Q)
------------ -
City, State, Zip Code
Palo Alto, CA 94303
- - -- - - ---------
Telephone Number
- - - ----------------- -- - ------
(650 444-6244 Fax Number, { )
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARDS
Page 19 of?2
ATTACHMENT C
SUBCONTRACTOR INFORMATION FORM
COMPLETE AND RETURN THIS FORM NITH THESOLICITATION RESPONSE
SOLICITATION NUMBER* 20"1fl7
RESPONDENT'S NAME: ------- --ES-0
DATE*. July 17, 2020
------- ----
0 CIRCLE ONE a NO, i WILL NOT USE SUBCONTRACTORS ON THIS CONTRACT
YES, I INTEND TO USE SUBCONTRACTORS ON THIS CONTRACT
If yes complete the 'Information below
0 Add additional pages as needed
YES
Page 20 of 22
DocuSign Envelope 10: 4335F2FF-9BF2-4FDE-8560-FO5B86048531 flioa ''A
ROUND RGCX TEXAS
Pumomsm annwm
ADDENDUM
CITY OF ROUND ROCK, TEXAS
-0)
Um-
O
DocuSign Envelope 10: 4335F2FF-9BF2-4FDE-B560-F05686048531 � I D Ij f"�
----------------
---- - ---------- -------
• Section 1.3.5.3, Page 1, City of Round Rock Insurance Require ents.
Intellectual Property Rights: ESO offers cloud -hosted solutions as a subscription, and so our source
code is not delivered to any given end -user of our software. Rather, the source code remains hosted
in AV our secure environment, and customers take possession of the tools needed to
interface with and inte ate data to and fro our software. Because of that, ESO cannot offer work-
productrights or permit any intellectual transfer of its software,including in a statement of
property
work scenario -doing so would prohibit ESO fro providing its software to the thousands of fire
departments and first responders who currently rely on ESO for their software needs. While ESO
arCes thatanyi'nf.o ation input into our sofhvare by a customer belongs to that customer. the
itwFF
software ESO provides must remain the property of ESO. The following clause/clauses will require
discussion should ESO's proposal be selected.
0 Section 60, Page 11, City of Round Rock Purchasing Definitions, Standard Terms and
Conditions.
Litigation and Audit: ESO is a privately as
such
information pertaining to any Litigation or finances to be confidential. Additionally, ESO has
numerous competitors that seek to learn confidential legal and financial information a'bout the
co pany. Vendor i'nf.ormah"on 'i's made public through the RFP process, so because of this ESO
10ff
would not agree to share financial and legal information about confidential business practices which
then would be accessible to our industry competitors. The following clause/clauses will require
discussion should ESO's proposal be selected:
0 Part III, Section 2.B, Page 7, Report Management and Scheduling System for Fire
0
Department,
• Part III, Section 2.C, Page 7, Report 1Vlanagement and Scheduling System for Fire
Department;
0•Section 24, -Page 5, City of Round Rock Purchasing Definitions,Definitions,Definitions, Standard Terms and
Conditions,
1.
97
DocuSign Envelope ID: 4335F2FF-9BF2-4FPdE-B560-FO5B8604B531
Quote Date: 08/19; 2020
ost Sheets"
Customer Name: Round Rock F.re Department
X11
(Services) Quote #: Q-18090
Quote valid until; 12/31.::;::2020
ESO Account Manager: Joanna Hallett
CUSTOMER CONTACT
End User
Round Rock Fire Department
Name
James Lessard
Email
igossard@roundrocktexas.gov
Phone
(512.,..218-5590
BILLING CONTACT
Payor
Round Rock Fire
Department
Name
Jennifer Patton
Email
]patton@roundrccktexas.
gov
Phone
5- 12 -2- 18- 320-6
Address City Of Round Pock.. Brian Finger - Itc
Round Rock TX, 78664
Billing Frequency Annual
Initial Term 12 months
ESO Fire Discounted Bundle
9 Stations
$141905,00
'$OM)
$19,350.00
Recurring
Fire Bundle - Incidents
9 Stations
$0.00)
$0.00
Recurring
Fire Bundle - Inspections
9 Stations
$0.00
$0,00
Recurring
Fire Bundle - Properties
.9 Stations
$0.00)
$0.00
Recurring
Fire Personnel Management
151 Employees
$4,445.00
0.00 .3
Recurring
Fire - Training
3 D ay a
$2,985.00
$0.00 1
$2,985M
One-time
Fire - Training Travel Costs
3 Travel Cost
$750,00
$0,00)
$750.00
One-time
IFC 2015 - National Codeset
9 Stations
$1,255.00
IMOO)
$1,255.00
One-time
Fire Incidents NFIRS Data Import
7000 Incidents
$49995,00
$4,9995,00)
MOO
One-time
Properties/Inspections Data Import
9 Stations
$2,555.00
$2,555.00)
MOO
One-time
Fire incidents CAD Integration
7000 Incidents
$2,4915,00
.. $0.00 1
$2.495.00
Recurring
ESO Scheduling - Setup & Online Training 3 Sessions $1,485.00 $0,00 ) $1,485.00 One-time
ESO Loop Closure 151 Employees $3,695.00 $0,00 ) $3,695.00 Recurring
ESO Scheduling Plus 151 Employees ,995.00 .00 _-9,9<00 Recurring
FHR Training 3 Days $3,585.00 $0,00) $3585.00 One-time
ESO EHR (SLS Version) 7000 Incidents $86390.00 $0,00) $8,390.00 Recurring
*Additional fees may be appl>ed by Customer's billing or CAD vendor for certain integrations or interfaces, and Customer is encouraged to
diSCUSS this with the applicable vendor.
DocuSign Envelope ID: 4335F2FF-96F2-4FDE-B560-FO588604B531
Quote Date. 08/19/2020
Uost:Sheets"
Customer Name: Round Rock Fire Department
(Services) -18090 Quote #: Q
Quote valid until. 12/31/2020
ESO Account Manager, Joanna Hallett
Total Recurring
$
43,925.00
Total One-nme
$
17.610.00
Dismunts
--(7,550.00)
TOTAL
$
53,985.00
1. If the Customer indicated above has an ESO Master Subscription and License Agreement
(MSLA) dated on or after February 20, 2017, then that MSLA will govern this Quote, Otherwise,
Customer intends and agrees that this Quote adopts and incorporates the terms and conditions
of the MSLA and associated HIPAA business associate agreement hosted at the following web
address, and that the products and services ordered above are subject thereto:
!Lqg:Z�bit�.I�ESOContract
2. The Effective Date of this Quote shall be the final date of signature.
3. If Customer has selected a third party to pay fees on their behalf, the applicable fees
above shall be invoiced to the third party on Customer? s behalf,
Round Rock Fire Department
[Signature]
----------------
[Print Name]
[Today's Date]
For Fire, Scheduling, EHR, the following payment terms apply-,
Fees are invoiced at the Billing Frequency after the Effective Date, with recurring fees due on the
anniversary.
DocuSign Envefope ID, 4335F2FF-9BF2-4FDE-8560-FO5B86046531
------------
st Sheets
(Services)
ESO Fire Discounted Bundle
Fire Bundle - Incidents
Fire Bundle - Inspections
Fire Bundle - Properties
Fire Personnel Management
Fire - Training
Fire - Training Travel Costs
lFC 2015 - National Codeset
Fire Incidents NFIRS Data Import
Properties/Inspections Data
Import
Fire Incidents CAD Integration
ESO Scheduling - Setup & Online
Training
ESO Loop Closure
ESO Scheduling Plus
Quote Date:
Customer Name:
Quote #.
Quote valid until:
ESO Account Manager,
Includes ESO Fire Incidents, Personnel Management, Properties and Inspections.
08/19/2020
Round Rock Fire Department
Q-18090
121/31/2020
Joanna Hallett
Includes Auto EHR-import or Auto -CAD import, federal NFIRS data reporting, software updates and upgrades.
Includes the ability to manage multiple code sets, using those to developed customized Check -lists for inspections. The
application allows you to schedule, manage, execute and finalize inspections as well as reschedule any required follow up
inspections.
Includes CAMEO integration, Pre -Plan view. Stores property and occupant history (presence of chemicals and tanks, Incidents,
and previous Inspections).
includes tracking of Training classes, certifications, credentials, immunization records. Discounted as a part of the F>Te Bundle.
Daily rate
One-time fee - covers all travel costs associated with on -site training option.
Complete set of IFC 2015 codes to be used within the Inspections application.
Data migration from previous RIBS platform,
Data migration of Properties data and inspection reports into ESOs Properties and Inspections applications from a previously
used RMS.
Allows for integration of CAD data into the FIRE application. Ongoing maintenance included. Additional fees from your CAD
vendor may apply.
Webinar Training Session,
Online incident (event, complement, complaint, etc) investigation and resolution tracking system for EMS and Fire.
Online scheduling, messaging and detailed reporting, plus web -based time clock, attendance tracking, time off management and
payroll output files.
EHR Training Daily Rate
ESO EHR (BLS Version) BLS ePCR software,
DocuSign Envelope 10: 4335F2FF-9BF2-4FDF--B560-F95BB604B531 KniuiLz.
In
"Cost Sheets"
(Optional Service)
CUSTOMER CONTACT
End User
Round Rock Fire Department
Name
James Gossard
Email
jgossard@roundrocktexas.gov
Phone
(512> 218-5590
BILLING CONTACT
Payor
Round Rock Fire
Department
Name
Jennifer Patton
Email
jpatton@roundrocktexas.
gov
Phone
512-218-3296
Quote Date:
Customer Name:
Quote #:
Quote valid until:
ESO Account Manager:
Address
Billing Frequency
Initial Term
Total Annual Recurring
08/031.:;:;'2020
Round Rock F're Department
Q-17455
12/3L. 2020
Joanna Hallett
City Of Round Rock, Brian Finger - itc
Round Rock TX, 78664
Annual
12 months
$15,459.00
ESO EHR Suite
7000 Incidents
$ 12,890�00
$122890.00
Recurring
EHR Cardiac Monitor Integration
7000 Incidents
$995.00
$0.00
$995y00
Recurring
EHR Training
3 Days
$2,985.00
$0>00
$2,985r00
One-time
EHR Training Travel Costs
3 Travel Cost
$750.00
$0.00
$750=
One-time
EHR - EMS XML Exuort
7000 Incidents
$995.00
$0,00
$995.00
Recurring
nick peak
7000 Incidents
$579.00
$0,00
$579.00
Recurring
Total Recurring
$ 15,459.00
Total One�nme
$ 3J35w00
Discounts
TOTAL
$ 19,194.00
'TERMS AND COMMON&
11
If the Customer indicated above has an ESO Master Subscription and License Agreement (.MSLA) dated on
or after February 20, 2017, then that MSLA will govern this Quote, Otherwise,, Customer Intends and agrees that this
Quote adopts and Incorporates the terms and condftJons of the MSLA and associated HIS AA business associate
agreement hosted at the following web address., and that the products and services ordered above are subject thereto.,,
h2R.:Lb!t!yZES0Contract
2. The Effective Date of this Quote shall be the final date of signature,
3. CLIstorner may, but shall not be obligated to, purchase the products listed above,
4. Total compensation Is not to exceed $81,030.00 within the first five (5) years of this Agreement.
5. If CUStOmer has selected a third party to pay fees on their behalf, the applicable fees above shall be
invoiced to -the third party on Customer's behalf.
*Additional fees may be applied by Customer's billing or ,% --'.AD vendor for certain integraltions or in-Lerfaces, and Customer is encouraged to
discuss this. with the applicable vendor,
*at present, applicable taxes shall be waived if Customer submits a valid certificate of tax exemption to ESO upon or prior to submission of
the signed Quote,
DocuSign Envelope 10, 4335F2FF-9BF2-4FDE- B560-FQ5B86046531
Us heets"
(Optional Service)
DSO EFIR Suite
EHR Cardiac Monitor Integration
EH R Training
El R Training Travel Costs
EH R - EMS XML Export
QuickSpeak
Quote Date:
CUSWMer Name:
Quote #:
Quote valid until:
ESO Account Manager-
08/03 :2020
Round Rock Fire Department
Q-17455
12/31.1.*` 2020
Joanna Hallett
Patient care reporting suite, includes EHR web and mobile client, Quality Management, AdHoc Reports, Analytics, Patient
Tracker. Allows for unlimited users, unlim?ted mobile applications, live support, state and federal data reporting, ongoing 1.'Veekly
web training, software updates and upgrades.
Cardiac monitors integration. Allows for import of cardiac monitor data via local or cloud integration. Ongoing maintenance
included. Unlimited connections.
Daily Rate
One-time fee - covers all travel costs associated with on site training option.
EHR data extract XML format.
Integrated foreign langage translation application.
r
Docu&gn Envelope ID: 4335F2FF-9BF2-4FDE-B560-FO5BB604B5.q.1 U111UR k...?
CUSTOMER CONTACT
End User Round Rock Fire Department
Name
James Gossard
Email
igossard@roundrocktexas.gov
Phone
(512218-5590
BILLING CONTACT
payor
Round Rock F.re
Department
',,lame
', ame
Jennifer Patton
Email
jpatton@roundrockte1.xas.
gov
Phone
5,12-218-3296
Quote Date:
08/03 ' /2020
Customer Name:
Round Rock Fire Departiment
Quote #:
Q-17456
Quote valid until;
12/31/2020
ESO Account Manager.,
Joanna Haillett.
Address
Billing Frequency
Initial Term
Total Annual Recurring
ESO Fire Discounted Bundle
9 Stations
$14,905.00
$0,00)
Fire Bundle - Incidents
9 Stations
Fire Bundle - Inspections
9 Stations
($0.00)
Fire Bundle - Properties
9 Stations
($0.00)
Fire Personnel Management
151 Employees
$4,445.00
iMOO),
Fire - Training
3 Days
$2,985.00
($0.00)
Fire - Training Travel Costs
3 Travel Cost
$750,00
;1' $0.00
IF C 2015 - National Cadesiot
9 Stations
$1,255.00
1$0.00
Fire Incidents NFIRS Data Import
7000 Incidents
$4,995.00
1. $ 4,9915,00
Properties/Inspections Data Import
9 Stations
$2,555,00
- t$ 2,5 5 155.00
Fire Incidents CAD Integration
7000 Incidents
$2,495.00
..$0.00)
City Of Round Rock, Brian ,Finger - Ito
Round Rock TX. 78664
Annual
12 mon;-hs
$45,330.00
$19,350.00
Recurring
$0.00
Recurring
$0.00
Recurring
$0.00
Recurring
Recurring
$2,985�00
One-lirne
$750.00
One-time
$1,255.00
One-time
$0.00
One-time
MOO
One-time
$2,495.00
Recurring
Assets -Checklist Bundle 38 VehTles $9,795,00 $0.00 $9,795,00 Recurring
Asset Management and Checklist - Training and 38 Vehicles $1,995.00 $0.00 1. 1,995.00 One-time
Implementation
ESO Scheduling-, Setup & Online Training 3 Sessions $1,485.00 i , $0.00 $1,485.00 One-t*me
ESO Loop Closure 151 Employees $3'695.00 1$0.00) $3,695,00 Recurring
ESO Scheduling Plus 151 Employees $9,995.00 $0.001 $9,995,00 Recurring
*Additional fees may be applied by Customer',s, billing or CAD vendorfor certain integrations or interfaces. and Customer is encouraged to
discuss this with the applicable vendor.
-'-,If present, applicable taxes shall be valved fl' Custorner submits a valid certificate of tax exemption to ESO upon or prior to submission of
the signed Quote.
DocuSign Envelope U 4335F2F F-9BF2-4FOE-B560-FO5f386O4B531 UHUIL k-,,-
"Cost Sheets"
Quote Date:
Customer Name:
08/03/2020
Round Rock Fire. Department
(Optional Service —
Quote #:
Quote valid until:
Q-17456
12/31/2020
Asset and meat/ ESO Account Manager:
Joanna Hallett
Inventory Ong\/)
TotaNecurring
$
45,330.00
Total One-71me
$
16,020.00
Discounts
$
(7,550.00)
TOTAL
$
53,800.00
TERMS AND CONDITIONS:
1. If the Customer indicated above has an ESO Master Subscription and License Agreement (VI LA)
dated on or after February 20, 2017, then that MSLA will govern this Quote. Otherwise, Customer intends
and agrees that this Quote adopts and incorporates the terms and conditions of the MSLA and associated
HIPAA business associate agreement hosted at the following web address, and that the products and
ser%Aces ordered above are subject thereto:
http,.,Lbitly/ESOContract
2. The Effective Date of this Quote shall be the final date of signature.
3. Total compensation is not to exceed $235,120.00 within the first five (5.) years of this
Agreement.
4K If Customer has selected a third party to pay fees on their behalf, the applicable fees -above
shall be--i-n.y.olced to the third party on Customer's behalf.
Round Rock Fire Department
[Signature]
[Print Name]
[Today's Datel
For Fire, EHR, Assets, Firehouse, Education, Safety Pad, Scheduling, the following payment terms
apply:
Fees are invoiced at the Billing Frequency 15 days after the Effective Date, with recurring fees due
on the anniversary,
DocuSign Envelope ID, 4335F2FF-96F2-4FDE-B560-FO5B8604B531 k[HUIL ka
Quote Date:
Customer Name:
Quote #'
Quote valid until,
ESO Account Manager:
ESO Fire Discounted Bundle Includes ESO Fire Incidents, Personnel Management, Properties and Inspections.
08/03.?2020
Round Rock F're Departrnent
Q-17456
12/31..:.::2020
Joanna Hallett
Fire Bundle - Incidents Includes Auto EHP-import or Auto -CAD import, federal NFIRS data reporting, software updates and upgrades.
Includes the aril to manage multiple code sets, using those to developed customized Check -lists for inspections. The
y
Fire Bundle - Inspections application allows you to schedule, manage, execute and finalize inspections as well as reschedule any required follow up
irlspections.
Fire Bundle - Properties Includes CAMEO integration, Pre -Plan view. Stores property and occupant history (presence of chemicals and tanks, Incidents,
and previous inspections).
Fire Personnel Management Includes tracking of Training classes, certifications, credentials, immunization records, Discounted as a part of the Fire Bundle.
Fire - Training
Daily rate
Fire - TrainingTravel Costs
One-time fee - covers all travel costs associated with on -site training option.
IF C 2015 - National Codeset
Complete set of IFC 2015 codes to be used within the Inspections application.
Fire Incidents NFIRS Data import
Data migration from previous RMS platform.
Properties/Inspections Data
Data migration of Properties data and inspection reports into ESOs Properties and Inspections applications from a previously
Import
used RMS.
Fire Incidents CAD Integration
Allows for integration of CAD data into the FIRE application. Ongoing maintenance included. Additional fees from your CAD
vendor may apply.
........... *** ...... ...... ....... . . . ....
Assets -Checklist Bundle Web -based asset management and apparatus checklist for Fire and EIMS.
Asset Managem-ent and Checklist - Training and configuration to include, group admin training, agency specific web -based sessions, online training and pre -
Training and Implementation recorded end user training.
ESO Scheduling
Training
ESO Loop Closure
Setup & Online
Webinar Training Session,
ESO Schedul.Mg Plus
Online incident (event, complement, complaint, etc) investigation and resolution tracking system for EMS and Fire.
Online scheduling, messaging and detailed report�ng, plus web -based time clock, attendance tracking, ttrue off management and
payroll output files.
pocu5ign Envelope ID: 4335F2FF-96F2-4FDE-8560-F05888446631
EXhlfatT c
SUPPORT�3 ADDENDUM
Is DEFlNiTiO( , Capitalized terms not defined below shall have the same meaning as in the General ie s & Conditions,
"Enhancement"means a modification, addition or new release of the Software that when added to the Software, materially changes its utility,
efficiency, functional capability or application.,
1.2. "E-mail Support" means ability to make requests for technical support assistance by e-mail at any time concerning the use of the then -current release
of Software.
1.3, "Error" means an error in the Software, which significantly degrades performance of such Software as compared tee E5O's then -published
Documentation.
1-A. "Error Correction" means the use of reasonable commercial efforts to correct Errors,,
1.5. "Fix" means the repair or replacement of object code for the Software or Documentation to remedy an Error,,
1.�. Initial Response" means the first contact by a Support Representative afterthe incident has been logged and a ticket generated. This may include
an automated email response depending on when the incident is first communicated,,
�..�< "Management Escalation" means, if thy► in€tiai Workaround or Fix does not resolve the Error, notification of management that such Error(s) have been
reported and of steps being taken tfl correct such Error(s).
1o8• "Severity 1 Error"" means an Error which renders the Software completely inoperative (ir.g,,t a User cann*ot access the Software due tV unscheduled
downtime or an Outage).
1.�e "Severity 2 Error" means an Error in which Software is still operable, however, one or more slognifficant features or functionality are unavailable (eg,,, a
User cannot access a core component of the Soft -ware),
1.2. is
"SeveritY3 Error" means any other error that does not prevent a �dserfrom accessing significant feature of the Software
Useris
experiencing
latency in reports),
1.2. "Severity 4 Error" means any error related tci Documentation or a Customer Enhancement request,
9 0 A A
14. "Status ���ate" means if the initial Workaround or Fix cannot resolve the Erron, notificat I ion ot tne Customer regarding the pi 1dg1 ess of the
Workaround or Fix.
I.A. "Online Support" means information available through E O's website (www,2§Q.,GQm), 'including frequently asked questions and bug reporting via Live
Chat.
1s5• "Support Representative" shall be ESO employee(s) or agent(s) designated t6J receive Error notifications from Customer, which Cii stome1 t S
Administrator has been unable to resolve,,
:1.6. "Update" means an update or revision to Software, typically for Error Correction.
�,1. "Upgrade" means anew version or release of Software or a particular component of Software, whichimproves the functionality or which adds
functional capabilities to the Software and is not included in an Update., Upgrades may include Enhancements.,
1A. "Workaround" means a changeire the procedures followed or data supplied by Customer to avoid an Error ithout substantiafly impai�ing Customer's
use of the Software.
I SUPPORT SERVICES.
2.i, Customer will provide at least one administrative employee (the "Administrator" or "Administrators") who will handle all requests for first -level support
from Customer's employees with respect to the Software. Such support is intended to be the "front line" fir' support and information about the
Software to Customer's Users. ESO will provide training, documentation, and materials to the Administrator to enable the Administrator to provide
technical suppon to Customer's Users. The Administrator will notify a Support Representative of any Errors that the Administrator cannot resolve and
�stassESO ire information gathering,
2.2. ESO will provide Support Services consisting of (a) Error orrectlon(s), Enhancements, Updates and Upgrades that ESO, in its discretion, makes
generally available to its customers without additi"onal charge; and (c) E-mail Support, telephone support, and Online Support. ESO may use multiple
forms of communication for purposes of submitting periodic status reports to Customer, including but not limited to, messages in the Software,
r
DocuSign Envelope ID: 433fiF2FF-98F2-4FDE-85&D-F05886048531
messages appearing upon login to the Software or other means of broadcasting Status Update(s) to multiple customers affected by the same Error,
such as a customer portal.
2.3> ESO's support desk will be staffed with competent technical consultants who are trained in and thoroughly familiar with the Software and with
Customer's applicable configu ration. Telephone support and all communications will be delivered in intelligible English,,
2.4. Normal business hours for ESO's support desk are Monday through Friday 7:0C} am to 7;00 pin CT., Customer will receive a call back from a Support
Representative after - hours for a Severity 1 Error,
�. ERROR PRIORti'if LEVELS, Customer will report all Errors to ESO via e-mail {augo-orMooc
eorrr) or by telephone (866-7Fa6-9471, option #3}. EAU shall
exercise commercially reasonable efforts to correct any Error reported by Customer ire accordance with the priority level reasonably assigned to such Error by
ES019
3.3. Severib---rror. E�C��iii) shall (I) commence Error Correction promptly, (I) provide an Initial Response withinfour hours;initiate
Management
Escalation promptly; and (iv) provide Customer with a Status Update within four hours if ESO cannot resolve the Error within four hours.
3.2. v ri2.,ELrgr. ESO shall (o) commence Error Correction promptly,, 4H} provide an Initial Response within eight hours; (fli} initiate Management
Escalation within in 48 hours if unresolved; and tip} provide Customer with a Status Update within forty-eight hours if ESO cannot resolve the Error within
forty-eight hours.
3.3. SevoRy a Error. ESO shall {i$ commence Error Correction promptly; (ii} provide an Initial Response within three business days* and {iii} provide
Customer with a Status Update within seven calendar days if ESO cannot resolve the Error within seven calendar days,
3.4. Sevrit 4 Error,,CGESshall 0) provide an InitialResponsewithin seven calendar days,
.-Y
46 CONSULTING SE'1C. If ESO reasonably believes that a problem reported by Customer is not due to an Error in the Software, ESO will so notiffil ��st�rn�r.'Y
At that time, Customer may request ESO to proceed with a root cause analysis at Customer's expense as set forth herein or ire a separate SOW, If ESQ
agrees tc� perform the investigation on behalf of Customer,, then ESC�'s then -current and standard consulting rates will apply for all work performed in
connection with such analysis, plus reasonable related expenses incurred, For the avoidance of doubt, Consulting Services will include customized report
W "tlng by ESE� on behalf of Customer,
rl I
5. EXCLUSIONS.
5e:L. ESO shall have no obligation to perform Error Corrections or otherwise provide support for: (i} Customer's repairs, maintenance or modifications to
the Software (if permitted); (e0 Customer's misapplication or unauthorized use of the Software; ti�i) altered or damaged Software notcaused by ES+D;
(*Iv) any third -party software; {�r} hardware issues; (vi} Customer's breach of the Agreementp and {vi*I} any other causes beyond the ESQ°s reasonable
control.
5.2. ESO shall have no liability for any changes in Customer°s hardware or software systems that may be necessary to use the Software due to a
Workaround or Fix.
503. ESO is not required to perform any Error Correction unless ESO can replicate such Error on its own software and hardware or through remote access
to Customer's software and hardware.
5.4. Customer is solely responsible for its selection of hardware, and ESO shall not be responsible the performance of such hardware even if E5O makes
recommendations regarding the same.
6. MISCELLANEOUS. The parties acknowledge that from time -to -time ESO may update its support processes specifically addressed in this Exhibit and may do
so by posting such updates to ESO's website or otherwise notifying Customer of such updates. Customer will accept updates to ESQ's support procedures
and any other terms in this Exhibit; provided however, that they do not materially decrease the level of Support Services that Customer will receive from
ESO. THESE TERMS AND CONDITIONS DO NOT CONSTITUTE A PRODUCT WARRANTY., THIS EXHIBIT IS AN ADDITIONAL PART OF THE AGREEMENT AND DOES
NOT CHANGE OR SUPERSEDE ANY TERM QF THE AGREEMENT EXCEPT TO THE EXTENT UNAMBIGUOUSLY CONTRARY THERETO,
UocuSign Envelope ID: 4335F2FF-9BF2-4FDE-8560-F05886048S3i
IBITD
HIPM BUSINESS ASSOCLATE ADDENDUM
Customer and E5O Solutions,, Inc. ("Business Associate") agree that this HIPAA Business Associate Addendum is entered 'Into for the beneflot of Customer,
which is a covered entity under the Privacy Standards ("Covered Entity"),
Pursuant tQ the Master Subscription and License Agreement (the 'Agreement") into which thi's H6PAP'! Business Associate Addendum (this "Addendum") has
been incorporated, Business Associate may p+erf��functions or acti % vities involving the use and/or disclosure of PHI on behalf of the Covered Entity, and
10
therefore, Businessfunctionsociate may as a business associate.. Business Associate, therefore, agrees to the following terms and conditions.,
131 ,gg,ae,. This Addendum applies to and is hereby automatcally�����p��a��dminto all present and future agreements and relationships, whether written, oral
or implied, between Covered Entity and Business Associate, pursuant to which PHI 'i's created, maintained, received or transmitted bit Business Associate
from or on behalf of Covered Entity in any form or medium whatsoever,
2. iini i n. For purposes of this Addendum, the terms used herein, unless otherwise defined, shall have the same meanings as used in the Health
Insurance Portability and Accountability Act of 1J9fa ("HIP, t"), or the Health Information Technology for Economic and Clinical Health Act ("HlT��H"}e and
any amendments orimplementing regulations, (collectively "HIP AA Rules").,
with
1
3* ca�l�����Motn A►onficabie Law. The parties acknowledge and agree that, beginning with the relevant effective ve date, Business Associate shall comply with
its obligations under this Addendum and with all obligations of a business associate under HlPAX HIiECH, the SIR Rules, and other applicable laws and
regulations,, as they exist at the time this Addendum is executed and as they are amended, for so long as this Addendum is ire place,
4* Pgrmissiblg Q�g end D€sctQ�uref PHI,,, Business Associate may use and disclose PHI as necessary to carry out its duties to a Covered Entity pursuant to the
terms of the Agreement and as required by law. Business Associate may also use and disclose PHI {i} fCii tts own proper management and administration,
and (ii) to carry out its legal responsibilities., If Business Associate discloses Protected Health Information to a third party for either above reason, prior to
making any such disclosure, Business Associate must obtaim- W reasonable assurances from the receiving party that such PHI will be held confidential and
be disclosed only as required by law or for the purposes for hich 'it was disclosed to such receiving party* and (ii) an agreement from such receiving party ta
immediately notify Business Associate of any known breaches of the confide ntia lifty of the PHI,
5.9 Limftat" ap�^�� I
se
rf PHI., Business Assoc ate shall not, and shall ensure that fts directors, officers, employees,, subcontractors, and agents
do not, useois r disclose PHI in anymanner that not permitted by the Agreement or that would violate Subpart E of 45 C.F.R. 164 ("Privacy Rule") if done by
a Covered Entity, All uses and disclosures of, and requests by,, Business Associate for PHI are subject to the minimum necessary rule of the Privacy Rule.
6. Rir!gd- 5g1gg!jards- Ig P ct PHI. B66siness Associate shall use appropriate safeguards, and comply with Subpart C of 45 Co�oR. Part 164 ("Security Rule")
w ith respect to electronic PHI, to prevent the use or disclosure of PHI other than pursuant to the -terms and conditions of this Addendum,,
J'
7. RgUp[t`nj.to I�isciosur�
codt, Business Associate shall report to the affected Covered Entity wfthout unreasonable delay: (a) any use or of PHI not
pr��ided for by the Agreement of whoch it becomes aware; (b) any breach of unsecured PHI in accordance wfth 4.5 G.F.R., Subpart D of 45 C-YoRs�.64
i
("Breach Notification Rule"); and (c$ any security incident of which it becomes aware. With regard to Security Incidents caused by or occurring to Business
Associate, Business Associate shall cooperate with the Covered Entity's investigation, analysis, nOtITIcation and mitigation activities, and except for Security
Incidents caused by Covered Entity, shall be responsible for reasonable costs incurred by the Covered Entity for those activities. Notwithstanding the
foregoing, Covered Entity acknowledges and shall be deemed ta have received advanced notice from Business Associate that there are routine occurrences
of: (i) unsuccessful attempts to penetrate computer networks or services maintained by Business Associate; and {ii} immaterial incidents such as "pinging"
or 'denial of services" attacks.,
86 MI. ftiggion 'ate agrees �b.d mitiate, to the extent practicable, any harmful effsect of a use or disclosure of PHI by �U1�itliesw-SI -pfkiaul ff tsusinesssoc
Associate ire violation of the requirements of the Agreement, including, beat not limited to, compliance with any state law or contractual data breach
requirements,
9,t A,gre C., mgnLi by Third Partiej. Business Associate shall enter into an agreement with any subcontractor of Business Associate that creates, receives,,
maintains or transmits PHI on behalf of Business Associate. Pursuant to such agreement,., the subcontractor shall agree to be bound by the same or greater
restrictions, conditions, and requirements that apply to Business Associate under this Addendum with respect to such PHI,
lie Access iI I
Wnfve business days of a request by a Covered Entfty for access to PHI about an individual contained "n a Designated Record Set,
4
Business Associate shall make available to the Covered Entity such PHI for so long as such 'Information is maintained by Business Associate erg the
10
Designated Record Set, as required by 45 CvF.�v 164.,524. Inthe event any individual delivers directly to Business Associate a request for access to PHI,
Business Associate shall within five (5} business days forward such request to the Covered Entity,
11. n rn nf PHI., Within five business days of receipt of a request from a CoveredEntityfor the amendment of an indivi�it�al's PHI or a record regarding an
individual contained in a Designated Record Set (for so long as -�.h� i PHI s mai ntained in the Designated Record Set), Business Associate shall provide such
information to the Covered En-ti for amendment and incorporate any such amendments in the PHI as required by 45 C.F.R. 1649526. fn the event any
individual delivers directly to Business Associate a request for amendment to PHI, Business Associate shall within five business days forward such request
to the Covered Ente�.
12. Doccamentatign, usiness ��i�ssoatagrees to document disclosures of PHI and i���foation related to such disclosures as would be required
Digglosu B- --
for a Covered Entity to respond to a request by an individual for an accounting of disclosures of Phil in accordance with 45 C.F,R, 164e528 and HliECHo
W"Ampri
DocuSogn Envelope IQ: 4335F2FF-98f=2-4FDE-B56U-FU5885048531
it�i eve business days of notice by a Covered Entity to Business Associate that it has received a request for an accounting of
11 Agggualg,i2f gg1grau
disclosures of PHI, Business Associate shall make available to a Covered Entity information to permit the Covered Entity to respond to the request for an
accounting of disclosures of PHI, as required by 45 C.F.R. 164.528 and HITEGK
14s Oth9r_.Qb119@ji9M-, To the extent that Business Associate is to carry out one or more of a Covered Entity's obligations under the Privacy Rule, BWFsionGs7+7
Associate shall comply with such requirements that apply to the Covered Entity in the perfo ance of such obligations.
15. i i [ ingfi. In the event Business Associate receives a subpoena, court or administrative order or other discovery request or
mandate for release of PHI, the affected Covered Entity shall have the right to control Business Associate's response to such request,, provided that, such
control does not have an adverse impact on Business Associate°5 compliance with existing laws,, Business ociate shall notify the Covered Entcif the
request as soon as reasonably practicable, bui. ire any event within seven business days of receipt of such request.
�.�. Av ' iti oOWka���in��� Associate hereby agrees to make its internal pract"
&nd Rec ices,, books, and records available to the Secretary of the
Department of Health and Human Services for purposes of dete fning compliance with the H1PA4 Rules,
17. Bre; gph of Contrag.by-Bu
"r�AUgciatg-, In addition to any other r*ghts a party may have in the Agreement, t1�is Addendum or by operat on of law orinequity, either party may: 0imm
meately terminate the Am
greeentif the other party has violateda material termof this Addendum; or ii} at the non -breaching
within party's option, permit the breaching party to cure or end any such violation witni % n the time specified by the non -*breaching party. The non -breaching pat�ty's
option �.o have cured a breach of this Addendum shall not be construed as a waiver of any other rights the nonobreaching party has ire the Agreement, ihis
^ V
Addendum or by operation of haver or in equity*
180 Effe i i A9 ei i1e1 $ls Upon the termination of the Agreement or this Addendum for any reason, Business Associate shall return t'N a Covered
Entity or, at the Covered Entity's direction, destroy all Phil received from the Covered Entity that Business Associate maintainsin any form, recorded on any
medium, or stored in any storage system. This provision shall apply to PHI that is "in the possession of Business Associate, subcontractors, and agents of
Business Associate. Business Associate shall retain no copies of the PHI. Business Associate shall remain bound by the provisions of this Addendum, even
after termination of the Agreement or Addendum, until such time as all PHI has been returned or otherwise destroyed as provided in this Sectiom For the
avoidance of doubt, de -identified Customer Data shall not be subject to this provision,
19e tr'Ai�. Business sso"ate sbpulates that its unauthorized use or disclosure of PHI while performing services pursuant to this Addendum wouldI Icause irreparable harm to a Covered Entity,, and in such event the Covered Entity shall be ertftled to institute proceedingsin any court of competent1!i90
Jurisdiction to obtain damages and Injunctive reieT.
20. Qwner ofi PSI. Under no circumstances shall Business Associate be deemed ire any respect to be the owner cif any PHI created or received by Business
Associate on behalf of a Covered Entity.,
21. feu rc# d.Ap i&t& f Protected formaf!gn. Covered Entity is responsible for Implementing appropriate privacy and security
2[gg[,Ugg.o -- -Heafth., In -
safeguards to protect its PHI in compliance with HlPAA. Without limitation,, it ss Covered Entity's obligation to:
21.1. Not include PHI in information Covered Entity submits to technical support personnel through a technical support request or to community support
forums., In addition, Business Associate does not act as, or have the obligations of a Business Associate under the HIP Rules with respect to
Customer Data once it is sent to or from Covered Entity outside ESO's Software over the Public Internet; and
21,2. Implement privacy and security safeguards 'In the systems, applications, and software Covered Entity controls, configures and connects to ESO°s
Software.
22. Th PArly-Rig . The terms of this Addendum do not grant any rights to any parties other than Business Associate and the Covered Entity.
23. i nre. The signatures to the Agreement (or the document evidencing the parties' adoption thereof) 'Indicate agreement hereto and shall be deemed
signatures hereof. whether manual, electronic or facsimile.,