FIRE AND EMS OPERATIONS SOFTWARE REQUEST FOR PROPOSAL (RFP) TEMPLATE Apparatus Checks, Inventory, Controlled Substances, Equipment and Compliance Records Free template from Emergency Logs https://www.emergencylogs.com/resources/fire-ems-software-rfp-template Last updated: 2026-10-08 ------------------------------------------------------------------------ HOW TO USE THIS TEMPLATE ------------------------------------------------------------------------ - Replace everything in [BRACKETS] with your department's information. - Delete any requirement your department does not need. Add any it does. - Mark each requirement in Section 4 as MUST (required) or WANT (nice to have) before you send it. Do not send it with both. - Send the same document to every vendor so the answers can be compared side by side. - Have your purchasing office or legal counsel add your jurisdiction's standard terms, insurance requirements and submittal rules. This template is a starting point, not legal advice. - This template covers operations and compliance software: apparatus checks, inventory, controlled substances, equipment and the records behind ISO and accreditation. Incident reporting (RMS / NERIS) and CAD are usually bought separately. Section 4.10 asks how a vendor works alongside the systems you already have. ======================================================================== SECTION 1. ISSUING AGENCY AND SCHEDULE ======================================================================== 1.1 Issuing agency: [DEPARTMENT / DISTRICT / AGENCY NAME] 1.2 RFP number: [RFP NUMBER] 1.3 Point of contact: [NAME, TITLE] Email: [EMAIL] Phone: [PHONE] 1.4 All questions must be submitted in writing to the point of contact. Answers will be shared with every vendor that received this RFP. 1.5 Schedule RFP issued: [DATE] Written questions due: [DATE] Answers to questions published: [DATE] Proposals due: [DATE, TIME, TIME ZONE] Vendor demonstrations: [DATE RANGE] Selection announced (target): [DATE] Go-live (target): [DATE] 1.6 Submittal format: [ELECTRONIC / PAPER / BOTH], [NUMBER] copies, delivered to [ADDRESS OR EMAIL]. Late proposals will not be considered. ======================================================================== SECTION 2. DEPARTMENT PROFILE ======================================================================== 2.1 Department type: [CAREER / COMBINATION / VOLUNTEER] 2.2 Services provided: [FIRE / BLS / ALS / TRANSPORT / RESCUE] 2.3 Number of stations: [NUMBER] 2.4 Personnel who will use the system Career: [NUMBER] Volunteer / paid-call: [NUMBER] Administrative / support: [NUMBER] 2.5 Apparatus and units Engines: [NUMBER] Trucks / aerials: [NUMBER] Medic / ambulance units: [NUMBER] Tenders, brush, utility: [NUMBER] Reserve units: [NUMBER] 2.6 Controlled substances carried: [YES / NO] DEA registration(s): [NUMBER OF REGISTRATIONS] Storage locations (safes): [NUMBER] 2.7 SCBA units / cylinders: [NUMBER] / [NUMBER] 2.8 Sets of turnout gear: [NUMBER] 2.9 Current ISO PPC rating: [RATING] 2.10 How these records are kept today: [PAPER / SPREADSHEETS / CURRENT SOFTWARE NAME / MIXED] 2.11 Systems the new software must work alongside: RMS / incident reporting: [SYSTEM] CAD: [SYSTEM] Scheduling / staffing: [SYSTEM] Single sign-on: [MICROSOFT / GOOGLE / OTHER / NONE] 2.12 Devices crews will use: [DEPARTMENT TABLETS / PERSONAL PHONES / STATION COMPUTERS / ALL] ======================================================================== SECTION 3. HOW VENDORS MUST RESPOND ======================================================================== For every requirement in Section 4, give one of these response codes and a short explanation. A requirement left blank will be scored as N. Y = Available today, in the base product, at no extra cost C = Available today through configuration we (the department) can do ourselves, at no extra cost A = Available today as a separately priced add-on or module (list the price in Section 7) 3P = Requires a third-party product or service (name it and list its cost in Section 7) F = Planned for a future release (give the target date) N = Not available Do not answer "Y" for a feature that is only available on a higher plan than the one you are quoting. Mark it "A" and price it. Response table format (copy for each requirement): Req # | MUST/WANT | Code | Explanation -------|-----------|------|--------------------------------------- 4.1.1 | | | ======================================================================== SECTION 4. FUNCTIONAL REQUIREMENTS ======================================================================== 4.1 APPARATUS AND TRUCK CHECKS 4.1.1 Department can build and change its own check forms without vendor help (sections, pass/fail, yes/no, readings, notes, photos). 4.1.2 Separate check templates by apparatus type (engine, truck, medic, tender, brush, reserve). 4.1.3 Daily, weekly, monthly and day-of-week check items on the same apparatus. 4.1.4 A failed item automatically creates a repair ticket or alert to a named person or role, the same shift. 4.1.5 Photos can be attached to a failed item from a phone camera. 4.1.6 Report of checks missed or overdue, by station and by unit. 4.1.7 Each check is stamped with the member's name, date and time and cannot be edited after submission without an audit entry. 4.1.8 Moving equipment and inventory when crews switch to a reserve unit. 4.2 INVENTORY AND SUPPLIES 4.2.1 PAR levels by warehouse, station and unit. 4.2.2 Expiration date tracking with alerts before items expire. 4.2.3 Restocking a unit after a call, from a phone. 4.2.4 Barcode or QR code scanning with the phone camera, without buying separate scanners. 4.2.5 Reorder reports and vendor purchase lists. 4.2.6 Transfer history between warehouse, station and unit. 4.3 CONTROLLED SUBSTANCES (EMS) 4.3.1 Chain of custody for each vial or unit from receipt to administration, waste or return. 4.3.2 Records that support the DEA record-keeping requirements for EMS agencies under the Protecting Patient Access to Emergency Medications Act (PPAEMA) and 21 CFR Part 1300 series. 4.3.3 Two-person witness signatures for counts and waste. 4.3.4 Daily or shift-change counts with discrepancy alerts. 4.3.5 Tracking by registration, safe, station and unit. 4.3.6 Reports ready for a DEA or state board inspection. 4.3.7 Tracking of prehospital blood products, if carried. 4.4 SCBA AND PPE 4.4.1 SCBA inspections, flow tests and cylinder hydrostatic test dates (NFPA 1852 records). 4.4.2 Turnout gear assignment, inspection, cleaning and repair history (NFPA 1851 records, NFPA 1850 when adopted). 4.4.3 Retirement date alerts for gear and cylinders. 4.4.4 Exposure and contamination cleaning records per set of gear. 4.5 EQUIPMENT, FLEET AND FACILITIES 4.5.1 Equipment records with serial numbers, assignment and service history. 4.5.2 Equipment checkout and return by member. 4.5.3 AED readiness checks and pad and battery expiration. 4.5.4 Fleet maintenance, mileage, hours and work orders. 4.5.5 Annual service testing records (pumps, ladders, hose). 4.5.6 Station and facility maintenance requests. 4.6 ISO AND COMPLIANCE RECORDS 4.6.1 Hydrant inspection and flow test records. 4.6.2 Training hours by member and by ISO category. 4.6.3 Pre-incident plans. 4.6.4 Reports organized the way an ISO Fire Suppression Rating Schedule review asks for them. 4.7 PEOPLE AND TASKS 4.7.1 Member certifications and expiration alerts. 4.7.2 Task assignments with due dates and reminders. 4.7.3 Shift trade requests and approvals. 4.7.4 Department events and calendar. 4.8 DASHBOARDS AND REPORTING 4.8.1 Dashboards for chiefs and officers showing overdue checks, expiring items and open tickets. 4.8.2 Reports exportable to Excel/CSV and PDF. 4.8.3 Department can build or filter its own reports without vendor help. 4.9 ACCESS AND DEVICES 4.9.1 Works on any phone, tablet or computer through a web browser. 4.9.2 No separate app installation required. (If an app is required, state the platforms supported.) 4.9.3 No separate mobile or per-device license. 4.9.4 Every member of the department can have a login. State any limit on the number of users. 4.9.5 Behavior when a unit has poor or no cell coverage. 4.10 INTEGRATION WITH EXISTING SYSTEMS 4.10.1 How the system works alongside our RMS / incident reporting system listed in 2.11. State any interface that exists today. 4.10.2 How the system works alongside our CAD listed in 2.11. 4.10.3 Single sign-on support (Microsoft, Google, SAML). 4.10.4 Data import from our current spreadsheets or system. 4.10.5 API or scheduled data export availability. 4.11 DEPARTMENT-SPECIFIC REQUIREMENTS 4.11.1 [ADD YOUR OWN] 4.11.2 [ADD YOUR OWN] ======================================================================== SECTION 5. IMPLEMENTATION, TRAINING AND SUPPORT ======================================================================== Describe each item. Where a task is the department's responsibility, say so. 5.1 Implementation plan with a week-by-week timeline from signing to go-live. 5.2 Who builds the first check forms and inventory lists: vendor, department, or both. Hours of vendor help included. 5.3 Data migration: what you will import, in what format, and at what cost. 5.4 Training for administrators and for crews. Format (on-site, live online, recorded), hours included, and cost of additional training. 5.5 Support channels (phone, email, text, chat), hours, and target response times. 5.6 Is support included in the subscription? If support is sold in tiers or per incident, list the prices in Section 7. 5.7 How software updates are delivered and whether they cost extra. 5.8 Number of years the company has been in business and number of fire and EMS agencies using the product today. 5.9 Three references from agencies of similar size and type, with a contact name, title, phone and email for each. ======================================================================== SECTION 6. SECURITY, DATA AND ADMINISTRATION ======================================================================== 6.1 Where data is hosted (provider and country) and how it is backed up. 6.2 Encryption in transit and at rest. 6.3 User roles and permissions the department can configure itself. 6.4 Audit trail of who created, changed or deleted a record, and when. 6.5 Record retention: how long records are kept and whether the department controls retention. 6.6 Data ownership: confirm the department owns its data. 6.7 Data export at any time, and a full export at contract end, in a standard format (CSV/Excel/PDF), at no charge. 6.8 Uptime record for the last 12 months and planned maintenance windows. 6.9 Security incident notification process and timeline. 6.10 Cyber liability insurance coverage amount. ======================================================================== SECTION 7. PRICING RESPONSE ======================================================================== Complete every line. Write "Included" or "$0" rather than leaving a line blank. Price the department described in Section 2. 7.1 Pricing model (check one) [ ] Per user / per seat [ ] Per vehicle / per asset [ ] Per module [ ] Per station [ ] Flat agency price [ ] Other: ____________________ 7.2 Pricing table Item | Year 1 | Year 2 | Year 3 ----------------------------------------|--------|--------|-------- Annual subscription | | | Modules included in subscription (list) | -- | -- | -- Add-on modules required by Section 4 | | | Setup / implementation fee | | -- | -- Data migration fee | | -- | -- Training fee | | | Support fee | | | Mobile / device licenses | | | Hardware (scanners, tags, tablets) | | | Third-party costs (from "3P" answers) | | | ----------------------------------------|--------|--------|-------- TOTAL | | | 3-year total cost of ownership: $____________ 7.3 Cost to add, after signing: One additional member: $____________ One additional apparatus: $____________ One additional station: $____________ One additional module: $____________ 7.4 Maximum annual price increase, as written in the contract: ____% 7.5 Is a multi-year price lock available? Terms: 7.6 Discounts available for volunteer departments, multi-year terms or cooperative purchasing: 7.7 Contract length, renewal terms, and whether the contract renews automatically. 7.8 Cancellation terms and any early termination fee. 7.9 Payment schedule (annual, quarterly, monthly). 7.10 Is your pricing published publicly? If so, provide the link. 7.11 List any feature shown in a demonstration that is NOT included in this quote. ======================================================================== SECTION 8. DEMONSTRATION AND TRIAL ======================================================================== 8.1 Finalists will be asked to demonstrate the following scenarios using the department's own apparatus and forms where possible: a. A crew member completes a morning truck check on a phone and fails one item. Show who is notified and how the item is fixed and closed. b. A medic unit is restocked after a call, including one item within 30 days of expiration. c. A controlled substance count at shift change, including a discrepancy. d. An officer pulls a report of every overdue check and expiring item across all stations. e. An administrator adds a new member, a new apparatus and a new check item without vendor help. f. [ADD YOUR OWN SCENARIO] 8.2 Is a free trial or sandbox available that department members can use without a scheduled sales call? Provide access details. ======================================================================== SECTION 9. EVALUATION AND SCORING ======================================================================== Proposals will be scored by an evaluation committee using the weights below. A vendor that cannot meet a MUST requirement may be disqualified regardless of score. Adjust the weights to fit your department; they must total 100. Category | Weight | Score | Total --------------------------------------------|--------|-------|------- Functional requirements (Section 4) | 30 | | 3-year total cost of ownership (Section 7) | 20 | | Ease of use for crews and volunteers | 15 | | Implementation, training, support (Sec. 5) | 15 | | Security and data ownership (Section 6) | 10 | | References and experience | 5 | | Contract flexibility and price protection | 5 | | --------------------------------------------|--------|-------|------- TOTAL | 100 | | Scoring scale for each category (0 to 5): 5 = Exceeds requirements 2 = Partially meets 4 = Fully meets 1 = Minimally meets 3 = Mostly meets 0 = Does not meet / no response Category total = (Score / 5) x Weight. Cost scoring (suggested): lowest 3-year total receives the full weight. Each other proposal receives (Lowest total / This total) x Weight. ======================================================================== SECTION 10. REQUIRED SUBMITTALS CHECKLIST ======================================================================== [ ] Cover letter signed by an authorized representative [ ] Completed Section 4 response table [ ] Answers to Sections 5 and 6 [ ] Completed Section 7 pricing table [ ] Three references (Section 5.9) [ ] Sample contract / subscription agreement [ ] Certificate of insurance [ ] W-9 [ ] [ANY JURISDICTION-SPECIFIC FORMS] ------------------------------------------------------------------------ This template is provided free by Emergency Logs for any fire department or EMS agency to use, change and share. No attribution required. Emergency Logs: apparatus checks, inventory, EMS narcotics tracking, SCBA and PPE, and ISO records in one system, priced per station. Try the live demo, no sales call: https://demo.emergencylogs.com/demo.aspx Questions: sales@emergencylogs.com | 714-794-5778 ------------------------------------------------------------------------