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Contract - First Due- Emergency Management Software- Fire Emergency Medical Service Incidents $35,325
Memorandum To: Honorable Mayor and Members of the City Council From: Paul Polep, Fire Chief Subject: Approval of Contract with First Due for the Emergency Management Software for Fire/Emergency Medical Service Incidents Date: November 10, 2025 Recommended Action: Staff recommends the City Council authorize the City Manager to execute an agreement with First Due (107 Seventh St, Garden City, NY 11530) for a Fire and Emergency Medical Services (EMS) Incident Reporting Software. The contract is for three (3) years, with two additional 1-year options to renew. The cost for year one is $35,325.00, which includes the initial setup, training, and integration Funding Source: Funding will be from Information Technology - Software (Account 100.19.1932.62340). Council Action: For Action Summary: The current Fire and EMS incident reporting system used by the Evanston Fire Department (EFD) is inadequate. The vendor requires the EFD to handle making the State and Federal updates required in the reporting records in the back end of the system. The actual incident reports are overly cumbersome and poorly aligned with city-specific operations. The data analysis and reporting system is outdated and does not easily (if at all) provide the information needed by the department or City. Therefore, the Evanston Fire Department issued RFP 25-23 this summer for a new Fire/EMS reporting system. Eight vendors responded. All vendor responses were scored based on Firm Qualifications and Expertise, Project Approach, Cost, Completeness of Proposal, Willingness to Execute Agreement, and MWEBE Participation. The committee consisted of: Fire Chief Paul Polep, Field Chief Megan Kamarchevakul, Management Analyst Susie Hall, and Purchasing Specialist Cheryl Stuart. Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Implementation and Training (they will set up the system to meet our needs, offer three in-person trainings for members); Artificial Intelligence to assist with incident reporting; Management of employee records (exposure at a fire, etc); Advanced Analytics for reporting (response time analysis, clinical quality, etc); Integration with CAD/Tyler and Scheduling/Vector; Hospital Connection (fax reports to the hospital, following hospital procedures). Pre-Planning (mapping out buildings in the community with hydrants, hazardous materials, and information helpful in the event of a fire); Inspections (the Fire Prevention Bureau would use this to document the inspections they perform on buildings); Scheduling (mapping out the schedules for over 110 employees over three shifts, including vacations, Kelly days, comp, detail, etc); Assets and Inventory (tracking each item on the rigs and at the Stations); and Page 2 of 7 Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Medication Tracking (tracking the amount of medication used during a response and the number of refills needed). Attachments: First Due quote RFP 25-23 Emergency Mgmt Software MWDEBE Waiver Final Page 3 of 7 Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 CITY OF EVANSTON PROFESSIONAL SERVICES AGREEMENT The parties referenced herein desire to enter into an agreement for professional services for Emergency Management Software for Fire/EMS Incidents RFP Number: 25-23 THIS AGREEMENT (hereinafter referred to as the “Agreement”) entered into this ___ day of ________________, 20___, between the City of Evanston, an Illinois municipal corporation with offices located at 909 Davis Street, Evanston Illinois 60201 (hereinafter referred to as the “City”), and First Due Holdings, Inc., a Delaware corporation, through its wholly-owned subsidiary Locality Media, LLC dba First Due and with offices located at 390 NE 191st Street, Suite 17328, Miami, FL 33179, hereinafter referred to as the “Consultant”). Compensation for all basic Services (“the Services”) provided by the Consultant pursuant to the terms of this Agreement shall not exceed $35,325.00. I. COMMENCEMENT DATE Consultant shall commence the Services on December 1, 2025 (the “Commencement Date”) or no later than three (3) DAYS AFTER City executes and delivers this Agreement to Consultant. II. COMPLETION DATE This agreement shall commence on the Commencement Date and remain in full force and effect for a period of thirty-six (36) months, with the option to renew for two (2) additional one-year terms. No renewal shall begin until agreed to in writing by both parties prior to the completion date of this Agreement. III. PAYMENTS City shall pay Consultant fees as provided here: Payment shall be made as set forth in Exhibit A – Project Milestones and Deliverables. Any expenses in addition to those set forth here must be specifically approved by the City in writing in advance. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU 4 December 25 Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 IV. DESCRIPTION OF SERVICES Consultant shall perform the services (the “Services”) set forth here: Services are those as defined in Exhibit A, the City’s Request for Proposal No. #25-23 (Exhibit B) and Consultant’s Response to the Proposal (Exhibit C). Services may include, if any, other documented discussions and agreements regarding scope of work and cost (Exhibit D). V. GENERAL PROVISIONS A. Services. Consultant shall perform the Services in a professional and workmanlike manner. All Services performed and documentation (regardless of format) provided by Consultant shall be in accordance with the standards of reasonable care and skill of the profession, free from errors or omissions, ambiguities, coordination problems, and other defects. Consultant shall take into account any and all applicable plans and/or specifications furnished by City, or by others at City’s direction or request, to Consultant during the term of this Agreement. All materials, buildings, structures, or equipment designed or selected by Consultant shall be workable and fit for the intended use thereof, and will comply with all applicable governmental requirements. Consultant shall require its employees to observe the working hours, rules, security regulations and holiday schedules of City while working and to perform its Services in a manner which does not unreasonably interfere with the City’s business and operations, or the business and operations of other tenants and occupants in the City which may be affected by the work relative to this Agreement. Consultant shall take all necessary precautions to assure the safety of its employees who are engaged in the performance of the Services, all equipment and supplies used in connection therewith, and all property of City or other parties that may be affected in connection therewith. If requested by City, Consultant shall promptly replace any employee or agent performing the Services if, in the opinion of the City, the performance of the employee or agent is unsatisfactory. Consultant is responsible for conforming its final work product to generally accepted professional standards for all work performed pursuant to this Agreement. Nothing in this Agreement accords any third-party beneficiary rights whatsoever to any non-party to this Agreement that any non-party may seek to enforce. Consultant acknowledges and agrees that should Consultant or its sub-consultants provide false information, or fail to be or remain in compliance with this Agreement; the City may void this Agreement. The Consultant warrants and states that it has read the Contract Documents, and agrees to be bound thereby, including all performance guarantees as respects Consultant’s work and all indemnity and insurance requirements. The Consultant shall obtain prior approval from the City prior to sub- contracting with any entity or person to perform any of the work required under this Agreement. If the Consultant sub-contracts any of the services to be Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 performed under this Agreement, the sub-consultant agreement shall provide that the services to be performed under any such agreement shall not be sublet, sold, transferred, assigned or otherwise disposed of to another entity or person without the City’s prior written consent. The Consultant shall be responsible for the accuracy and quality of any sub-consultant’s work. All sub-consultant agreements shall include verbatim or by reference the provisions in this Agreement binding upon Consultant as to all Services provided by this Agreement, such that it is binding upon each and every sub- consultant that does work or provides Services under this Agreement. The Consultant shall cooperate fully with the City, other City contractors, other municipalities and local government officials, public utility companies, and others, as may be directed by the City. This shall include attendance at meetings, discussions and hearings as requested by the City. This cooperation shall extend to any investigation, hearings or meetings convened or instituted by the City, any of its departments, and/or OSHA relative to this Project, as necessary. Consultant shall cooperate with the City in scheduling and performing its Work to avoid conflict, delay in or interference with the work of others, if any, at the Project. Except as otherwise provided herein, the nature and scope of Services specified in this Agreement may only be modified by a writing approved by both parties. This Agreement may be modified or amended from time to time provided, however, that no such amendment or modification shall be effective unless reduced to writing and duly authorized and signed by the authorized representatives of the parties. B. Representation and Warranties. Consultant represents and warrants that: (1) Consultant possesses and will keep in force all required licenses to perform the Services; (2) the employees of Consultant performing the Services are fully qualified, licensed as required, and skilled to perform the Services. C. Breach/Default. Any one of the following events shall be deemed an event of default hereunder by Consultant, subject to Consultant’s right to cure: 1. Failure to perform the Services as defined in Paragraph A above and contained within Exhibit A; 2. Failure to comply with any other of the General Provisions contained within this contract. Consultant, within thirty (30) days, shall have the right to cure any default herein listed at its own expense, including completion of Services or the replacement or termination of any agent, employee, or sub-contractor as a result of any violation of the General Provisions contained herein. D. Remedy. City does not waive any right to exercise any option to cure any breach or default on the part of contractor, including but not limited to injunctive relief, an action in law or equity or termination of this Agreement as Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 outlined in Paragraph E of this section. E. Termination. City may, at any time, with or without cause, terminate this Agreement upon seven (7) days written notice to Consultant. If the City terminates this agreement, the City will make payment to Consultant for Services performed prior to termination. Payments made by the City pursuant to this Agreement are subject to sufficient appropriations made by the City of Evanston City Council. In the event of termination resulting from non- appropriation or insufficient appropriation by the City Council, the City’s obligations hereunder shall cease and there shall be no penalty or further payment required. In the event of an emergency or threat to the life, safety or welfare of the citizens of the City, the City shall have the right terminate this Agreement without prior written notice. Within thirty (30) days of termination of this Agreement, the Consultant shall turn over to the City any documents, drafts, and materials, including but not limited to, outstanding work product, data, studies, test results, source documents, AutoCAD Version 2007, PDF, ARTView, Word, Excel spreadsheets, technical specifications and calculations, and any other such items specifically identified by the City related to the Services herein. F. Independent Consultant. Consultant’s status shall be that of an independent Consultant and not that of a servant, agent, or employee of City. Consultant shall not hold Consultant out, nor claim to be acting, as a servant, agent or employee of City. Consultant is not authorized to, and shall not, make or undertake any agreement, understanding, waiver or representation on behalf of City. Consultant shall at its own expense comply with all applicable workers compensation, unemployment insurance, employer’s liability, tax withholding, minimum wage and hour, and other federal, state, county and municipal laws, ordinances, rules, regulations and orders. Consultant shall require its employees to observe the working hours, rules, security regulations and holiday schedules of City, including but not limited to all policies and work rules applicable to City employees while on City property such as the Workplace Harassment Policy; COVID-19 Vaccination Policy; and Drug and Alcohol Policy. Consultant agrees to abide by the Occupational Safety & Health Act of 1970 (OSHA), and as the same may be amended from time to time, applicable state and municipal safety and health laws and all regulations pursuant thereto. Consultant shall certify that its agents, employees and subcontractors are in compliance with City work rules applicable to City employees while on City property. Failure to certify or violation of work rules is subject to the Default provisions of Paragraph C. G. Conflict of Interest. Consultant represents and warrants that no prior or present services provided by Consultant to third parties conflict with the interests of City in respect to the Services being provided hereunder except as shall have been expressly disclosed in writing by Consultant to City and consented to in writing to City. H. Ownership of Documents and Other Materials. All originals, duplicates and negatives of all plans, drawings, reports, photographs, charts, programs, Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 models, specimens, specifications, AutoCAD Version 2007, Excel spreadsheets, PDF, and other documents or materials required to be furnished by Consultant hereunder, including drafts and reproduction copies thereof, shall be and remain the exclusive property of City, and City shall have the unlimited right to publish and use all or any part of the same without payment of any additional royalty, charge, or other compensation to Consultant. Upon the termination of this Agreement, or upon request of City, during any stage of the Services, Consultant shall promptly deliver all such materials to City. Consultant shall not publish, transfer, license or, except in connection with carrying out obligations under this Agreement, use or reuse all or any part of such reports and other documents, including working pages, without the prior written approval of City, provided, however, that Consultant may retain copies of the same for Consultant’s own general reference. I. Payment. Invoices for payment shall be submitted by Consultant to City at the address set forth above, together with reasonable supporting documentation, City may require such additional supporting documentation as City reasonably deems necessary or desirable. Payment shall be made in accordance with the Illinois Local Government Prompt Payment Act, after City’s receipt of an invoice and all such supporting documentation. J. Right to Audit. Consultant shall for a period of three years following performance of the Services, keep and make available for the inspection, examination and audit by City or City’s authorized employees, agents or representatives, at all reasonable time, all records respecting the services and expenses incurred by Consultant, including without limitation, all book, accounts, memoranda, receipts, ledgers, canceled checks, and any other documents indicating, documenting, verifying or substantiating the cost and appropriateness of any and all expenses. If any invoice submitted by Consultant is found to have been overstated, Consultant shall provide City an immediate refund of the overpayment together with interest at the highest rate permitted by applicable law, and shall reimburse all of City’s expenses for and in connection with the audit respecting such invoice. K. Indemnity. Consultant shall defend, indemnify and hold harmless the City and its officers, elected and appointed officials, agents, and employees from any and all liability, losses, or damages as a result of claims, demands, suits, actions, or proceedings of any kind or nature, including but not limited to costs, and fees, including attorney’s fees, judgments or settlements, resulting from or arising out of any negligent or willful act or omission on the part of the Consultant or Consultant’s sub-contractors, employees, agents or sub- contractors during the performance of this Agreement. Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided. This provision shall survive completion, expiration, or termination of this Agreement. Nothing contained herein shall be construed as prohibiting the City, or its officers, agents, or employees, from defending through the selection and use of their own agents, attorneys, and experts, any claims, actions or suits brought against them. The Consultant shall be liable for the costs, fees, and Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 expenses incurred in the defense of any such claims, actions, or suits. Nothing herein shall be construed as a limitation or waiver of defenses available to the City and employees and agents, including but not limited to the Illinois Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101 et seq. At the City Corporation Counsel’s option, Consultant must defend all suits brought upon all such Losses and must pay all costs and expenses incidental to them, but the City has the right, at its option, to participate, at its own cost, in the defense of any suit, without relieving Consultant of any of its obligations under this Agreement. Any settlement of any claim or suit related to this Agreement by Consultant must be made only with the prior written consent of the City Corporation Counsel, if the settlement requires any action on the part of the City. To the extent permissible by law, Consultant waives any limits to the amount of its obligations to indemnify, defend, or contribute to any sums due under any Losses, including any claim by any employee of Consultant that may be subject to the Illinois Workers Compensation Act, 820 ILCS 305/1 et seq. or any other related law or judicial decision, including but not limited to, Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does not waive any limitations it may have on its liability under the Illinois Workers Compensation Act, the Illinois Pension Code or any other statute. Consultant shall be responsible for any losses and costs to repair or remedy work performed under this Agreement resulting from or arising out of any act or omission, neglect, or misconduct in the performance of its Work or its sub- consultants’ work. Acceptance of the work by the City will not relieve the Consultant of the responsibility for subsequent correction of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting therefrom. All provisions of this Section shall survive completion, expiration, or termination of this Agreement. L. Insurance. Consultant shall carry and maintain at its own cost with such companies as are reasonably acceptable to City all necessary liability insurance (which shall include as a minimum the requirements set forth below) during the term of this Agreement, for damages caused or contributed to by Consultant, and insuring Consultant against claims which may arise out of or result from Consultant’s performance or failure to perform the Services hereunder: (1) worker’s compensation in statutory limits and employer’s liability insurance in the amount of at least $500,000, (2) comprehensive general liability coverage, and designating City as additional insured for not less than $3,000,000 combined single limit for bodily injury, death and property damage, per occurrence, (3) comprehensive automobile liability insurance covering owned, non-owned and leased vehicles for not less than $1,000,000 combined single limit for bodily injury, death or property damage, per occurrence, and (4) errors and omissions or professional liability insurance respecting any insurable professional services hereunder in the amount of at least $1,000,000. Consultant shall give to the City certificates of insurance for all Services done pursuant to this Agreement before Consultant performs any Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Services, and, if requested by City, certified copies of the policies of insurance evidencing the coverage and amounts set forth in this Section. The City may also require Consultant to provide copies of the Additional Insured Endorsement to said policy (ies) which name the City as an Additional Insured for all of Consultant’s Services and work under this Agreement. Any limitations or modification on the certificate of insurance issued to the City in compliance with this Section that conflict with the provisions of this Section shall have no force and effect. Consultant’s certificate of insurance shall contain a provision that the coverage afforded under the policy(s) will not be canceled or reduced without thirty (30) days prior written notice (hand delivered or registered mail) to City. Consultant understands that the acceptance of certificates, policies and any other documents by the City in no way releases the Consultant and its sub-contractors from the requirements set forth herein. Consultant expressly agrees to waive its rights, benefits and entitlements under the “Other Insurance” clause of its commercial general liability insurance policy as respects the City. In the event Consultant fails to purchase or procure insurance as required above, the parties expressly agree that Consultant shall be in default under this Agreement, and that the City may recover all losses, attorney’s fees and costs expended in pursuing a remedy or reimbursement, at law or in equity, against Consultant. Consultant acknowledges and agrees that if it fails to comply with all requirements of this Section, that the City may void this Agreement. M. Confidentiality. In connection with this Agreement, City may provide Consultant with information to enable Consultant to render the Services hereunder, or Consultant may develop confidential information for City. Consultant agrees (i) to treat, and to obligate Consultant’s employees to treat, as secret and confidential all such information whether or not identified by City as confidential, (ii) not to disclose any such information or make available any reports, recommendations and /or conclusions which Consultant may make for City to any person, firm or corporation or use the same in any manner whatsoever without first obtaining City’s written approval, and (iii) not to disclose to City any information obtained by Consultant on a confidential basis from any third party unless Consultant shall have first received written permission from such third party to disclose such information. Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the possession of others whom the City has contracted with to perform a governmental function are covered by the Act and subject to disclosure within limited statutory timeframes (five (5) working days with a possible five (5) working day extension). Upon notification from the City that it has received a Freedom of Information Act request that calls for records within the Consultant’s control, the Consultant shall promptly provide all requested records to the City so that the City may comply with the request within the required timeframe. The City and the Consultant shall cooperate to determine what records are subject to such a request and whether or not any exemption to the disclosure of such records or part thereof is applicable. Vendor shall indemnify and defend the City from and against all claims arising from the City’s exceptions to disclosing certain records which Vendor may designate as Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 proprietary or confidential. Compliance by the City with an opinion or a directive from the Illinois Public Access Counselor or the Attorney General under FOIA, or with a decision or order of Court with jurisdiction over the City, shall not be a violation of this Section. N. Use of City’s Name or Picture of Property. Consultant shall not in the course of performance of this Agreement or thereafter use or permit the use of City’s name nor the name of any affiliate of City, nor any picture of or reference to its Services in any advertising, promotional or other materials prepared by or on behalf of Consultant, nor disclose or transmit the same to any other party. O. No Assignments or Sub-contracts. Consultant shall not assign or sub- contract all or any part or its rights or obligations hereunder without City’s express prior written approval. Any attempt to do so without the City’s prior consent shall, at City’s option, be null and void and of no force or effect whatsoever. Consultant shall not employ, contract with, or use the services of any other architect, interior designer, engineer, consultant, special contractor, or other third party in connection with the performance of the Services without the prior written consent of City. P. Compliance with Applicable Statutes, Ordinances and Regulations. In performing the Services, Consultant shall comply with all applicable federal, state, county, and municipal statutes, ordinances and regulations, at Consultant’s sole cost and expense, except to the extent expressly provided to the contrary herein. Whenever the City deems it reasonably necessary for security reasons, the City may conduct at its own expense, criminal and driver history background checks of Consultant’s officers, employees, sub- contractors, or agents. Consultant shall immediately reassign any such individual who in the opinion of the City does not pass the background check. Q. Liens and Encumbrances. Consultant, for itself, and on behalf of all sub- contractors, suppliers, materialmen and others claiming by, through or under Consultant, hereby waives and releases any and all statutory or common law mechanics’ materialmen’s’ or other such lien claims, or rights to place a lien upon City property or any improvements thereon in connection with any Services performed under or in connection with this Agreement. Consultant further agrees, as and to the extent of payment made hereunder, to execute a sworn affidavit respecting the payment and lien releases of all sub-contractors, suppliers and materialmen, and a release of lien respecting the Services at such time or times and in such form as may be reasonably requested by City. Consultant shall protect City from all liens for labor performed, material supplied or used by Consultant and/or any other person in connection with the Services undertaken by consultant hereunder, and shall not at any time suffer or permit any lien or attachment or encumbrance to be imposed by any sub- consultant, supplier or materialmen, or other person, firm or corporation, upon City property or any improvements thereon, by reason or any claim or demand against Consultant or otherwise in connection with the Services. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 R. Notices. Every notice or other communication to be given by either party to the other with respect to this Agreement, shall be in writing and shall not be effective for any purpose unless the same shall be served personally or by United States certified or registered mail, postage prepaid, addressed if to City as follows: City of Evanston, 909 Davis Street, Evanston, Illinois 60201, Attention: Purchasing Division and to Consultant at the address first above set forth, or at such other address or addresses as City or Consultant may from time to time designate by notice given as above provided. S. Attorney’s Fees. In the event that the City commences any action, suit, or other proceeding to remedy, prevent, or obtain relief from a breach of this Agreement by Consultant, or arising out of a breach of this Agreement by Consultant, the City shall recover from the Consultant as part of the judgment against Consultant, its attorneys’ fees and costs incurred in each and every such action, suit, or other proceeding. T. Waiver. Any failure or delay by City to enforce the provisions of this Agreement shall in no way constitute a waiver by City of any contractual right hereunder, unless such waiver is in writing and signed by City. U. Severability. In the event that any provision of this Agreement should be held void, or unenforceable, the remaining portions hereof shall remain in full force and effect. V. Choice of Law. The rights and duties arising under this Agreement shall be governed by the laws of the State of Illinois. Venue for any action arising out or due to this Agreement shall be in Cook County, Illinois. The City shall not enter into binding arbitration to resolve any dispute under this Agreement. The City does not waive tort immunity by entering into this Agreement. W. Time. Consultant agrees all time limits provided in this Agreement and any Addenda or Exhibits hereto are of essence to this Agreement. Consultant shall continue to perform its obligations while any dispute concerning the Agreement is being resolved, unless otherwise directed by the City. X. Survival. Except as expressly provided to the contrary herein, all provisions of this Agreement shall survive all performances hereunder including the termination of the Consultant. VI. EQUAL EMPLOYMENT OPPORTUNITY In the event of the Consultant’s noncompliance with any provision of Section 1-12-5 of the Evanston City Code, the Illinois Human Rights Act or any other applicable law, the Consultant may be declared non-responsible and therefore ineligible for future contracts or sub-contracts with the City, and the contract may be cancelled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation. During the performance of the contract, the Consultant agrees as follows: Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 A. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, marital status, national origin or ancestry, or age or physical or mental disabilities that do not impair ability to work, and further that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such underutilization. Consultant shall comply with all requirements of City of Evanston Code Section 1-12-5. B. That, in all solicitations or advertisements for employees placed by it on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, or disability. VII. SEXUAL HARASSMENT POLICY The Consultant certifies pursuant to the Illinois Human Rights Act (775 ILCS 5/2105 et. seq.), that it has a written sexual harassment policy that includes, at a minimum, the following information: A. The illegality of sexual harassment; B. The definition of sexual harassment under State law; C. A description of sexual harassment utilizing examples; D. The Consultant’s internal complaint process including penalties; E. Legal recourse, investigation and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission, and directions on how to contact both; and F. Protection against retaliation as provided to the Department of Human Rights. VIII. CONSULTANT CERTIFICATIONS A. Consultant acknowledges and agrees that should Consultant or its sub- consultant provide false information, or fails to be or remain in compliance with the Agreement, the City may void this Agreement. B. Consultant certifies that it and its employees will comply with applicable provisions of the U.S. Civil Rights Act, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. Section 1201 et seq.) and applicable rules in performance under this Agreement. C. If Consultant, or any officer, director, partner, or other managerial agent of Consultant, has been convicted of a felony under the Sarbanes-Oxley Act of 2002, or a Class 3 or Class 2 felony under the Illinois Securities Law of 1953, Consultant certifies at least five years have passed since the date of the conviction. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 D. Consultant certifies that it has not been convicted of the offense of bid rigging or bid rotating or any similar offense of any State in the U.S., nor made any admission of guilt of such conduct that is a matter of record. (720 ILCS 5/33 E-3, E- 4). E. In accordance with the Steel Products Procurement Act, Consultant certifies steel products used or supplied in the performance of a contract for public works shall be manufactured or produced in the U.S. unless the City grants an exemption. F. Consultant certifies that it is properly formed and existing legal entity, and as applicable, has obtained an assumed name certificate from the appropriate authority, or has registered to conduct business in Illinois and is in good standing with the Illinois Secretary of State. G. If more favorable terms are granted by Consultant to any similar governmental entity in any state in a contemporaneous agreement let under the same or similar financial terms and circumstances for comparable supplies or services, the more favorable terms shall be applicable under this Agreement. H. Consultant certifies that it is not delinquent in the payment of any fees, fines, damages, or debts to the City of Evanston. IX. INTEGRATION This Agreement, together with Exhibits A, B, C, and D sets forth all the covenants, conditions and promises between the parties with regard to the subject matter set forth herein. There are no covenants, promises, agreements, conditions or understandings between the parties, either oral or written, other than those contained in this Agreement. This Agreement has been negotiated and entered into by each party with the opportunity to consult with its counsel regarding the terms therein. No portion of the Agreement shall be construed against a party due to the fact that one party drafted that particular portion as the rule of contra proferentem shall not apply. In the event of any inconsistency between this Agreement, and any Exhibits, this Agreement shall control over the Exhibits. In no event shall any proposal or contract form submitted by Consultant be part of this Agreement unless agreed to in a writing signed by both parties and attached and referred to herein as an Addendum, and in such event, only the portions of such proposal or contract form consistent with this Agreement and Exhibits hereto shall be part hereof. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 IN WITNESS WHEREOF, the parties hereto have each approved and executed this Agreement on the day, month and year first above written. CONSULTANT: CITY OF EVANSTON 909 Davis Street EVANSTON, IL 60201 By: ________________________ By:________________________ Luke Stowe Its: ________________________ Its: City Manager FEIN Number: _______________ Date: _______________________ Date: _______________________ Approved as to form: By: Alexandra B. Ruggie Its: Corporation Counsel Revision: April 2021 Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU 39-2725802 CEO Dec 02 2025 12:59 EST 12 / 08 / 2025 Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 EXHIBIT A – Project Milestones and Deliverables This EXHIBIT A to that certain Consulting Agreement dated _______ between the City of Evanston, 909 Davis Street, Evanston, Illinois, 60201(“City”) and First Due (“Consultant”) sets forth the Commencement and Completion Date, Services, Fees, and Reimbursable Expenses as follows: I. COMMENCEMENT DATE: December 1, 2025 or no later than three (3) DAYS AFTER City executes and delivers this Agreement to Consultant. II. COMPLETION DATE: This agreement shall commence on the Commencement Date and remain in full force and effect for a period of thirty-six (36) months, with the option to renew for two (2) additional one-year terms. The go-live date is March 1, 2026. III. FEES: $35,325.00 for year one ($7,950 in one-time fees, and $27,375.00 in year- one subscription fees). Yearly increases to the subscription fees will be approximately 5%, but no more than 7.5% per annum. Consultant will issue an invoice yearly after the commencement date. IV. SERVICES/SCOPE OF WORK: As defined in RFP#25-23 (Exhibit B), Consultant's Response to Proposal (Exhibit C), and Additional Deliverables (Exhibit D). V. EXTERNAL DEPENDENCIES AND DELAYS The Completion Date/go-live date is contingent upon the timely performance and cooperation of City and third parties outside of Consultant’s direct control. Consultant shall not be liable for delays in the go-live date or project milestones caused by: Client Dependencies: Delays in Client's provision of required resources, information, access, decisions, approvals, or performance of Client responsibilities as outlined in the project plan or statement of work. Third-Party Dependencies: Delays caused by third-party vendors, systems, or service providers, including but not limited to (i) Computer-Aided Dispatch (CAD) vendors and system integrations; (ii) IT infrastructure providers; or (iii) Other software vendors or integrators External Circumstances: Delays resulting from factors outside Consultant’s reasonable control, including governmental actions, regulatory changes, or other force majeure events. Timeline Adjustments: In the event of delays attributable to external parties or City dependencies, the Completion Date and related project milestones shall be extended by a period equal to the delay, plus any additional time reasonably required by Consultant to resume performance. Consultant will notify City promptly upon becoming aware of any such delays and will work collaboratively with City to minimize impacts to the project timeline. Good Faith Cooperation: Both parties agree to cooperate in good faith to identify and mitigate potential delays and to maintain reasonable progress toward the go- live date. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 EXHIBIT B – Request for Proposal Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 1 Revised 0 6 -26 -202 5 CITY OF EVANSTON REQUEST FOR PROPOSAL NUMBER: 25-23 For Emergency Management Software for Fire/EMS Incidents July 31, 2025 PROPOSAL DEADLINE: 2:00 P.M., August 26, 2025 VIRTUAL NON-MANDATORY PRE-PROPOSAL MEETING : Friday, August 8 · 10:00 – 11:00A.M. Time zone: CST Google Meet joining info/ Video call link: https://meet.google.com/vab-qcxu-zzr Or dial: 1330-772-(US) +1 971 PIN: 400 433 155# More phone numbers: https://tel.meet/vab- qcxu-zzr?pin=6570353641803 ELECTRONIC BID SUBMITTAL: Bid responses will only be accepted electronically via E -bidding through DemandStar (WWW.DEMANDSTAR.COM ) It is highly recommended that new DemandStar users complete the account setup process prior to project due date/time. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 2 Revised 0 6 -26 -202 5 TABLE OF CONTENTS Notice to Proposers....................................................................................................... 3 1.0 Introduction ........................................................................................................... 4 2.0 Scope of Services ................................................................................................ 4 3.0 Insurance .............................................................................................................. 5 4.0 Submittal Requirements (Please see Attachments) ........................................ 6 5.0 Additional Submittal Requirements ..................................................................... 7 6.0 M/W/D/EBE Goals .............................................................................................. 7 7.0 Evaluation Criteria................................................................................................ 7 8.0 Selection Process ................................................................................................ 8 9.0 Proposed Schedule.............................................................................................. 8 10.0 Questions Regarding RFP .................................................................................. 9 11.0 General Terms and Conditions............................................................................ 9 Price/Costs Form ........................................................................................................... 15-16 RETURN ALL EXHIBITS WITH RFP Exhibit A – Disclosure of Ownership Interests .............................................................. 17 Exhibit B – Additional Information Sheet....................................................................... 20 Exhibit C – Conflict of Interest Form ............................................................................. 21 Exhibit D – Acknowledgement of Understanding .......................................................... 22 Exhibit E – Anti-Collusion Affidavit and Proposer’s Certification ................................. 23 Exhibit F – City of Evanston M/W/D/EBE Policy...................................................... 24 Exhibit G – M/W/D/EBE Participation Compliance Form ....................................... 25 Exhibit G – M/W/D/EBE Utilization Summary Report ............................................. 26 Exhibit H – M/W/D/EBE Participation Waiver Request ........................................... 27 Exhibit I – M/WD//EBE Assistance Organizations ........................................................ 28 Exhibit J – Professional Services Agreement Acknowledgement ............................... 29 Exhibit K - Consultant Certification and Verification .................................................... 30 Exhibit L – Professional Services Agreement............................................................... 31 ADDITIONAL DOCUMENTS DemandStar- E-bidding Instructions……………………………………………………..13 pages Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 3 Revised 0 6 -26 -202 5 CITY OF EVANSTON NOTICE TO PROPOSERS The City’s Purchasing Office will receive proposals until 2:00 P.M. local time on August 26, 2025. Responses will only be accepted electronically via E -bidding through DemandStar (www.demandstar.com ). Although registration is required, vendors can download solicitations and upload responses for free. Proposals shall cover the following: Emergency Management Software for Fire/EMS Incidents RFP Number: 25-23 The City of Evanston’s Fire Department is seeking proposals from experienced firms for : Emergency Management Software for the reporting of Fire and Emergency Medical Service Incidents. There will be a Non-mandatory pre-proposal on August 8, 2025, at 10:00 A.M . via Google Meet joining info/ Video call link: https://meet.google.com/vab-qcxu-zzr. Or dial: (US) 1330-772-+1 971 PIN: 400 433 155#. All firms intending to submit a proposal for this project are encouraged to attend to discuss the proposed work and receive answers to questions related to the project. The above item shall conform to the RFP on file in the Purchasing Office. Parties interested in submitting a proposal should contact the Purchasing Office to receive a copy of the RFP or see the City’s website at: www.cityofevanston.org/business/bids-proposals/ or Demandstar at: www.demandstar.com . The City (the City of Evanston) in accordance with the laws of the State of Illinois, hereby notifies all firms that it will affirmatively ensure that the contract(s) entered into pursuant to this notice will be awarded to the successful firm without discrimination on the grounds of race, color, religion, sex, age, sexual orientation marital status, disability, familial status or national origin. The City of Evanston reserves the right to reject any or all submittals or to accept the submittal(s) deemed most advantageous to the City. The Evanston City Council also reserves the right to award the contract to an Evanston firm if that firm’s bid is within 5% of the low bid. Each Proposer shall be required to submit with his/her proposal a Disclosure of Ownership Interest Statement Form in accordance with Section 1-18-1 et seq. of the City Code. Failure to submit such information may result in the disqualification of such proposal. Cheryl Stuart Purchasing Specialist Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 4 Revised 0 6 -26 -202 5 CITY OF EVANSTON Request for Proposal 1.0 INTRODUCTION The City is seeking proposals for RFP # 25-23 – Emergency Management Software for Fire & Emergency Medical Service (EMS) incident reporting to improve emergency response and streamline operations. The software should simplify incident documentation, connect with hospitals, and comply with NEMSIS and NFIRS/NERIS standards. The Evanston Fire Department (EFD) operates five fire stations and a headquarters, with 118 personnel responding to over 12,000 incidents in 2024, with over two-thirds of the calls being EMS related. The contract term desired is for a period of December 1, 2025 through November 31, 2028 with two (2) additional one (1)-year options to renew. Contact with City personnel in connection with this RFP shall not be made other than as specified in this RFP. Unauthorized contact of any City personnel may be cause for rejection of a proposal. Prior to the submittal of a proposal, Proposers are advised to carefully examine • the contract documents • project scope and work tasks to be accomplished • specifications • submittal requirements • insurance requirements and required documentation Proposers are advised to become thoroughly familiar with all conditions, instructions and specifications governing this RFP. Proposals shall be made in accordance with these instructions. Proposals shall be submitted on the forms provided by the City The City will not be liable in any way for any costs incurred by respondents in replying to this Request for Proposal. 2.0 SCOPE OF SERVICES The Evanston Fire Department (EFD) responds to over 12,000 calls a year with over two-thirds being EMS related. The Department uses patient care reporting (ePCR) software to document the medical care provided by the EFD members. In addition, the EFD uses the software for fire incidents, including NFIRS compliance with FEMA. The Fire Department has used the current software for the past 7+ years. However, the EFD has found the program increasingly difficult to use, especially during software upgrades, to maintain compliance with various regulations and statutes. The EFD depends on highly specialized software to record each incident Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 5 Revised 0 6 -26 -202 5 accurately , which is essential for reporting to the State and FEMA . In addition, the EFD would like to improve its data analytics/reporting and receive enhanced vendor support. System Requirements: In addition to the list provided below, vendors are encouraged to provide information on other features and new functionalities that may better support or enhance fire administration activities. • NEIRS compliant • Geofencing • Statistical dashboard with mapping, filtering, and record sorting • Report Generator • Hydrant Inventory • SFTP server for direct connection with the City of Evanston’s CAD System, currently contracted with Tyler Technologies (via Cloud) • Integrate with Vector Solutions, Vector Schedule, Health EMS/Sansio, EMS-MC, and other applications • Transfer of all legacy data • IOS and PC Apps • Sandbox test prior to award (if chosen as finalist after scoring and demos) All proposals must clearly identify and provide details about the recommended modules, the software licensing module, system configuration including network, hardware, and software requirements, data security practices, system security practices’ uptime and service level commitments, and customer support models. Proposals should also explain the vendor’s post -implementation support model, system warranties, how ongoing maintenance and updates are carried out, and the typical support staff required to maintain the system. Vendors will be expected to provide training for end-users. Training would take place at the Evanston Fire Department headquarters in Evanston, Illinois. Training should include instructional materials and course instructions. The City will be allowed to reproduce training materials for purposes of training personnel on the system. The current software is contracted through February 2026. The new contract will commence on December 1, 2025, and have approximately three (3) months to integrate and go live by March 1, 2026. 3.0 INSURANCE Consultant shall carry and maintain at its own cost with such companies as are reasonably acceptable to City all necessary liability insurance (which shall include as a minimum the requirements set forth below) during the term of this Agreement, for damages caused or contributed to by Consultant, and insuring Consultant against claims which may arise out of or result from Consultant’s performance or failure to perform the Services hereunder. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 6 Revised 0 6 -26 -202 5 The consultant must provide an insurance certificate naming the City of Evanston as an additional insured and will provide a variety of insurances including: ▪ comprehensive general liability - $3,000,000 combined single limit for each occurrence f or bodily injury and property damage – designating the City as Additional Insured ▪ Workers Compensation - Statutory Limits ▪ Automobile Liability - $1,000,000 per occurrence for all claims arising out of bodily injuries or death and property damages. ▪ errors and omissions or professional liability insurance - $1,000,000 The surety and the insurance company must have not less than an A+ rating from the Alfred M. Best Co., Inc. and be approved by the City of Evanston. Consultant’s certificate of insurance shall contain a provision that the coverage afforded under the policy(s) will not be canceled or reduced without thirty (30) days prior written notice (hand delivered or registered mail) to City. 4.0 SUBMITTAL REQUIREMENTS The City will no longer accept hard copy paper submittals for any solicitation. Responses will only be accepted electronically via E -bidding through DemandStar. Respondents are still required to complete all of the bid documents and provide all of the requested information in a pdf file(s). Please refer to attached DemandStar e- bidding documents. ANY PROPOSALS RECEIVED AFTER THE SUBMITTAL DEADLINE, WILL NOT BE ACCEPTED. It is the sole responsibility of the proposer to insure that his or her proposal is delivered by the stated time. THE CITY IS NOT RESPONSIBLE FOR IMCOMPLETE UPLOADED SUBMITTALS.. A. Cover Letter The cover letter will include the following: • introduction of firm signed by an authorized Principal of the firm • name of firm • address of firm • phone number of the firm submitting the proposal • include the name and signature of an authorized binding official who is authorized to answer questions regarding the firm’s proposal B. Qualifications and Experience of Firm and/or Team • All respondents shall describe other contracts (at least 3, but no more than 5) similar in scope, size, or discipline to the required services described herein, performed or undertaken within the past five years. • The respondent must provide references, including name, address and telephone number of a contact person for each project identified and described. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 7 Revised 0 6 -26 -202 5 • Indicate commencement dates, duration and type of operation . • Provide a list of all Municipal clients in Illinois. C. Area/Regional Manager(s) Clearly identif y the professional staff person(s) who would be assigned as your Area/Regional Manager(s) and provide resumes. The proposal should indicate the abilities, qualifications and experience of these individuals. D. Fees Provide a copy of your fees/prices on the attached price/costs form (see pages 15-16). E. Contract The City has attached its standard contract in Exhibit L (see page 31– Professional Services Agreement). Identify all exceptions to the agreement that would prevent your Firm from executing it. The City shall not consider or negotiate regarding exceptions submitted at any time after the submission of the Proposer’s response. 5.0 ADDITIONAL SUBMISSION REQUIREMENTS None. 6.0 M/W/D/EBE GOALS The City has a goal of 25% of the contract amount for the participation and utilization of Minority -Owned, Women-Owned, Disadvantaged and Evanston-based businesses (M/W/D/EBEs) in completing a portion of the services required by the City. All respondents must submit a statement of the proposed involvement of M/W/D/EBEs in completing a portion of the required services. Provide a copy of the certification for M/W/D/EBEs that will assist in achieving the M/W/D/EBE goal with your submittal as well as the appropriate M/W/D/EBE forms or Request for Waiver. Any questions regarding M/W/D/EBE compliance should be submitted in writing to Tammi Nunez Purchasing Manager at tnunez@cityofevanston.org. 7.0 EVALUATION CRITERIA The City will select the successful firm through an evaluation process based on the firm meeting the specifications which are outlined in this RFP. A review committee will review in detail all proposals that are received. During the evaluation process, the City may require a Proposer’s representative to answer questions with regard to the proposal and/or make a formal presentation to the review committee. The review committee will make a recommendation to award the contract based on the criteria set forth below. This contract will be forwarded to the City Council for final approval. The evaluation criteria listed below will be used in the selection of the successful Proposer. A. Qualifications and Expertise Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 8 Revised 0 6 -26 -202 5 B. Price C. Organization and Completeness of Proposal D. Willingness to Execute the City of Evanston’s Professional Services Agreement E. M/W/D/EBE Participation 8.0 SELECTION PROCESS The City will select a firm on the basis of the responsiveness of the proposal to the RFP submittal requirements, the evaluation criteria stated above and the demonstrated willingness to execute an acceptable written contract. The City reserves the right to reject any or all proposals, and to request written clarification of proposals and supporting materials from the Proposer. While it is the intent of the City to award a single firm, t he City reserves the right to award in part or in whole and to select multiple firms and/or individuals, depending on whichever decision is deemed to be most advantageous to the City. Responses may be rejected if the firm fails to perform any of the following: A. Adhere to one or more of the provisions established in this Request for Proposal. B. Demonstrate competence, experience, and the ability to provide the services described in this Request for Proposal. C. Submit a response on or before the deadline and complete all required forms. D. To fulfill a request for an oral presentation. E. To respond to a written request for additional information. Discussions and/or interviews may be conducted with responsible firms that have submitted proposals in order to clarify certain elements. All proposals shall be afforded fair and equal treatment with respect to any opportunity for clarification. In conducting discussion, there shall be no disclosure of information derived from proposals submitted by competing firms. The selection shall be done by the City’s review committee and will be recommended to the City Council for final approval. If the City is unable to reach any sort of agreement with the selected firm, the City will discontinue negotiations with the selected firm and begin negotiations with the firm ranked second and so on until agreement is reached. The firm to be recommended to the City Council will be the one whose proposal is determined to be the most advantageous to the City in consideration of price and all other evaluation factors which are set forth in this Request for Proposal No other factors or criteria not listed in this RFP shall be used in the evaluation. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 9 Revised 0 6 -26 -202 5 9.0 PROPOSED SCHEDULE The tentative schedule for this RFP and project process is as follows: 1. RFP issued……………………………………….July 31, 2025 2. Non-m andatory Pre-Proposal Conference……August 8, 2025 3. Last Day to submit questions ............................ August 15, 2025 4. Final Addendum Issued .................................... August 20, 2025 5. RFP Submission Due Date .............................. August 26, 2025 6. Vendor Demos…………………………………. September 2025 7. Vendor to offer Sandbox ……………………… September/October 2025 8. City Council Award of Contract ........................ November 10, 2025 9. Contract Effective ............................................. December 1, 2025 10.0 QUESTIONS REGARDING RFP All questions related to this RFP should be submitted in writing to Cheryl Stuart, Purchasing Specialist at cstuart@cityofevanston.org with a c opy to Susie Hall, Management Analyst at shall@cityofevanston.org. 11.0 GENERAL TERMS AND CONDITIONS A. Confidentiality In connection with this Agreement, City may provide Consultant with information to enable Consultant to render the Services hereunder, or Consultant may develop confidential information for City. Consultant agrees (i) to treat, and to obligate Consultant’s employees to treat, as secret and confidential all such information whether or not identified by City as confidential, (ii) not to disclose any such information or make available any reports, recommendations and /or conclusions which Consultant may make for City to any person, firm or corporation or use the same in any manner whatsoever without first obtaining City’s written approval, and (iii) not to disclose to City any information obtained by Consultant on a confidential basis from any third party unless Consultant shall have first received written permission from such third party to disclose such information. Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the possession of others whom the City has contracted with to perform a governmental function are covered by the Act and subject to disclosure withi n limited statutory timeframes (five (5) working days with a possible five (5) working day extension). Upon notification from the City that it has received a Freedom of Information Act request that calls for records within the Consultant’s control, the Consultant shall promptly provide all requested records to the City so that the City may comply with the request within the required timeframe. The City and the Consultant shall cooperate to determine what records are subject to such a request and whether or not any exemption to the disclosure of such records or part thereof is applicable. The Purchasing Specialist will endeavor to advise the firm of any request for the disclosure of the material so marked with “TRADE SECRET”, “CONFIDENTIAL”, or “PROPRIETARY”, and give the firm or other submitting party the opportunity to seek a court order to protect such materials from Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 10 Revised 0 6 -26 -202 5 disclosure. If the requested material was submitted by a party other than the firm, then the firm shall be solely responsible for notifying the submitting party of the request. The City’s sole responsibility is to notify the firm of the request for disclosure, and the City shall not be liable for any damages resulting out of such disclosure, whether such disclosure is deemed required by law, by an order of court or administrative agency, or occurs through inadvertence, mistake, negligence on the part of the City or its officers, or employees. B. Withdrawal of Proposal Proposals may be withdrawn prior to the submittal deadline. Withdrawal may be attained by written request; however, no offer can be withdrawn within the ninety (90) day period which occurs after the time is set for closing. Proposers who withdraw their proposals prior to the designated date and time may still submit another proposal if done in accordance with the proper time frame. C. Exceptions to Specifications Exceptions to these specifications shall be listed and explained on a separate page titled “Exceptions to Specifications”, which shall be prepared by the Proposer. This page shall then be attached to these documents and submitted at the same time as the proposal. Each exception must refer to the page number and paragraph to which it is relevant. The nature and reasoning of each exception shall be explained in its entirety. Any exceptions to these specifications may be cause for rejection of the proposal. D. Hold Harmless Consultant shall defend, indemnify and hold harmless the City and its officers, elected and appointed officials, agents, and employees from any and all liability, losses, or damages as a result of claims, demands, suits, actions, or proceedings of any kind or nature, including but not limited to costs, and fees, including attorney’s fees, judgments or settlements, resulting from or arising out of any negligent or willful act or omission on the part of the Consultant or Consultant’s sub-contractors, employees, agents or sub-contractors during the performance of this Agreement. Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided. This provision shall survive completion, expiration, or termination of this Agreement. Nothing contained herein shall be construed as prohibiting the City, or its officers, agents, or employees, from defending through the selection and use of their own agents, attorneys, and experts, any claims, actions or suits brought against them. The Consultant shall be liable for the costs, fees, and expenses incurred in the defense of any such claims, actions, or suits. Nothing herein shall be construed as a limitation or waiver of defenses available to the City and employees and agents, including but not limited to the Illinois Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1 - 101 et seq. At the City Corporation Counsel’s option, Consultant must defend all suits brought upon all such Losses and must pay all costs and expenses incidental to them, but the City has the right, at its option, to participate, at its own cost, in the Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 11 Revised 0 6 -26 -202 5 defense of any suit, without relieving Consultant of any of its obligations under this Agreement. Any settlement of any claim or suit related to this Agreement by Consultant must be made only with the prior written consent of the City Corporation Counsel, if the settlement requires any action on the part of the City. To the extent permissible by law, Consultant waives any limits to the amount of its obligations to indemnify, defend, or contribute to any sums due under any Losses, including any claim by any employee of Consultant that may be subject to the Illinois Workers Compensation Act, 820 ILCS 305/1 et seq. or any other related law or judicial decision, including but not limited to, Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does not waive any limitations it may have on its liability under the Illinois Workers Compensation Act, the Illinois Pension Code or any other statute. Consultant shall be responsible for any losses and costs to repair or remedy work performed under this Agreement resulting from or arising out of any act or omission, neglect, or misconduct in the performance of its Work or its sub- consultants’ work. Acceptance of the work by the City will not relieve the Consultant of the responsibility for subsequent correction of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting therefrom. All provisions of this Section shall survive completion, expiration, or termination of this Agreement. E. Addenda Any and all changes to these documents are valid only if they are included via written addendum to all respondents. Each respondent should acknowledge receipt of any addenda by indicating same in their proposal submission. Each respondent acknowledging receipt of any addenda is responsible for the contents of the addenda and any changes to the proposal therein. Failure to acknowledge any addenda may cause the proposal to be rejected. Addenda information is available over the internet at City of Evanston Notices & Documents or www.demandstar.com , or by contacting the Purchasing Office, 847-866-2935. F. Term The contract is for three (3) years with two (2) one (1)-year options to renew . The City may terminate a contract for either cause or convenience. G. Non-Appropriation of Funds The City of Evanston reserves the right to terminate in whole or in part of the contract in the event that insufficient funds to complete the contract are appropriated by Evanston City Council. H. Property of the City All discoveries and documents produced as a result of any service or project undertaken on behalf of the City of Evanston shall become the property of the City. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 12 Revised 0 6 -26 -202 5 I. Payment Terms The consultant shall submit invoices detailing the services provided , project, professional staff , and hours. Payment shall be made in accordance with the Local Government Prompt Payment Act. Please note that failure to provide a detailed invoice could result in delay of payment and include termination of any agreement. J. Disclosures and Potential Conflicts of Interest The City of Evanston’s Code of Ethics prohibits public officials or employees from performing or participating in an official act or action with regard to a transaction in which he has or knows he will thereafter acquire an interest for profit, without full public disclosure of such interest. This disclosure requirement extends to the spouse, children and grandchildren, and their spouses, parents and the parents of a spouse, and brothers and sisters and their spouses. To ensure full and fair consideration of all proposals, the City of Evanston requires all Proposers including owners or employees to investigate whether a potential or actual conflict of interest exists between the Proposer and the City of Evanston, its officials, and/or employees. If the Proposer discovers a potential or actual conflict of interest, the Proposer must disclose the conflict of interest in its proposal, identifying the name of the City of Evanston official or employee with whom the conflict may exist, the nature of the conflict of interest, and any other relevant information. The existence of a potential or actual conflict of interest does NOT, on its own, disqualify the disclosing Proposer from consideration. Information provided by Proposers in this regard will allow the City of Evanston to take appropriate measures to ensure the fairness of the proposal process. The City requires all Proposers to submit a certification, enclosed with this RFP, that the Proposer has conducted the appropriate investigation and disclosed all potential or actual conflicts of interest. K. Protests Any actual or prospective Proposer, who is aggrieved in connection with the solicitation or award of a contract, may protest to the Purchasing Office. The protest shall be submitted in writing within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. ▪ The Proposer shall submit any protests or claims regarding this solicitation to the Purchasing Office. ▪ A pre-bid protest must be filed five (5) days before the bid opening or proposal submittal. ▪ A pre-award protest must be filed no later than ten (10) days after the bid opening date or proposal deadline. ▪ A post-award protest must be filed no later than ten (10) days after the award of the Contract. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 13 Revised 0 6 -26 -202 5 All claims by a Proposer against the City relating to a contract shall be submitted in writing to the Purchasing Specialist. The City will only consider protests that are properly and timely submitted. All protests or claims must set forth the name and address of the protester, the contract number, the grounds for the protest or claim, and the course of action that the protesting party desires the Purchasing Specialist to take. Statements shall be sworn and submitted under penalty of perjury. L. Authority To Resolve Protests And Contract Claims Protests: The Purchasing Specialist shall have the authority to consider and resolve a protest of an aggrieved Proposer, actual or prospective, concerning the solicitation or award of a contract. The City shall issue a written decision and that decision is final. Contract Claims : The Purchasing Specialist, after consulting with Corporation Counsel, shall have the authority to resolve contract claims, subject to the approval of the City Manager or City Council, as applicable, regarding any settlement that will result in a change order or contract modification. Each Proposer, by submitting a response to this RFP, expressly recognizes the limitations on its rights to protest provided in this Section and expressly waives all other rights and remedies and agrees that the decision on the protest is final and conclusive. If a Proposer disregards, disputes or does not follow the exclusive protest remedies provided in this Section, it shall indemnify and hold the City and its officers, employees, agents and consultants harmless from and against all liabilities, fees and costs, including legal and consultant fees and costs, and damages incurred or suffered as a result of such Proposer’s actions. Each Proposer, by submitting a response to this RFP, shall be deemed to have irrevocably and unconditionally agreed to this indemnity obligation. M. Litigation For purposes of this Section, the following terms are defined as follows: “issue” means any prior or pending litigation or investigation, either civil or criminal, or any governmental agency action or proceeding (the “issue”), which may affect the performance of the services to be rendered herein. For purposes of this Section, an “issue” shall also include any criminal, civil, or administrative penalty or finding imposed against any covered individual. An issue occurring within seven (7) years of the date preceding the date of the Proposer’s response shall be disclosed by the Proposer. “covered individual” means any principal, president, managing partner, or vice - president, affiliated in anyway with the Firm, and the Firm’s employees or sub- contractors. All proposers shall identify and describe with particularity any issue. The City, and not Proposer, has the sole discretion to determine whether an issue may affect the performance of the services. Failure of any Proposer to comply with Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 14 Revised 0 6 -26 -202 5 this mandatory obligation shall, at the City’s sole discretion, result in the Proposer’s response being deemed non-responsive and not responsible. Failure of any Proposer to comply with the obligation specified herein may result in the voiding any subsequent contract award to Proposer if the City discovers upon the exercise of its customary due diligence that Proposer failed to comply with the mandatory obligation in this Section. The City reserves all rights to take any other actions in the case of a Proposer’s non-compliance with this Section. N. Sub-contractors If any firm submitting a proposal intends on sub-contracting out all or any portion of the engagement, that fact, and the name of the proposed sub-contracting firm(s) must be clearly disclosed in the proposal. Following the award of the contract, no additional sub-contracting will be allowed without the prior written consent of the City of Evanston. O. Contact with City Personnel All Proposers are prohibited from making any contact with the City Manager, City Council, or any other official or employee of the City with regard to the Project, other than in the manner and to the person(s) designated herein. The Purchasing Specialist reserves the right to disqualify any Proposer found to have contacted City Personnel in any manner with regard to the Project. Additionally, if it is determined that the contact with City Personnel was in violation of any provision of 720 ILCS 5/33EE, the matter may be referred to the Cook County State’s Attorney for review and prosecution. P. Costs Incurred The City of Evanston assumes no responsibility or liability for costs incurred by the Proposer prior to the execution of a contract. This includes costs incurred by the Proposer as a result of preparing a response to this RFP. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 15 Revised 0 6 -26 -202 5 Price Cost Form Software Licensing Costs Item Description Quantity Unit Cost Extended Cost Notes Reporting Software License (Annual) 1 Additional User Licenses 115 API Access or Integration Cloud Hosting/ SaaS Fees On-Premises Deployment Implementation and Setup Costs Item Description Hours Hourly Rate Extended Cost Notes Initial Setup and Configuration Data Migration System Integration Customization of Reports Project management Training & Support Costs Item Description Units/Hours Rate/Cost Extended Cost Notes User Training Sessions Administrator Training Documentation Technical Support (Annual) On-Demand Support (Hourly) Ongoing Maintenance & Upgrades Item Description Frequency Cost Notes Annual Maintenance Annual Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 16 Revised 0 6 -26 -202 5 and Updates Major Version Upgrades As needed License Renewal Fees Annual Total Estimated Cost Software Licensing Implementation & Setup Training & Support Maintenance & Upgrades Grand Total Optional/Alternate Pricing • Tiered pricing options • Bundled services • Multi-year contract discounts Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 17 Revised 0 6 -26 -202 5 Exhibit A DISCLOSURE OF OWNERSHIP INTERESTS The City of Evanston Code Section 1-18-1 et seq. requires all persons (APPLICANT) seeking to do business with the City to provide the following information with their proposal. Every question must be answered. If the question is not applicable, answer with "NA". APPLICANT NAME: ______________________________________ APPLICANT ADDRESS: ______________________________________ TELEPHONE NUMBER: ______________________________________ FAX NUMBER: ______________________________________ APPLICANT is (Check One) ( ) Corporation ( ) Partnership ( ) Sole Owner ( ) Association Other ( ) ________________________________________________________ Please answer the following questions on a separate attached sheet if necessary. SECTION I - CORPORATION 1a. Names and addresses of all Officers and Directors of Corporation. _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 1b. (Answer only if corporation has 33 or more shareholders.) Names and addresses of all those shareholders owning shares equal to or in excess of 3% of the proportionate ownership interest and the percentage of shareholder interest. (Note: Corporations which submit S.E.C. form 10K m ay substitute that statement for the material required herein.) _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 18 Revised 0 6 -26 -202 5 1c. (Answer only if corporation has fewer than 33 shareholders.) Names and addresses of all shareholders and percentage of interest of each herein. (Note: Corporations which submit S.E.C. form 10K may substitute that statement for the material requested herein.) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ SECTION 2 - PARTNERSHIP/ASSOCIATION/JOINT VENTURE 2a. The name, address, and percentage of interest of each partner whose interests therein, whether limited or general, is equal to or in excess of 3%. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 2b. Associations: The name and address of all officers, directors, and other members with 3% or greater interest. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ SECTION 3 - TRUSTS 3a. Trust number and institution. ______________________________________________________________________ 3b. Name and address of trustee or estate administrator. ______________________________________________________________________ ______________________________________________________________________ 3c. Trust or estate beneficiaries: Name, address, and percentage of interest in total entity. ______________________________________________________________________ ______________________________________________________________________ Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 19 Revised 0 6 -26 -202 5 SECTION 4 - ALL APPLICANTS - ADDITIONAL DISCLOSURE 4a. Specify which, if any, interests disclosed in Section 1, 2, or 3 are being held by an agent or nominee, and give the name and address of principal. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 4b. If any interest named in Section 1,2, or 3 is being held by a "holding" corporation or other "holding" entity not an individual, state the names and addresses of all parties holding more than a 3% interest in that "holding" corporation or entity as required in 1(a), 1(b), 1(c), 2(a), and 2(b). ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 4c. If "constructive control" of any interest named in Sections 1,2, 3, or 4 is held by another party, give name and address of party with constructive control. ("Constructive control" refers to control established through voting trusts, proxies, or special terms of venture of partnership agreements.) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ I have not withheld disclosure of any interest known to me. Information provided is accurate and current. ______________________ ______________________________________ Date Signature of Person Preparing Statement ______________________________________ Title ATTEST: ____________________________ Notary Public (Notary Seal) Commission Expires: _____________________ Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 20 Revised 0 6 -26 -202 5 EXHIBIT B ADDITIONAL INFORMATION SHEET Proposal Name: _______________________________________________ Proposal Number #: _________________________________________________ Company Name: __________________________________________________ Contact Name: ___________________________________________________ Address: ________________________________________________________ City,State, Zip: ____________________________________________________ Telephone/FAX: #_________________________________________________ E-mail: __________________________________________________________ Comments: _____________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 21 Revised 0 6 -26 -202 5 Exhibit C CONFLICT OF INTEREST FORM ___________________________________________________, hereby certifies that it has conducted an investigation into whether an actual or potential conflict of interest exists between the bidder, its owners and employees and any official or employee of the City of Evanston. Proposer further certifies that it has disclosed any such actual or potential conflict of interest and acknowledges if bidder/Proposer has not disclosed any actual or potential conflict of interest, the City of Evanston may disqualify the bid/proposal. ______________________________________________________________________ (Name of Bidder/Proposer if the Bidder/Proposer is an Individual) (Name of Partner if the Bidder/Proposer is a Partnership) (Name of Officer if the Bidder/Proposer is a Corporation) The above statements must be subscribed and sworn to before a notary public. Subscribed and Sworn to this _____ day of ______________, 20 Notary Public Failure to complete and return this form may be considered sufficient reason for rejection of the bid / proposal. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 22 Revised 0 6 -26 -202 5 Exhibit D ACKNOWLEDGEMENT OF UNDERSTANDING THE SECTION BELOW MUST BE COMPLETED IN FULL AND SIGNED The undersigned hereby certifies that they have read and understand the contents of this solicitation and attached service agreements, and agree to furnish at the prices shown any or all of the items above, subject to all instructions, conditions, specifications and attachments hereto. Failure to have read all the provisions of this solicitation shall not be cause to alter any resulting contract or to accept any request for additional compensation. By signing this document, the Proposer hereby certifies that they are not barred from bidding on this contract as a result of bid rigging or bid rotating or any similar offense (720 ILCS S/33E-3, 33E-4). Authorized Signature: Company Name: Typed/Printed Name: Date: Title: Telephone Number: Email: Fax Number: Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 23 Revised 0 6 -26 -202 5 Exhibit E ANTI-COLLUSION AFFIDAVIT AND PROPOSER’S CERTIFICATION ______________________________________, being first duly sworn, deposes and says that he is ________________________________________ (Partner, Officer, Owner, Etc.) of ________________________________ (Proposer) The party making the foregoing proposal or bid, that such bid is genuine and not collusive, or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference with any person; to fix the bid price element of said bid, or of that of any other bidder, or to secure any advantage against any other bidder or any person interested in the proposed contract. The undersigned certifies that he is not barred from bidding on this contract as a result of a conviction for the violation of State laws prohibiting bid-rigging or bid-rotating. (Name of Bidder if the Bidder is an Individual) (Name of Partner if the Bidder is a Partnership) (Name of Officer if the Bidder is a Corporation) The above statements must be subscribed a sworn to before a notary public. Subscribed and Sworn to this ________ day of _____________________, 20 __________________________________________ Notary Public Commission Expires: ________________________ Failure to complete and return this form may be considered sufficient reason for rejection of the bid. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 24 Revised 0 6 -26 -202 5 EXHIBIT F CITY OF EVANSTON M/W/D/EBE POLICY A City of Evanston goal is to provide contracting and sub-contracting opportunities to Minority Business Enterprises, Women Business Enterprises, Disadvantaged and Evanston Business Enterprises. The goal of the Minority, Women, Disadvantaged and Evanston Business Enterprise Program (M/W/D/EBE) is to assist such businesses with opportunities to grow. To assist such growth, the City’s goal is to have general contractors utilize M/W/D/EBEs to perform no less than 25% of the awarded contract . Firms bidding on projects with the City must work to meet the 25% goal or request a waiver from participation. It is advised that bidders place advertisements requesting sub- contractors and that they email or contact individual firms that would be appropriate to partner in response to the project. For samples of possible advertisements, see the City of Evanston’s Business Diversity Section http://www.cityofevanston.org/business/business- diversity/ (Sample Advertisement) If a bidder is unable to meet the required M/W/D/EBE goal, the Bidder must seek a waiver or modification of the goal on the attached forms. Bidder must include: 1. A narrative describing the Bidder’s efforts to secure M/W/D/EBE participation prior to the bid opening. 2. Documentation of each of the assist agencies that were contacted, the date and individual who was contacted, and the result of the conversation (see form) 3. A letter attesting to instances where the bidder has not received inquiries/proposals from qualified M/W/D/EBEs 4. Names of owners, addresses, telephone numbers, date and time and method of contact of qualified M/W/D/EBE who submitted a proposal but was not found acceptable. 5. Names of owners, addresses, telephone numbers, date and time of contact of at least 15 qualified M/W/D/EBEs the bidder solicited for proposals for work directly related to the Bid prior to the bid opening (copies must be attached). If a bidder is selected with a Sub-contractor listed to meet the M/W/D/EBE goal, a “monthly utilization report” will be due to the City prior to each payment being issued to the Contractor. This report will include documentation of the name of the firm hired, the type of work that firm performed, etc. Should the M/W/D/EBE not be paid according to the schedule proposed in this document, the City reserves the right to cancel the contract. Examples of this monthly form can be found on the City’s website: http://www.cityofevanston.org/business/business-diversity/ (MWDEBE Monthly Utilization Report). Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 25 Revised 0 6 -26 -202 5 EXHIBIT G M/W/D/EBE PARTICIPATION COMPLIANCE FORM I do hereby certify that _________________________________________________ (Name of firm) intends to participate as a Subcontractor or General Contractor on the project referenced above. This firm is a (check only one): ______ Minority Business Enterprise (MBE), a firm that is at least 51% managed and controlled by a minority, certified by a certifying agency within Illinois. ______ Women’s Business Enterprise (WBE), a firm that is at least 51% managed and controlled by a woman, certified by a certifying agency within Illinois. ______ Disadvantaged Business Enterprise (DBE), a firm that is at least 51% managed and controlled by a disadvantaged, certified by a certifying agency within Illinois. ______ Evanston Based Enterprise (EBE), a firm located in Evanston for a minimum of one year and which performs a “commercially useful function”. Total proposed price of response $_____________________ Amount to be performed by a M/W/D/EBE $_____________________ Percentage of work to be performed by a M/W/D/EBE _____________________% Information on the M/W/D/EBE Utilized: Name __________________________________________________________ Address ____________________________________________________ Phone Number Signature of firm attesting to participation ____________________________ Title and Date ____________________________________________________ Type of work to be performed ________________________________________ Please attach: 1. Proper certification documentation if applying as a M/W /D/EBE and check the appropriate box below. This M/W/D/EBE will be applying with documentation from: ❑ Cook County State of Illinois Certification Federal Certification Women’s Business Enterprise National Council City of Chicago Chicago Minority Supplier Development Council 2. Attach business license if applying as an EBE Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 26 Revised 0 6 -26 -202 5 EXHIBIT G M/W/D/EBE UTILIZATION SUMMARY REPORT The following Schedule accurately reflects the value of each MBE/WBE/DBE/EBE sub- agreement, the amounts of money paid to each to date, and this Pay Request. The total proposed price of response submitted is _____________________. MBE/WBE/DBE/EBE FIRM NAME FIRM TYPE (MBE/WBE/ DBE/EBE) SERVICES PERFORMED AMOUNT OF SUB- CONTRACT PERCENT OF TOTAL CONTRACT AMOUNT $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTAL $ Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 27 Revised 0 6 -26 -202 5 Exhibit H M/W/D/EBE PARTICIPATION WAIVER REQUEST I am ___ of _____, and I have authority to (Title) (Name of Firm) execute this certification on behalf of the firm. I ___________ do (Name) hereby certify that this firm seeks to waive all or part of this M/W/D/EBE paritcipation goal for the following reason(s): (CHECK ALL THAT APPLY. SPECIFIC SUPPORTING DOCUMENTATION MUST BE ATTACHED.) ______ 1. No M/W/D/EBEs responded to our invitation to bid. ______ 2. An insufficient number of firms responded to our invitation to bid. For #1 & 2, please provide a narrative describing the outreach efforts from your firm and proof of contacting at least 15 qualified M/W/D/EBEs prior to the bid opening. Also, please attach the accompanying form with notes regarding contacting the Assist Agencies. ______ 3. No sub-contracting opportunities exist. Please attach a written explanation of why sub-contracting is not feasible. Please provide details supporting your request. ______ 4. M/W/D/EBE participation is impracticable. Please attach a written explanation of why M/W/D/EBE participation is impracticable. Please provide details supporting your request. Therefore, we request to waive _____of the 25% utilization goal for a revised goal of _____%. Signature: Date: (Signature) Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 28 Revised 0 6 -26 -202 5 EXHIBIT I M/W/D/EBE Assistance Organizations (“Assist Agencies”) Form AGENCY DATE CONTACTED CONTACT PERSON RESULT OF CONVERSATION Association of Asian Construction Enterprises (AACE ) 5500 Touhy Ave., Unit K Skokie, IL. 60077 Phone: 847-525-9693 Perry Nakachii, President Black Contractors United (BCU) 400 W. 76th Street Chicago, IL 60620 Phone: 773-483-4000; Fax: 773-483-4150 Email: bcunewera@ameritech.net Chicago Minority Business Development Council 105 West Adams Street Chicago, Illinois 60603 Phone: 312-755-8880; Fax: 312-755-8890 Email: info@chicagomsdc.org Shelia Hill, President Evanston Minority Business Consortium, Inc. P.O. Box 5683 Evanston, Illinois 60204 Phone: 847-492-0177 Email: embcinc@aol.com Federation of Women Contractors 5650 S. Archer Avenue Chicago, Illinois 60638 Phone: 312-360-1122; Fax: 312-360-0239 Email: FWCChicago@aol.com Contact Person: Beth Doria Maureen Jung, President Hispanic American Construction Industry (HACIA) 901 W. Jackson, Suite 205 Chicago, IL 60607 Phone: 312-666-5910; Fax: 312-666-5692 Email: info@haciaworks.org Women’s Business Development Ctr. 8 S. Michigan Ave, Suite 400 Chicago, Illinois 60603 Phone: 312-853-3477 X220; Fax: 312-853-0145 Email: wbdc@wbdc.org Carol Dougal, Director PLEASE NOTE : Use of M/W/D/EBE Assistance Organizations (“Assist Agencies”) Form and agencies are for use as a resource only. The agencies and or vendors listed are not referrals or recommendations by the City of Evanston. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 29 Revised 0 6 -26 -202 5 Exhibit J Professional Services Agreement Acknowledgement Page The City has attached its standard professional services agreement as an exhibit to this RFP. Identify all exceptions to the agreement that would prevent your firm from executing it . The City shall not consider or negotiate regarding exceptions submitted at any time after the submission of the Proposer’s response. Please check one of the following statements: ____I have read the professional services agreement and plan on executing the agreement without any exceptions. My firm cannot execute the City’s standard professional service agreement unless the exceptions noted below or in the attached sample professional services agreement are made. ***Please be aware that submitting exceptions to the contract may impact the likelihood of your firm being selected to perform this work. List exceptions in the area below: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________ Authorized Signature: Company Name: Typed/Printed Name and Title: Date: Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 30 Revised 0 6 -26 -202 5 Exhibit K Consultant Certification and Verification I certify in accordance with the Professional Services Agreement, the agents, employees and subcontractors of [CONSULTANT FIRM] are in compliance and will comply with City work rules and policies applicable to City employees while they are on City property, including the City’s Workplace Harassment Policy; and Sexual Harassment Policy. I further certify that the agents, employees and subcontractors of [CONSULTANT FIRM] are in compliance with OSHA emergency temporary standard to protect workers from coronavirus. CONSULTANT: By ________________________ Its: ________________________ FEIN Number: _______________ Date: _______________________ Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 EXHIBIT C – First Due Response to Proposal Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Evanston Fire Department (IL) We are excited to present pricing for the First Due Suite! Please see detailed breakdown below. It is important to note that First Due is a cloud-based system, and all Support, Maintenance, Hosting and Upgrades are ALWAYS INCLUDED. 107 Seventh St Garden City, NY 11530, United States First Due Quote Prepared By: Constantine Stade Valid Until: Dec 1, 2025 Quote Number: 1545132000561971530 First Due Modules and Implementation Services Included - Description Incident Reporting - NFIRS NFIRS Incident Documentation, State and Federal Compliance with automated submission. AI Enhanced Documentation: Fire Reporting AI powered transcription and documentation solution to assist with completing NFIRS/NERIS reports. Incident Reporting - ePCR ePCR Incident Documentation, State Compliance with automated submission. AI Enhanced Documentation: ePCR AI powered transcription and documentation solution to assist with completing EMS patient care reports. Personnel Management Store, Manage and Access Employee Records including demographic data, certifications and employment information. Fire Data Bundle Advanced Analytics Includes access to First Due's pre-built "Fire Accreditation" and "Response Time Analysis" reports and dashboards. EMS Data Bundle Advanced Analytics Includes access to First Due's pre-built "EMS Operations" and "Clinical Quality" reports and dashboards. Tyler Technologies Enterprise CAD Integration Receive CAD Data to support First Due Responder and Incident Reporting modules via sFTP utilizing the Tyler Technologies Standard Call Export Kno2 Hospital Connection Fee This will be charged at a rate of $250.00 per hospital connection. The first connection is included at no additional cost. Kno2 Standard Subscription Direct messaging and Unlimited Cloud faxing to deliver PCRs to hospital. Essentials Onsite Training Package Up to 3 Day Onsite Training with 1 certified First Due Instructor Implementation and Configuration Services Services related to configuring and customizing the First Due Platform as described in the Statement of Work. One-Time Subtotal $ 7,950.00 Subscription Subtotal $ 25,425.00 Total Year 1 $ 33,375.00 *Excluding Tax Please do not share or reproduce without proper authorization | © First Due | www.firstdue.com 1 CO N F I D E N T I A L Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Optional Add-Ons First Due Modules Description Price Occupancy Management & Pre-Incident Planning Manage Occupancies, Pre-Incident Mapping, ArcGIS Maps, Fire Systems, Hazardous Material, and Contacts. $ 4,750.00 Responder Web Responder dashboard and Responder iOS/Android App with notifications, statusing and routing. $ 4,250.00 Command Comprehensive Incident Command Module with digital command board, drag and drop task assignment, customizable checklists, live map annotation and automated Incident log. $ 4,950.00 Hydrant Management - Basic Manage Hydrants including hydrants visible on pre-plan & response map, hydrant list, hydrant types, hydrant uploads, ArcGIS hydrant layers, and hydrant setup $ 950.00 Investigations Organize, analyze and document investigations, keeping case information secure and separated from, but integrated with other modules. $ 3,250.00 Scheduling Manage staff schedules with an interactive shift board, configurable call shifts module, messaging, time-off and shift trades. $ 9,550.00 Advanced Training Records with Content Assign Training, Record Completions, View Training Logs, and Manage Certifications. Enables the administration, assignment, and delivery of online training course content. This module also allows users to upload SCORM files to deliver online training to end users. Advanced Training Records Content Packages included with this purchase are listed below separately. $ 8,750.00 Fire & EMS Training Bundle Content Package - Fire Engineering Includes access to First Due’s Interactive Fire & EMS Training Bundle for use in the administration, assignment and delivery of web-based training through First Due Advanced Training Records with Content. This Training Content is subject to the Fire Engineering Training™ Subscription Services Terms and Conditions (the “FET Terms”), which are attached to and made part of the Agreement. The Customer understands and agrees that Clarion Events, Inc. is responsible solely for the obligations contained within the FET Terms, and First Due is responsible for all other obligations contained in your agreement. $ 7,245.00 Fire Content Package - Action Training Systems Includes access to First Due’s Interactive Fire Course Catalog for use in the administration, assignment and delivery of web-based training through First Due Advanced Training Records with Content. $ 2,578.00 EMS Review - Paramedic Content Package - Air Methods Includes access to First Due’s Interactive Paramedic for use in the administration, assignment and delivery of web-based training through First Due Advanced Training Records with Content. AMC Services and AMC Licensed Materials Terms of Service (located here: https://www.onlineascend.com/). $ 7,245.00 Health and Wellness First Due's Health and Wellness module allows for the proactive monitoring of responder health and safety including Exposure History along with Incident, Training or Event correlation, exposure trends to support compliance with organizational health and safety initiatives. $ 2,150.00 Assets & Inventory Assets, vehicles, equipment and inventory management, assets and equipment checks, and work order management. $ 2,750.00 Medications Tracking Track all medications, including DEA Scheduled Medications. Tracking a medication's lifecycle (receipt, usage, waste or removal) by expiration date, lot number or serial number. Ensure compliance with internal and external signatures, as well as advanced role security and authentication. $ 2,000.00 Please do not share or reproduce without proper authorization | © First Due | www.firstdue.com 2 CO N F I D E N T I A L Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Community Connect Online portal for residents and businesses to input critical occupant and property data that can be made available to Emergency Response Agencies during an incident. $ 5,950.00 Kno2 Premium Plus Subscription This includes the ability to Send data to Hospitals, Query Patient Information in the field, and Receive Outcome/Insurance information from the Hospital. $ 6,400.00 Scheduling Integration w/ Third Party (CrewSense) Scheduling Integration with CrewSense $ 1,950.00 First Due Modules Description Price Please do not share or reproduce without proper authorization | © First Due | www.firstdue.com 3 CO N F I D E N T I A L Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 City of Evanston Fire Department Emergency Management Software for Fire/EMS Incidents RFP #25-23 August 26, 2025 www.firstdue.com Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS A. Cover Letter August 26, 2025 City of Evanston Fire Department 909 Lake St. Evanston, IL 60201 Dear Chief Polep, First Due is grateful and excited for the opportunity to respond to your Request for Proposal for Fire District Reporting Software. We believe that First Due is best positioned to assist you in achieving the goals you’ve shared in the Request. First Due offers the most comprehensive end-to-end software system for Fire & EMS, allowing large departments with the most complex and diverse services to run their entire operation on a single platform. First Due is a privately-owned business growing by greater than 100% in each of the last four years. This sustained growth is a result of the deep functionality within our end- to-end software suite for Fire & EMS agencies. Our vision is to provide our customers with a unified and efficient way to manage data across all divisions, to support data-driven decision making and ultimately drive the reduction of risk in the community. This is accomplished by offering a single, centralized platform to maintain data integrity, without duplicative efforts across multiple systems that don’t interact with each other. All of the First Due modules have been built in-house by our own Product and Development teams, which allows for a high degree of consistency and communication between all modules—from Incident Documentation to Assets & Inventory, Medications, Scheduling, Training, Fire Prevention, Preplanning, Incident Command, Community Engagement, and more. Each of our modules has been built by firefighters, for firefighters, with a large percentage of our staff having direct experience in the field as firefighters and paramedics. Our team is dedicated to providing the most user-friendly experience possible for men and women who use the platform every day. We are thrilled to respond to this request for Incident Documentation Software. While we are only bidding the requested modules for NERIS/NFIRS Fire Incident Reporting and our NEMSIS-compliant ePCR, we have also included information about a few of the other modules that we believe would best serve the needs of the Evanston Fire Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS Department. First Due can be the last full RMS software solution your agency will need. We would be honored to work with the Evanston Fire Department. If you have any questions pertaining to this response, please contact Constantine Stade (Constantine.Stade@firstdue.com; 636-328-4821) Thank you for your consideration. Sincerely, Andreas Huber CEO Loyalty Media, LLC dba First Due 3071 Orange Street, Miami, FL, 33133 Contact Information Name of Firm: Locality Media, LLC dba First Due Address: 3071 Orange Street, Miami, FL, 33133 Phone Number: 516-874-2258 Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS Table of Contents B. Qualifications and Experience of Firm and/or Team .................................................... 1 Brief History of First Due .............................................................................................. 1 First Due’s Qualifications to Serve ............................................................................... 2 Additional Contract Experience & References ............................................................. 3 Municipal Clients in Illinois ........................................................................................ 5 Meeting the City of Evanston Fire Department’s Needs ............................................... 6 Recommended Modules ........................................................................................... 6 Compliance ............................................................................................................... 9 Data/Analytics ......................................................................................................... 10 Optional Modules .................................................................................................... 11 Additional Platform Modules for Consideration ....................................................... 12 Implementation, Training, and Support ...................................................................... 13 Implementation ....................................................................................................... 13 Data Migration ........................................................................................................ 16 Post-Implementation Support ................................................................................. 17 Training ................................................................................................................... 17 Ongoing Support ..................................................................................................... 18 System and Operations .............................................................................................. 19 Integrations ............................................................................................................. 19 System Performance .............................................................................................. 20 System Configuration.............................................................................................. 20 Licensing, Maintenance, and Updates .................................................................... 21 Security ................................................................................................................... 22 C. Area/Regional Managers .......................................................................................... 24 D. Fees .......................................................................................................................... 27 E. Contract .................................................................................................................... 33 Appendix A: Addenda .................................................................................................... 34 Appendix B. Supplier Forms .......................................................................................... 35 Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 1 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. B. Qualifications and Experience of Firm and/or Team In this section, we will provide a brief overview of First Due followed by a description of similar contracts and reference information along with a list of municipal clients in Illinois. Then we will address the requirements in the scope of services. This will begin with a description of our proposed solution and the modules we propose. We will also include our proposal for implementation, training, support, and ongoing services. Finally, we will share information about our software requirements and security features. Brief History of First Due First Due was founded in 2016 with a singular focus: to modernize and streamline public safety operations through innovative technology solutions. First Due’s mission is to reduce risk in the community with transformative, end-to-end software solutions that empower them to run safer, smarter, and more effective operations. First Due has been recognized by government and technology leaders as pioneers in public safety innovation. We are the fastest growing end-to-end software solution for Fire and EMS. • Inc. 500: #1 Fire & EMS (2025, 2024, 2023, 2022) • Inc.: 54th Fastest Growing Software Company in the United States (2025) • Fast Company: Honoree for Next Big Thing in Tech (2024) • GovTech 100: Honoree (2025) • AICPA/SOC: SOC 2 Type II Compliant Our company is a remote-first company, with an office in Miami, FL. We have more than 300 employees, primarily located in North America, serving 2,700+ clients. First Due stands apart from other solutions due to our: • Public Safety Service Focus: Unlike generic scheduling solutions, First Due is built specifically for public safety organizations. Our platform understands the unique nature of public safety scheduling, including complex shift patterns, minimum staffing requirements, and specialized roles. • Full Integration Capability: Our robust API and integration services enable seamless connections with data from other sources. • Cloud-Based Architecture: Our system delivers real-time updates across all devices with no need for client-side installations, ensuring that all personnel have access to the most current information regardless of location. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 2 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. • User-Centric Design: Developed with extensive input from public safety professionals, our interface is intuitive and aligned with how public safety personnel think and work. • Scalable Solution: The First Due platform easily accommodates departmental growth, additional sites, and evolving scheduling requirements without performance degradation. First Due’s Qualifications to Serve First Due provides a comprehensive records management solution designed specifically for fire service needs. Our centralized platform houses all critical department information in one secure, accessible system. Our system is browser and application based and can be accessed in office and in the field by devices such as desktop, laptop, tablet and phone. First Due prioritizes accessibility and usability across all devices: • Web-Based Interface: Accessible from any web browser without requiring specialized software installation, enabling administrative access from any location • Responsive Mobile Design: Optimized for use on smartphones and tablets • Role-Based Access: Offers customized views and functionality based on user roles, ensuring that personnel see only the information and options relevant to their position • Offline Capability: Maintains essential functionality even during internet connectivity disruptions, with automatic synchronization once connection is restored Emergency Services Specialization Unlike generic workforce management systems, First Due is purpose-built for first responders. Our ability to support the City of Evanston Fire Department is second to none because of our: Records Management & Reporting • NFIRS and NERIS-compliant incident reporting • Customizable analytics dashboard • Comprehensive reporting capabilities for operational metrics • Full audit trail for inspection and investigation records Integration Excellence • Open API Architecture: Enables integration with existing and future systems • Data Migration Expertise: Proven methodology for transitioning from legacy systems Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 3 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. User Experience Advantages • Industry-Leading Mobile Interface: Designed specifically for field operations • Intuitive Design: Minimal training required due to consumer-grade user experience • Self-Service Capabilities: Personnel can view real-time dashboards of self-service usage and generate reports on audit logs Responsive Support • 24/7 support from team members with fire service backgrounds • Understanding of operational urgency and critical nature of accessibility to documentation Additional Contract Experience & References First Due currently provides emergency management software to over 2,700 customers across the US and Canada. Examples of current contracts include: Joliet Fire Department, IL The Joliet Fire Dept serves a population of approximately 150,000, responding to over 23,000 annual incidents. Joliet FD was able to replace several stand-alone software systems by consolidating and streamlining their operations with First Due. The First Due modules deployed by Joliet Fire include: Preplan, Responder, Hydrants, Incident Command, Inspections, Investigations, NFIRS, ePCR, Scheduling, Assets & Inventory, Medications, and Community Connect. This implementation replaced legacy software systems, streamlined department workflows, and enhanced the accuracy and visibility of data available across the entire department. JFD also utilizes the First Due AI-enhanced incident documentation for both Fire & EMS. Name Address Telephone Number Commencement Dates Duration El Paso Fire Department, TX The El Paso Fire Dept serves a population of 600,000 with a workforce of 1,000+ firefighters and responds to over 100,000 calls annually, First Due provides a comprehensive software platform for the El Paso Fire Dept to manage Fire and EMS incidents. The project scope includes Preplan, Response, Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 4 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Hydrants, Incident Command, Inspections, Investigations, NFIRS, ePCR, Scheduling, Assets & Inventory, Medications, and Community Connect. This initiative improved operational efficiency, increased the quality of department data, and improved regulatory compliance, with onsite training provided for end users. Name Address Telephone Number Commencement Dates Duration Westland Fire Department, MI Westland is a near suburb of Detroit with a population of 80,000 residents. The Westland Fire Dept. responds to over 16,000 calls per year as a full ALS-transport agency. First Due has partnered with the Westland FD to deliver an integrated software solution that encompasses all aspects of the departments’ operations. The department initially contracted for incident documentation for Fire & EMS, Preplanning, and Assets & Inventory. Since then, the department has added Inspections, Invoicing, Scheduling, Training, and Incident Command. A key focus for the agency has been on enhancing interaction with residents through First Due’s public-facing platform, Community Connect. Name Address Telephone Number Commencement Dates Duration Naperville Fire Department, IL The Naperville Fire Dept serves a population of 150,000 and responds to over 15,000 calls per year. First Due was chosen by NFD as their Preplan and Response solution in 2018. In the subsequent years the department has expanded with First Due and now manages NFIRS documentation, Inspections, Investigations, Scheduling, and Assets & Inventory. Please note, due to restrictions from the Endeavor Health Edwards Hospital EMS system, Naperville is required to use an ePCR other than First Due. We have chosen to include NFD due to proximity and the similarities with Evanston FD in size and scope of the department’s operations. Name Address Telephone Number Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 5 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Commencement Dates February 2018 Duration 7 years State of Michigan Department of Health and Human Services First Due has been awarded a statewide contract by the Michigan Department of Health and Human Services to serve as the exclusive ePCR vendor for all EMS agencies in the state. The platform replaces a state-managed system from another vendor. First Due’s AI-powered tools, ability to provide rapid schematron updates, and robust analytics platform enables providers to spend less time completing reports, provide higher quality data, serving the ultimate goal of providing a higher level of care to patients in the state. Name Address Telephone Number Commencement Dates Duration Municipal Clients in Illinois First Due serves clients throughout the state of Illinois: Client Name (Municipal Departments) Client Name (Fire Protection Districts) Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 6 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Client Name (Municipal Departments) Client Name (Fire Protection Districts) 25 Thomson Fire Department 26 Homer Volunteer Fire Department Meeting the City of Evanston Fire Department’s Needs First Due is committed to meeting the City of Evanston Fire Department’s system requirements: System Requirement First Due Response Meets? (Y/N) mapping, filtering, and record tailored as requested. reporting tools use the same unified database, ensuring consistent data across all functional areas without connection with the City of Evanston’s CAD System, currently contracted with Tyler Enterprise CAD system via sFTP utilizing the Tyler Technologies Standard Call Export. Solutions, Vector Schedule, Health EMS/Sansio, EMS- MC, and other applications Scheduling (Crewsense) as part of our solution. In addition, we have an established (no cost) integration with EMS-MC along with flexible API and multiple integration from any of your legacy systems at no additional cost. Our Data Migration and Implementation teams work closely (supporting all modern browsers) or native mobile (if chosen as finalist after scoring and demos) a sandbox sales environment. We would train test users to experience the system so you can be confident in our Recommended Modules First Due is proposing the following modules to satisfy your requirements: Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 7 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. • Incident Reporting – ePCR • Incident Reporting – NFIRS/NERIS • Hydrant Management • CAD Integration • Kno2 Hospital Connection Software First Due’s Incident Reporting software (Fire and EMS) provides streamlined incident documentation with compliant forms that simplify workflows with smooth navigation and easy data input. Call response details are captured through our incident documentation system, which supports NFIRS and NERIS-compliant reporting. This module features customizable templates for different incident types and real-time error checking to ensure accuracy from the start. Investigation records include detailed documentation tools with photo/video capabilities, chain of custody tracking, and secure storage for sensitive information. Our Hydrants solution allows users to view hydrants on pre-plan and responder maps, including hydrant lists, hydrant types, hydrant uploads, hydrant set up and ArcGIS hydrant layers. First Due’s Electronic Patient Care Reporting (ePCR) module is a next-generation solution designed to streamline emergency medical documentation, enhance interoperability, and ensure full compliance with national and state standards. Built for speed, accuracy, and adaptability, the platform empowers EMS and fire personnel to document patient care efficiently in the field while supporting agency-wide quality assurance and operational oversight. Field-Optimized Documentation First Due ePCR is engineered for real-time use in dynamic environments. Crews can document incidents on any device—mobile, tablet, or desktop—with a responsive interface that adapts to the user’s workflow. Key features include: • Driver’s license scanning for instant demographic capture • AI-powered data entry to reduce manual input and accelerate report completion • Dynamic form logic and built-in validation to ensure accuracy and compliance before submission • Rapid Intervention Tools (RIT) for quick access to frequently used treatments and procedures Configurable Workflows & Agency Alignment The platform is fully configurable to match Evanston Fire Department’s documentation standards, protocols, and operational preferences. Agencies can: • Customize form fields, logic, and layouts to reflect local and state regulations Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 8 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. • Create intuitive workflows that guide responders through documentation with minimal friction • Align reporting structures with billing, QA/QI, and clinical review processes Hospital Connectivity & Enterprise Integrations First Due ePCR integrates seamlessly with third-party platforms and hospital systems to improve care coordination and reduce data redundancy. Through integrations with tools like Kno2 the platform can: • Automatically ingest patient demographics, vitals, lab results, and crew-documented conditions • Attach images and files directly to the patient record • Facilitate real-time data exchange between field teams and receiving facilities Quality Assurance & Continuous Improvement First Due supports robust QA/QI workflows that help agencies monitor performance, ensure documentation quality, and drive clinical excellence. Features include: • Configurable multi-tiered review processes with role-based assignments • Automated notifications for incomplete or flagged reports • Escalation protocols to ensure timely resolution of critical documentation issues • Dashboards and analytics to identify trends, outliers, and training opportunities Compliance & Standards Alignment The ePCR module is fully compliant with: • NEMSIS v3.5 for EMS data reporting • NERIS for unified national emergency response data standards Built-in validation tools ensure that every report meets federal and state requirements before submission, reducing administrative burden and audit risk. Security, Scalability & Post-Go-Live Support First Due’s cloud-native architecture ensures enterprise-grade security, scalability, and reliability. Agencies benefit from: • Encrypted data flows and role-based access controls • Scalable infrastructure to support future growth and evolving needs • Dedicated post-go-live support, including hypercare, training, and proactive system monitoring Additional Integration Capabilities First Due integrates with Tyler Technologies CAD, ensuring critical information such as incident data and apparatus response times are automatically available. We have Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 9 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. proposed an optional API integration with Vector Scheduling (Crewsense) to attach personnel to forms. We offer an automated Weather API to analyze weather impact on incidents without added data entry. First Due has integrations in place today with all modern cardiac monitors, including Zoll X Series, Physio-Control Lifepack, and Philips. Videos and attachments can always be added to the ePCR if the integration is not in place, and we are happy to work with the Department to transmit data via the numerous methods available to us if needed. Our system can import cases from Zoll X Series and Physio-Control Lifepack monitor defibrillators including interventions, EKG trackings, vital signs, and other data created by the cardiac monitor and included in its export data package. We can then populate that information into the PCR directly or as an attachment. Our system allows for the attachment to the PCR of still images and video files from video laryngoscopes. Billing solutions or exports to billing services First Due has worked with many billing companies. Agencies work with First Due and the billing companies to set up a workflow of how and when the data is transmitted. Most billing companies rely on a NEMSIS file with attachments and PDFs. Unique in the ePCR market, First Due offers ePCR exports to your chosen billing provider free of charge. Compliance NFIRS/NERIS Compliance First Due is a fully integrated Records Management System. This includes Fire Records as well as Electronic Patient Care records. Our modules are designed to integrate with one another and share data and information seamlessly. This ensures that when data is entered into one module, it can be easily shared with another (i.e., NERIS and NEMSIS report sharing). First Due is both NFIRS and NERIS v1 compliant. This data is collected at the time of the ePCR so that users can eliminate double documentation. After completion of the ePCR, the data is segregated into the correct run forms to satisfy all data collection requirements. Data is automatically exported in near real time to the NERIS database at USFA. Users can use the AI Assistant (optional item), which allows users to capture, transcribe, and review spoken observations, in both ePCR and NFIRS/NERIS data collection to save even more time. For NERIS, there is no transition plan required. First Due has been involved with the USFA since NERIS’s inception and is fully certified on NERIS v1. We can cut any Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 10 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. customer over from NFIRS to NERIS on the day they wish to transition. We can go live on a NERIS site today if USFA is ready to accept the data. Data/Analytics Statistical dashboard with mapping, filtering, and record sorting First Due has a Dashboards module where users can organize and display a range of widget types, such as report tables and charts created in Ad Hoc, embedded webpages (internal and external), and links (internal and external) and map-based/location-based data. All Reporting tools within First Due evaluate data in real time. As soon as user-entered data hits our production database, that information is available for reporting. Existing reports/charts will reflect your data in its current state at load time. Moreover, First Due supports integration with third-party software, including ESRI, as well as reporting tools like PowerBI and Tableau, thereby expanding the range of analytic and visualization options available to users. Report Generator All data within First Due can be reported on, allowing agencies to have a wide range of ad-hoc reporting capabilities. Because all reporting tools use the same unified database, data remains consistent across all functional areas without redundant entry. Reports are created natively within the First Due system with the following features: • Customizable reports and dashboards for key metrics and KPIs Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 11 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. • Pre-built report templates for various EMS incident, compliance and training reports • Ad-hoc report builder with drag-and-drop interface • Automated scheduling for regular report distribution • Exportable formats (PDF, Excel, CSV) for sharing with stakeholders • Scheduled email distribution of reports Optional Modules We suggest adding on the following modules for a more robust solution. AI Enhanced Documentation First Due has the most robust AI assistant for incident reporting for ePCR and fire on the market. Users can natively speak to the ePCR while it records. The transcription is read by AI to fill out any NEMSIS fields it can within the report and build a narrative. The user can later change any answer provided by the AI tool. All learning is done through First Due for security reasons. First Due is leading the path in this market and will soon release the ability to screen ePCR activity against protocols in the field, automatically perform QA/QI based on the agency parameters while escalating reports per the rules configured. Advanced Analytics First Due Advanced Analytics can be used to provide real-time and historical data analytics including operational, quality improvement, clinical, administrative and surveillance assessments. Pre-made reports are available out of the box to cover items such as NEMSQA standards. Users can modify and even build reports using the advanced analytics tool making it stand out from other solutions available today through RMS platforms. The system provides dashboards and reports that allow users to monitor compliance in key clinical/operational areas like protocol compliance (STEMI, cardiac, trauma, stroke, pediatric, other), performance time/contract compliance, medic skills, syndromic surveillance, billing documentation compliance, utilization, and staffing for example. First Due can provide user defined dashboarding that includes visualizations, shortcut widgets, page embedded widgets and reporting widgets. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 12 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. All users can create and configure their own ad-hoc reporting system. All First Due modules come with ad-hoc reporting included. Scheduling Integration with Crewsense First Due has included an optional API integration with Vector Scheduling (Crewsense) as part of our solution. Additional Platform Modules for Consideration While the following modules might not be required as part of this request, we wanted to let you know that similar clients have included these modules for a fully integrated solution. Assets and Inventory Asset and Inventory Management module with real-time insight and statistics to support asset, vehicle, equipment, apparatus and inventory management, asset and equipment health checks, and work order management. Medications A Medications Tracking module to track the full lifecycle of medications by expiration date, lot number, or serial number. The module ensures compliance by including internal and external signatures as well as advanced role security and authentication. Command A comprehensive incident Command module with a digital command board, drag-and- drop task assignment, customizable checklists, live map annotation, and automated logging. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 13 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Crew scheduling, messaging, and other operations management solutions The Scheduling module that allows agencies to manage staff schedules with an interactive shift board, a configurable call shifts module, and tools for time-off and shift trades, all set up to automate the simple or complex shifts, rotations, and union rules. The Messenger subscription allows users to send SMS, email, and in-app notifications to other users, personnel and groups. Implementation, Training, and Support Implementation First Due will work closely with the Evanston Fire Department to determine a realistic timeline for deployment to meet your go-live deadline for March 1, 2026. To meet this deadline, we have a dedicated team that will oversee the project. This team includes an Implementation Manager, Training, Client Success Manager, Implementation Technical Specialists, and other resources. First Due uses a resource matrix to assign implementation work based on requirements and skill set. For a project of this nature, we will assign an implementation manager who is experienced in implementations similar to the size and scope of this project. We ensure a successful implementation by: • Providing a Detailed Project Plan: At the outset, we develop a comprehensive project plan that includes clear phases, tasks, timelines, and deliverables. Each task is assigned to responsible team members, with predefined start and end dates. • Tracking Milestones: Key milestones are set and monitored throughout the project lifecycle. These include system configuration, user acceptance testing (UAT), training, and go-live. • Providing Regular Progress Reviews: Regular status meetings will be conducted to assess progress, identify any potential risks or delays, and adjust timelines as necessary. • Managing Risk: We maintain a risk log and employ a proactive risk mitigation strategy, ensuring any issues that may impact the schedule are addressed promptly. Our experienced Implementation Managers ensure that the necessary resources (internal and from Evanston) are available at critical phases of the project. In the event of unforeseen challenges, we have a contingency plan to ensure timelines are not affected. All implementation work is conducted virtually through First Due’s Project Management portal, which enables both the Evanston and First Due to manage tasks throughout the entire relationship. In addition to project management, this application also handles and Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 14 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. consolidates issues, tickets, knowledge base articles and communication during the implementation phase. Your project team will be with you throughout your implementation and will mark all problems or issues in our project management tool, with regular meetings being held with you to track progress and remediate potential problems as they occur. Implementation Plan First Due’s team starts with extensive business process review and discovery and to identify needs, requirements, concerns, and deadlines. This allows us to develop an implementation plan specific to Evanston. First Due uses best practices for implementation work. The scope of this implementation includes all proposed modules, which will be implemented in allotted sprints or schedules. The work will be conducted during normal business hours and will be done remotely by our Implementation team. Discovery & Planning: Once the project has been assigned, Evanston will receive a set of tailored discovery questionnaires. When they are completed, the Implementation Manager will schedule a project kick-off, provide access to the software, and review the final project plan. • Key Meeting(s): Project kick-off, integration and data migration planning • Milestone(s): Project kick-off, business process review, system access • Customer Task(s): Fill discovery questionnaires • Deliverable(s): Welcome email, initial account set-up, system logins provided, integrated project plan Configuration: After planning is complete, the Implementation Manager will initiate configuration sessions for each module. • Key Meeting(s): Module configuration sessions (1-2 per module) • Milestone(s): Software setup Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 15 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. • Customer Task(s): Configuration prep work (per module) • Deliverable(s): Initial module configuration and implementation, user access controls Data Migration and Integration: Data Migration and integrations will occur throughout the project. See Data Migration section for more details. Technical specialists manage integrations between First Due and key systems using either pre-built integrations or custom integrations that we develop, test, and maintain to ensure continued functionality as systems evolve. • Key Meeting(s): Data migration planning, integrations planning • Milestone(s): Data migration sign-off • Customer Task(s): Extract or provide access to legacy data, provide data mapping assistance, review and approve data load, support coordination with third-party integrations as needed • Deliverable(s): Data migration plan, data mapping assistance, data import, integration documentation Optimization: After the configuration and data migration is complete, the Evanston team will be asked to participate in and complete User Acceptance Testing (UAT). Following the completion of the UAT work, optimization sessions will be held to review Evanston’s feedback, correct any issues, and finalize the configuration of the module. Once a module is configured and optimized, the Evanston team will be provided with a module sign-off document to review and sign. Note that configuration and optimization sessions may run interchangeably to ensure the project stays on track. • Key Meeting(s): Module optimization sessions (1-2 per module) • Milestone(s): Module acceptance and sign-off (1 per module) • Customer Task(s): Optimization prep work (UAT per module) • Deliverable(s): UAT documentation, module signoff Training: As the project is in the final stages, the Training Manager will work with the Evanston team to arrange a training plan that will result in the successful adoption of the purchased products. See Training section for more details. • Key Meeting(s): Training planning, training sessions • Milestone(s): Training completed • Customer Task(s): Coordinate staff to be trained • Deliverable(s): Training plan, training session(s), training documentation Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 16 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Go-Live: Once all modules have been signed off and training has been arranged or completed, First Due will work with Evanston to kick off the go-live process. This includes: (1) final system acceptance, (2) go-live planning meeting, (3) final data migration, (4) go-live, and (5) post go-live implementation support. • Key Meeting(s): Go-live planning, post go-live check-ins • Milestone(s): System acceptance, go-live • Customer Task(s): Final testing • Deliverable(s): Cut over to First Due, post-go-live implementation support (2-4 weeks) Transition to Customer Success: Following the completion of the post-go-live support period (see Post-implementation Support section) and assuming all critical implementation tasks are complete, Evanston will be transitioned to their Customer Success Manager (CSM) and to the First Due Support team. See Ongoing Support section for more details. • Key Meeting(s): Customer success transition meeting • Milestone(s): Transition to customer success and support • Customer Task(s): N/A • Deliverable(s): Final documentation Data Migration Transfer of all legacy data First Due can incorporate legacy incident and patient care data from the existing ePCR system. We are committed to delivering a structured, secure, and complete data migration experience for our customers. Our data migration plan ensures accurate transformation of data from legacy systems into the First Due platform using repeatable and transparent processes. • Data migration planning session(s) • Assistance/guidance in extracting data from existing systems • Mapping extracted data to First Due import workbooks • Testing and validation • Importing of data into First Due • Quality assurance and integrity checks Data Migration will occur throughout the implementation. First Due’s Data Migration team will provide guidance on the best path to extract, map, and import the data into First Due to maintain the continuity of your patient information. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 17 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Post-Implementation Support Following go-live, First Due provides a comprehensive hypercare and support framework designed to ensure a smooth transition and sustained operational success. Their team remains actively engaged with stakeholders to monitor system performance, address user feedback, and resolve any emerging issues in real time. Dedicated support channels, proactive check-ins, and tailored training sessions help reinforce user confidence and maximize platform adoption. First Due’s commitment to continuous improvement means clients receive not just reactive troubleshooting, but strategic guidance to optimize workflows and unlock long-term value from the solution. Training First Due believes training is essential to a successful rollout. We offer customized training content, online sessions and on-site training depending on your needs. First Due’s Head of Training will help plan and execute the training for each module and user group. On-site Training is offered in 3 and 5-day options. You can choose between having one or two trainers. The First Due Training staff will coordinate directly with you to customize the training curriculum that best suits your needs. Generally, we provide the following: • Full, 8-hour training session each day • At least one dedicated trainer assigned • Train the Trainer / Super User training • End user training The images below show an example of a three-day onsite training plan. Our comprehensive Train-the-Trainer program provides an elevated level of training and knowledge transfer to key personnel within our customer agencies. Once this training program has completed, your key administrators will be equipped to continue providing training and support to your users. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 18 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Once initial training is completed, First Due offers the always available First Due Academy and the updated Knowledge Base for continued education. The First Due Academy offers continuous training opportunities with regularly scheduled webinars and training every week that are available to users at no additional cost. Major releases are accompanied by updated training materials and webinars. Customers have access to First Due documentation 24/7/365 via the Knowledge Base. Users can search for existing documentation as well as training content in the Knowledge Base. In addition, the Knowledge Base is where we retain all product release notes and updates. All First Due training content and documentation is available in our Knowledge Base and is updated by our team when modules are upgraded or changed. Ongoing Support Customer support models Our customer support team provides technical support services and technical problem resolutions with the following services: • 24/7/365 support • Help desk support • Local user admin support • Performance monitoring • Advanced troubleshooting • Data integrity support • Integration maintenance • Report optimization First Due currently employs a team of over 25 support engineers and specialists that are experts in First Due's products and technical areas. Our team is in the same time zone as our customers, ensuring they can provide quick and timely support to you and your agency. Once a support request or ticket is received, First Due triages items based on the urgency of the ticket and its requirements. Items are marked as Mission Critical, Critical and Non-Critical. Mission Critical items are viewed as issues that impact our client's ability to respond to an emergency and are system critical. Response to these issues is swift, with support responding within 60 minutes time and providing updates every 4 hours. Resolutions are provided within 24 hours’ time. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 19 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Critical items, where the software is not down but aspects of the software are not operating as normal, are acknowledged within 1-2 hours of receipt and updated or resolved within 48 hours. Non-critical problems are typically lower-level user issues such as Password resets, and other account-based questions. These are typically responded to within 4-5 hours and resolved within 2-3 days. While the support desk is your primary point of contact to resolve any issues with the software, your customer success manager (CSM) is your primary point of contact for account management and operations. They can help you to facilitate the relationship with First Due across all departments. They serve as your dedicated account advisor with the mandate to: • Coach Officers on best practices with First Due • Collaborate with agencies/departments to set objectives that help you reach your goals • Coordinate with other First Due resources as needed • Connect you to a wider network of Public Service Agencies using First Due across the US and Canada After you go-live, your CSM will meet with you quarterly, or as often as needed, to help make sure that Evanston succeeds with First Due. During formal meetings, the CSM will confirm your system’s operations and status, introduce you to new and updated modules, discuss your long-term goals and how First Due can help, and leave with an action plan of next steps that will bring you closer to those goals. System and Operations Integrations First Due will integrate with your CAD system to receive information from dispatch, ensuring critical information such as incident data and apparatus response times are automatically available. With thousands of active clients, First Due has extensive CAD integration experience. First Due has experience integrating with over a dozen different CAD systems, including Tyler Technologies. Our architecture is built on an open philosophy with API-first design, utilizing standard data formats (i.e., JSON, XML, CSV, etc.). It is specifically designed to integrate with the diverse ecosystem of public safety technologies like Vector Solutions, Vector Schedule, Health EMS/Sansio, EMS-MC and others. We can provide comprehensive API documentation and integration guides, making it possible for IT teams or third-party developers to build upon our platform. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 20 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. System Performance Uptime and service level commitments First Due's standard uptime guarantee is 99.95%. Service Levels Once a support request or ticket is received, First Due triages items based on the urgency of the ticket and its requirements. Items are marked as Mission Critical, Critical and Non-Critical. Severity Description Response Time Resolution Time Critical negatively impacted. Issues are system of notification incident notification Critical or other account-based questions of notification days of incident These requirements for response-time and how items are identified are covered in the SLA we sign with all customers. Our goal is to make sure this system is clear to all our clients, and they can easily reference the language in their contract at any time. While we are addressing any incidents, our support team will communicate with you about any updates or resolutions, typically by email or phone. Severity Initial Assessment Progress Report Mission- Critical Within 1-2 hours of notification Every 4 hours until resolution or downgrade Critical Within 2-3 hours, during regular business hours only Every 8 hours until resolution or downgrade, during regular business hours only Non- Critical Within 24 hours of notification, during regular business hours only As updates are available, during regular business hours only System Configuration First Due is designed to work smoothly across various operating systems, thanks to its powerful cloud-based SaaS platform. Users can access the platform using major web browsers like Chrome, Firefox, Safari, and Edge, which means it works well on different desktop systems. For those who prefer using mobile devices, First Due offers native apps for both iOS and Android, so you can easily use it while you're in the field. First Due is delivered as a true Software-as-a-Service (SaaS) solution with no hardware, network, or additional software requirements for our clients. Our cloud-native Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 21 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. architecture eliminates the need for additional on-premises infrastructure while providing enterprise-grade security, reliability, and performance. Licensing, Maintenance, and Updates First Due provides its software through a yearly subscription model with unlimited enterprise-class cloud application hosted online with offline capability when necessary. Warranty First Due’s products do not have warranties, per se. Warranties typically cover repairs or replacements for hardware or software malfunctions during a specified period. In the SaaS context, customers are not purchasing a product but rather subscribing to a service, and the terms of service are outlined in the agreement between the customer and the SaaS provider, which is First Due. Maintenance and Updates Upgrades and ongoing maintenance are supported through your standard software subscription with First Due. We deliver regular updates as part of our software development cadence, with significant updates occurring multiple times a month. These updates of the modules under contract are included as part of our Software as a Service (SaaS) agreement. You will automatically receive updates to the solution as easily as contemporary cell phone apps are updated today. Users are also notified of all releases via email. The system is constantly being enhanced with an average of 10 large-scale modifications of most modules per year with a set of release notes, training, and communications as part of the First Due client success and support service. Patches and requested feature enhancements are released periodically around 6 times per year. Typical support staff required to maintain the system First Due is a modern multi-tenant cloud platform. The software is set up so that our customers can easily handle almost all operations and maintenance activities without intervention from First Due. For example, Evanston’s system administrator can create user groups that define users’ roles and security permissions. We offer an unlimited number of concurrent users, all of which can have their own access and functions. The agency/system administrator can configure custom PCR routing rules. You do not need support to manage users. Agency/system administrators can also grant access to hospitals and other receiving facility users and make it so that these users are able to access reports only for patients transported to their facilities. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 22 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. With First Due, the agency/system administrator can customize the validation rules for PCRs based on the agency’s requirements using logical and conditional statements based on patient assessment, patient complaint, primary or secondary impression, specific interventions, scene conditions, mechanism of injury, response times, and other triggers. First Due support is not required to develop and publish custom validation rules. The agency/system administrator can digitize existing forms and include them as custom forms within the application. First Due has the capability to copy templates to share with other agencies and has the ability for departments/agencies to designate other departments/agencies to share different data for various circumstances. A data dictionary is available, providing a listing of each table, the columns in that table with data types and descriptions, and its relationship and cardinality with other tables. Security Data security practices First Due has several exceptionally strong safeguards for storing and transmitting electronic Patient Care Report (ePCR) data, each designed to ensure compliance with HIPAA, state-specific mandates like California’s data protection requirements, and local governance policies. These solutions typically include secure cloud storage platforms, advanced encryption protocols, and hybrid systems that balance accessibility with security. Customer data is protected in a closed account ecosystem down to the user and role level. Audit logs for user access and activities are kept and workflow can be generated to alert a customer of potential suspicious access to data. No access is provided without user credentials. All transmissions within the First Due platform utilize a secure HTTP connection (HTTPS) and TSL certificates to mitigate malicious activity and ensure users can trust First Due web domains. All First Due data is encrypted in transit and at rest using Transport Layer Security (TLS) and Forward Secrecy (FS) using AES. First Due uses Amazon Web Services (AWS) as its cloud hosting provider. AWS data centers are industry leaders in physical security. Similar to industry-leading physical security standards, AWS’s digital security and threat protection features support some of the most sensitive cloud applications in the world. Automated security controls, AWS shield managed DDOS protection, automated tools to prevent human error and vulnerabilities, and powerful data controls prevent criminal activity, data breaches, or disruptions to service. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 23 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. System security practices First Due has a mature security program in place. Our security policies are reviewed annually, and our Chief Operating Officer leads our security team. We have established privacy policies that are documented, accessible, and confirm to HIPAA requirements. First Due implements a comprehensive security framework for our hosting environment that exceeds industry standards. We employ a defense-in-depth approach with multiple security layers, including SOC 2 Type II compliant data centers, network isolation through virtual private clouds, enterprise-grade firewalls, and intrusion detection systems. All data is encrypted both in transit (TLS 1.3) and at rest (AES-256), with strict access controls enforced through multi-factor authentication and role-based permissions. Our AWS hosting environment adheres to all relevant privacy regulations, with physical security measures including biometric access controls, 24/7 monitoring, and redundant power systems. We maintain complete audit logging of all system access and administrative activities, with automated threat detection and response capabilities. Our security program includes regular employee training, background checks for all staff with access to production systems, and formal incident response procedures to ensure the confidentiality, integrity, and availability of your department's mission-critical data. We conduct regular vulnerability scanning, penetration testing, and security audits to maintain our robust security posture. The system features automated daily backups with a one-week point in time recovery. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 24 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. C. Area/Regional Managers First Due maintains a dedicated team of experienced professionals across all key implementation, development, support, and account management functions, including product specialists, data migration experts, technical support engineers, project managers, and customer success personnel. Constantine Stade will serve as your dedicated account executive: Constantine Stade is an experienced Account Executive at First Due, bringing a unique combination of technology sales expertise and hands-on emergency services experience to his current position. His background includes nearly 4 years as a firefighter-paramedic with the City of Olivette and St. Louis Fire Department, where he gained direct experience with the challenges facing fire and EMS operations. He holds multiple critical certifications including Advanced Cardiovascular Life Support (ACLS), Firefighter I & II, Paramedic (EMT-P), Nationally Registered Paramedic (NRP), and Pediatric Advanced Life Support (PALS). Additionally, he founded The Church Bell Company in 2018, demonstrating entrepreneurial experience. Constantine holds a Bachelor of Arts in Music from the University of Missouri-Saint Louis and has developed technical skills in sales tools like Pipedrive, Zapier, and Flodesk. Jason Vriens will serve as your dedicated client success manager: Jason Vriens is a seasoned public safety professional with 16 years of dedicated service with the Los Angeles City Fire Department, bringing a unique blend of emergency response expertise and business acumen to his career transition into sales. As a Fire Engineer since 2018, he has demonstrated strong operational management skills through fire engine maintenance oversight, detailed record keeping, repair coordination, and training program development. His extensive background as a Firefighter/Paramedic from 2006-2018 showcases his ability to perform under extreme pressure, having treated up to 30 patients daily while maintaining meticulous documentation standards and conducting thorough fire safety inspections. Further, Jason demonstrates exceptional client care capabilities, ensuring thorough follow-up care, skills directly transferable to managing client accounts and ensuring customer satisfaction. Jason's educational foundation includes a Bachelor's in Business Administration from California State University Fullerton, providing him with essential business knowledge that complements his operational experience. His commitment to continuous learning is evident through his recent Certified Scrum Master and Certified Product Owner certifications in 2023, demonstrating adaptability and modern project management skills. Beyond his professional achievements, Jason has shown entrepreneurial initiative as co-founder of Holy City Homestead and a veteran-focused co-op farm, highlighting Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 25 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. his leadership abilities and commitment to community service. His recognition as Daniel Freeman UCLA Paramedic Intern of the Year in 2014 underscores his excellence in high-stakes environments, making him well-positioned to excel in sales roles that require quick decision-making, relationship building, and performance under pressure. Your implementation team will include an Implementation Manager, Specialist(s), Trainer(s), Technical Leader(s) and Specialist(s). These resources will all be assigned to your team throughout the implementation process. • Implementation Manager: Your dedicated implementation manager leads the Implementation team and, more broadly, assists you as you get started with First Due. Your First Due Implementation Manager starts their relationship with you by gathering information from your Account Executive, your Client Success Manager, and your team directly. They’ll bring their extensive project management, tech, and public safety experience (5+ years) to understand where to begin and how to build out your instance of First Due. • Implementation Specialist(s): The implementation specialist handles configuring and optimizing specific modules. This includes all the modules First Due is offering as part of this RFP. These individuals are product experts in First Due and are versed in industry as the best practices for their specific product specialties. • Technical Specialist(s): The technical specialist manages data migration and the integration between First Due and key systems, such as your CAD or Third-Party services. • Trainer(s): The trainers help agencies like yours get up to speed on First Due. All our trainers are both product and instruction experts who take both the classroom and written/multimedia approaches to training to ensure your team’s success. Your project will have all of these resources assigned to you. Your Implementation Manager will be fully dedicated to your project and will involve other key roles as they are needed during the process. In addition, your team will be supported by several members of our executive leadership team as well as our technical and product management team. You can find more information on this team below. Andreas Huber, Co- Founder, CEO Andreas is co-founder and CEO of First Due, the leading industry SaaS business application suite for public safety agencies. Andreas has over 12 years of experience providing innovative technology solutions to the public sector. He has seen First Due grow from a small start-up to a company that has grown by at least 50% in revenue year over year since 2021. Andreas has Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 26 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Rami El-choufani, Co-Founder, Head of Product Rami leads Operations and Product at First Due as COO. Rami is responsible for planning, directing, and coordinating the operations of First Due. This involves developing and implementing Sales & Marketing strategies, mapping future Product Development to the Business Mission and Goals and supporting customer implementation. Rami co-founded First Due with our CEO in 2016 and has over a decade of experience leading software development Erik Haversang, Director of Implementation Due, including time as a Fire Chief, Lieutenant, and firefighter. He has led numerous successful implementations of First Due’s software, working closely with agencies to configure solutions that meet their operational needs. His background gives him a deep understanding of the challenges departments face, allowing him to guide teams through deployment, training, and adoption Michael Heifetz, Director of Client Success Michael is a former Captain for the Bedford Hills Fire Dept, and our Director of Client Success. His experience as a First Responder defines his team’s approach to First Due’s client success department, guaranteeing real world necessities drive product and adoption in the field. Michael has over a decade of experience working with agencies to support their visions and needs. Michael will be responsible for your client success manager and their role in Michael Koontz, Director of Product Management Michael has over two decades of sales, engineering and consulting experience. This includes over a decade as a manager, and the last several years as First Due’s Director of Product Management. Michael previously worked for CentralSquare Technologies and Mark43 in a similar capacity. He leads our Product Management teams and is responsible for their tasks and Adam Lindquist, Technical Services Director Adam has over a decade of experience providing technical support to public safety agencies throughout North America. Adam is responsible for leading our technical services team. This team provides services towards technical tasks such as CAD, data migration and product integration. He will oversee these Kristi Miller, Director of Support Kristi has nearly a decade of experience providing technical support to Public Safety agencies. She previously worked for TriTech Software and CentralSquare Technologies. Her sole goal is to ensure First Due provides James Angerett, Training Manager James has over 20 years of experience working in the Fire and Safety industry, including the last 4 years working with agencies to develop training and content plans. James leads our training team, with the goal of ensuring that all agencies have comprehensive training programs to learn about First Dre Mihaylo, Sales Director Andrea “Dre” Mihaylo is the Eastern Regional Sales Director at First Due, partnering with Fire and EMS agencies to implement connected software built for public safety. With nearly a decade of experience supporting first responders, and over four years at First Due, Dre brings deep industry insight and a strong focus on helping agencies streamline operations and better serve Constantine Stade, Account Executive Constantine serves as the First Due Account Executive for the State of Illinois, working with agencies across the state to improve first responder safety and improve the efficiency of department operations. He spent 5 years in the fire service in St. Louis, MO as a paramedic firefighter with multiple agencies Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 27 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. D. Fees Please see the completed Price Cost Form below. 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Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 34 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Appendix A: Addenda First Due acknowledges receipt of Addendum No. 1. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 First Due Proposal for City of Evanston Fire Department RFP #25-23 | Emergency Management Software for Fire/EMS 35 www.firstdue.com | © 2025 First Due & Locality Media, LLC Do not share or reproduce without authorization. Appendix B. Supplier Forms Per the RFP, please see the attached RFP exhibits. 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As noted in the Consultant’s Price Cost Form, there will not be an additional charge for the number of user licenses or SaaS fees. The Consultant will meet all deliverables noted in its response. Specifically, Consultant noted on Page 13 of its response, that it will meet the go-live deadline of March 1, 2026, and will provide the following: project management, department specific setup/configurations/customization, data migration (transfer of legacy data) and integration (Tyler/CAD, Vector/Scheduling), training (three 8-hr days of in-person training), on-going support (24/7/365), and data security. EXTERNAL DEPENDENCIES AND DELAYS: The Completion Date/go-live date is contingent upon the timely performance and cooperation of City and third parties outside of Consultant’s direct control. Consultant shall not be liable for delays in the go-live date or project milestones caused by: ● Client Dependencies: Delays in Client's provision of required resources, information, access, decisions, approvals, or performance of Client responsibilities as outlined in the project plan or statement of work. ● Third-Party Dependencies: Delays caused by third-party vendors, systems, or service providers, including but not limited to (i) Computer-Aided Dispatch (CAD) vendors and system integrations; (ii) IT infrastructure providers; or (iii) Other software vendors or integrators ● External Circumstances: Delays resulting from factors outside Consultant’s reasonable control, including governmental actions, regulatory changes, or other force majeure events. ● Timeline Adjustments: In the event of delays attributable to external parties or City dependencies, the Completion Date and related project milestones shall be extended by a period equal to the delay, plus any additional time reasonably required by Consultant to resume performance. Consultant will notify City promptly upon becoming aware of any such delays and will work collaboratively with City to minimize impacts to the project timeline. ● Good Faith Cooperation: Both parties agree to cooperate in good faith to identify and mitigate potential delays and to maintain reasonable progress toward the go- live date. Zoho Sign Document ID: 2AB7F2F4-HHIYT9XQBGAQEKMVME6QHOOQZ0HQIVCXXJ5M2NOAWFU Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Evanston Fire Department (IL) We are excited to present pricing for the First Due Suite! Please see detailed breakdown below. It is important to note that First Due is a cloud-based system, and all Support, Maintenance, Hosting and Upgrades are ALWAYS INCLUDED. 107 Seventh St Garden City, NY 11530, United States First Due Quote Prepared By: Constantine Stade Valid Until: Dec 1, 2025 Quote Number: 1545132000561971530 First Due Modules and Implementation Services Included - Description Incident Reporting - NFIRS NFIRS Incident Documentation, State and Federal Compliance with automated submission. AI Enhanced Documentation: Fire Reporting AI powered transcription and documentation solution to assist with completing NFIRS/NERIS reports. Incident Reporting - ePCR ePCR Incident Documentation, State Compliance with automated submission. AI Enhanced Documentation: ePCR AI powered transcription and documentation solution to assist with completing EMS patient care reports. Personnel Management Store, Manage and Access Employee Records including demographic data, certifications and employment information. Fire Data Bundle Advanced Analytics Includes access to First Due's pre-built "Fire Accreditation" and "Response Time Analysis" reports and dashboards. EMS Data Bundle Advanced Analytics Includes access to First Due's pre-built "EMS Operations" and "Clinical Quality" reports and dashboards. Tyler Technologies Enterprise CAD Integration Receive CAD Data to support First Due Responder and Incident Reporting modules via sFTP utilizing the Tyler Technologies Standard Call Export Kno2 Hospital Connection Fee This will be charged at a rate of $250.00 per hospital connection. The first connection is included at no additional cost. Kno2 Standard Subscription Direct messaging and Unlimited Cloud faxing to deliver PCRs to hospital. Essentials Onsite Training Package Up to 3 Day Onsite Training with 1 certified First Due Instructor Implementation and Configuration Services Services related to configuring and customizing the First Due Platform as described in the Statement of Work. One-Time Subtotal $ 7,950.00 Subscription Subtotal $ 25,425.00 Total Year 1 $ 33,375.00 *Excluding Tax Please do not share or reproduce without proper authorization | © First Due | www.firstdue.com 1 CO N F I D E N T I A L Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Optional Add-Ons First Due Modules Description Price Occupancy Management & Pre-Incident Planning Manage Occupancies, Pre-Incident Mapping, ArcGIS Maps, Fire Systems, Hazardous Material, and Contacts. $ 4,750.00 Responder Web Responder dashboard and Responder iOS/Android App with notifications, statusing and routing. $ 4,250.00 Command Comprehensive Incident Command Module with digital command board, drag and drop task assignment, customizable checklists, live map annotation and automated Incident log. $ 4,950.00 Hydrant Management - Basic Manage Hydrants including hydrants visible on pre-plan & response map, hydrant list, hydrant types, hydrant uploads, ArcGIS hydrant layers, and hydrant setup $ 950.00 Investigations Organize, analyze and document investigations, keeping case information secure and separated from, but integrated with other modules. $ 3,250.00 Scheduling Manage staff schedules with an interactive shift board, configurable call shifts module, messaging, time-off and shift trades. $ 9,550.00 Advanced Training Records with Content Assign Training, Record Completions, View Training Logs, and Manage Certifications. Enables the administration, assignment, and delivery of online training course content. This module also allows users to upload SCORM files to deliver online training to end users. Advanced Training Records Content Packages included with this purchase are listed below separately. $ 8,750.00 Fire & EMS Training Bundle Content Package - Fire Engineering Includes access to First Due’s Interactive Fire & EMS Training Bundle for use in the administration, assignment and delivery of web-based training through First Due Advanced Training Records with Content. This Training Content is subject to the Fire Engineering Training™ Subscription Services Terms and Conditions (the “FET Terms”), which are attached to and made part of the Agreement. The Customer understands and agrees that Clarion Events, Inc. is responsible solely for the obligations contained within the FET Terms, and First Due is responsible for all other obligations contained in your agreement. $ 7,245.00 Fire Content Package - Action Training Systems Includes access to First Due’s Interactive Fire Course Catalog for use in the administration, assignment and delivery of web-based training through First Due Advanced Training Records with Content. $ 2,578.00 EMS Review - Paramedic Content Package - Air Methods Includes access to First Due’s Interactive Paramedic for use in the administration, assignment and delivery of web-based training through First Due Advanced Training Records with Content. AMC Services and AMC Licensed Materials Terms of Service (located here: https://www.onlineascend.com/). $ 7,245.00 Health and Wellness First Due's Health and Wellness module allows for the proactive monitoring of responder health and safety including Exposure History along with Incident, Training or Event correlation, exposure trends to support compliance with organizational health and safety initiatives. $ 2,150.00 Assets & Inventory Assets, vehicles, equipment and inventory management, assets and equipment checks, and work order management. $ 2,750.00 Medications Tracking Track all medications, including DEA Scheduled Medications. Tracking a medication's lifecycle (receipt, usage, waste or removal) by expiration date, lot number or serial number. Ensure compliance with internal and external signatures, as well as advanced role security and authentication. $ 2,000.00 Please do not share or reproduce without proper authorization | © First Due | www.firstdue.com 2 CO N F I D E N T I A L Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Community Connect Online portal for residents and businesses to input critical occupant and property data that can be made available to Emergency Response Agencies during an incident. $ 5,950.00 Kno2 Premium Plus Subscription This includes the ability to Send data to Hospitals, Query Patient Information in the field, and Receive Outcome/Insurance information from the Hospital. $ 6,400.00 Scheduling Integration w/ Third Party (CrewSense) Scheduling Integration with CrewSense $ 1,950.00 First Due Modules Description Price Please do not share or reproduce without proper authorization | © First Due | www.firstdue.com 3 CO N F I D E N T I A L Doc ID: 9327a63171f123729a56aadbbc9806c7488b8c13 Contract with First Due for the Emergency Management... Approval_of...ncy_Med.pdf and 2 others 9327a63171f123729a56aadbbc9806c7488b8c13 MM / DD / YYYY Signed 12 / 04 / 2025 11:21:50 UTC-6 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 50.171.242.186 12 / 04 / 2025 11:36:29 UTC-6 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 50.171.242.186 12 / 04 / 2025 11:36:38 UTC-6 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 50.171.242.186 12 / 08 / 2025 10:44:46 UTC-6 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 12 / 08 / 2025 10:49:18 UTC-6 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 50.171.242.186 The document has been completed.12 / 08 / 2025 10:49:18 UTC-6