Notice Of Intent (“Noi”)Issue Date: February 4, 2026Noi Closing Date And Time: February 16, 2026 At 2:00 Pm, Local Time.Reference #: Noi #2026-142 – Fire Department Records Management System Overview Of Contemplated Contract:Notice Is Hereby Given That The District Of Lake Country (The “District”) Is Contemplating Making A Direct Award Of A Contract To First Due Holdings Inc. (The “Supplier”) For The Provision Of A Records Management Software System For Its Fire Department Operations, For A Term Of Five Years Along With Five Additional Optional Extension Years.The High-Level Details Of The Services To Be Provided Under The Contemplated Contract Are Generally Described Below:A Single, Integrated Cloud‑Based Platform Purpose‑Built For Fire Departments And Emergency Response Agencies.Pre‑Incident Planning And Occupancy Management, Including Gis‑Based Mapping And Hazard Information.Incident Command And Response Management Tools, Including Digital Command Boards, Incident Logging, Task Assignment, And Real‑Time Situational Awareness.Fire Incident Reporting Compliant With Provincial Fire Reporting Requirements.Inspection And Prevention Modules, Including Configurable Inspection Checklists And Violation Management.Personnel, Training, Scheduling, And Workforce Management Functionality.Asset, Apparatus, And Inventory Management.Health And Wellness Tracking To Support Responder Safety And Regulatory Compliance.Mobile And Web‑Based Responder Applications With Notifications, Unit Status, And Routing.Integration With The District’S Dispatch Provider’S Computer‑Aided Dispatch (Cad) System To Enable Automatic Data Sharing For Response And Reporting Purposes.All Hosting, Maintenance, Software Updates, And Vendor Support Are Included As Part Of The Subscription Model.The District Intends To Enter Into The Five-Year Contract For The Services, Commencing On Or Around February 23, 2026.Maximum Contract Value:The Total Value Of The Contract For The Services Described In Section 1, Will Not Exceed $250,000 Plus Taxes Over The Five-Year Initial Term.Rationale For Contemplating A Direct Award:The District Is Contemplating A Direct Award Of A Contract With The Supplier, For The Reasons Detailed In This Section.The District Believes, But Cannot Strictly Prove, That The Supplier Is The Only Vendor That Can Reasonably Supply The Services, Due To The Following Reasons:Inter‑Agency Compatibility And Operational Efficiencythe District’S Dispatch Services Provider And Several Neighboring Fire Departments And Mutual Aid Partners Have Already Selected And Implemented The Same Supplier’S System And Software As Their Operational Platform. Selecting The Same System Will Significantly Enhance Interoperability, Improve Information Sharing During Multi‑Agency Incidents, And Reduce Operational Friction During Mutual Aid Responses. A Common Platform Supports Aligned Workflows, Shared Situational Awareness, And More Effective Regional Cooperation.Proven Public Safety–Specific Solutionthe Supplier’S Software System Is Purpose‑Built For Fire And Emergency Services And Provides A Tightly Integrated Suite Of Modules That Would Otherwise Require The District To Procure, Integrate, And Maintain Multiple Separate Systems From Different Vendors. This Unified Approach Reduces Complexity, Lowers Long‑Term It And Administrative Overhead, And Improves Data Consistency Across Operational, Prevention, And Reporting Functions.Cad And Operational Integration Requirementsthe Contemplated Solution Meets The District’S Requirement For Direct Integration With Its Dispatch Provider’S Cad Environment, Enabling Automated Incident Data Exchange In Support Of Real‑Time Response, Incident Documentation, And Reporting. Achieving This Level Of Integration And Operational Alignment With Alternative Vendors Would Require Substantial Customization Or Additional Third‑Party Systems.Implementation Risk And Change Managementadopting The Same Platform Already In Use By Dispatch And Mutual Aid Partners Reduces Implementation Risk, Simplifies Training, And Accelerates Adoption By Responders Who May Already Be Familiar With The System Through Regional Operations.Challenges To This Noi:An Organization Or Individual May Submit A Written Response In Reply To This Noi (A “Challenge”) Should The Organization/Individual Feel That They Can Provide Equivalent Services (As Detailed In Sections 1 And 3) For An Amount Which Is Less Than The Maximum Contract Value Stated In Section 2, And Should Therefore Be Provided An Opportunity To Submit A Proposal Through A Full Public Request For Proposals Process.Submission Of Challenges:Any Challenge Submitted To This Noi Is Required To Be In English And Must Be Submitted In Writing Via Email To The Official Contact Only. The ‘Official Contact’ Is: Travis Tonn – Information Manager, District Of Lake Country. Email Address To Be Used Is:
[email protected] To The Noi Must Be Received By The Official Contact, At The Email Address Above, Before The Noi Closing Date And Time. Challenges Received After The Noi Closing Date And Time Will Be Disregarded.Challenges To This Noi Must Include The Following Information At A Minimum:The Legal Name Of The Individual/Organization Submitting The Challenge.The Reason For The Challenge.A Statement Confirming That The Individual/Organization Submitting The Challenge Can Supply Equivalent Services At A Price Which Is Lower Than The Contemplated Maximum Contract Value. Note: Pricing For The Services Must Include For All One-Time Costs Plus All Ongoing Subscription / License Fees Over The 5-Year Term.A Statement Detailing Specifically How The Individual/Organization Submitting The Challenge Meets All Of The District’S Service Requirements Described In Section 1 Of This Notice Of Intenta Statement Detailing Specifically How The Individual/Organization Submitting The Challenge Would Meet All Of The District’S Requirements Described In A), B), C), And D) Of Section 3 Of This Notice Of Intent.Signature And Date Of The Individual Or Officer Of The Organization Submitting The Challenge.Review Of Challenges:If The District Receives A Challenge To The Noi Before The Closing Date And Time, The District Must Assess Whether The Challenge Is Justified; And Whether A Public Request For Proposals Process Should Be Undertaken.If No Challenges To The Noi Are Received Prior To The Closing Date And Time Or No Challenge Is Submitted Which Meets The Requirements Outlined In A) Iii. That, In The Sole Opinion Of The District, Warrants The District Issuing A Public Request For Proposals For The Contemplated Contract; Then The District May Commence Contract Negotiations With The Supplier For The Services Described In This Noi.Enquiries Made To The Official Contact:Any Enquiries Regarding This Noi Must Be Made To The Official Contact Only (As Named In Section 4). Enquiries Received, And Any Responses Given, Which Provide New Information Will Be Recorded And Posted To Bc Bid Or Otherwise Distributed To Respondents. Despite The Foregoing, The District May Choose In Its Sole Discretion Not To Respond, Respond In Whole Or In Part, Or Reformulate Enquiries In Whole Or In Part. The District May In Its Sole Discretion Choose Whether To Post Any Such Enquiries And Responses To Bc Bid Or Otherwise Distribute To Respondents.Ownership Of Challengeschallenges To This Noi Become The Property Of The District And Will Be Held, Subject To The Provisions Of The Freedom Of Information And Protection Of Privacy Act.Respondent Expensesthe District Will Not Be Responsible For Any Costs Or Expenses Incurred By Any Individual/Organization Challenging This Noi.
