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Home My WebLink AboutSoftware Agreement - ESO Solutions Inc - Web Based Software for Fire Reports, Properties, and Inspections1316 (.'OUNIN-CHT BUILDING 227 W.JEFITRSON Boui.tVARD Souni RFND, INTMANA 46601-1830 CITYOF Sou'rui BEND PEITBUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 23, 2018 Chad Miller ESO Solutions 11500 Alterra Pkwy., Suite 100 Austin, TX 78758 RE: Software Agreement — ESO Solutions, Inc. Dear Mr. Miller: PHOW, 574/235-9251 1�`AX 574/ 235-9171 The Board of Public Works, at its meeting held on October 23, 2018, approved the above referenced web -based software for fire reports, properties, and inspections in the amount of $27,775. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9,251. Sincerely, Linda M. Martin, Clerk Enclosure GARY A. Giu-)i' SUZANNA M, FRITZBER(i EuZABU-11i A. MARADUK JAlr s' A. MUFLIAHR THERESE J. DoRAI J 112.2 S. MICHIGAN STRUT Souni BEND, INDIANA 466oi-Azi CITY OF Soua'H BEND Pp.'rp', Bu'vriGiEG, MAY(--)R SOUTH BEND FIREDEPARTMENT STEPHENE COX October 16, 2018 FIRE CHIEF Board of Public Works 227 W. Jefferson Blvd. South Bend, IN 46601 FIEVIII-31TIEW4 PHONJI 574/ 7 3 5-9 2 5 5 FAX 5741'235-9305 The South Bend Fire Department is requesting the Board of Public Works approve an Agreement with ESO to provide a web -based software platform for Fire Reports, and Properties and Inspections. The Department has used ESO for Ambulance Reporting since 2013 with great success. This project would bring all reporting under one platform allowing firefighters and paramedics to access one system to comiplete Fire, EMS, and lnspectionis reporting. Currently, the Department uses separate systems for these types of reports and would benefit greatly from utilizing a single collection point for these similar and complimentary types of data. For this reason, we are requesting a Special Purchase extending our current relationship with ESO to expand and accommodate these additional reporting services. Indiana Code allows the pursuit of Operational Efficiency and centralizing all of our departments reporting tools and data will be a great enhancement. The attached quotation also includes monies for data conversion, should the Department and Information Technologies agree to move forward with bringing over legacy data. This will depend on the quality of the import and ultimate usability of that data in the new platform. Should these terms not be met, the Department will not elect to proceed with conversion of Legacy data. I have attached a copy of the quotation, and the current Business Associate Agreement in place with ESO. Thank you for your consideration, Assistant Chief/Services C: D,O'Connor C. McDaniels M. Schmidt MICHAELJ. I)AMIANO lbm) I- SKWARCAN ANDREW.J. MYER JOHN COKMIRR FEDERIco RODRIGUEZ,, J R AsEr. CHIEF 0PFRXrION,9 Ass-F. Q-HmF SERvicps, Ass-r. Q-fiFF EMS Assn CHIFF'rRAINING FIRF MARSHAL eso Quote For: South Bend Fire Department Quote Number Q011031 Pricing Valid Through: 11/13/2018 Proposed by: Chad Miller Sold to: Todd Skwarcan, Contact: Todd Skwarcan Address: 1222 S. Michi an Street Rill To: South Bend Fire Department Phone: (574) 235-9257 South Bend, Indiana 46601 Email: tskwarca@southbendin.gov Email: tskwarca@southbend6n.gov united States Term Start Bate: Payment Method: Check Customer ID: 201211-2955 Term End Date: 10/14/19 Billing, Frequency: Annual Tax Exempt: Pending Verification Initial Term (Months):..._ 12 Billing Method: Email Total Recurring Fees: $17 095.00 Renewal Term (Months: 12 Terms: Net 30 Total One -Time Fees: $10 650.00 � ,„ ME � ,. One-time invoicing for custom work. ZN 1 , $1,500,00 SOW Cost - One -Time Fee Type: One -Time Fire Bundle - Career- 1st Includes ESO Fire Incidents, Properties & Inspections. 1 /Stations $2,145.00 Station Fee Type: Recurring Fire Bundle - Career - Includes ESO Fire Incidents, Properties & Inspections. 10 /Stations $14,950.00 Additional Stations Fee Type:, Recurring NFIRS Data Impart - one Data migration from previous RMS platform. 3000 /Calls $2,995,00 time Fee Type: One -Time Properties/Inspections Data Data migration of Properties data and inspection reports into ESO's 1 /Stations $ 995,00 Import --1 st station Properties & Inspections applications from a previously used RMS, Fee Type: One-Tiime Properties/Inspections Data Additional Station count for Data Migration for Properties And 10 /Stations $1,950.00 Import — Additional. Stations Inspections. Fee Type: One -Time Fire Training Daily rate 2 /Day $1,990.00 Fee Type: One -Time Fire Training Travel Costs One-time fee - covers all travel costs associated with on -site training 1250 /Travel Cost $1,250.00 option. Fee Type: One -Time r ,1 L bU 44V,WLf List Price: $27,775.00 'eror of Prxkho C.;n v Discounts: K00 b �y, Tax: K00 rlI"" Total: $27,775.00 1. The Total Price is based on the Quantity and will be re-evaluated annually based on Customer's usage of the software, 2, ESO's fees are exclusive of all taxes, levies or duties imposed by taxing authorities unless otherwise noted, If Customer is tax- exempt, Customer must provide a valid tax exemption certificate to ESO. 3. Additional fees may be applied by Customer's billing or CAD vendor for certain products and should be discussed with those vendors, If applicable.. 4, Customer acknowledges and agrees that the terms and conditions contained in its ESO Master Subscription and License Agreement, Subscription Agreement or like agreement are incorporated herein and apply to Customer's purchase of the products above. THANK YOU FOR CONSIDERING ESO SOLUTIONS Quote For: Quote Number: PhningValid Through: Proposed by: South Band Fire Department [Print Name] South Bend Fire Department Q011U31 1i/131201Q Chad Miller -'--- ' ' --- THANK YOU FOR CONSIDERING ESO SOLUTIONS Linda Martin From: Clara McDaniels Sent: Wednesday, October 17, 2018 2:09 PM To: chad.miller@esosolutions.com Cc: Todd Skwarcan Subject: City of South Bend Fire Department Quote - Q011031 Attachments: South Bend Fire Dept V3.pdf Hi, Mr. Miller. Back in 2014 the City of South Bend Fire Department negotiated a subscription agreement with ESO for your ePCR software solution. We inquired at that time whether ESO was registered with the State of Indiana as foreign corporation pursuant to Indiana law. Your legal representative, a Mr. Michael P. Sias, looked into the matter and advised that ESO was not registered and did not fall under any of the exceptions to the registration process. We were assured that you would complete the registration process. With the current request to amend the aforementioned agreement to add additional services, I checked the State database, but was unable to find a registration for ESO. Please provide me with documentation demonstrating your registration with the State of Indiana or that ESO falls under one of the exceptions to IC 23-0.5-5 et seq. Thank you for your prompt attention to this matter. Sincerely, Clara McDaniels ;1�,�++n� - Clara McDaniels s� -j tf- Assistant City Attorney Legal Department ,kns... (574) 235-9241 c.mcda.nie@ south bend in.gov City of South Bend 227 W. Jefferson Blvd., Ste. 1200 South Bend, IN 46601 Excellence I Accountability I Innovation I Inclusion I Empowerment BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 10/16/18 Department Fire BPW Date 10/23/18 Phone 9�255 Name Todd Skwarcan, A/C Services --- - ----- - .... . .... 0 Legal Z Attorney Name C. McDaniels 4- W 0 — Controller review is required for all Contracts $5,000.00 or more Controller F] and greater than one year in length per the City Purchasing E 0 a? n". -o CO Policy Purchasing Z M. Schmidt (',hpr.k thp Annronrintp Item Tvnp — Rpouirpd forAll Stibmissions Z Agreement El Contract I E] Pro oral I_oAqdqndum Claim -E] ❑ Bid Opening_.— El Bid Award I El Req. to Advertise El Title Sheet -E] Quote O.pening Quote Award n El Chg Order No. Ease./Encroach. El El C/O & PCA No. Traffic Control ❑ El PCA Resolution ---- E] Other: Required Information Companv or Vendor Name ESO Solutions New Vendor E]Yes 0 No El If Yes Approved by Purchasing Contractor Ej MBE E] WBE le Project Number Funding Source Account No. Professional Services, 101-0901.422-31-06 Amount $ 27,775.00 Terms of Contract Payment due upon receipt of invoice Purpose/Description web -based software for fire reports, properties, inspections. or ChKg_e Orders Only Amount of F-1 � increase $ E:1 Decrease $ Previous Amount $ Current Percent of Chq_UeL. % New Amount $ Total Percent of Change: % . . ... ...... . ....... PO No. Dispersal After Approval Copy Original z E] Todd Skwarcan, z El