Dated Wednesday, October 15, 2025: The City of Rochester Hills is accepting proposals from qualified and experienced firms to provide a Cloud-Based Emergency Services Records Management System including software, consulting and implementation services and annual support and maintenance. Sealed Proposals will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309 via Electronic Submission ONLY through the MITN website until EXACTLY 3:00 P.M. Local time WEDNESDAY, NOVEMBER 5, 2025 at which time and place said proposer’s names and addresses ONLY will be read via Zoom Teleconference.
The City of Rochester Hills officially distributes bid documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of bid documents obtained from any other source are not considered official copies. Only those vendors who obtain bid documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, select Departments, Fiscal, Accounting & Purchasing, Procurement Division, Vendor Registration to link to the MITN website.
Any deviations from the specifications must be noted on the proposal.
THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.
Please submit proposal through the MITN website on or before the date and time given above to:
Lisa Cummins, CPPB
Procurement Manager
City of Rochester Hills
1000 Rochester Hills Drive
Rochester Hills, Michigan 48309
All proposals must be submitted electronically via the MITN website. Hardcopy responses will not be accepted. The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats. It is requested that you upload one complete document, versus that of several individual sheets. Please name your files accordingly if more than one file is uploaded to the site.
INTRODUCTION AND INSTRUCTIONS
The City of Rochester Hills is accepting proposals from qualified and experienced vendors to provide a comprehensive Cloud-Based Emergency Services Records Management System including software, consulting, and implementation services and support. The primary objective is to acquire a solution that improves operation efficiency, enhances data access, and ensures compliance with federal and state reporting standards, while offering a user-friendly experience for our personnel.
The ideal solution will provide a single point of data entry and seamlessly integrate with Oakland County’s CLEMIS CAD system to streamline workflows and reduce redundant data entry. This Request for Proposals (RFP) aims to select a vendor who can deliver a reliable, secure, and intuitive system that meets our current needs and can scale to support future growth and technological advancements.
Please carefully review this document. It provides specific technical information necessary to aid Vendors in formulation of a thorough response. A formal comprehensive review period will be conducted to ensure that the City selects the best possible software solution available at the best value to the City.
The submission of a proposal hereunder shall be considered evidence that the vendor is satisfied with respect to the conditions to be encountered and the character, quantity and quality of work to be performed. Proposals shall be in conformance with the documents. Any deviation from the specifications must be noted in the Proposal. With a view to obtaining the most acceptable services, these specifications cover the general requirements. Recommendations from proposers are encouraged and will be reviewed and evaluated based on the best interests of the City.
To respond to this RFP, interested Vendors must include a response to all criteria that are listed in this proposal. Failure to include a response to all evaluation criteria may be cause for rejection.
This document is a Request for Proposals. It differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. Proposers are to provide their proposed solution based on their professional knowledge and developed around the Scope of Work and General Requirements defined within this proposal. As such, the lowest price proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards, which measure how well a proposer’s approach meets the desired requirements and needs of the City. The criteria that will be used and considered in evaluation for the award are set forth in this document.
PROPOSAL OPENING VIA ZOOM TELECONFERENCE
Proposers wanting to view the opening are invited to do so utilizing the following meeting information listed below. Names and addressed ONLY of submitting proposers will be read.
When: Nov 5, 2025 03:00 PM Eastern Time (US and Canada)
Topic: RFP-RH-25-060 Fire and Emergency Records Management Software
Please click the link below to join the webinar: https://us02web.zoom.us/j/87090914397
Webinar ID: 870 9091 4397
