Solicitation RFP CRIME & MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE. Bid designation: Public

Transcription

1 5 Solicitation RFP CRIME & MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE Bid designation: Public City of San Jose 9/23/2014 5:34 PM p. 1 6

2 CRIME & MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE 5 Bid Number RFP Bid Title CRIME & MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE Bid Start Date Sep 23, :34:02 PM PDT Bid End Date Oct 28, :00:00 PM PDT Question & Answer End Date Oct 14, :00:00 PM PDT Bid Contact Jay Coleman Sr Analyst Finance Department - Purchasing Divison [email protected] Contract Duration 1 year Contract Renewal 4 annual renewals Prices Good for 1 year Bid Comments The City of San José ( City ) is soliciting proposals from qualified Contractors to provide a Crime and Mobile Predictive Analytics software suite, in support of the San José Police Department. For complete instructions, requirements and deadlines, see attached RFP document. MINIMUM REQUIREMENTS: A Proposer will be considered non -responsive to this RFP and will be disqualified from further consideration if any of the following minimum qualifications are not met. 1. Submit three (3) different customer references from Police Departments or other Law Enforcement Agencies, demonstrating at least five years experience, where the same or similar services have been performed. At least two of the references shall be from Police Departments or other Law Enforcement Agencies of similar size to SJPD, with a minimum of 1,000 Police/Law Enforcement Agency employees. ADDITIONAL REQUIREMENTS: The successful contractor will be required to provide the following additional post-award requirements and must be provided within ten calendar days of notification of award: 1) Insurance certificate The BASIS OF AWARD is NON Price-Determinative and will be evaluated. The basis of award will be based on the overall highest ranked/scoring proposer. LINE ITEM PRICE: Please enter zero in amount total by Proposal due deadline. This entry will only be used to facilitate that the pre-award and award notices are sent to the appropriate contacts. Item Response Form Item Quantity Unit Price Delivery Location Description. RFP CRIME & MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE 1 lot City of San Jose No Location Specified Qty 1 9/23/2014 5:34 PM p. 2 6

3 REQUEST FOR PROPOSAL RFP CRIME AND MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE September 23, /23/2014 5:34 PM p. 3

4 TABLE OF CONTENTS 1 INTRODUCTION BACKGROUND PROJECT GOALS AND OBJECTIVES MINIMUM QUALIFICATIONS COMPLETE RFP PROCUREMENT TIMELINE CONTACT INFORMATION HOW TO OBTAIN THIS RFP PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES OBJECTIONS SUBMISSION OF PROPOSALS LATE PROPOSALS RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS REVIEW PROCESS and EVALUATION CRITERIA BASIS OF AWARD PROTESTS GENERAL INFORMATION GROUNDS FOR DISQUALIFICATION ADDENDA AND INTERPRETATION PROPOSAL SUBMISSION EXAMINATION OF PROPOSED MATERIAL CODE ADHERENCE, PERMITS AND FEES TERMS AND CONDITIONS OF AGREEMENT INSURANCE REQUIREMENTS LOCAL AND SMALL BUSINESS PREFERENCE PUBLIC NATURE OF PROPOSAL MATERIAL NON-DISCRIMINATION/NON-REFERENTIAL TREATMENT CITY BUSINESS TAX ATTACHMENT A STATEMENT OF REQUIREMENTS ATTACHMENT B - COST PROPOSAL INSTRUCTIONS AND COST FORM ATTACHMENT C PROPOSAL CERTIFICATION ATTACHMENT D PREVIOUS CUSTOMER REFERENCE FORM ATTACHMENT E REQUEST FOR LOCAL/SMALL BUSINESS PREFERENCE ATTACHMENT F INSURANCE REQUIREMENTS ATTACHMENT G EXEMPLAR AGREEMENT /23/2014 5:34 PM p. 4

5 1 INTRODUCTION 1.1. The City of San José, ( City ), is soliciting proposals for a Crime and Mobile Predictive Analytics software suite in support of the San José Police Department s ( SJPD ), need to analyze crime data from its existing Computer Aided Dispatch (CAD) System and Records Management System (RMS) with minimal configuration or daily manipulation required. SJPD intends to utilize the data for police investigations, staffing deployments, citizen outreach and awareness, and prediction of crime trends The City is looking for the data to be made available and presented through the following three separate modes: SJPD Website Public Portal: Will display crimes that have occurred. Must have geographical representations, allow users to set up alerts to know when crimes happen in a certain area, and must have geo-validation capabilities and be able to translate addresses into generic block numbers such as the hundredth block of a street location. The tool must also contain an Application Programming Interface (API) so that data can be shared with the public through a portal used by programmers and software developers Internal Crime Data Analysis: Will allow crime analysts to study data and complete reporting of the data through mapping or statistical reporting. It will also allow analysts to produce reports requested through the Public Records Act. This will also allow detectives to search crime data for investigative leads. Must be able to search free-text fields and allow users to set up alerts for notification of certain crime types or for crimes happening in a certain geographical region that corresponds to the SJPD s beat structure. The solution must be able to utilize CAD and/or RMS data from local or cloud-based servers Mobile Crime Predictive Analytics: Provides frontline officers and staff a hosted solution with a thin client that will analyze crime data to predict trends and display information for officers and commanders in real-time, and requires no configuration or maintenance from city personnel Please refer to Attachment A for a detailed statement of requirements. 2 BACKGROUND 2.1. The City of San José is a Charter City of about 1 million people. The City is located in Santa Clara County and covers approximately 180 square miles. San José is the tenth largest city in the nation and the third largest city in California. The SJPD employs approximately 1,100 sworn and 500 non-sworn personnel The SJPD is divided into four Bureaus; Administration, Field Operations, Investigations and Technical Services. Each bureau is comprised of several units. As a result, SJPD has significantly diverse data mining needs across the units. Crime data will need to be displayed to the following three distinct target audiences: the public, crime analysts, and sworn staff The SJPD owns massive amounts of historic digital information, but is limited in its ability to realize the full potential of the data to fight crime. Business Intelligence (BI) technologies, software tools used by private industry to predict business trends, demonstrate a significant potential when applied to crime events with the right mix of information and formulaic analysis The current vendor is Corona Solutions, and their Agreement expires March 31, The SJPD uses Corona s Ops Force: Discover (previously CadMine) system. The product has 1 9/23/2014 5:34 PM p. 5

6 been in use by the SJPD since October, The product gathers information from the CAD system and allows the Crime Analysis Unit (CAU) to analyze calls for service. This is an internet-based service used for the purpose of receiving and processing CAD data files and allowing user defined search parameters. Ops Force: Discover allows for the select access, format and retrieval of accurate and timely CAD data utilizing and application service provider model that requires no capital investment in hardware. The Ops Force: Discover solution enables on-line reporting on near real-time CAD data for enhancement of police service delivery. 3 PROJECT GOALS AND OBJECTIVES 3.1. The objective of this RFP is to solicit proposals from qualified firms to deliver a software solution that addresses the following requirements: Update or replace the current Ops Force: Discover system with a new Crime Analytics System Convert the existing data from the Ops Force: Discover system to the new/updated Crime Analytics System Procure a new Mobile Predictive Analytics System tailored specifically for the SJPD s beat officers The project phases are defined as follows: Phase I- Data model design, and software installation and configuration Phase II- Perform data conversion from Ops Force: Discover to new/updated Crime Analytics System. Perform system and performance testing on mobile computers using wireless access. Optimize data upload feed using a standard data transfer mechanism. Deploy system on desktop and Mobile client. Perform stress testing and fully deploy system All professional services required for installation, implementation, data conversion, application development, training, and the first year warranty shall be included in the proposal. Years 2-5 maintenance and support costs shall also be included The City prefers a cloud-based solution, but would consider a hybrid solution The City is seeking a go-live date of April 1 st, TERM OF AGREEMENT The initial term of the agreement shall be for one (1) initial year. The City reserves the right to extend the agreement for four (4) additional one (1) year terms for a total of five (5) years. 5 MINIMUM QUALIFICATIONS A Proposer will be considered non-responsive to this RFP and will be disqualified from further consideration if any of the following minimum qualifications are not met Proposers must have at least five (5) years of experience in crime reporting, Business Intelligence and/or predictive analysis. The years of experience must be demonstrated in the Cover Letter detailing company s experience, years providing crime reporting, business intelligence and/or predictive analysis Submit three different customer references from Police Departments or other Law Enforcement Agencies, using Attachment D- Previous Customer Reference Form. The three different 9/23/2014 5:34 PM p. 6 2

7 customer references shall be for contracts where the same or similar proposed solution has been implemented At least two of the three references must be from Police Departments or other Law Enforcement Agencies organizations similar in size to the City of San José Police Department, with a minimum of 1,000 Police/Law Enforcement Agency employees and specifically described in each Customer Reference Note: References shall be evaluated and scored as part of the Experience evaluation criteria described in this RFP. Therefore, it is important that each reference be as complete and descriptive of the work that was done, and as close as possible to the City s requirements as described in the RFP. 6 COMPLETE RFP This document describes the goals and objectives of this procurement, the RFP process, and RFP provisions. In addition, the following attachments, exhibits and/or appendices are included: 6.1. Attachments: Attachment A B C D E F G Title City of San Jose Statement of Requirements Cost Proposal Proposal Certification Form Previous Customer Reference Form Local/Small Business Enterprise Preference Request Insurance Requirements Exemplar Agreement (including Insurance Requirements) 7 PROCUREMENT TIMELINE Date Time Event September 23 rd, 2014 October 14 th, 2014 October 21 st, 2014 October 28 th, :00pm (Pacific Time) 3:00pm (Pacific Time) 5:00pm (Pacific Time) 4:00pm (Pacific Time) RFP Released Deadline for submittal of any Vendor objections & questions Deadline for City s response to Vendor s written questions Proposals due 8 CONTACT INFORMATION City of San José Finance/Purchasing, 14th Floor 200 E. Santa Clara St. San José, CA Attn: Jamil Jay Coleman Phone: [email protected] 9/23/2014 5:34 PM p. 7 3

8 9 HOW TO OBTAIN THIS RFP City of San Jose 9.1. This RFP may be downloaded from the BidSync e-procurement system located at Suppliers can also find a link at the City of San José Bid-Line Web site at At either Web site, follow the links to register for the online service. You may register for free either on-line or by calling BidSync Vendor Support at and telling the support representative that you are registering for City of San José procurements All addenda and notices related to this procurement will be posted by the City on BidSync. In the event that this RFP is obtained through any means other than BidSync, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFP document. 10 PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES Questions pertaining to this RFP should be submitted via the BidSync System. Please submit all questions by the deadline indicated in the procurement timeline, Section 7. The City will provide a written response to all pertinent questions in the form of an Addendum. Questions answered on BidSync shall be considered addenda to the RFP. 11 OBJECTIONS Any objection as to the structure, content or distribution of this RFP must be submitted in writing to the City Purchasing contact identified in Section 8 prior to the submission deadline for Questions and Answers. Objections must be as specific as possible, and identify the RFP section number and title, as well as a description and rationale for the objection. 12 SUBMISSION OF PROPOSALS Submit one (1) original and five (5) copies of the technical proposal clearly marked as such. The outside of the box or package and the cover or title page of each proposal shall be marked as follows: RFP , Crime and Mobile Predictive Analytics Software Suite. In addition, include an electronic copy of your proposal on a CD/DVD or flash drive, in pdf format Submit one (1) copy of your cost proposal (Attachment B) in a separate sealed envelope clearly marked on the outside: RFP , Crime and Mobile Predictive Analytics Software Suite Cost Proposal. Include an electronic copy of your cost proposal on the same CD/DVD or flash drive required above in Section 12.1 in MS-Word or pdf format Refer to Sections 7 and 8 for due dates and delivery location All proposals shall be submitted as hardcopy bound documents. The original hard copy version of the proposal will be considered the official proposal submission Hardcopy RFP documents are to be printed on paper that contains a minimum of 30% PCW, Chlorine Free. 100% PCW, Chlorine Free is preferred All pages shall be sequentially numbered and a table of contents shall be provided The font size on each page shall be 11 point Times New Roman or Arial font The pages shall be double sided with a maximum of one and one half line spacing. 9/23/2014 5:34 PM p. 8 4

9 12.9. Hardcopy proposals are required by the proposal deadline. However, in order to expedite pre-award and award notices on BidSync, please enter a line item value of zero on Bidsync by the proposal submission deadline. 13 LATE PROPOSALS Late proposals shall be rejected and returned to the Proposer. This deadline is absolute and proposals received after the due date and time shall not be considered. Proposers must select a method of delivery that ensures proposals will be delivered to the correct location by the due date and time. 14 RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS In order to expedite the evaluation process, each proposal shall be organized in accordance with this section. Proposals that do not follow the specified format outlined below, or fail to provide the required documentation, may receive lower scores, or if found to be non-responsive, be disqualified. In the event of any conflict between any of the proposal documents, resolution thereof shall be in the City s sole discretion. Proposals shall include the following information in the format indicated Cover Letter/ Executive Summary: Include a summary containing highlights of your proposed approach, describing how the project team will be organized, and how the Contractor will ensure responsiveness to City staff and project requirements Your summary should address the following: Describe the number of years in the industry of crime reporting, business intelligence and/or predictive analysis as required in Minimum Qualifications Section The type of technology proposed (cloud solution, hybrid solution, etc) A profile of Contractor s staff, including number of personnel by type and positions A brief biography of key individuals that will be assigned to this project. Please include title, project roles, and credentials of all staff that will be assigned Describe all subcontractors, if any, that will be used on this project and explain their roles and responsibilities Provide any additional information that is deemed significant enough to be highlighted Experience Describe what experience your firm has implementing your proposed solution, including organization name and size, as well as the number of users. If possible, please organize your response by Phase as described in Attachment A, Section 10. If your firm does not have experience in one of the areas listed, please label no experience. If your firm has additional relevant experience, please add this at the end of the statement If proposer is using a subcontractor on this project, provide similar information for the subcontractor Project Approach City of San Jose This should give an introduction and overview of the Proposer s approach and management plan, list general objectives, develop a work plan breaking the project 9/23/2014 5:34 PM p. 9 5

10 into recommended tasks or work elements clearly associated with the scope of work in this RFP, and explain the methodology to be used. It should be clear what work will be performed by the Proposer and what will be performed by each of the subcontractors, if applicable. All responses must be complete and unequivocal. The plan shall indicate all types of meetings to be held at the City related to implementation and a description of who will participate and the meeting s purpose Technical Approach Describe how your solution meets the requirements as outlined in Attachment A, Statement of Requirements Describe programming standards documentation, including coding style and techniques such as standards for indenting, commenting, and control structure, in which the source code of the software solution is developed following such standards Proposers must describe in detail how their proposed solution adheres to the minimum requirements of user authentication and role-based security currently used by SJPD Proposers must discuss the additional security protocols used by their system and describe the relative advantages and disadvantages of their approach to security Proposers must provide specific cost information about any security-related costs beyond those included in the base price of the software. Proposers must provide information about the system s ability to track and audit changes to data and prevent changes which compromise data integrity once the report is finalized Propose a public access portal, similar to Crimereports.com, that provides public interfacing with automated updates of information. Information should be displayed in a user-friendly format using a geospatial layer for easy analysis Additional outside consulting resources that may be required City staffing resources required Any other information relevant to the solution(s) proposed Proposers must describe their training and support services and include sample documentation and training schedules Cost Proposal: Submit in accordance with Section Attachments Required: The following documents must be completed and submitted with your technical proposal. Proposals that do not include the following fully completed documents shall be deemed non-responsive and will not be considered: Attachment B Cost Proposal City of San Jose Attachment C, Proposer Certification Attachment D, Previous Customer Reference Worksheet, per Section Attachment G Exemplar, with noted exceptions to the terms and conditions if any. If there are no exceptions, please submit the first page of the Agreement marked with No Exceptions. Please note that excessive changes may result in lower proposal scores, or disqualification of proposal Attachments Optional: The following documents are required, but will not result in immediate disqualification of your proposal if they are incomplete, or inadvertently omitted from your proposal. However, failure to submit these forms with your proposal, or incomplete submittals, may result in a lower overall score. 9/23/2014 5:34 PM p. 10 6

11 Attachment E, Local and Small Business Preference. This form must be provided if the Proposer is requesting consideration. If this form is not included with your proposal, consideration for local and small business preference shall not be granted. This form may not be submitted at a later date Post Award Submittal Requirements: Awardee is required to submit the following documents within 10 (ten) days from the final day of the protest period date after the Recommendation of Award. Failure to provide the documents within this time frame may result in withdrawal of the Award, and award to the next highest ranked Proposer Attachment F, Insurance Requirements Certificate of Insurance 15 REVIEW PROCESS and EVALUATION CRITERIA Proposal Responsiveness Required Documentation: Proposals will be reviewed to determine if all required documentation was included with the proposal submittal as described in Section Proposals that fail to contain the required documents with their technical and cost proposals will be disqualified from further consideration Proposal Review and Evaluation Technical proposals will be evaluated against the scope of work criteria and weighted scores will be applied as described in Section The City may seek written clarification from any or all proposers in order to better understand and evaluate the proposed solution. This process may not be used as an opportunity to submit missing documentation or to make substantive revisions to the original proposal Cost Proposal Review and Evaluation Pricing will be evaluated and weighted in accordance with the table in Section Demonstrations Finalists may be invited to provide a demonstration for the purpose of introducing key members of the project team, and allowing the City to fully understand the Proposer s ability to meet the evaluation criteria. Demonstrations will not be scored separately. Instead the City may modify proposal scores and resulting rankings based on the oral presentation Best and final offer (BAFO) A Best and Final Offer (BAFO) may be held with finalists that have scored in the competitive range if additional information or clarification is necessary in order to make a final decision. The BAFO may allow proposers to revise their original technical proposals based on information received from the City. The City will send out the request for a BAFO with instructions addressing the areas to be covered and the date and time in which the BAFO is to be submitted. After receipt of the BAFO, scores may be adjusted based on the new information received in the BAFO The City will request only one BAFO, unless the City s Purchasing Officer determines in writing that another BAFO is warranted Proposers are cautioned that the BAFO is optional and at the sole discretion of the City. Therefore, Proposers should not assume that there would be an additional opportunity to amend their price proposals after the original submission of technical and price proposals. Proposers may not request an opportunity to submit a BAFO. 9/23/2014 5:34 PM p. 11 7

12 City of San Jose Proposal Evaluation Weighting Criteria Criteria Weight Technical Capabilities 40% Experience 25% Cost Proposal 25% Local Business Preference 5% Small Business Preference 5% TOTAL 100% 16 BASIS OF AWARD Award will be based on the overall highest ranked Proposer score in accordance Section Should selected Proposer fail to provide post award documents as required, the City, in its sole discretion, may withdraw the award recommendation, and select the next highest ranked Proposer for award The City reserves the right to accept an offer in- full, or in-part, or to reject all offers. 17 PROTESTS If an unsuccessful Proposer wants to dispute the award recommendation, the protest must be submitted in writing to the Purchasing Officer no later than ten calendar days after announcement of the successful Proposer, detailing the grounds, factual basis and providing all supporting information. Protests will not be considered for disputes of proposal requirements and specifications, which must be addressed in accordance with Section 11. Failure to submit a timely written protest to the Purchasing Officer will bar consideration of the protest The address for submitting protests is: City of San José 200 East Santa Clara Street, 14th Floor San José, CA Attention: Purchasing Officer 18 GENERAL INFORMATION The City reserves the right to accept or reject any item or group(s) of items of a response. The City also reserves the right to waive any informality or irregularity in any proposal. Additionally, the City may, for any reason, decide not to award an agreement as a result of this RFP or cancel the RFP. The City shall not be obligated to respond to any proposal submitted, nor be legally bound in any manner by submission of the proposal The City is not required to accept the lowest priced proposal. Responses will be evaluated to determine the most advantageous proposal on a variety of factors including but not limited to price, implementation costs, design quality, features, and performance. 9/23/2014 5:34 PM p. 12 8

13 18.3. Final award shall be contingent upon reaching an agreement on software licensing terms, if applicable Do not include sales tax in your price quotation. The City will work with the selected supplier to add sales tax as appropriate, and will incorporate it into the contract The City reserves the right to verify any information provided during the RFP process and may contact references listed or any other persons known to have contracted with the Proposer The City may require financial statements for the last two fiscal years as certified by an independent Certified Public Accountant. Do not submit these documents unless they are requested. 19 GROUNDS FOR DISQUALIFICATION All Proposers are expected to have read and understood the Procurement and Contract Process Integrity and Conflict of Interest, Section 7 of the Consolidated Open Government and Ethics Provisions adopted on August 26, A complete copy of the policy can be found at: Any Proposer who violates the Policy will be subject to disqualification. Generally, the grounds for disqualification include: Contact regarding this procurement with any City official or employee or evaluation team other than the Procurement Contact from the time of issuance of this solicitation until the end of the protest period Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms, or conditions of this proposal Influencing any City staff member or evaluation team member throughout the solicitation process, including the development of specifications Evidence of submitting incorrect information in the response to a solicitation or misrepresent or fail to disclose material facts during the evaluation process In addition to violations of the Process Integrity Guidelines, the following conduct may also result in disqualification: Offering gifts or souvenirs, even of minimal value, to City officers or employees Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City Evidence of Proposer s inability to successfully complete the responsibilities and obligations of the proposal Proposer s default under any City agreement, resulting in termination of such Agreement. 20 ADDENDA AND INTERPRETATION The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives. Should discrepancies or omissions be found in this RFP or should there be a need to clarify the RFP, requests for clarification may be sent via or fax to the attention of the contact named in Section 8. 9/23/2014 5:34 PM p. 13 9

14 20.2. Proposer requests for clarification shall be deliverable as stated in Section 10. Any City response to a request for clarification will be made in the form of an addendum to this RFP. All addenda shall become part of this RFP. 21 PROPOSAL SUBMISSION This RFP does not commit the City to pay any costs incurred in the submission of a proposal or in making any necessary studies or designs for the preparation thereof, nor the purchase or contract for the services After acceptance of the successful proposal by the City, the successful Proposer(s) shall be obligated to enter into an agreement consistent with the proposal submitted Should the successful Proposer fail to execute the agreement, the City shall have the right to seek legal remedies against the Proposer, including forfeiture of the proposal bond, if any, and an action for damages and shall have the right to award to the next responsive Proposer. 22 EXAMINATION OF PROPOSED MATERIAL The submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and that they have read and understood the RFP. No request for modification of the statement shall be considered after its submission on grounds that Proposer was not fully informed as to any fact or condition. 23 CODE ADHERENCE, PERMITS AND FEES Contractor shall agree to abide by all laws, rules and regulation of the United States, State of California, Santa Clara County, and the City of San José, securing all necessary licenses and permits in the connection with resulting contract at no additional cost to the City. Successful contractor must have or obtain a current City of San José business license. 24 TERMS AND CONDITIONS OF AGREEMENT Upon conclusion of the RFP process, City Staff will make a recommendation to the City Council regarding the selection based upon the evaluation of the proposals. The City will enter into negotiations with one or more Proposer(s). Proposer(s) shall enter into a contract with the City in substantial conformity with the selected proposal and the form of the City s Standard Terms and Conditions. The Exemplar Agreement (Attachment G) outlines the City and its standard terms and conditions as part of the agreement between the City and the successful Proposer. The City reserves the right to negotiate project deliverables and associated costs All agreements will require the Proposer to adhere to the terms of their proposal and to act in accordance with all applicable laws and regulations An agreement shall not be binding or valid with the City unless and until it is executed by authorized representatives of the City. 25 INSURANCE REQUIREMENTS 9/23/2014 5:34 PM p

15 25.1. The selected Proposer(s), at Proposer s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in Attachment F All policies, endorsements, certificates and/or binders shall be subject to approval by the Risk Manager of the City as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsements Certificate of Insurance, as required, shall be provided to City within 10 days of the notice of award. Failure to provide the required Certificate of Insurance may result in withdrawal of the Award, and award to the next highest ranked Proposer. 26 LOCAL AND SMALL BUSINESS PREFERENCE Chapter 4.12 of the San José Municipal Code provides for a preference for Local and Small Businesses in the procurement of contracts for supplies, materials and equipment and for general and professional consulting services. The amount of the preference shall be 5 points if the business is local and an additional 5 points if the business is small In order for the Proposer to be eligible for local and/or small business preference, the Proposer must meet the following requirements: For local preference, Vendor must have a current San José Business Tax Certificate Number and have an office in Santa Clara County with at least one employee The small business preference is a subset of the local preference. For small business preference, Vendor must first qualify as a local business as mentioned above, and have a total number of employees of 35 or less (regardless of where they are located) If Proposer meets the eligibility requirements and wants to receive the preference, the Proposer must complete Attachment E, Request for Contracting Preference for Local and Small Businesses. If the Proposer fails to complete this form and submit it with the proposal, the Proposer will be denied consideration for local/small business preference. This information cannot be submitted later The preference shall only be considered for the prime Proposer(s). However, in the event that the proposing firm is a Joint Venture (JV) or Partnership as indicated on the Proposal Certification Form (Attachment E, then the Local Preference shall apply if any one of the firms in the JV or Partnership meets the definition for a local business. In order for a JV or Partnership to be considered for the Small Business Preference, then the aggregate of all of the employees that make up the JV or partnership must meet the definition for a small business. 27 PUBLIC NATURE OF PROPOSAL MATERIAL All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public Records Act (Cal. Government Code section 6250 et seq.) All documents that you send to the City will be subject to disclosure if requested by a member of the public. There are a very limited number of narrow exceptions to this disclosure requirement Therefore, any proposal which contains language purporting to render all or significant portions of their proposal Confidential, Trade Secret or Proprietary, or fails to provide the exemption information required as described below will be considered a public record in its entirety subject to the notification procedures in Section /23/2014 5:34 PM p. 15

16 27.3. Do not mark your entire proposal as Confidential The City will not disclose any part of any proposal before it announces a recommendation for award, on the grounds that there is a substantial public interest in not disclosing proposals during the evaluation process. After the announcement of a recommended award, all proposals received in response to this RFP will be subject to public disclosure. If you believe that there are portion(s) of your proposal which are exempt from disclosure under the Public Records Act, you must mark it as such and state the specific provision in the Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if you submit trade secret information, you must plainly mark the information as Trade Secret and refer to the appropriate section of the Public Records Act which provides the exemption as well as the factual basis for claiming the exemption Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a Proposer submits is a trade secret. If a request is made for information marked Confidential, Trade Secret or Proprietary, the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. 28 NON-DISCRIMINATION/NON-REFERENTIAL TREATMENT The successful Proposer agrees that there shall be no discrimination against, or segregation of, any person, on account of race, sex, color, age, religion, sexual orientation, actual or perceived gender identity, disability, ethnicity, national origin, marital status, or family status, in connection with or related to the performance of City contracts. 29 CITY BUSINESS TAX The Proposer(s) shall be required to comply with the San José Municipal Code Chapter 4.76 with respect to payment of the City Business Tax prior to any commencement of work. Contact Finance/Revenue Management at (408) to determine the applicable tax. 9/23/2014 5:34 PM p

17 ATTACHMENT A STATEMENT OF REQUIREMENTS NOTE: Where the word shall or required appears, Proposers may not take an exception. NOTE: The terms Contractor and Vendor are used interchangeably. Where the term Contractor or "Vendor" are used, the description denotes the responsibilities of the selected Proposer, once an agreement is completed. Where the term "Proposer" is used, the description denotes expectations of the respondents to this RFP as part of their proposal. 1 INVENTORY OF CURRENT TOOLS 1.1. General The SJPD Crime Analysis Unit (CAU) currently uses tools from various vendors including Omega, Bair, Corona Solutions, IBM, SAP, and Public Engines. The tools are used for various purposes depending on capability and feature set to achieve the overall mission of the SJPD. The tools are segmented into Business Intelligence & Predictive Tools, Public Access and Operational Intelligence Business Intelligence & Predictive Tools Omega Group s CrimeView Desktop and Dashboard applications and Bair Analytics ATAC Workstation and ATACRAIDS software are both being used to extend the predictive and intelligence capability of the SJPD. Both of these applications are designed to be used by highly trained crime analysts to develop trends and analysis of crime events. Both tools are different in their presentation of information and are extremely customizable. Although these tools are highly capable, they were not designed to be actively used by beat officers or to be deployed in mobile computing environments using wireless networks with limited bandwidth. These tools do have additional add-on modules to extend their capability into underserved areas of the SJPD Omega s CrimeView Desktop is a crime analysis/mapping solution specifically targeted for use by crime analysts. The CrimeView Dashboard was developed for a quick analysis of operational trends by field commanders. Bair s ATAC (Automated Tactical Analysis of Crime) software is used by crime analysts to determine crime patterns, predictive analytics, and crime mapping. Similar to Omega s software applications, ATAC was developed for use by crime analysts. Bair s ATACRAIDS (ATAC Regional Analysis and Information Data Sharing) is a regionalized version of ATAC. ATACRAIDS and RAIDS are currently not in production. ATAC Workstation is highly customizable where others are limited in their flexibility. Neither the CrimeView or ATAC software is being replaced Cognos from IBM is the newest in SJPD s suite of advanced tools that provide business intelligence. This tool requires extensive training to use. This tool was purchased as part of SJPD s Records Management System (RMS) deployment and includes basic reporting capabilities (similar to Crystal Reports), Business Intelligence, and predictive capabilities. Cognos is not being replaced Ops Force Discover by Corona Solutions is used to digest and analyze information from SJPD s Computer Aided Dispatch System (CAD). The CAD system records all calls for services from SJPD s 911 and 311 systems. This information is used to optimize operational effectiveness by efficiently allocating resources and 9/23/2014 5:34 PM p

18 1.3. Public Access Tools management of crime trends. The capabilities of this tool will need to be replaced or updated as part of this RFP process. Crimereports.com from Public Engines provides a public facing interface to the public with automated updates of provided from the SJPD s CAD system. CAD calls for services information are displayed in a user friendly portal using a geospatial layer for easy analysis. The application also will send daily alerts to all interested parties with tabular summary information. Similar to Crimereports.com is MyNeighborhoodUpdate.net by Corona Solutions. This product provides similar utility to the public. Proposers shall offer a Public Access Tool with their proposals Tools for Operational Intelligence Crystal Reports from SAP is used to provide tabular reporting from various systems including CAD and RMS systems. The system can also be used to extract data to be ingested and used by other systems. The SJPD has a significant investment in Crystal Reports with over 400+ report types already developed. The software was recently updated to the latest version, and is not being replaced The table below provides a summary of the current tools being used by the SJPD and how they are being used. The SJPD recognizes that some of these tools and vendors may have extended capabilities beyond our current use that may solve its specific needs Table 2.1, Summary of Existing Tools Current product suite City of San Jose Crime Analysis Unit (CAU) X SJPD Command Staff Beat Officers (Mobile) Omega (CrimeView Desktop) Omega (CrimeView Dashboard) X X BAIR (ATAC) Workstation X Bair (ATACRAIDS) Online (currently not used) X Corona Solutions (Ops Force Discover) X X X Corona Solutions (MyNeighborhoodUpdate.Net) Public Engines (CrimeReports.com) IBM (Cognos) X X SAP (Crystal Reports) X X Public Access X X 1.5. The Need for Additional Tools New types of software tools have emerged to help law enforcement agencies utilize large amounts of historic data. The first generation of software tools began to automate processes that law enforcement agencies have used for decades to visually show crime trends, usually blended with maps or charts. Early software tools were very similar to basic pin maps and used clustering analysis to visually show crime trends. Later tools used more powerful statistical models to show correlation and/or covariance of various crime types New advances in technology and computing power allow for crime events to be displayed on a computer generated map. With this capability, crime trends could be realized by compressing or expanding events over time and geography. Increased computing power continues to create opportunities for additional levels of sophisticated formulaic-based models that can be applied to crime prediction. These models include earthquake aftershocks, weather, and various social and biological cycles. The SJPD is interested in the specific application of these models to the process of resource management and proactive policing. 9/23/2014 5:34 PM p

19 Some software tools have emerged that allow additional information to be layered to show relationships between unrelated information such as inclement weather and traffic accidents. Summarizing trending and statistical information over time and adding layers of geographic or other information has proven to be beneficial to law enforcement. Unfortunately, these tools rely on highly skilled crime analysts to properly build information layers that yield useful operational information The SJPD continues to make significant investments in technologies used to better understand crime trends and patterns. The SJPD also tries to leverage technology that can automate various aspects of data consumption, analysis and presentation. These Lights-Out technologies will remove the need for professional crime analysts or technical resources to setup, modify or maintain. To that end, the SJPD is also seeking a solution that establishes and maintains the predictive algorithm(s) that are most effective so no direct intervention is required by SJPD personnel The Crime Analysis Unit uses the current suite of tools to accomplish its mission of providing services and information to various groups of users. It is seeking to combine predictive capability presented in a geo-spatial layer to more beat officers. The tool must be intuitive and require no use of internal resource for maintenance The target audience for real-time or near real-time predictive information will be the beat officer. The information will assist in the officers abilities to reduce and/or eliminate several categories of crime that are more likely to occur during a specific time and location. The tool must be intuitive and easy to use, deploy and maintain. The utility of the tool must not be lost in the complexity of the process or, at least, be hidden from view The proposed solution needs to appeal to multiple target audiences. To that end, it is imperative that the proposed solution: Allows the public to receive real-time information on a location of their choice (i.e. proposer s website, SJPD s website) Allows crime analysts to analyze and predict trends in crime Provides sworn staff with the tools necessary to make deployment decisions Supplements the existing toolset that is currently in use Be directly accessible to beat officers in a mobile environment. 2 TECHNOLOGY ENVIRONMENT City of San Jose 2.1. The SJPD s technology infrastructure is similar to other businesses and government operations. It consists of end-point devices such as desktop computers, printers, and scanners. The end-point devices are connected through wired and wireless networks. The Local Area Network is 10 GigE using standard network cabling (Cat 6a). The wireless network uses Sprint EVCO (3G) and is secured through a MPLS backhaul. The core network also connects several other remote buildings using standard T1 lines for connectivity, and in several cases using direct fiber Any proposed system must operate in a 24x7x365 environment and be able to accommodate over 1,100 sworn officers, 500 civilian personnel, 1,000 standalone PC s, and 350 patrol cars with 450 mobile data computers (MDCs). SJPD operates via an independent, proprietary Wide Area Network distributed to approximately 1,700 end-users and over 150 diverse print devices. Most of these workstations are currently running Microsoft 7 as the Operating System The SJPD uses various enterprise software solutions to capture and store information. The SJPD s RMS is from Versaterm and the system used to capture CAD information is from Intergraph. Both systems use 2-3 tier architectures and use Online Transaction Processing solutions to capture and normalize information. Their Online Transaction Processing 15 9/23/2014 5:34 PM p. 19

20 (OLTP)/Database Management System (DBMS) solutions are Informix, and Oracle, respectively. Other systems used are MS SQL, MS Access, for the DBMS tier. The SJPD also manages a Data Warehouse where information from various systems is consolidated and managed streamlined access The SJPD has deployed Software as a Service (SaaS) enterprise systems and would prefer such a system if operational efficiency can be justified and can maintain the strict access and data security controls defined as defined in FIPS SYSTEM REQUIREMENTS 3.1. Proposers will provide system diagrams and all associated documentation related to hardware and system architecture The SJPD does not intend to procure hardware for this system. Proposers may make recommendations as to the technical environment in which their software optimally performs, but the proposer must understand the SJPD s current limitations and environment The SJPD shall have the ability to audit the production environment as needed The SJPD is also seeking Proposer input on the approach to security, beyond the minimum requirement of role-based security and user authentication at the application level Currently, security is enforced by user authentication (user name and password) to the system. The user authentication is tiered and based on the user s role within the agency. SJPD wishes to continue this type of user authentication and role-based security as the minimum standard for access to the proposed solution. 4 FOR A CLOUD SOLUTION 4.1. Propose a replacement or updated SaaS based application for the existing Ops Force Discover product. Include production and test environments, as well as the development environment Propose a new SaaS application for a mobile predictive analytics tool Propose a server redundancy architecture if required Propose the number of instances, instance type, data transfer rate, storage rate, and other relevant specifications Describe how the software application meets the minimal security requirements for CJIS, FIPs 140-2, and City of San José Data retention policies (available on sanjoseca.gov) Propose the storage space requirement for the converted data and the storage space projection for the next three years for the production and test environments, as well as the development environment if required Propose a cloud provider, if different from the Proposer, with the cloud subscription pricing information. 5 FOR A HYBRID SOLUTION 5.1. Propose a replacement or updated SaaS based application for the existing Ops Force Discover product. Propose a new SaaS application for predictive analytics tool. Provide a system architecture diagram depicting the components hosted on premise and in the cloud for both the Crime Analytics and Mobile Predictive Analytics tools. 9/23/2014 5:34 PM p

21 5.2. Propose the server specifications for production and test environments, as well as the development environment, running on the latest Windows server operating system Propose required license for each environment if required Propose a server redundancy architecture if required Propose the number of instances, instance type, data transfer rate, storage rate, and other relevant specifications Describe how the software application meets the minimal security requirements for CJIS, FIPs 140-2, and City of San José Data retention policies (available on sanjoseca.gov) Propose the storage space requirement for the converted data and the storage space projection for the next five years for the production and test environments, as well as the development environment if required Propose any other hardware and software required for the solution including, bridge servers servers that run software to act as a data bridge, and/or proxy servers. 6 IMPLEMENTATION 6.1. Replace/update current Ops Force: Discover Software Phase I: Data model design for software that will replace and/or upgrade Ops Force Discover Phase II: Perform the data and report conversion of existing tool. Provide required training for CAU personnel. Provide applications to support the approved workflow Install a Mobile Predictive Analysis Tool Phase I: Perform data design required to access and use the SJPD s CAD (Intergraph) and/or RMS (Versaterm) information. Develop mapping layer for SJPD beat structure with mapping overlays. Design designations by Police division so each division is given a view of their respective parts of the City. Design data import mechanism Phase II: Perform system testing on desktop. Perform system and performance testing on mobile computers using wireless access. Optimize data upload feed using a standard data transfer mechanism. Deploy system on desktop and Mobile client. Perform stress testing. Provide long-term application support and periodic workflow changes. 7 CURRENT TECHNICAL COMPONENTS 7.1. The SJPD currently utilizes the following applications that provide useful information to the Crime Analysis Unit: Computer Aided Dispatch - provided by Intergraph and uses Oracle as a Database Management System Records Management System provided by Versaterm and uses Informix as the Database Management System. 8 SJPD S RESPONSIBILITIES 8.1. Technical Tasks 17 9/23/2014 5:34 PM p. 21

22 For a hybrid and/or cloud solution: SJPD pays the cloud subscription fees Procure the necessary software licenses if required; Acceptance testing of all software recommendations and installations Administrative Tasks Facilitate all required logistics, including scheduling, room reservations, hardware, etc. needed for workshops and training Provide follow-up written comments to Contractor when necessary within ten business days following review sessions Provide workshop/training facilities on-site. Contractor will be provided reasonable access to the training/workshop facilities, such as the building, room, and hardware Provide Enterprise account privileges and passwords to Contractor as needed Provide a work space and a computer when Contractor is working on- site Provision of Data To assist Proposers in preparing their implementation plans and cost estimates, the SJPD will provide data examples that include schema and sample data Access to Intergraph CAD system, schema design, technical resources and available Application Programming Interface (API) Access to Versaterm RMS system, schema design, technical resource and available API SJPD Resources The SJPD will appoint a project manager, whom the Contractor s project manager will report to The SJPD will provide system administration of the new system(s) once implemented and accepted. 9 IMPLEMENTATION, DATA CONVERSION AND APPLICATION INTEGRATION WARRANTY 9.1. Proposer shall include a warranty of one year on their work to ensure that all errors relevant to the implementation of this project, whether discovered by the SJPD, Proposer, or other Cityauthorized users, are corrected to the satisfaction of the City The Twelve (12) month warranty shall begin at the completion of the project /7 phone support and error reporting via or proposers website. 10 SCOPE OF SERVICES Phase I Overview The objective of Phase I is the successful design of the data model for the SJPD s implementation, and the successful installation and configuration of all necessary software in a test environment. This phase shall be completed within one month from approval of Phase I work plan. Contractor must obtain formal approval and signoff of each deliverable before moving to the next phase. 9/23/2014 5:34 PM p

23 The Phase I tasks for both the Crime Analytics tool and the Mobile Predictive Analytics tool shall be done concurrently In Phase I, the Contractor shall: Develop a work plan that outlines Phase I technical approach and methodology Hold data model review meetings with the SJPD team and obtain approval from SJPD Set up communication with the SJPD team to resolve any issues found Phase I Deliverables City of San Jose Phase I Deliverables Crime Analytics Tool 1. Kick-off meeting agenda and meeting minutes for all the meetings with The SJPD. 2. Issues List/Decision Log maintained and regularly presented for review for all phases. 3. Phase I work plan Work Plan that lays out an effective strategy for Phase 1. Detailed project plan and schedule. 4. Data model for the new system implementation Entity relationship diagram (ERD). Analysis of design of any interface(s) needed to transfer information from the CAD or RMS systems Data model documentation and ERD. 5. For a hybrid and/or cloud solution Software installation and configuration for the test environment. Deploy any hardware and or system required for hybrid system. 6. System Architecture Diagram Diagram shows the system components (web application server software, databases, servers, server redundancy, etc.) and their relationships. Diagram clearly drawn in the Visio and PDF formats. 7. User training on the installation and configuration of system Training curriculum Successful user training as determined by SJPD staff 8. Other related tasks 9. Project status report at the completion of Phase 1 9/23/2014 5:34 PM p

24 Phase I Deliverables Mobile Predictive Analytics tool 1. Kick-off meeting agenda and meeting minutes for all the meetings with SJPD. 2. Issues List/Decision Log maintained and regularly presented for review for all phases. 3. Phase I work plan Work Plan that lays out an effective strategy for Phase 1. Detailed project plan and schedule. 4. Data model for the new system implementation Entity relationship diagram (ERD). Analysis of design of any interface(s) needed to transfer information from the CAD or RMS systems Data model documentation and ERD. 5. For a hybrid and/or cloud solution Software installation and configuration for the test environment. Deploy any hardware and or system required for hybrid system. 6. System Architecture Diagram Diagram shows the system components (web application server software, databases, servers, server redundancy, etc.) and their relationships. Diagram clearly drawn in the Visio and PDF formats. 7. User training on the installation and configuration of system Training curriculum Successful user training as determined by SJPD staff 8. Other related tasks 9. Project status report at the completion of Phase Phase II Overview The objective of Phase II is to perform system and performance testing on mobile computers using wireless access. Optimize data upload feed using a standard data transfer mechanism. Deploy system on desktop and Mobile client. Perform stress testing and fully deploy system The Phase II tasks for both the Crime Analytics tool and the Mobile Predictive Analytics tool shall be done concurrently In Phase II, Contractor shall: Develop a work plan that outlines Phase II technical approach and methodology Hold work plan and data conversion review meetings with the SJPD team Verify the application stability and utility on the desktop and mobile environments Phase II Deliverables 1. Phase II work plan Phase II Deliverables - Crime Analytics Software Tool Perform system and performance testing with live data Test system performance on desktop computers 9/23/2014 5:34 PM p

25 Develop and/or test existing reports and system output. 2. Obtain the SJPD s approval for full production Ready the production environment. Server redundancy implementation for the production environment if proposed by the proposer and approved by the SJPD. Server redundancy installation and configuration documentation, and support procedures, if installed. Final Testing will include: City of San Jose SEARCHES Capable of searching all data contained within a CAD event o Dispatcher Comment o Date and Time o Location of Event o Complainant Name o Complainant Phone Number o Complainant Address o Event # o Partial words o Phrases o Multiple queries o Keywords Drill down search capabilities using the following or combination of: o Call Type o Dispositions o Police Beat o Police Units o Police BBB o Police Districts o Call Priority DATA Capable of holding 5 years worth of CAD data Download results in application such as excel Data uploaded near real time NOTIFICATIONS Capable of setting up a notifications when the following occurs or combination of: o Call Type o Dispositions o Police Beats o Police Districts o Police BBB REPORTS Capable of reporting/summarizing the following data: o Call Count Summary o Frequent Event Locations o Geographic Comparisons (Based on Beat/Call Type/etc) o Officer and Unit Comparisons o Simple Lists (Case Numbers/Daily Event Report/etc o Time Analysis (Events by Day of Week/Time of Day etc) o Police Response Time Analysis (Average/Time Spent etc) 21 9/23/2014 5:34 PM p. 25

26 MAPPING City of San Jose Capable of mapping selected event calls if possible. 3. Project status report at the completion of Phase II 4. User training on the new system, including data structure and system design, location of interface location server redundancy if applicable. Training curriculum Successful completion of the user training for Phase II 5. Other related tasks 1. Phase II work plan Phase II Deliverables - Mobile Predictive Analytics tool Perform system and performance testing with live data Test system performance on desktop computers Develop and/or test existing reports and system output. 2. Obtain the SJPD s approval for full production Ready the production environment. Server redundancy implementation for the production environment if proposed by the proposer and approved by the SJPD. Server redundancy installation and configuration documentation, and support procedures, if installed. 3. Project status report at the completion of Phase II 4. User training on the new system, including data structure and system design, location of interface location server redundancy if applicable. Training curriculum Successful completion of the user training for Phase I 5. Other related tasks 9/23/2014 5:34 PM p

27 ATTACHMENT B - COST PROPOSAL INSTRUCTIONS AND COST FORM Proposers must follow these instructions and complete the pricing tables below. 1 The intent of the cost proposal is to capture the five year Total Cost of Ownership (TCO) for purchasing, installing, implementing, training, and maintaining and supporting a turnkey system. The cost proposal shall reflect all Phase I through Phase II deliverables as outlined in Attachment A of the RFP. For purposes of this cost proposal, TCO is exclusive of all costs internal to the City, such as the City staff time required to train, implement, and use the system. 2 All pricing shall be exclusive of any applicable sales tax. The City will work with the selected proposer to estimate the applicable sales tax. 3 Do not leave any items blank. If there is no cost for an item or the item is included in the price of another line item, please indicate as such by entering a $0 value for that item. 4 Assumptions: a. Please refer to Section 8 of Attachment A of the RFP ( SJPD s Responsibilities ) for a list of resources the SJPD shall provide to support project implementation. The Contractor shall be responsible for providing all resources not provided by the SJPD. 9/23/2014 5:34 PM p

28 COMPANY NAME: Description Year 1 Year 2 Year 3 Year 4 Year 5 Software (system acquisition) License fee Professional Services including Installation, Implementation, data conversion, 1 st year warranty, etc. Configuration (if any) Training for 2 System Administrators & 20 End- Users Recommended onpremise Hardware (if any). Provide Itemized List. Annual Subscription (if any) Cloud Storage Fee (if any) Maintenance & Support Disaster Recovery- Provide Itemized Schedule of Services for all environments proposed including 24 Hours for Recovery Time Objective (RTO) and Recovery Point Objective (RPO) Extended Warranty (years 2-5) Subtotal GRAND TOTAL $ 9/23/2014 5:34 PM p

29 ATTACHMENT C PROPOSAL CERTIFICATION NO PROPOSAL SHALL BE ACCEPTED WHICH HAS NOT BEEN SIGNED IN INK IN THE APPROPRIATE SPACE BELOW Proposing Firm Name: Address: Telephone: Facsimile: Contact person name and title: PROPOSER REPRESENTATIONS 1. Proposer did not, in any way, collude, conspire or agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms, or conditions of this proposal. 2. Proposer additionally certifies that neither Proposer nor its principals are presently disbarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency, any California State agency, or any local governmental agency. 3. Proposer acknowledges that all requests for deviations, exceptions, and approved equals are enclosed herein and that only those deviations, exceptions, and approved equals included in the RFP document or permitted by formal addenda are accepted by the City. 4. Proposer did not receive unauthorized information from any City staff member or City Consultant during the Proposal period except as provided for in the Request for Proposal package, formal addenda issued by the City, or the pre-bid conference. 5. Proposer hereby certifies that they will meet the equipment delivery and installation services dates included in the RFP and/or its attachments. 6. Proposer hereby certifies that the information contained in the proposal and all accompanying documents is true and correct. 7. Please check the appropriate box below: If the proposal is submitted by an individual, it shall be signed by him or her, and if he or she is doing business under a fictitious name, the proposal shall so state. If the proposal is made by a partnership, the full names and addresses of all members and the address of the partnership, the full names and addresses of all members and the addresses of the partnership, the full names and addresses of all members and the address of the partnership shall be stated and the proposal shall be signed for all members by one or more members thereof. If the proposal is made by a corporation, it shall be signed in the corporate name by an authorized officer or officers. 9/23/2014 5:34 PM p

30 If the proposal is made by a limited liability company, it shall be signed in the corporate name by an authorized officer or officers. If the proposal is made by a joint venture, the full names and addresses of all members of the joint venture shall be stated and the bid shall be signed by each individual. By signing below, the submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and that they have read and understand the RFP. Authorized Representative Name (sign name): Authorized Representative Signature (print name): Authorized Representative Title (print title):+ Complete additional signatures below as required per # 7 above Authorized Representative Name (sign name): Authorized Representative Signature (print name): Authorized Representative Title (print title):+ Authorized Representative Name (sign name): Authorized Representative Signature (print name): Authorized Representative Title (print title):+ NO PROPOSAL SHALL BE ACCEPTED WHICH HAS NOT BEEN SIGNED IN INK IN THE APPROPRIATE SPACE 9/23/2014 5:34 PM p

31 ATTACHMENT D PREVIOUS CUSTOMER REFERENCE FORM At the time of proposal submission, three references from Police Departments or other Law Enforcement Agencies are required from Proposers that can substantiate large customer accounts where the Proposer has services and support similar to the requirements of this RFP. Please submit these references using this attachment. Only one copy of the form is provided in the RFP package. Proposers are required to copy the form as required to meet the reference submission requirements. Name of Customer: Customer Contact: Customer Address: Customer Phone Number: Customer Your Company Name: What was the period of performance? From: To: Type of Contract: $ value of Contract: Minimum 1,000 employees? Yes No Brief Description of Service Provided for this Customer: 9/23/2014 5:34 PM p

32 ATTACHMENT E REQUEST FOR LOCAL/SMALL BUSINESS PREFERENCE Chapter 4.12 of the San José Municipal Code provides for a preference for Local and Small Businesses in the procurement of contracts for supplies, materials and equipment and for general and professional consulting services. The amount of the preference depends on whether the vendor qualifies as a Local Business Enterprise* or Small Business Enterprise** and whether price has been chosen as the determinative factor in the selection of the vendor. In order to be a Local Business Enterprise (LBE) you must have a current San José Business Tax Certificate Number and have an office in Santa Clara County with at least one employee. If you qualify as an LBE you can also qualify as a Small Business Enterprise (SBE) if the total number of employees (regardless of where they are located) of your firm is 35 or fewer. There are two ways in which the preference can be applied. In procurements where price is the determinative factor (i.e. there are not a variety of other factors being considered in the selection process) the preference is in the form of a credit applied to the dollar value of the bid or quote. For example, a non-local vendor submits a quote of $200 per item and a LBE submits a quote of $204 per item. The LBE receives a 2.5% credit on the quote, which equals approximately $5 and thus the LBE will win the award because the quote is evaluated as if it had been submitted as $199. In procurements such as RFP there are usually a variety of factors evaluated to determine which proposal best meets the City's needs. In procurements such as these where price is not the determinative factor, an LBE or SBE will be given an additional 5% to 10% points in the scoring of their proposal. The following determinations have been made with respect to this procurement: (for official use only) Type of Procurement Bid Request for Quote Request for Proposal Type of Preference Price is Determinative Price is Not Determinative Amount of Preference LBE preference = 2.5% of Cost LBE preference = 5% of Points SBE preference = 2.5% of Cost SBE preference = 5% of Points In order to be considered for any preference you must fill out the following statement(s) under penalty of perjury. Business Name Business Address Telephone No. Type of Business Corporation LLC LLP General Partnership Sole Proprietorship Other (explain) *LOCAL BUSINESS ENTERPRISE (LBE) PREFERENCE In order to qualify as an LBE you must provide the following information: Current San José Business Tax Certificate Number: Address of Principal Business Office or Regional, Branch or Satellite Office with at least one employee located in Santa Clara County: **SMALL BUSINESS ENTERPRISE (SBE) PREFERENCE In order to qualify as an SBE you must qualify as an LBE and have 35 or fewer employees. This number is for your entire business --NOT just local employees, or employees working in the office address given above. Please state the number of employees that your Business has: Based upon the forgoing information I am requesting that the Business named above be given the following preferences (please check): Local Business Enterprise Small Business Enterprise I declare under penalty of perjury that the information supplied by me in this form is true and correct. Executed at: Date: Signature Print name, California 9/23/2014 5:34 PM p

33 ATTACHMENT F INSURANCE REQUIREMENTS CONTRACTOR, at CONTRACTOR S sole cost and expense, shall procure and maintain for the duration of this AGREEMENT, insurance against claims for injuries to persons or damages to property which may arise from, or in connection with, the performance of the services hereunder by the CONTRACTOR, its agents, representatives, employees or subcontractors or suppliers. The cost of such insurance shall be included in the CONTRACTOR S bid. 1 Minimum Scope and Limit of Insurance There shall be no endorsements reducing the scope of coverage required below unless approved by the City s Risk Manager. Type of Insurance Minimum Limit 1. Commercial General Liability The coverage provided by Insurance Services Office occurrence form CG 0001, including coverages for contractual liability, personal injury, broadform property damage, independent contractors, products and completed operations. 2. Automobile Liability The coverage provided by Insurance Services Office form number CA Coverage shall be included for all owned, non-owned and hired automobiles. 3. Workers Compensation and Employer Liability As required by the Labor Code of the State of California. $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. $1,000,000 combined single limit per accident for bodily injury and property damage. $1,000,000 combined single limit per accident for bodily injury and property damage. 4. Cyber & Technology, E & O Technology Professional Liability, and Data Protection Liability Insurance covers liabilities for financial loss resulting or arising from acts, errors, or omissions, in rendering [type of service] or in connection with the services provided under this agreement as well as all Vendor costs, including damages it is obligated to pay Client or any third party, which are associated with any Security Breach (as hereafter defined) or loss of Personal Data, regardless of cause (including, without limitation, Vendor negligence or gross negligence and unlawful third party acts). Costs to be covered by this insurance policy shall include without limitation: a) costs to notify individuals whose Personal Data was lost or compromised; b) costs to provide credit monitoring and credit restoration services to individuals whose Personal Data was lost or compromised; c) costs associated with third party claims arising from the Security Breach or loss of Personal Data, including litigation costs and settlement costs; and d) any investigation, enforcement or similar miscellaneous costs. For the purposes of this Section, " Security Breach" means 1) the failure by the Vendor to properly handle, manage, store, destroy Not less than $1,000,000 each claim and annual aggregate. 9/23/2014 5:34 PM p

34 or otherwise control, or the unauthorized disclosure by the Vendor of: (a) Personal Data in any format or (b) third party corporate information in any format specifically identified as confidential and protected under a confidentiality agreement or similar contract; 2) an unintentional violation of the Vendor's privacy policy or misappropriation that results in the violation of any applicable data privacy laws or regulations; or 3) any other act, error, or omission by Vendor in its capacity as such which is reasonably likely to result in the unauthorized disclosure of Personal Data. 5. Crime/Custodial/Security- Commercial Crime Insurance Not less than $1,000,000 each Including coverage for loss sustained by a client as a result of employee loss. dishonesty. 2 Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to, and approved by, the City s Risk Manager. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or selfinsured retentions as respects the City, its officials, employees, agents and contractors; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses in an amount specified by the City s Risk Manager. 3 Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 3.1. General Liability and Automobile Liability Coverages a. The City, its officials, employees, and agents are to be covered as additional insureds as respects: liability arising out of activities performed by, or on behalf of, the Contractor; products and completed operations of the Contractor; premises owned, leased or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officials, employees, and agents. b. The Contractor s insurance coverage shall be primary insurance as respects the City, its officials, employees, and agents. Any insurance or self-insurance maintained by the City, its officials, employees, and agents shall be excess of the contractor s insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officials, employees, or agents. d. Coverage shall state that the Contractor s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer s liability. e. Coverage shall contain a waiver of subrogation in favor of the City, its officials, employees, and agents Workers Compensation and Employers Liability Coverage shall be endorsed to state carrier waives its rights of subrogation against the City, its officials, and agents. 9/23/2014 5:34 PM p

35 3.3. All Coverages Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the City; except that ten (10) days prior written notice shall apply in the event of cancellation for non-payment of premium. 4 Acceptability of Insurance Insurance is to be placed with insurers acceptable to the City s Risk Manager. 5 Verification of Coverage 5.1. Contractor shall furnish the City with certificates of insurance and with original endorsements affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf Copies of all the required ENDORSEMENTS shall be attached to the CERTIFICATE OF INSURANCE which shall be provided by the Contractor s insurance company as evidence of the stipulated coverages Proof of insurance shall be either ed in pdf format to: [email protected], or mailed to the following postal address (or any subsequent or postal address as may be directed in writing by the Risk Manager): City of San José Finance Department Risk & Insurance 200 East Santa Clara St., 14th Floor San José, CA Subcontractors Contractors shall include all subcontractors as insureds under its policies or shall obtain separate certificates and endorsements for each subcontractor. 9/23/2014 5:34 PM p

36 ATTACHMENT G EXEMPLAR AGREEMENT FOR BETWEEN THE CITY OF SAN JOSÉ AND This Agreement is entered into as of ( City ), and, a ( Contractor ). between the City of San José, a municipal corporation R E C I T A L S 1. City has issued a Request for Proposal ("RFP") for ; 2. Contractor has the necessary expertise and skill to perform such services and Contractor's proposal can best meet City's needs; NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: AGREEMENT DOCUMENTS The documents forming the entire Agreement between City and Contractor shall consist of this Agreement including: Exhibit A - Scope of Services Exhibit B - Schedule of Performance Exhibit C - Compensation Exhibit D - Insurance Requirements In the event any discrepancies or inconsistencies between the provisions of this Agreement and any of the above-referenced documents arise, the provisions of this Agreement will prevail. This Agreement and the Exhibits set forth above, contain all of the agreements, representations and understandings of the parties hereto, and supersede and replace any previous understandings, commitments, or agreements, whether oral or written. SCOPE OF SERVICES Contractor shall perform those services specified in detail in the attached Exhibit A, entitled "Scope of Services. TERM OF AGREEMENT Initial Term The term of this Agreement is from to, inclusive, subject to the provisions of Section and subsection 3.2. Options City has the right to extend the term of this Agreement for ( ) additional one-year periods (the "Additional Terms"), based upon the same conditions of the Initial Term, subject to adjustments for compensation as set forth in Exhibit C. City shall notify Contractor in writing of its 9/23/2014 5:34 PM p

37 exercise of its option for an Additional Term no less than thirty (30) days prior to the end of the then current Term. No Waiver City s agreement to extend the term of this Agreement is not a waiver of the time is of the essence provision in Section. SCHEDULE OF PERFORMANCE Contractor s services must be completed according to the schedule set out in the attached Exhibit B, entitled "Schedule of Performance." Time is of the essence in this Agreement. COMPENSATION City shall pay Contractor an amount not to exceed for Contractor s services and reimbursable expenses. The terms, rate, and schedule of payment are set forth in the attached Exhibit C, entitled Compensation. TAXES AND CHARGES Contractor shall be responsible for payment of all taxes, fees contributions or charges applicable to the conduct of Contractor's business. TERMINATION Termination for Convenience City shall have the right to terminate this Agreement, without cause, by giving not less than thirty (30) days' written notice of termination. Termination for Default If Contractor fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided by law, City may terminate this Agreement immediately upon written notice. Termination Authority The Director of Finance ( Director ) is empowered to terminate this Agreement on behalf of City. Consequences of Termination In the event of termination, Contractor shall deliver to City copies of all reports, documents, and other work performed by Contractor under this Agreement, and upon receipt thereof, City shall pay Contractor for services performed and reimbursable expenses incurred to the date of termination. INDEMNIFICATION Contractor shall defend, indemnify and hold harmless City, its officers, employees and agents against any claim, loss or liability arising out of or resulting in any way from work performed under this Agreement due to the willful or negligent acts (active or passive) or omissions by Contractor's officers, employees or agents. The acceptance of said services and duties by City shall not operate as a waiver of such right of indemnification. 9/23/2014 5:34 PM p

38 INSURANCE REQUIREMENTS Contractor agrees to have and maintain the policies set forth in Exhibit D, entitled "Insurance Requirements," which is attached hereto and incorporated herein. All policies, endorsements, certificates and/or binders shall be subject to approval by the Risk Manager of the City of San José as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. Contractor agrees to provide City with a copy of said policies, certificates and/or endorsements before work commences under this Agreement. WAIVER Contractor agrees that City's waiver of any breach or violation of any provision of this Agreement shall not be deemed to be a waiver of any other provision or a waiver of any subsequent breach or violation of the same or any other provision. City's acceptance of the performance of any of Contractor's services will not be a waiver of any provision of this Agreement. INDEPENDENT CONTRACTOR Contractor, in the performance of this Agreement, is an independent contractor. Contractor shall maintain complete control over all of Contractor s employees, any subcontracting subcontractors, and Contractor s operations. Neither Contractor nor any person retained by Contractor may represent, act, or purport to act as the agent, representative or employee of City. Neither Contractor nor City is granted any right or authority to assume or create any obligation on behalf of the other. COMPLIANCE WITH LAWS Contractor shall comply with all applicable laws, ordinances, codes and regulations (collectively, laws ) of the federal, state and local governments, including without limitation, any and all laws specified elsewhere in this Agreement. CONFLICT OF INTEREST Contractor shall avoid all conflict of interest or the appearance of conflict of interest in performance of this Agreement. NONDISCRIMINATION Contractor agrees that there shall be no discrimination against, or segregation of, any person, on account of race, sex, color, age, religion, sexual orientation, actual or perceived gender identity, disability, ethnicity, national origin, marital status, or family status, in connection with or related to the performance of this Agreement. GIFTS Prohibition on Gifts Contractor acknowledges that Chapter of the San José Municipal Code prohibits City's officers and designated employees from accepting gifts as defined in Chapter No Offer Contractor agrees not to offer any City officer or designated employee any gift prohibited by Chapter /23/2014 5:34 PM p

39 Breach of Agreement Contractor's offer or giving of any gift prohibited by Chapter will constitute a material breach of this Agreement. In addition to any other remedies City may have in law or equity, City may terminate this Agreement for such breach as provided in Section of this Agreement. DISQUALIFICATION OF FORMER EMPLOYEES Contractor is familiar with Chapter of the San José Municipal Code ("Revolving Door Ordinance") relating to the disqualification of City's former officers and employees in matters which are connected with their former duties or official responsibilities. Contractor shall not utilize either directly or indirectly any officer, employee, or agent of Contractor to perform services under this Agreement, if in the performance of such services, the officer, employee, or agent would be in violation of the Revolving Door Ordinance. CONFIDENTIAL INFORMATION All data, documents, discussions or other information developed or received by or for Contractor in performance of this Agreement are confidential and must not be disclosed to any person except as authorized by City, or as required by law. OWNERSHIP OF MATERIALS All reports, documents or other materials developed or discovered by Contractor or any other person engaged directly or indirectly by Contractor to perform Contractor's services are City's property without restriction or limitation upon their use. CONTRACTOR'S BOOKS AND RECORDS Maintenance during Term Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor pursuant to this Agreement. Maintenance after Term Contractor shall maintain all documents which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement. Inspection Any documents required to be maintained pursuant to this Agreement must be made available for inspection or audit, at any time during regular business hours, upon written request by the City Attorney, City Auditor, City Manager, or a designated representative of any of these officers. Contractor shall provide copies of such documents to City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Contractor's address indicated for receipt of notices in this Agreement. Custody of Records Where City has reason to believe that any of Contractor's documents relating to this Agreement may be lost or discarded due to dissolution, disbandment or termination of Contractor's business, City may, by written request by any of the above-named officers, require that custody of the Contractor's documents be given to City and that these documents be maintained in City Hall. 9/23/2014 5:34 PM p

40 City agrees to grant access to Contractor's documents to any party authorized by Contractor, Contractor's representatives, or Contractor's successor-in-interest. ASSIGNABILITY The parties agree that the expertise and experience of Contractor are material considerations for this Agreement. Unless specifically authorized by this Agreement, Contractor may not assign the performance of any obligation or interest under this Agreement without the prior written consent of City. Any attempt by Contractor to assign this Agreement, in violation of this Section, will be voidable at City's sole option. SUBCONTRACTORS Contractor may not use subcontractors to perform any services authorized under this Agreement. Authorized Subcontractors Notwithstanding the Section above, Contractor may use designated subcontractors approved in advance by City in performing Contractor's services. Contractor must obtain City's prior written consent in order to change or add subcontractors. Contractor shall be responsible for directing the work of the approved subcontractors and for any compensation due to subcontractors. City assumes no responsibility whatsoever concerning such compensation. Compliance with Agreement Contractor shall ensure that Contractor's subcontractors comply with this Agreement. At City's request, Contractor shall require any or all of Contractor's subcontractors to sign an agreement with Contractor requiring compliance with this Agreement. GOVERNING LAW This Agreement must be construed -- and its performance enforced--under California law. VENUE In the event that suit is brought by either party to this Agreement, the parties agree that venue must be exclusively vested in the state courts of the County of Santa Clara, or where otherwise appropriate, exclusively in the United States District Court, Northern District of California, San José, California. Contractor further agrees that in the event a lawsuit involving this Agreement is filed by City, Contractor will unconditionally accept the jurisdiction of a federal or state court located in Santa Clara County, California. NOTICES All notices and other communications required or permitted to be given under this Agreement must be in writing and must be personally served, or mailed, postage prepaid via U. S. mail, or sent via courier service, addressed to the respective parties as follows: To City: Director of Finance City of San José 200 East Santa Clara St. San José, CA /23/2014 5:34 PM p

41 To Contractor: Notice will be effective on the date personally delivered or if sent by courier service, on the date of receipt. If mailed, notice will be effective three (3) days after deposit in the mail. The parties may change their respective addresses in accordance with the provisions of this Section. MISCELLANEOUS Survival of Provisions If any part of this Agreement is for any reason found to be unenforceable, all other parts nevertheless remain enforceable. Assignment Subject to the provisions of Section, this Agreement binds and inures to the benefit of the parties and their respective successors and assigns. Headings The headings of the sections and exhibits of this Agreement are inserted for convenience only. They do not constitute part of this Agreement and are not to be used in its construction. Authority of City Manager Where this Agreement requires or permits City to act and no officer of the City is specified, City s Manager or the designated representative of City s Manager has the authority to act on City s behalf. APPROVED AS TO FORM: City of San José a municipal corporation Senior Deputy City Attorney By Name: Title: Date: A, By Name: Title: 9/23/2014 5:34 PM p

42 Contractor shall perform the following services: EXHIBIT A SCOPE OF SERVICES 9/23/2014 5:34 PM p

43 EXHIBIT B SCHEDULE OF PERFORMANCE 9/23/2014 5:34 PM p

44 EXHIBIT C COMPENSATION 9/23/2014 5:34 PM p

45 EXHIBIT D INSURANCE REQUIREMENTS 9/23/2014 5:34 PM p

46 REQUEST FOR PROPOSAL RFP CRIME AND MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE September 23, /23/2014 5:34 PM p. 46

47 TABLE OF CONTENTS 1 INTRODUCTION BACKGROUND PROJECT GOALS AND OBJECTIVES MINIMUM QUALIFICATIONS COMPLETE RFP PROCUREMENT TIMELINE CONTACT INFORMATION HOW TO OBTAIN THIS RFP PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES OBJECTIONS SUBMISSION OF PROPOSALS LATE PROPOSALS RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS REVIEW PROCESS and EVALUATION CRITERIA BASIS OF AWARD PROTESTS GENERAL INFORMATION GROUNDS FOR DISQUALIFICATION ADDENDA AND INTERPRETATION PROPOSAL SUBMISSION EXAMINATION OF PROPOSED MATERIAL CODE ADHERENCE, PERMITS AND FEES TERMS AND CONDITIONS OF AGREEMENT INSURANCE REQUIREMENTS LOCAL AND SMALL BUSINESS PREFERENCE PUBLIC NATURE OF PROPOSAL MATERIAL NON-DISCRIMINATION/NON-REFERENTIAL TREATMENT CITY BUSINESS TAX...12 ATTACHMENT A STATEMENT OF REQUIREMENTS...13 ATTACHMENT B - COST PROPOSAL INSTRUCTIONS AND COST FORM...23 ATTACHMENT C PROPOSAL CERTIFICATION...25 ATTACHMENT D PREVIOUS CUSTOMER REFERENCE FORM...27 ATTACHMENT E REQUEST FOR LOCAL/SMALL BUSINESS PREFERENCE...28 ATTACHMENT F INSURANCE REQUIREMENTS...29 ATTACHMENT G EXEMPLAR AGREEMENT /23/2014 5:34 PM p. 47

48 1 INTRODUCTION 1.1. The City of San José, ( City ), is soliciting proposals for a Crime and Mobile Predictive Analytics software suite in support of the San José Police Department s ( SJPD ), need to analyze crime data from its existing Computer Aided Dispatch (CAD) System and Records Management System (RMS) with minimal configuration or daily manipulation required. SJPD intends to utilize the data for police investigations, staffing deployments, citizen outreach and awareness, and prediction of crime trends The City is looking for the data to be made available and presented through the following three separate modes: SJPD Website Public Portal: Will display crimes that have occurred. Must have geographical representations, allow users to set up alerts to know when crimes happen in a certain area, and must have geo-validation capabilities and be able to translate addresses into generic block numbers such as the hundredth block of a street location. The tool must also contain an Application Programming Interface (API) so that data can be shared with the public through a portal used by programmers and software developers Internal Crime Data Analysis: Will allow crime analysts to study data and complete reporting of the data through mapping or statistical reporting. It will also allow analysts to produce reports requested through the Public Records Act. This will also allow detectives to search crime data for investigative leads. Must be able to search free-text fields and allow users to set up alerts for notification of certain crime types or for crimes happening in a certain geographical region that corresponds to the SJPD s beat structure. The solution must be able to utilize CAD and/or RMS data from local or cloud-based servers Mobile Crime Predictive Analytics: Provides frontline officers and staff a hosted solution with a thin client that will analyze crime data to predict trends and display information for officers and commanders in real-time, and requires no configuration or maintenance from city personnel Please refer to Attachment A for a detailed statement of requirements. 2 BACKGROUND 2.1. The City of San José is a Charter City of about 1 million people. The City is located in Santa Clara County and covers approximately 180 square miles. San José is the tenth largest city in the nation and the third largest city in California. The SJPD employs approximately 1,100 sworn and 500 non-sworn personnel The SJPD is divided into four Bureaus; Administration, Field Operations, Investigations and Technical Services. Each bureau is comprised of several units. As a result, SJPD has significantly diverse data mining needs across the units. Crime data will need to be displayed to the following three distinct target audiences: the public, crime analysts, and sworn staff The SJPD owns massive amounts of historic digital information, but is limited in its ability to realize the full potential of the data to fight crime. Business Intelligence (BI) technologies, software tools used by private industry to predict business trends, demonstrate a significant potential when applied to crime events with the right mix of information and formulaic analysis The current vendor is Corona Solutions, and their Agreement expires March 31, The SJPD uses Corona s Ops Force: Discover (previously CadMine) system. The product has 1 9/23/2014 5:34 PM p. 48

49 been in use by the SJPD since October, The product gathers information from the CAD system and allows the Crime Analysis Unit (CAU) to analyze calls for service. This is an internet-based service used for the purpose of receiving and processing CAD data files and allowing user defined search parameters. Ops Force: Discover allows for the select access, format and retrieval of accurate and timely CAD data utilizing and application service provider model that requires no capital investment in hardware. The Ops Force: Discover solution enables on-line reporting on near real-time CAD data for enhancement of police service delivery. 3 PROJECT GOALS AND OBJECTIVES 3.1. The objective of this RFP is to solicit proposals from qualified firms to deliver a software solution that addresses the following requirements: Update or replace the current Ops Force: Discover system with a new Crime Analytics System Convert the existing data from the Ops Force: Discover system to the new/updated Crime Analytics System Procure a new Mobile Predictive Analytics System tailored specifically for the SJPD s beat officers The project phases are defined as follows: Phase I- Data model design, and software installation and configuration Phase II- Perform data conversion from Ops Force: Discover to new/updated Crime Analytics System. Perform system and performance testing on mobile computers using wireless access. Optimize data upload feed using a standard data transfer mechanism. Deploy system on desktop and Mobile client. Perform stress testing and fully deploy system All professional services required for installation, implementation, data conversion, application development, training, and the first year warranty shall be included in the proposal. Years 2-5 maintenance and support costs shall also be included The City prefers a cloud-based solution, but would consider a hybrid solution The City is seeking a go-live date of April 1 st, TERM OF AGREEMENT The initial term of the agreement shall be for one (1) initial year. The City reserves the right to extend the agreement for four (4) additional one (1) year terms for a total of five (5) years. 5 MINIMUM QUALIFICATIONS A Proposer will be considered non-responsive to this RFP and will be disqualified from further consideration if any of the following minimum qualifications are not met Proposers must have at least five (5) years of experience in crime reporting, Business Intelligence and/or predictive analysis. The years of experience must be demonstrated in the Cover Letter detailing company s experience, years providing crime reporting, business intelligence and/or predictive analysis Submit three different customer references from Police Departments or other Law Enforcement Agencies, using Attachment D- Previous Customer Reference Form. The three different 9/23/2014 5:34 PM p. 49 2

50 customer references shall be for contracts where the same or similar proposed solution has been implemented At least two of the three references must be from Police Departments or other Law Enforcement Agencies organizations similar in size to the City of San José Police Department, with a minimum of 1,000 Police/Law Enforcement Agency employees and specifically described in each Customer Reference Note: References shall be evaluated and scored as part of the Experience evaluation criteria described in this RFP. Therefore, it is important that each reference be as complete and descriptive of the work that was done, and as close as possible to the City s requirements as described in the RFP. 6 COMPLETE RFP This document describes the goals and objectives of this procurement, the RFP process, and RFP provisions. In addition, the following attachments, exhibits and/or appendices are included: 6.1. Attachments: Attachment A B C D E F G Title City of San Jose Statement of Requirements Cost Proposal Proposal Certification Form Previous Customer Reference Form Local/Small Business Enterprise Preference Request Insurance Requirements Exemplar Agreement (including Insurance Requirements) 7 PROCUREMENT TIMELINE Date Time Event September 23 rd 5:00pm, 2014 RFP Released (Pacific Time) October 14 th, 2014 October 21 st, 2014 October 28 th, :00pm (Pacific Time) 5:00pm (Pacific Time) 4:00pm (Pacific Time) Deadline for submittal of any Vendor objections & questions Deadline for City s response to Vendor s written questions Proposals due 8 CONTACT INFORMATION City of San José Finance/Purchasing, 14th Floor 200 E. Santa Clara St. San José, CA Attn: Jamil Jay Coleman Phone: [email protected] 9/23/2014 5:34 PM p. 50 3

51 9 HOW TO OBTAIN THIS RFP City of San Jose 9.1. This RFP may be downloaded from the BidSync e-procurement system located at Suppliers can also find a link at the City of San José Bid-Line Web site at At either Web site, follow the links to register for the online service. You may register for free either on-line or by calling BidSync Vendor Support at and telling the support representative that you are registering for City of San José procurements All addenda and notices related to this procurement will be posted by the City on BidSync. In the event that this RFP is obtained through any means other than BidSync, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFP document. 10 PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES Questions pertaining to this RFP should be submitted via the BidSync System. Please submit all questions by the deadline indicated in the procurement timeline, Section 7. The City will provide a written response to all pertinent questions in the form of an Addendum. Questions answered on BidSync shall be considered addenda to the RFP. 11 OBJECTIONS Any objection as to the structure, content or distribution of this RFP must be submitted in writing to the City Purchasing contact identified in Section 8 prior to the submission deadline for Questions and Answers. Objections must be as specific as possible, and identify the RFP section number and title, as well as a description and rationale for the objection. 12 SUBMISSION OF PROPOSALS Submit one (1) original and five (5) copies of the technical proposal clearly marked as such. The outside of the box or package and the cover or title page of each proposal shall be marked as follows: RFP , Crime and Mobile Predictive Analytics Software Suite. In addition, include an electronic copy of your proposal on a CD/DVD or flash drive, in pdf format Submit one (1) copy of your cost proposal (Attachment B) in a separate sealed envelope clearly marked on the outside: RFP , Crime and Mobile Predictive Analytics Software Suite Cost Proposal. Include an electronic copy of your cost proposal on the same CD/DVD or flash drive required above in Section 12.1 in MS-Word or pdf format Refer to Sections 7 and 8 for due dates and delivery location All proposals shall be submitted as hardcopy bound documents. The original hard copy version of the proposal will be considered the official proposal submission Hardcopy RFP documents are to be printed on paper that contains a minimum of 30% PCW, Chlorine Free. 100% PCW, Chlorine Free is preferred All pages shall be sequentially numbered and a table of contents shall be provided The font size on each page shall be 11 point Times New Roman or Arial font The pages shall be double sided with a maximum of one and one half line spacing. 9/23/2014 5:34 PM p. 51 4

52 12.9. Hardcopy proposals are required by the proposal deadline. However, in order to expedite pre-award and award notices on BidSync, please enter a line item value of zero on Bidsync by the proposal submission deadline. 13 LATE PROPOSALS Late proposals shall be rejected and returned to the Proposer. This deadline is absolute and proposals received after the due date and time shall not be considered. Proposers must select a method of delivery that ensures proposals will be delivered to the correct location by the due date and time. 14 RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS In order to expedite the evaluation process, each proposal shall be organized in accordance with this section. Proposals that do not follow the specified format outlined below, or fail to provide the required documentation, may receive lower scores, or if found to be non-responsive, be disqualified. In the event of any conflict between any of the proposal documents, resolution thereof shall be in the City s sole discretion. Proposals shall include the following information in the format indicated Cover Letter/ Executive Summary: Include a summary containing highlights of your proposed approach, describing how the project team will be organized, and how the Contractor will ensure responsiveness to City staff and project requirements Your summary should address the following: Describe the number of years in the industry of crime reporting, business intelligence and/or predictive analysis as required in Minimum Qualifications Section The type of technology proposed (cloud solution, hybrid solution, etc) A profile of Contractor s staff, including number of personnel by type and positions A brief biography of key individuals that will be assigned to this project. Please include title, project roles, and credentials of all staff that will be assigned Describe all subcontractors, if any, that will be used on this project and explain their roles and responsibilities Provide any additional information that is deemed significant enough to be highlighted Experience Describe what experience your firm has implementing your proposed solution, including organization name and size, as well as the number of users. If possible, please organize your response by Phase as described in Attachment A, Section 10. If your firm does not have experience in one of the areas listed, please label no experience. If your firm has additional relevant experience, please add this at the end of the statement If proposer is using a subcontractor on this project, provide similar information for the subcontractor Project Approach This should give an introduction and overview of the Proposer s approach and management plan, list general objectives, develop a work plan breaking the project 9/23/2014 5:34 PM p. 52 5

53 into recommended tasks or work elements clearly associated with the scope of work in this RFP, and explain the methodology to be used. It should be clear what work will be performed by the Proposer and what will be performed by each of the subcontractors, if applicable. All responses must be complete and unequivocal. The plan shall indicate all types of meetings to be held at the City related to implementation and a description of who will participate and the meeting s purpose Technical Approach Describe how your solution meets the requirements as outlined in Attachment A, Statement of Requirements Describe programming standards documentation, including coding style and techniques such as standards for indenting, commenting, and control structure, in which the source code of the software solution is developed following such standards Proposers must describe in detail how their proposed solution adheres to the minimum requirements of user authentication and role-based security currently used by SJPD Proposers must discuss the additional security protocols used by their system and describe the relative advantages and disadvantages of their approach to security Proposers must provide specific cost information about any security-related costs beyond those included in the base price of the software. Proposers must provide information about the system s ability to track and audit changes to data and prevent changes which compromise data integrity once the report is finalized Propose a public access portal, similar to Crimereports.com, that provides public interfacing with automated updates of information. Information should be displayed in a user-friendly format using a geospatial layer for easy analysis Additional outside consulting resources that may be required City staffing resources required Any other information relevant to the solution(s) proposed Proposers must describe their training and support services and include sample documentation and training schedules Cost Proposal: Submit in accordance with Section Attachments Required: The following documents must be completed and submitted with your technical proposal. Proposals that do not include the following fully completed documents shall be deemed non-responsive and will not be considered: Attachment B Cost Proposal City of San Jose Attachment C, Proposer Certification Attachment D, Previous Customer Reference Worksheet, per Section Attachment G Exemplar, with noted exceptions to the terms and conditions if any. If there are no exceptions, please submit the first page of the Agreement marked with No Exceptions. Please note that excessive changes may result in lower proposal scores, or disqualification of proposal Attachments Optional: The following documents are required, but will not result in immediate disqualification of your proposal if they are incomplete, or inadvertently omitted from your proposal. However, failure to submit these forms with your proposal, or incomplete submittals, may result in a lower overall score. 9/23/2014 5:34 PM p. 53 6

54 Attachment E, Local and Small Business Preference. This form must be provided if the Proposer is requesting consideration. If this form is not included with your proposal, consideration for local and small business preference shall not be granted. This form may not be submitted at a later date Post Award Submittal Requirements: Awardee is required to submit the following documents within 10 (ten) days from the final day of the protest period date after the Recommendation of Award. Failure to provide the documents within this time frame may result in withdrawal of the Award, and award to the next highest ranked Proposer Attachment F, Insurance Requirements Certificate of Insurance 15 REVIEW PROCESS and EVALUATION CRITERIA Proposal Responsiveness Required Documentation: Proposals will be reviewed to determine if all required documentation was included with the proposal submittal as described in Section Proposals that fail to contain the required documents with their technical and cost proposals will be disqualified from further consideration Proposal Review and Evaluation Technical proposals will be evaluated against the scope of work criteria and weighted scores will be applied as described in Section The City may seek written clarification from any or all proposers in order to better understand and evaluate the proposed solution. This process may not be used as an opportunity to submit missing documentation or to make substantive revisions to the original proposal Cost Proposal Review and Evaluation Pricing will be evaluated and weighted in accordance with the table in Section Demonstrations Finalists may be invited to provide a demonstration for the purpose of introducing key members of the project team, and allowing the City to fully understand the Proposer s ability to meet the evaluation criteria. Demonstrations will not be scored separately. Instead the City may modify proposal scores and resulting rankings based on the oral presentation Best and final offer (BAFO) A Best and Final Offer (BAFO) may be held with finalists that have scored in the competitive range if additional information or clarification is necessary in order to make a final decision. The BAFO may allow proposers to revise their original technical proposals based on information received from the City. The City will send out the request for a BAFO with instructions addressing the areas to be covered and the date and time in which the BAFO is to be submitted. After receipt of the BAFO, scores may be adjusted based on the new information received in the BAFO The City will request only one BAFO, unless the City s Purchasing Officer determines in writing that another BAFO is warranted Proposers are cautioned that the BAFO is optional and at the sole discretion of the City. Therefore, Proposers should not assume that there would be an additional opportunity to amend their price proposals after the original submission of technical and price proposals. Proposers may not request an opportunity to submit a BAFO. 9/23/2014 5:34 PM p. 54 7

55 City of San Jose Proposal Evaluation Weighting Criteria Criteria Weight Technical Capabilities 40% Experience 25% Cost Proposal 25% Local Business Preference 5% Small Business Preference 5% TOTAL 100% 16 BASIS OF AWARD Award will be based on the overall highest ranked Proposer score in accordance Section Should selected Proposer fail to provide post award documents as required, the City, in its sole discretion, may withdraw the award recommendation, and select the next highest ranked Proposer for award The City reserves the right to accept an offer in- full, or in-part, or to reject all offers. 17 PROTESTS If an unsuccessful Proposer wants to dispute the award recommendation, the protest must be submitted in writing to the Purchasing Officer no later than ten calendar days after announcement of the successful Proposer, detailing the grounds, factual basis and providing all supporting information. Protests will not be considered for disputes of proposal requirements and specifications, which must be addressed in accordance with Section 11. Failure to submit a timely written protest to the Purchasing Officer will bar consideration of the protest The address for submitting protests is: City of San José 200 East Santa Clara Street, 14th Floor San José, CA Attention: Purchasing Officer 18 GENERAL INFORMATION The City reserves the right to accept or reject any item or group(s) of items of a response. The City also reserves the right to waive any informality or irregularity in any proposal. Additionally, the City may, for any reason, decide not to award an agreement as a result of this RFP or cancel the RFP. The City shall not be obligated to respond to any proposal submitted, nor be legally bound in any manner by submission of the proposal The City is not required to accept the lowest priced proposal. Responses will be evaluated to determine the most advantageous proposal on a variety of factors including but not limited to price, implementation costs, design quality, features, and performance. 9/23/2014 5:34 PM p. 55 8

56 18.3. Final award shall be contingent upon reaching an agreement on software licensing terms, if applicable Do not include sales tax in your price quotation. The City will work with the selected supplier to add sales tax as appropriate, and will incorporate it into the contract The City reserves the right to verify any information provided during the RFP process and may contact references listed or any other persons known to have contracted with the Proposer The City may require financial statements for the last two fiscal years as certified by an independent Certified Public Accountant. Do not submit these documents unless they are requested. 19 GROUNDS FOR DISQUALIFICATION All Proposers are expected to have read and understood the Procurement and Contract Process Integrity and Conflict of Interest, Section 7 of the Consolidated Open Government and Ethics Provisions adopted on August 26, A complete copy of the policy can be found at: Any Proposer who violates the Policy will be subject to disqualification. Generally, the grounds for disqualification include: Contact regarding this procurement with any City official or employee or evaluation team other than the Procurement Contact from the time of issuance of this solicitation until the end of the protest period Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms, or conditions of this proposal Influencing any City staff member or evaluation team member throughout the solicitation process, including the development of specifications Evidence of submitting incorrect information in the response to a solicitation or misrepresent or fail to disclose material facts during the evaluation process In addition to violations of the Process Integrity Guidelines, the following conduct may also result in disqualification: Offering gifts or souvenirs, even of minimal value, to City officers or employees Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City Evidence of Proposer s inability to successfully complete the responsibilities and obligations of the proposal Proposer s default under any City agreement, resulting in termination of such Agreement. 20 ADDENDA AND INTERPRETATION The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives. Should discrepancies or omissions be found in this RFP or should there be a need to clarify the RFP, requests for clarification may be sent via or fax to the attention of the contact named in Section 8. 9/23/2014 5:34 PM p. 56 9

57 20.2. Proposer requests for clarification shall be deliverable as stated in Section 10. Any City response to a request for clarification will be made in the form of an addendum to this RFP. All addenda shall become part of this RFP. 21 PROPOSAL SUBMISSION This RFP does not commit the City to pay any costs incurred in the submission of a proposal or in making any necessary studies or designs for the preparation thereof, nor the purchase or contract for the services After acceptance of the successful proposal by the City, the successful Proposer(s) shall be obligated to enter into an agreement consistent with the proposal submitted Should the successful Proposer fail to execute the agreement, the City shall have the right to seek legal remedies against the Proposer, including forfeiture of the proposal bond, if any, and an action for damages and shall have the right to award to the next responsive Proposer. 22 EXAMINATION OF PROPOSED MATERIAL The submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and that they have read and understood the RFP. No request for modification of the statement shall be considered after its submission on grounds that Proposer was not fully informed as to any fact or condition. 23 CODE ADHERENCE, PERMITS AND FEES Contractor shall agree to abide by all laws, rules and regulation of the United States, State of California, Santa Clara County, and the City of San José, securing all necessary licenses and permits in the connection with resulting contract at no additional cost to the City. Successful contractor must have or obtain a current City of San José business license. 24 TERMS AND CONDITIONS OF AGREEMENT Upon conclusion of the RFP process, City Staff will make a recommendation to the City Council regarding the selection based upon the evaluation of the proposals. The City will enter into negotiations with one or more Proposer(s). Proposer(s) shall enter into a contract with the City in substantial conformity with the selected proposal and the form of the City s Standard Terms and Conditions. The Exemplar Agreement (Attachment G) outlines the City and its standard terms and conditions as part of the agreement between the City and the successful Proposer. The City reserves the right to negotiate project deliverables and associated costs All agreements will require the Proposer to adhere to the terms of their proposal and to act in accordance with all applicable laws and regulations An agreement shall not be binding or valid with the City unless and until it is executed by authorized representatives of the City. 25 INSURANCE REQUIREMENTS 9/23/2014 5:34 PM p

58 25.1. The selected Proposer(s), at Proposer s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in Attachment F All policies, endorsements, certificates and/or binders shall be subject to approval by the Risk Manager of the City as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsements Certificate of Insurance, as required, shall be provided to City within 10 days of the notice of award. Failure to provide the required Certificate of Insurance may result in withdrawal of the Award, and award to the next highest ranked Proposer. 26 LOCAL AND SMALL BUSINESS PREFERENCE Chapter 4.12 of the San José Municipal Code provides for a preference for Local and Small Businesses in the procurement of contracts for supplies, materials and equipment and for general and professional consulting services. The amount of the preference shall be 5 points if the business is local and an additional 5 points if the business is small In order for the Proposer to be eligible for local and/or small business preference, the Proposer must meet the following requirements: For local preference, Vendor must have a current San José Business Tax Certificate Number and have an office in Santa Clara County with at least one employee The small business preference is a subset of the local preference. For small business preference, Vendor must first qualify as a local business as mentioned above, and have a total number of employees of 35 or less (regardless of where they are located) If Proposer meets the eligibility requirements and wants to receive the preference, the Proposer must complete Attachment E, Request for Contracting Preference for Local and Small Businesses. If the Proposer fails to complete this form and submit it with the proposal, the Proposer will be denied consideration for local/small business preference. This information cannot be submitted later The preference shall only be considered for the prime Proposer(s). However, in the event that the proposing firm is a Joint Venture (JV) or Partnership as indicated on the Proposal Certification Form (Attachment E, then the Local Preference shall apply if any one of the firms in the JV or Partnership meets the definition for a local business. In order for a JV or Partnership to be considered for the Small Business Preference, then the aggregate of all of the employees that make up the JV or partnership must meet the definition for a small business. 27 PUBLIC NATURE OF PROPOSAL MATERIAL All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public Records Act (Cal. Government Code section 6250 et seq.) All documents that you send to the City will be subject to disclosure if requested by a member of the public. There are a very limited number of narrow exceptions to this disclosure requirement Therefore, any proposal which contains language purporting to render all or significant portions of their proposal Confidential, Trade Secret or Proprietary, or fails to provide the exemption information required as described below will be considered a public record in its entirety subject to the notification procedures in Section /23/2014 5:34 PM p. 58

59 27.3. Do not mark your entire proposal as Confidential The City will not disclose any part of any proposal before it announces a recommendation for award, on the grounds that there is a substantial public interest in not disclosing proposals during the evaluation process. After the announcement of a recommended award, all proposals received in response to this RFP will be subject to public disclosure. If you believe that there are portion(s) of your proposal which are exempt from disclosure under the Public Records Act, you must mark it as such and state the specific provision in the Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if you submit trade secret information, you must plainly mark the information as Trade Secret and refer to the appropriate section of the Public Records Act which provides the exemption as well as the factual basis for claiming the exemption Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a Proposer submits is a trade secret. If a request is made for information marked Confidential, Trade Secret or Proprietary, the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. 28 NON-DISCRIMINATION/NON-REFERENTIAL TREATMENT The successful Proposer agrees that there shall be no discrimination against, or segregation of, any person, on account of race, sex, color, age, religion, sexual orientation, actual or perceived gender identity, disability, ethnicity, national origin, marital status, or family status, in connection with or related to the performance of City contracts. 29 CITY BUSINESS TAX The Proposer(s) shall be required to comply with the San José Municipal Code Chapter 4.76 with respect to payment of the City Business Tax prior to any commencement of work. Contact Finance/Revenue Management at (408) to determine the applicable tax. 9/23/2014 5:34 PM p

60 ATTACHMENT A STATEMENT OF REQUIREMENTS NOTE: Where the word shall or required appears, Proposers may not take an exception. NOTE: The terms Contractor and Vendor are used interchangeably. Where the term Contractor or "Vendor" are used, the description denotes the responsibilities of the selected Proposer, once an agreement is completed. Where the term "Proposer" is used, the description denotes expectations of the respondents to this RFP as part of their proposal. 1 INVENTORY OF CURRENT TOOLS 1.1. General The SJPD Crime Analysis Unit (CAU) currently uses tools from various vendors including Omega, Bair, Corona Solutions, IBM, SAP, and Public Engines. The tools are used for various purposes depending on capability and feature set to achieve the overall mission of the SJPD. The tools are segmented into Business Intelligence & Predictive Tools, Public Access and Operational Intelligence Business Intelligence & Predictive Tools Omega Group s CrimeView Desktop and Dashboard applications and Bair Analytics ATAC Workstation and ATACRAIDS software are both being used to extend the predictive and intelligence capability of the SJPD. Both of these applications are designed to be used by highly trained crime analysts to develop trends and analysis of crime events. Both tools are different in their presentation of information and are extremely customizable. Although these tools are highly capable, they were not designed to be actively used by beat officers or to be deployed in mobile computing environments using wireless networks with limited bandwidth. These tools do have additional add-on modules to extend their capability into underserved areas of the SJPD Omega s CrimeView Desktop is a crime analysis/mapping solution specifically targeted for use by crime analysts. The CrimeView Dashboard was developed for a quick analysis of operational trends by field commanders. Bair s ATAC (Automated Tactical Analysis of Crime) software is used by crime analysts to determine crime patterns, predictive analytics, and crime mapping. Similar to Omega s software applications, ATAC was developed for use by crime analysts. Bair s ATACRAIDS (ATAC Regional Analysis and Information Data Sharing) is a regionalized version of ATAC. ATACRAIDS and RAIDS are currently not in production. ATAC Workstation is highly customizable where others are limited in their flexibility. Neither the CrimeView or ATAC software is being replaced Cognos from IBM is the newest in SJPD s suite of advanced tools that provide business intelligence. This tool requires extensive training to use. This tool was purchased as part of SJPD s Records Management System (RMS) deployment and includes basic reporting capabilities (similar to Crystal Reports), Business Intelligence, and predictive capabilities. Cognos is not being replaced Ops Force Discover by Corona Solutions is used to digest and analyze information from SJPD s Computer Aided Dispatch System (CAD). The CAD system records all calls for services from SJPD s 911 and 311 systems. This information is used to optimize operational effectiveness by efficiently allocating resources and 9/23/2014 5:34 PM p

61 1.3. Public Access Tools management of crime trends. The capabilities of this tool will need to be replaced or updated as part of this RFP process. Crimereports.com from Public Engines provides a public facing interface to the public with automated updates of provided from the SJPD s CAD system. CAD calls for services information are displayed in a user friendly portal using a geospatial layer for easy analysis. The application also will send daily alerts to all interested parties with tabular summary information. Similar to Crimereports.com is MyNeighborhoodUpdate.net by Corona Solutions. This product provides similar utility to the public. Proposers shall offer a Public Access Tool with their proposals Tools for Operational Intelligence Crystal Reports from SAP is used to provide tabular reporting from various systems including CAD and RMS systems. The system can also be used to extract data to be ingested and used by other systems. The SJPD has a significant investment in Crystal Reports with over 400+ report types already developed. The software was recently updated to the latest version, and is not being replaced The table below provides a summary of the current tools being used by the SJPD and how they are being used. The SJPD recognizes that some of these tools and vendors may have extended capabilities beyond our current use that may solve its specific needs Table 2.1, Summary of Existing Tools Current product suite City of San Jose Crime Analysis Unit (CAU) X SJPD Command Staff Beat Officers (Mobile) Omega (CrimeView Desktop) Omega (CrimeView Dashboard) X X BAIR (ATAC) Workstation X Bair (ATACRAIDS) Online (currently not used) X Corona Solutions (Ops Force Discover) X X X Corona Solutions (MyNeighborhoodUpdate.Net) Public Engines (CrimeReports.com) IBM (Cognos) X X SAP (Crystal Reports) X X Public Access X X 1.5. The Need for Additional Tools New types of software tools have emerged to help law enforcement agencies utilize large amounts of historic data. The first generation of software tools began to automate processes that law enforcement agencies have used for decades to visually show crime trends, usually blended with maps or charts. Early software tools were very similar to basic pin maps and used clustering analysis to visually show crime trends. Later tools used more powerful statistical models to show correlation and/or covariance of various crime types New advances in technology and computing power allow for crime events to be displayed on a computer generated map. With this capability, crime trends could be realized by compressing or expanding events over time and geography. Increased computing power continues to create opportunities for additional levels of sophisticated formulaic-based models that can be applied to crime prediction. These models include earthquake aftershocks, weather, and various social and biological cycles. The SJPD is interested in the specific application of these models to the process of resource management and proactive policing. 9/23/2014 5:34 PM p

62 Some software tools have emerged that allow additional information to be layered to show relationships between unrelated information such as inclement weather and traffic accidents. Summarizing trending and statistical information over time and adding layers of geographic or other information has proven to be beneficial to law enforcement. Unfortunately, these tools rely on highly skilled crime analysts to properly build information layers that yield useful operational information The SJPD continues to make significant investments in technologies used to better understand crime trends and patterns. The SJPD also tries to leverage technology that can automate various aspects of data consumption, analysis and presentation. These Lights-Out technologies will remove the need for professional crime analysts or technical resources to setup, modify or maintain. To that end, the SJPD is also seeking a solution that establishes and maintains the predictive algorithm(s) that are most effective so no direct intervention is required by SJPD personnel The Crime Analysis Unit uses the current suite of tools to accomplish its mission of providing services and information to various groups of users. It is seeking to combine predictive capability presented in a geo-spatial layer to more beat officers. The tool must be intuitive and require no use of internal resource for maintenance The target audience for real-time or near real-time predictive information will be the beat officer. The information will assist in the officers abilities to reduce and/or eliminate several categories of crime that are more likely to occur during a specific time and location. The tool must be intuitive and easy to use, deploy and maintain. The utility of the tool must not be lost in the complexity of the process or, at least, be hidden from view The proposed solution needs to appeal to multiple target audiences. To that end, it is imperative that the proposed solution: Allows the public to receive real-time information on a location of their choice (i.e. proposer s website, SJPD s website) Allows crime analysts to analyze and predict trends in crime Provides sworn staff with the tools necessary to make deployment decisions Supplements the existing toolset that is currently in use Be directly accessible to beat officers in a mobile environment. 2 TECHNOLOGY ENVIRONMENT City of San Jose 2.1. The SJPD s technology infrastructure is similar to other businesses and government operations. It consists of end-point devices such as desktop computers, printers, and scanners. The end-point devices are connected through wired and wireless networks. The Local Area Network is 10 GigE using standard network cabling (Cat 6a). The wireless network uses Sprint EVCO (3G) and is secured through a MPLS backhaul. The core network also connects several other remote buildings using standard T1 lines for connectivity, and in several cases using direct fiber Any proposed system must operate in a 24x7x365 environment and be able to accommodate over 1,100 sworn officers, 500 civilian personnel, 1,000 standalone PC s, and 350 patrol cars with 450 mobile data computers (MDCs). SJPD operates via an independent, proprietary Wide Area Network distributed to approximately 1,700 end-users and over 150 diverse print devices. Most of these workstations are currently running Microsoft 7 as the Operating System The SJPD uses various enterprise software solutions to capture and store information. The SJPD s RMS is from Versaterm and the system used to capture CAD information is from Intergraph. Both systems use 2-3 tier architectures and use Online Transaction Processing solutions to capture and normalize information. Their Online Transaction Processing 9/23/2014 5:34 PM p

63 (OLTP)/Database Management System (DBMS) solutions are Informix, and Oracle, respectively. Other systems used are MS SQL, MS Access, for the DBMS tier. The SJPD also manages a Data Warehouse where information from various systems is consolidated and managed streamlined access The SJPD has deployed Software as a Service (SaaS) enterprise systems and would prefer such a system if operational efficiency can be justified and can maintain the strict access and data security controls defined as defined in FIPS SYSTEM REQUIREMENTS 3.1. Proposers will provide system diagrams and all associated documentation related to hardware and system architecture The SJPD does not intend to procure hardware for this system. Proposers may make recommendations as to the technical environment in which their software optimally performs, but the proposer must understand the SJPD s current limitations and environment The SJPD shall have the ability to audit the production environment as needed The SJPD is also seeking Proposer input on the approach to security, beyond the minimum requirement of role-based security and user authentication at the application level Currently, security is enforced by user authentication (user name and password) to the system. The user authentication is tiered and based on the user s role within the agency. SJPD wishes to continue this type of user authentication and role-based security as the minimum standard for access to the proposed solution. 4 FOR A CLOUD SOLUTION 4.1. Propose a replacement or updated SaaS based application for the existing Ops Force Discover product. Include production and test environments, as well as the development environment Propose a new SaaS application for a mobile predictive analytics tool Propose a server redundancy architecture if required Propose the number of instances, instance type, data transfer rate, storage rate, and other relevant specifications Describe how the software application meets the minimal security requirements for CJIS, FIPs 140-2, and City of San José Data retention policies (available on sanjoseca.gov) Propose the storage space requirement for the converted data and the storage space projection for the next three years for the production and test environments, as well as the development environment if required Propose a cloud provider, if different from the Proposer, with the cloud subscription pricing information. 5 FOR A HYBRID SOLUTION 5.1. Propose a replacement or updated SaaS based application for the existing Ops Force Discover product. Propose a new SaaS application for predictive analytics tool. Provide a system architecture diagram depicting the components hosted on premise and in the cloud for both the Crime Analytics and Mobile Predictive Analytics tools. 9/23/2014 5:34 PM p

64 5.2. Propose the server specifications for production and test environments, as well as the development environment, running on the latest Windows server operating system Propose required license for each environment if required Propose a server redundancy architecture if required Propose the number of instances, instance type, data transfer rate, storage rate, and other relevant specifications Describe how the software application meets the minimal security requirements for CJIS, FIPs 140-2, and City of San José Data retention policies (available on sanjoseca.gov) Propose the storage space requirement for the converted data and the storage space projection for the next five years for the production and test environments, as well as the development environment if required Propose any other hardware and software required for the solution including, bridge servers servers that run software to act as a data bridge, and/or proxy servers. 6 IMPLEMENTATION 6.1. Replace/update current Ops Force: Discover Software Phase I: Data model design for software that will replace and/or upgrade Ops Force Discover Phase II: Perform the data and report conversion of existing tool. Provide required training for CAU personnel. Provide applications to support the approved workflow Install a Mobile Predictive Analysis Tool Phase I: Perform data design required to access and use the SJPD s CAD (Intergraph) and/or RMS (Versaterm) information. Develop mapping layer for SJPD beat structure with mapping overlays. Design designations by Police division so each division is given a view of their respective parts of the City. Design data import mechanism Phase II: Perform system testing on desktop. Perform system and performance testing on mobile computers using wireless access. Optimize data upload feed using a standard data transfer mechanism. Deploy system on desktop and Mobile client. Perform stress testing. Provide long-term application support and periodic workflow changes. 7 CURRENT TECHNICAL COMPONENTS 7.1. The SJPD currently utilizes the following applications that provide useful information to the Crime Analysis Unit: Computer Aided Dispatch - provided by Intergraph and uses Oracle as a Database Management System Records Management System provided by Versaterm and uses Informix as the Database Management System. 8 SJPD S RESPONSIBILITIES 8.1. Technical Tasks 17 9/23/2014 5:34 PM p. 64

65 For a hybrid and/or cloud solution: SJPD pays the cloud subscription fees Procure the necessary software licenses if required; Acceptance testing of all software recommendations and installations Administrative Tasks Facilitate all required logistics, including scheduling, room reservations, hardware, etc. needed for workshops and training Provide follow-up written comments to Contractor when necessary within ten business days following review sessions Provide workshop/training facilities on-site. Contractor will be provided reasonable access to the training/workshop facilities, such as the building, room, and hardware Provide Enterprise account privileges and passwords to Contractor as needed Provide a work space and a computer when Contractor is working on- site Provision of Data To assist Proposers in preparing their implementation plans and cost estimates, the SJPD will provide data examples that include schema and sample data Access to Intergraph CAD system, schema design, technical resources and available Application Programming Interface (API) Access to Versaterm RMS system, schema design, technical resource and available API SJPD Resources The SJPD will appoint a project manager, whom the Contractor s project manager will report to The SJPD will provide system administration of the new system(s) once implemented and accepted. 9 IMPLEMENTATION, DATA CONVERSION AND APPLICATION INTEGRATION WARRANTY 9.1. Proposer shall include a warranty of one year on their work to ensure that all errors relevant to the implementation of this project, whether discovered by the SJPD, Proposer, or other Cityauthorized users, are corrected to the satisfaction of the City The Twelve (12) month warranty shall begin at the completion of the project /7 phone support and error reporting via or proposers website. 10 SCOPE OF SERVICES Phase I Overview The objective of Phase I is the successful design of the data model for the SJPD s implementation, and the successful installation and configuration of all necessary software in a test environment. This phase shall be completed within one month from approval of Phase I work plan. Contractor must obtain formal approval and signoff of each deliverable before moving to the next phase. 9/23/2014 5:34 PM p

66 The Phase I tasks for both the Crime Analytics tool and the Mobile Predictive Analytics tool shall be done concurrently In Phase I, the Contractor shall: Develop a work plan that outlines Phase I technical approach and methodology Hold data model review meetings with the SJPD team and obtain approval from SJPD Set up communication with the SJPD team to resolve any issues found Phase I Deliverables City of San Jose Phase I Deliverables Crime Analytics Tool 1. Kick-off meeting agenda and meeting minutes for all the meetings with The SJPD. 2. Issues List/Decision Log maintained and regularly presented for review for all phases. 3. Phase I work plan Work Plan that lays out an effective strategy for Phase 1. Detailed project plan and schedule. 4. Data model for the new system implementation Entity relationship diagram (ERD). Analysis of design of any interface(s) needed to transfer information from the CAD or RMS systems Data model documentation and ERD. 5. For a hybrid and/or cloud solution Software installation and configuration for the test environment. Deploy any hardware and or system required for hybrid system. 6. System Architecture Diagram Diagram shows the system components (web application server software, databases, servers, server redundancy, etc.) and their relationships. Diagram clearly drawn in the Visio and PDF formats. 7. User training on the installation and configuration of system Training curriculum Successful user training as determined by SJPD staff 8. Other related tasks 9. Project status report at the completion of Phase 1 9/23/2014 5:34 PM p

67 Phase I Deliverables Mobile Predictive Analytics tool 1. Kick-off meeting agenda and meeting minutes for all the meetings with SJPD. 2. Issues List/Decision Log maintained and regularly presented for review for all phases. 3. Phase I work plan Work Plan that lays out an effective strategy for Phase 1. Detailed project plan and schedule. 4. Data model for the new system implementation Entity relationship diagram (ERD). Analysis of design of any interface(s) needed to transfer information from the CAD or RMS systems Data model documentation and ERD. 5. For a hybrid and/or cloud solution Software installation and configuration for the test environment. Deploy any hardware and or system required for hybrid system. 6. System Architecture Diagram Diagram shows the system components (web application server software, databases, servers, server redundancy, etc.) and their relationships. Diagram clearly drawn in the Visio and PDF formats. 7. User training on the installation and configuration of system Training curriculum Successful user training as determined by SJPD staff 8. Other related tasks 9. Project status report at the completion of Phase Phase II Overview The objective of Phase II is to perform system and performance testing on mobile computers using wireless access. Optimize data upload feed using a standard data transfer mechanism. Deploy system on desktop and Mobile client. Perform stress testing and fully deploy system The Phase II tasks for both the Crime Analytics tool and the Mobile Predictive Analytics tool shall be done concurrently In Phase II, Contractor shall: Develop a work plan that outlines Phase II technical approach and methodology Hold work plan and data conversion review meetings with the SJPD team Verify the application stability and utility on the desktop and mobile environments Phase II Deliverables 1. Phase II work plan Phase II Deliverables - Crime Analytics Software Tool Perform system and performance testing with live data Test system performance on desktop computers 9/23/2014 5:34 PM p

68 Develop and/or test existing reports and system output. 2. Obtain the SJPD s approval for full production Ready the production environment. Server redundancy implementation for the production environment if proposed by the proposer and approved by the SJPD. Server redundancy installation and configuration documentation, and support procedures, if installed. Final Testing will include: City of San Jose SEARCHES Capable of searching all data contained within a CAD event o Dispatcher Comment o Date and Time o Location of Event o Complainant Name o Complainant Phone Number o Complainant Address o Event # o Partial words o Phrases o Multiple queries o Keywords Drill down search capabilities using the following or combination of: o Call Type o Dispositions o Police Beat o Police Units o Police BBB o Police Districts o Call Priority DATA Capable of holding 5 years worth of CAD data Download results in application such as excel Data uploaded near real time NOTIFICATIONS Capable of setting up a notifications when the following occurs or combination of: o Call Type o Dispositions o Police Beats o Police Districts o Police BBB REPORTS Capable of reporting/summarizing the following data: o Call Count Summary o Frequent Event Locations o Geographic Comparisons (Based on Beat/Call Type/etc) o Officer and Unit Comparisons o Simple Lists (Case Numbers/Daily Event Report/etc o Time Analysis (Events by Day of Week/Time of Day etc) o Police Response Time Analysis (Average/Time Spent etc) 21 9/23/2014 5:34 PM p. 68

69 MAPPING City of San Jose Capable of mapping selected event calls if possible. 3. Project status report at the completion of Phase II 4. User training on the new system, including data structure and system design, location of interface location server redundancy if applicable. Training curriculum Successful completion of the user training for Phase II 5. Other related tasks 1. Phase II work plan Phase II Deliverables - Mobile Predictive Analytics tool Perform system and performance testing with live data Test system performance on desktop computers Develop and/or test existing reports and system output. 2. Obtain the SJPD s approval for full production Ready the production environment. Server redundancy implementation for the production environment if proposed by the proposer and approved by the SJPD. Server redundancy installation and configuration documentation, and support procedures, if installed. 3. Project status report at the completion of Phase II 4. User training on the new system, including data structure and system design, location of interface location server redundancy if applicable. Training curriculum Successful completion of the user training for Phase I 5. Other related tasks 9/23/2014 5:34 PM p

70 ATTACHMENT B - COST PROPOSAL INSTRUCTIONS AND COST FORM Proposers must follow these instructions and complete the pricing tables below. 1 The intent of the cost proposal is to capture the five year Total Cost of Ownership (TCO) for purchasing, installing, implementing, training, and maintaining and supporting a turnkey system. The cost proposal shall reflect all Phase I through Phase II deliverables as outlined in Attachment A of the RFP. For purposes of this cost proposal, TCO is exclusive of all costs internal to the City, such as the City staff time required to train, implement, and use the system. 2 All pricing shall be exclusive of any applicable sales tax. The City will work with the selected proposer to estimate the applicable sales tax. 3 Do not leave any items blank. If there is no cost for an item or the item is included in the price of another line item, please indicate as such by entering a $0 value for that item. 4 Assumptions: a. Please refer to Section 8 of Attachment A of the RFP ( SJPD s Responsibilities ) for a list of resources the SJPD shall provide to support project implementation. The Contractor shall be responsible for providing all resources not provided by the SJPD. 9/23/2014 5:34 PM p

71 COMPANY NAME: Description Year 1 Year 2 Year 3 Year 4 Year 5 Software (system acquisition) License fee Professional Services including Installation, Implementation, data conversion, 1 st year warranty, etc. Configuration (if any) Training for 2 System Administrators & 20 End- Users Recommended onpremise Hardware (if any). Provide Itemized List. Annual Subscription (if any) Cloud Storage Fee (if any) Maintenance & Support Disaster Recovery- Provide Itemized Schedule of Services for all environments proposed including 24 Hours for Recovery Time Objective (RTO) and Recovery Point Objective (RPO) Extended Warranty (years 2-5) Subtotal GRAND TOTAL $ 9/23/2014 5:34 PM p

72 ATTACHMENT C PROPOSAL CERTIFICATION NO PROPOSAL SHALL BE ACCEPTED WHICH HAS NOT BEEN SIGNED IN INK IN THE APPROPRIATE SPACE BELOW Proposing Firm Name: Address: Telephone: Facsimile: Contact person name and title: PROPOSER REPRESENTATIONS 1. Proposer did not, in any way, collude, conspire or agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms, or conditions of this proposal. 2. Proposer additionally certifies that neither Proposer nor its principals are presently disbarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency, any California State agency, or any local governmental agency. 3. Proposer acknowledges that all requests for deviations, exceptions, and approved equals are enclosed herein and that only those deviations, exceptions, and approved equals included in the RFP document or permitted by formal addenda are accepted by the City. 4. Proposer did not receive unauthorized information from any City staff member or City Consultant during the Proposal period except as provided for in the Request for Proposal package, formal addenda issued by the City, or the pre-bid conference. 5. Proposer hereby certifies that they will meet the equipment delivery and installation services dates included in the RFP and/or its attachments. 6. Proposer hereby certifies that the information contained in the proposal and all accompanying documents is true and correct. 7. Please check the appropriate box below: If the proposal is submitted by an individual, it shall be signed by him or her, and if he or she is doing business under a fictitious name, the proposal shall so state. If the proposal is made by a partnership, the full names and addresses of all members and the address of the partnership, the full names and addresses of all members and the addresses of the partnership, the full names and addresses of all members and the address of the partnership shall be stated and the proposal shall be signed for all members by one or more members thereof. If the proposal is made by a corporation, it shall be signed in the corporate name by an authorized officer or officers. 9/23/2014 5:34 PM p

73 If the proposal is made by a limited liability company, it shall be signed in the corporate name by an authorized officer or officers. If the proposal is made by a joint venture, the full names and addresses of all members of the joint venture shall be stated and the bid shall be signed by each individual. By signing below, the submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and that they have read and understand the RFP. Authorized Representative Name (sign name): Authorized Representative Signature (print name): Authorized Representative Title (print title):+ Complete additional signatures below as required per # 7 above Authorized Representative Name (sign name): Authorized Representative Signature (print name): Authorized Representative Title (print title):+ Authorized Representative Name (sign name): Authorized Representative Signature (print name): Authorized Representative Title (print title):+ NO PROPOSAL SHALL BE ACCEPTED WHICH HAS NOT BEEN SIGNED IN INK IN THE APPROPRIATE SPACE 9/23/2014 5:34 PM p

74 ATTACHMENT D PREVIOUS CUSTOMER REFERENCE FORM At the time of proposal submission, three references from Police Departments or other Law Enforcement Agencies are required from Proposers that can substantiate large customer accounts where the Proposer has services and support similar to the requirements of this RFP. Please submit these references using this attachment. Only one copy of the form is provided in the RFP package. Proposers are required to copy the form as required to meet the reference submission requirements. Name of Customer: Customer Contact: Customer Address: Customer Phone Number: Customer Your Company Name: What was the period of performance? From: To: Type of Contract: $ value of Contract: Minimum 1,000 employees? Yes No Brief Description of Service Provided for this Customer: 9/23/2014 5:34 PM p

75 ATTACHMENT E REQUEST FOR LOCAL/SMALL BUSINESS PREFERENCE Chapter 4.12 of the San José Municipal Code provides for a preference for Local and Small Businesses in the procurement of contracts for supplies, materials and equipment and for general and professional consulting services. The amount of the preference depends on whether the vendor qualifies as a Local Business Enterprise* or Small Business Enterprise** and whether price has been chosen as the determinative factor in the selection of the vendor. In order to be a Local Business Enterprise (LBE) you must have a current San José Business Tax Certificate Number and have an office in Santa Clara County with at least one employee. If you qualify as an LBE you can also qualify as a Small Business Enterprise (SBE) if the total number of employees (regardless of where they are located) of your firm is 35 or fewer. There are two ways in which the preference can be applied. In procurements where price is the determinative factor (i.e. there are not a variety of other factors being considered in the selection process) the preference is in the form of a credit applied to the dollar value of the bid or quote. For example, a non-local vendor submits a quote of $200 per item and a LBE submits a quote of $204 per item. The LBE receives a 2.5% credit on the quote, which equals approximately $5 and thus the LBE will win the award because the quote is evaluated as if it had been submitted as $199. In procurements such as RFP there are usually a variety of factors evaluated to determine which proposal best meets the City's needs. In procurements such as these where price is not the determinative factor, an LBE or SBE will be given an additional 5% to 10% points in the scoring of their proposal. The following determinations have been made with respect to this procurement: (for official use only) Type of Procurement Bid Request for Quote Request for Proposal Type of Preference Price is Determinative Price is Not Determinative Amount of Preference LBE preference = 2.5% of Cost LBE preference = 5% of Points SBE preference = 2.5% of Cost SBE preference = 5% of Points In order to be considered for any preference you must fill out the following statement(s) under penalty of perjury. Business Name Business Address Telephone No. Type of Business Corporation LLC LLP General Partnership Sole Proprietorship Other (explain) *LOCAL BUSINESS ENTERPRISE (LBE) PREFERENCE In order to qualify as an LBE you must provide the following information: Current San José Business Tax Certificate Number: Address of Principal Business Office or Regional, Branch or Satellite Office with at least one employee located in Santa Clara County: **SMALL BUSINESS ENTERPRISE (SBE) PREFERENCE In order to qualify as an SBE you must qualify as an LBE and have 35 or fewer employees. This number is for your entire business --NOT just local employees, or employees working in the office address given above. Please state the number of employees that your Business has: Based upon the forgoing information I am requesting that the Business named above be given the following preferences (please check): Local Business Enterprise Small Business Enterprise I declare under penalty of perjury that the information supplied by me in this form is true and correct. Executed at: Date: Signature Print name, California 9/23/2014 5:34 PM p

76 ATTACHMENT F INSURANCE REQUIREMENTS CONTRACTOR, at CONTRACTOR S sole cost and expense, shall procure and maintain for the duration of this AGREEMENT, insurance against claims for injuries to persons or damages to property which may arise from, or in connection with, the performance of the services hereunder by the CONTRACTOR, its agents, representatives, employees or subcontractors or suppliers. The cost of such insurance shall be included in the CONTRACTOR S bid. 1 Minimum Scope and Limit of Insurance There shall be no endorsements reducing the scope of coverage required below unless approved by the City s Risk Manager. Type of Insurance Minimum Limit 1. Commercial General Liability The coverage provided by Insurance Services Office occurrence form CG 0001, including coverages for contractual liability, personal injury, broadform property damage, independent contractors, products and completed operations. 2. Automobile Liability The coverage provided by Insurance Services Office form number CA Coverage shall be included for all owned, non-owned and hired automobiles. 3. Workers Compensation and Employer Liability As required by the Labor Code of the State of California. $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. $1,000,000 combined single limit per accident for bodily injury and property damage. $1,000,000 combined single limit per accident for bodily injury and property damage. 4. Cyber & Technology, E & O Technology Professional Liability, and Data Protection Liability Insurance covers liabilities for financial loss resulting or arising from acts, errors, or omissions, in rendering [type of service] or in connection with the services provided under this agreement as well as all Vendor costs, including damages it is obligated to pay Client or any third party, which are associated with any Security Breach (as hereafter defined) or loss of Personal Data, regardless of cause (including, without limitation, Vendor negligence or gross negligence and unlawful third party acts). Costs to be covered by this insurance policy shall include without limitation: a) costs to notify individuals whose Personal Data was lost or compromised; b) costs to provide credit monitoring and credit restoration services to individuals whose Personal Data was lost or compromised; c) costs associated with third party claims arising from the Security Breach or loss of Personal Data, including litigation costs and settlement costs; and d) any investigation, enforcement or similar miscellaneous costs. For the purposes of this Section, " Security Breach" means 1) the failure by the Vendor to properly handle, manage, store, destroy Not less than $1,000,000 each claim and annual aggregate. 9/23/2014 5:34 PM p

77 or otherwise control, or the unauthorized disclosure by the Vendor of: (a) Personal Data in any format or (b) third party corporate information in any format specifically identified as confidential and protected under a confidentiality agreement or similar contract; 2) an unintentional violation of the Vendor's privacy policy or misappropriation that results in the violation of any applicable data privacy laws or regulations; or 3) any other act, error, or omission by Vendor in its capacity as such which is reasonably likely to result in the unauthorized disclosure of Personal Data. 5. Crime/Custodial/Security- Commercial Crime Insurance Not less than $1,000,000 each Including coverage for loss sustained by a client as a result of employee loss. dishonesty. 2 Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to, and approved by, the City s Risk Manager. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or selfinsured retentions as respects the City, its officials, employees, agents and contractors; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses in an amount specified by the City s Risk Manager. 3 Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 3.1. General Liability and Automobile Liability Coverages a. The City, its officials, employees, and agents are to be covered as additional insureds as respects: liability arising out of activities performed by, or on behalf of, the Contractor; products and completed operations of the Contractor; premises owned, leased or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officials, employees, and agents. b. The Contractor s insurance coverage shall be primary insurance as respects the City, its officials, employees, and agents. Any insurance or self-insurance maintained by the City, its officials, employees, and agents shall be excess of the contractor s insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officials, employees, or agents. d. Coverage shall state that the Contractor s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer s liability. e. Coverage shall contain a waiver of subrogation in favor of the City, its officials, employees, and agents Workers Compensation and Employers Liability Coverage shall be endorsed to state carrier waives its rights of subrogation against the City, its officials, and agents. 9/23/2014 5:34 PM p

78 3.3. All Coverages Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the City; except that ten (10) days prior written notice shall apply in the event of cancellation for non-payment of premium. 4 Acceptability of Insurance Insurance is to be placed with insurers acceptable to the City s Risk Manager. 5 Verification of Coverage 5.1. Contractor shall furnish the City with certificates of insurance and with original endorsements affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf Copies of all the required ENDORSEMENTS shall be attached to the CERTIFICATE OF INSURANCE which shall be provided by the Contractor s insurance company as evidence of the stipulated coverages Proof of insurance shall be either ed in pdf format to: [email protected], or mailed to the following postal address (or any subsequent or postal address as may be directed in writing by the Risk Manager): City of San José Finance Department Risk & Insurance 200 East Santa Clara St., 14th Floor San José, CA Subcontractors Contractors shall include all subcontractors as insureds under its policies or shall obtain separate certificates and endorsements for each subcontractor. 9/23/2014 5:34 PM p

79 ATTACHMENT G EXEMPLAR AGREEMENT FOR BETWEEN THE CITY OF SAN JOSÉ AND This Agreement is entered into as of ( City ), and, a ( Contractor ). between the City of San José, a municipal corporation R E C I T A L S 1. City has issued a Request for Proposal ("RFP") for ; 2. Contractor has the necessary expertise and skill to perform such services and Contractor's proposal can best meet City's needs; NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: AGREEMENT DOCUMENTS The documents forming the entire Agreement between City and Contractor shall consist of this Agreement including: Exhibit A - Scope of Services Exhibit B - Schedule of Performance Exhibit C - Compensation Exhibit D - Insurance Requirements In the event any discrepancies or inconsistencies between the provisions of this Agreement and any of the above-referenced documents arise, the provisions of this Agreement will prevail. This Agreement and the Exhibits set forth above, contain all of the agreements, representations and understandings of the parties hereto, and supersede and replace any previous understandings, commitments, or agreements, whether oral or written. SCOPE OF SERVICES Contractor shall perform those services specified in detail in the attached Exhibit A, entitled "Scope of Services. TERM OF AGREEMENT Initial Term The term of this Agreement is from to, inclusive, subject to the provisions of Section and subsection 3.2. Options City has the right to extend the term of this Agreement for ( ) additional one-year periods (the "Additional Terms"), based upon the same conditions of the Initial Term, subject to adjustments for compensation as set forth in Exhibit C. City shall notify Contractor in writing of its 9/23/2014 5:34 PM p

80 exercise of its option for an Additional Term no less than thirty (30) days prior to the end of the then current Term. No Waiver City s agreement to extend the term of this Agreement is not a waiver of the time is of the essence provision in Section. SCHEDULE OF PERFORMANCE Contractor s services must be completed according to the schedule set out in the attached Exhibit B, entitled "Schedule of Performance." Time is of the essence in this Agreement. COMPENSATION City shall pay Contractor an amount not to exceed for Contractor s services and reimbursable expenses. The terms, rate, and schedule of payment are set forth in the attached Exhibit C, entitled Compensation. TAXES AND CHARGES Contractor shall be responsible for payment of all taxes, fees contributions or charges applicable to the conduct of Contractor's business. TERMINATION Termination for Convenience City shall have the right to terminate this Agreement, without cause, by giving not less than thirty (30) days' written notice of termination. Termination for Default If Contractor fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided by law, City may terminate this Agreement immediately upon written notice. Termination Authority The Director of Finance ( Director ) is empowered to terminate this Agreement on behalf of City. Consequences of Termination In the event of termination, Contractor shall deliver to City copies of all reports, documents, and other work performed by Contractor under this Agreement, and upon receipt thereof, City shall pay Contractor for services performed and reimbursable expenses incurred to the date of termination. INDEMNIFICATION Contractor shall defend, indemnify and hold harmless City, its officers, employees and agents against any claim, loss or liability arising out of or resulting in any way from work performed under this Agreement due to the willful or negligent acts (active or passive) or omissions by Contractor's officers, employees or agents. The acceptance of said services and duties by City shall not operate as a waiver of such right of indemnification. 9/23/2014 5:34 PM p

81 INSURANCE REQUIREMENTS Contractor agrees to have and maintain the policies set forth in Exhibit D, entitled "Insurance Requirements," which is attached hereto and incorporated herein. All policies, endorsements, certificates and/or binders shall be subject to approval by the Risk Manager of the City of San José as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. Contractor agrees to provide City with a copy of said policies, certificates and/or endorsements before work commences under this Agreement. WAIVER Contractor agrees that City's waiver of any breach or violation of any provision of this Agreement shall not be deemed to be a waiver of any other provision or a waiver of any subsequent breach or violation of the same or any other provision. City's acceptance of the performance of any of Contractor's services will not be a waiver of any provision of this Agreement. INDEPENDENT CONTRACTOR Contractor, in the performance of this Agreement, is an independent contractor. Contractor shall maintain complete control over all of Contractor s employees, any subcontracting subcontractors, and Contractor s operations. Neither Contractor nor any person retained by Contractor may represent, act, or purport to act as the agent, representative or employee of City. Neither Contractor nor City is granted any right or authority to assume or create any obligation on behalf of the other. COMPLIANCE WITH LAWS Contractor shall comply with all applicable laws, ordinances, codes and regulations (collectively, laws ) of the federal, state and local governments, including without limitation, any and all laws specified elsewhere in this Agreement. CONFLICT OF INTEREST Contractor shall avoid all conflict of interest or the appearance of conflict of interest in performance of this Agreement. NONDISCRIMINATION Contractor agrees that there shall be no discrimination against, or segregation of, any person, on account of race, sex, color, age, religion, sexual orientation, actual or perceived gender identity, disability, ethnicity, national origin, marital status, or family status, in connection with or related to the performance of this Agreement. GIFTS Prohibition on Gifts Contractor acknowledges that Chapter of the San José Municipal Code prohibits City's officers and designated employees from accepting gifts as defined in Chapter No Offer Contractor agrees not to offer any City officer or designated employee any gift prohibited by Chapter /23/2014 5:34 PM p

82 Breach of Agreement Contractor's offer or giving of any gift prohibited by Chapter will constitute a material breach of this Agreement. In addition to any other remedies City may have in law or equity, City may terminate this Agreement for such breach as provided in Section of this Agreement. DISQUALIFICATION OF FORMER EMPLOYEES Contractor is familiar with Chapter of the San José Municipal Code ("Revolving Door Ordinance") relating to the disqualification of City's former officers and employees in matters which are connected with their former duties or official responsibilities. Contractor shall not utilize either directly or indirectly any officer, employee, or agent of Contractor to perform services under this Agreement, if in the performance of such services, the officer, employee, or agent would be in violation of the Revolving Door Ordinance. CONFIDENTIAL INFORMATION All data, documents, discussions or other information developed or received by or for Contractor in performance of this Agreement are confidential and must not be disclosed to any person except as authorized by City, or as required by law. OWNERSHIP OF MATERIALS All reports, documents or other materials developed or discovered by Contractor or any other person engaged directly or indirectly by Contractor to perform Contractor's services are City's property without restriction or limitation upon their use. CONTRACTOR'S BOOKS AND RECORDS Maintenance during Term Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor pursuant to this Agreement. Maintenance after Term Contractor shall maintain all documents which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement. Inspection Any documents required to be maintained pursuant to this Agreement must be made available for inspection or audit, at any time during regular business hours, upon written request by the City Attorney, City Auditor, City Manager, or a designated representative of any of these officers. Contractor shall provide copies of such documents to City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Contractor's address indicated for receipt of notices in this Agreement. Custody of Records Where City has reason to believe that any of Contractor's documents relating to this Agreement may be lost or discarded due to dissolution, disbandment or termination of Contractor's business, City may, by written request by any of the above-named officers, require that custody of the Contractor's documents be given to City and that these documents be maintained in City Hall. 9/23/2014 5:34 PM p

83 City agrees to grant access to Contractor's documents to any party authorized by Contractor, Contractor's representatives, or Contractor's successor-in-interest. ASSIGNABILITY The parties agree that the expertise and experience of Contractor are material considerations for this Agreement. Unless specifically authorized by this Agreement, Contractor may not assign the performance of any obligation or interest under this Agreement without the prior written consent of City. Any attempt by Contractor to assign this Agreement, in violation of this Section, will be voidable at City's sole option. SUBCONTRACTORS Contractor may not use subcontractors to perform any services authorized under this Agreement. Authorized Subcontractors Notwithstanding the Section above, Contractor may use designated subcontractors approved in advance by City in performing Contractor's services. Contractor must obtain City's prior written consent in order to change or add subcontractors. Contractor shall be responsible for directing the work of the approved subcontractors and for any compensation due to subcontractors. City assumes no responsibility whatsoever concerning such compensation. Compliance with Agreement Contractor shall ensure that Contractor's subcontractors comply with this Agreement. At City's request, Contractor shall require any or all of Contractor's subcontractors to sign an agreement with Contractor requiring compliance with this Agreement. GOVERNING LAW This Agreement must be construed -- and its performance enforced--under California law. VENUE In the event that suit is brought by either party to this Agreement, the parties agree that venue must be exclusively vested in the state courts of the County of Santa Clara, or where otherwise appropriate, exclusively in the United States District Court, Northern District of California, San José, California. Contractor further agrees that in the event a lawsuit involving this Agreement is filed by City, Contractor will unconditionally accept the jurisdiction of a federal or state court located in Santa Clara County, California. NOTICES All notices and other communications required or permitted to be given under this Agreement must be in writing and must be personally served, or mailed, postage prepaid via U. S. mail, or sent via courier service, addressed to the respective parties as follows: To City: Director of Finance City of San José 200 East Santa Clara St. San José, CA /23/2014 5:34 PM p

84 To Contractor: Notice will be effective on the date personally delivered or if sent by courier service, on the date of receipt. If mailed, notice will be effective three (3) days after deposit in the mail. The parties may change their respective addresses in accordance with the provisions of this Section. MISCELLANEOUS Survival of Provisions If any part of this Agreement is for any reason found to be unenforceable, all other parts nevertheless remain enforceable. Assignment Subject to the provisions of Section, this Agreement binds and inures to the benefit of the parties and their respective successors and assigns. Headings The headings of the sections and exhibits of this Agreement are inserted for convenience only. They do not constitute part of this Agreement and are not to be used in its construction. Authority of City Manager Where this Agreement requires or permits City to act and no officer of the City is specified, City s Manager or the designated representative of City s Manager has the authority to act on City s behalf. APPROVED AS TO FORM: City of San José a municipal corporation Senior Deputy City Attorney By Name: Title: Date: A, By Name: Title: 9/23/2014 5:34 PM p

85 Contractor shall perform the following services: EXHIBIT A SCOPE OF SERVICES 9/23/2014 5:34 PM p

86 EXHIBIT B SCHEDULE OF PERFORMANCE 9/23/2014 5:34 PM p

87 EXHIBIT C COMPENSATION 9/23/2014 5:34 PM p

88 EXHIBIT D INSURANCE REQUIREMENTS 9/23/2014 5:34 PM p

89 Question and Answers for Bid #RFP CRIME & MOBILE PREDICTIVE ANALYTICS SOFTWARE SUITE 5 OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below. Question Deadline: Oct 14, :00:00 PM PDT 9/23/2014 5:34 PM p. 89 6