Bid: Open

The City of Torrington (hereinafter “City”), is seeking proposals from qualified vendors to provide the Torrington Fire Department with a contract for Management and Reporting Software services.

This Request for Proposal (RFP) covers the Torrington Fire Department’s software needs in several areas.  We are seeking a comprehensive, cloud-based emergency response platform, with modules including staffing, EMS, pre-incident planning, fire prevention, incident reporting, investigation, scheduling, community risk reduction, and assets & inventory.  The following requirements are representative general areas and are not all inclusive of the data the proposed software will provide.

The deadline for bid submittals is Friday, May 19, 2023 at 11:00 AM. Proposals shall be submitted to the Purchasing Department, City Hall, 140 Main Street, Room 206, Torrington, CT 06790. One original and three (3) exact copies shall be placed in a sealed envelope and clearly marked on the outside of the envelope including all outer packaging, such as DHL, FEDEX, UPS, etc.: “RFP # FMR-022-051923, FIRE DEPARTMENT MANAGEMENT AND REPORTING SOFTWARE SERVICES” and must bear the Name and address of the bidder. Proposals received after the closing date and time shall be rejected and returned unopened. In the case where City Hall is closed for weather related or some other emergency related circumstance, then submittals shall be due the next day when City Hall reopens for business, no later than 11:00 AM on that day.  The City will not be liable for any costs incurred in the preparation of the response for this Request for Proposal. All proposal submissions and materials become property of the City and will not be returned. Once opened such bids are public record. Vendors mailing bids should allow for normal delivery time to ensure timely receipt of their bids. The City of Torrington shall not be held responsible for lost or misdirected bids. No faxed or e-mailed bids will be accepted.

Deadline for questions is Friday, May 5, 2023 by 12:00 NOON. Submit all questions to Pennie Zucco, Purchasing Agent, pennie_zucco@torringtonct.org . Questions determined to be of interest to all prospective bidders will be posted as an addendum on the City and State websites. It is the vendor’s responsibility to check these websites 48 hours before the closing date for addenda’s. All information given by the city except by written addendum shall be informal and shall not be binding upon the city nor shall it furnish a basis for legal action by any Proposers against the City.

Any alleged oral agreement made by a bidder or contractor with any agency or employee of the City of Torrington shall be disregarded.

All proposals must include the bidder’s name and be signed by a responsible officer or employee of the vendor submitting a proposal. The vendor shall provide at least three (3) references of companies or agencies that have purchased similar reporting software from vendor.

This RFP does not commit the City of Torrington to select any vendor or enter into any contract agreement. The City of Torrington reserves the right to request additional information from some or all bidders. The City of Torrington reserves the right to accept any RFP deemed in the best interests of the City of Torrington.

The information provided herein is not intended to and shall not bind the City of Torrington to any of the statements or assumptions set forth herein.

Responses must set forth accurate and complete information for each of the items listed below. At the City's discretion, failure to do so could result in disqualification.

Any contract entered into by the City and the successful bidder shall provide that the City may terminate the contract upon thirty (30) day notice to the bidder.

All proposals will be considered valid for a period of one hundred twenty (120) days. The successful bidder shall not withdraw, cancel or modify their proposal.

The City of Torrington reserves the right to award or reject any or all bids, or any portion thereof; to waive technicalities; to award the contract to a bidder other than the lowest bid, and to award the bid and/or contracts to one or more bidders submitting essentially identical proposals and, that in the city’s judgment, will best serve the public interest.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

MBE’S WBE’S AND SBE’S ARE ENCOURAGED TO APPLY