Purpose Statement

The Vendor Directory in First Due enables fire departments and EMS agencies to maintain a comprehensive, organized database of vendors who provide services, equipment, or support to the department. This feature streamlines vendor management by centralizing contact information, licensing details, historical permit records, and relevant documentation in one accessible location. By maintaining accurate vendor records, departments can efficiently manage compliance, facilitate communication with service providers, and maintain historical records of vendor-related activities.

Background Information

Effective vendor management is essential for fire departments and EMS agencies that work with multiple contractors, equipment suppliers, inspection companies, and service providers. The Vendor Directory provides a centralized repository where administrators can store comprehensive vendor information including physical and billing addresses, business licenses, primary contacts with certifications, and historical permit data.

This feature integrates with the occupancy database within First Due, allowing vendors to be linked to specific properties when addresses match known occupancies. For vendors outside the jurisdiction or not associated with existing occupancies, addresses can be manually entered using Google-populated address data. The system supports custom saved views for organizing vendors by specific criteria, filtering and search capabilities for quick vendor lookup, and comprehensive record-keeping including attachments and notes for each vendor.

Common use cases include managing fire inspection contractors, equipment maintenance vendors, building system service providers, hazmat disposal companies, and training service providers. The vendor management system helps departments maintain compliance documentation, track vendor certifications and licenses, and access historical records of vendor-related permits and activities.
 

Best Practices

Do's

• Maintain complete vendor records: Always fill out as much information as possible when creating vendor records, including licensing numbers, multiple contacts, and certifications
• Use consistent vendor naming conventions: Establish and follow a standardized naming format for vendors to ensure easy searching and sorting
• Keep contact information current: Regularly review and update vendor contact information, especially for primary contacts and emergency contact numbers
• Upload relevant documentation: Attach vendor certifications, insurance documents, licenses, and contracts to the vendor record for easy reference
• Utilize saved views: Create and use saved views to organize vendors by type, active status, or other relevant criteria for efficient access
• Document vendor interactions: Use the notes section to record important communications, service issues, or special arrangements with vendors
• Verify addresses carefully: Ensure addresses are accurate when adding new vendors, as this information links to occupancy records and affects dispatch and inspection workflows
• Designate primary contacts: Always identify a primary contact for each vendor to streamline communication

Don'ts

• Don't create duplicate vendor records: Before adding a new vendor, search thoroughly to ensure the vendor doesn't already exist in the system
• Don't leave required fields blank: The Address and Vendor Name fields are mandatory - incomplete records may cause issues with reporting and historical tracking
• Don't neglect billing address differences: If a vendor's billing address differs from their physical location, ensure you turn off the "same address" toggle and enter the correct billing information
• Don't delete vendors with active permits or historical data: Consider marking vendors as inactive rather than deleting them to preserve historical permit records and compliance documentation
• Don't store sensitive information in notes: Avoid placing confidential financial information, passwords, or sensitive business details in the notes field
• Don't forget to update vendor types: Ensure the vendor type accurately reflects the services provided, as this affects filtering and reporting
• Don't overlook contact certifications: Failing to upload and maintain vendor contact certifications may lead to compliance issues during inspections or audits

Tips & Recommendations

• Leverage the history section: Review the History section before contacting vendors to understand past service patterns and identify any recurring issues
• Set up custom saved views: Create saved views for frequently accessed vendor categories (e.g., "Active Fire Alarm Vendors," "Annual Inspection Contractors") to speed up your workflow
• Use the keyword search effectively: The search function scans all visible columns, so searching for partial names, phone numbers, or license numbers will quickly locate vendor records
• Pin filters for repetitive tasks: If you frequently use the same filter criteria, pin the filter panel open to save time
• Export vendor lists for reporting: Use the CSV or Excel export function to create external reports or share vendor information with other departments
• Attach vendor agreements: Upload service agreements, contracts, or memorandums of understanding directly to vendor records for centralized access
• Add multiple contacts per vendor: Include backup contacts beyond the primary contact to ensure you can always reach someone when needed
• Standardize vendor license number formats: Maintain consistency in how license numbers are entered (including dashes, spaces, or formatting) for easier searching
• Review vendor records quarterly: Schedule regular reviews of vendor information to ensure all data remains current and accurate