SUBJECT/RECOMMENDATION:
Title
Approve an agreement and purchase order with Locality Media, LLC dba First Due (First Due) of Danville, IN, for the implementation of fire prevention software and support services for the City of Clearwater Fire District in collaboration with Pinellas County, in an amount not-to-exceed $15,910.60, pursuant to Clearwater Code of Ordinances Section 2.563(1)(c), Piggyback, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Pinellas County will be utilizing the First Due software platform for Fire and EMS services, as well as fire prevention services. Clearwater Fire & Rescues (CFR) wishes to replace Fire Prevention Mobile, its current fire prevention services software, with First Due. The software will include Occupancy Management & Pre-Incident Planning, Inspections, Inspection-Test-Maintain (ITM) Reporting, and other services that may be provided at no charge through the Pinellas County collaboration.
The Occupancy Management & Pre-Incident Planning module provides management of occupancies, pre-incident mapping, ArcGIS maps, fire systems, hazardous materials, and contacts.
The Inspections module will support field inspections, configurable checklists, violation management, virtual inspections, inspection scheduling, and integrated pre-incident planning.
The ITM Reporting module allows Authorities Having Jurisdiction (AHJs) to track, manage, and report on fire and life safety system inspections, testing, and maintenance. This includes a portal for service providers to upload ITM reports, automated reminders, configurable notifications, and interoperability with First Due Response and Fire Prevention modules.
Up to four hours of online training with a certified First Due instructor is included, along with implementation and configuration services.
Authorization is requested to piggyback off Sourcewell Contract #030425-LME, with First Due Holdings, Inc., through its wholly owned subsidiary Locality Media, LLC dba First Due, utilizing the City’s Sourcewell Membership No. 32014, valid through July 17, 2029, with up to three, additional one-year renewal options. This piggyback contract provides a 5% discount.
The Statement of Work includes implementation, training, data migration, integrations, customer success management, support, and related assumptions. Pricing consists of a one-time implementation fee of $3,400.00, and a 17-month subscription fee of $13,348.00, less the Sourcewell 5% discount of $837.40, for a total amount not to exceed $15,910.60.
The one-time implementation service fee of $3,400.00, which covers configuration, setup, migration, and training services commencing upon execution of the agreement, will be invoiced upon execution and due within 30 days. The renewable fee of $12,510.60 will be invoiced on or around October 1, 2026 and due within 30 days. For subsequent annual periods, CFR may renew at an annual service fee of $9,400.00, payable in advance on October 1.
This agreement will have an initial term of 17 months from the effective date, with options to renew for successive 12-month terms through the term of the piggyback contract. Either party may terminate the agreement in accordance with its terms upon written notice.
First Due has requested acceptance of its standard terms and conditions, including indemnification language related to the construction, installation, placement or maintenance. Nothing in this agreement shall be deemed a waiver of the limitations on liability contained in Section 768.28, Florida Statutes, or the doctrine of sovereign immunity.
There will be an overlap of both programs from June 1, 2026, till October 1, 2026 in order to migrate the information contained within our current program, Fire Prevention Mobile, into the requested new program First Due. This will facilitate our ability to access information which has been entered into our current fire inspection database without a prolonged integration period after October 1. The overlap period will also facilitate training of personnel in navigating the new data collection program.
The City will be reimbursed by Pinellas County for approximately 11.48% of the purchase cost, as the software will support fire prevention operations in unincorporated areas of the Clearwater Fire District.
APPROPRIATION CODE AND AMOUNT:
0101230-530300 $15,910.60
Funding for the current year is available in Fire Department cost code 0101230-530300, contractual services. Funding for future years will be requested as part of the annual budget process. The Fire Department is funded by General Fund Revenues.
USE OF RESERVE FUNDS:
NA
STRATEGIC PRIORITY:
1.4 Foster safe and healthy communities in Clearwater through first-class public safety and emergency response services.
