NOLENSVILLE POLICE DEPARTMENT REQUEST FOR PROPOSAL AND BID RECORDS MANAGEMENT SYSTEM SOFTWARE

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1 NOLENSVILLE POLICE DEPARTMENT REQUEST FOR PROPOSAL AND BID RECORDS MANAGEMENT SYSTEM SOFTWARE THIS PROJECT IS FUNDED UNDER AN AGREEMENT WITH THE STATE OF TENNESSEE Proposal Due Date/Time October 31, :00 PM Town of Nolensville Finance Department 7218 Nolensville Road P. O. Box 284 Nolensville, TN 37135

2 RECORDS MANAGEMENT SYSTEM SOFTWARE Town of Nolensville, TN GENERAL The Town of Nolensville, Tennessee is soliciting proposals/bids from firms qualified and interested in providing software for a Records Management System for the Nolensville Police Department. The Town was recently awarded a grant from the State of Tennessee, Department of Finance and Administration, Office of Criminal Justice Programs. The grant sets forth guidelines and criteria that must be met by the Town and the contractor who is awarded the bid. Qualified firms are encouraged and invited to submit a bid. PROPOSAL SUBMISSION To be considered, Bidders must submit a complete response to this RFP, using the format provided generally below. Bids must be signed by an official authorized to bind the Bidder to its provisions. Bidders must include a statement as to the period during which the bid remains valid but for purposes of this RFP, the period must be at least ninety (90) days. Five (5) copies and one (1) original (so marked) of the bid response packages shall be enclosed in a sealed envelope plainly identified in the upper left hand corner with the company s complete name and address and in the lower left hand corner with RECORDS MANAGEMENT SYSTEM. Bids are due on or before 2:00 PM CST, on Friday October 31, 2014, at which time they will be publicly opened. Vendor responsible for delivery to the Town of Nolensville Finance Department, P O Box 284 (37135) or 7218 Nolensville Road (37135), Nolensville, Tennessee. Late submittals will not be considered. Bid proposals must be signed in ink by an authorized agent in order to be considered valid. Unsigned offers will not be considered. Telephone or facsimile offers will not be accepted. The Town of Nolensville reserves the right to reject any and all proposals and to waive information, irregularities, and technicalities in the process. The Town may negotiate separately with any source in any manor necessary to arrive at a contract agreement that is in the best interest of the Town. PURPOSE OF PROJECT The Nolensville Police Department currently maintains all records management of police reports and criminal actions on an excel spreadsheet. This practice has been done in this manner over the past several years. Reports are maintained in folders on a share drive saved in PDF format. Currently there is no easy way to search information and/or extract data on criminal incidents. Nolensville Police Department is in desperate need of a system that would allow for crime data and information to be searched and shared with other agencies in a form easier than using an excel spreadsheet. The software should have the ability and allow for records to be searched by 2

3 name, case number, date, and/or address. Further the software should allow for the proper tracking and accountability of evidence held in the Department s evidence room, officer personnel management, traffic court citation accountability, crime statistic reporting and analysis, and patrol initiative development based off of crime data. SCOPE OF WORK The foremost requirement is that all bidders must be a Tennessee Bureau of Investigations (TBI) approved vendor and TIBRS compliant. All bidders submitting a proposal must have the ability to submit TIBRS data directly to the TBI with a 4% or below error rate over a three month submittal. Records management systems must be preapproved by the Office of Criminal Justice Program (OCJP) prior to the proposal submittal. Further the TBI requires all records management systems to be XML compatible. The Records Management System software will provide a system for the Nolensville Police Department to run more efficiently, effectively and become compliant with the State of Tennessee reporting standards. The software system will provide for the proper tracking and accountability as previously stated in the Purpose of Project section above. SOFTWARE SYSTEM REQUIREMENTS The Police Department in Nolensville is seeking a software system that addresses and assist in records management. As outlined throughout the proposal a system is needed to address various aspects within the Department. The foremost mission that must be accomplished is to be compliant with the State of Tennessee, Tennessee Bureau of Investigations. In order to achieve this goal a software system must be in place that addresses the following. Therefore the Records Management System must meet and/or include the following: 1. Windows based system 2. XML compatible 3. Evidence/Property Management 4. Personnel Management to address the Police Department 5. Case Management 6. CAD 7. Mobile Data 8. Court 9. Fleet Management 10. Training on system software CONTENT OF PROPOSAL RESPONSE Proposals shall be as thorough and detailed as possible so that the Town may properly evaluate the individual or firm s capabilities. Submit six sets (five copies, one original) of the following items as a complete Proposal: 1. A signed cover letter with an introduction and demonstration of the understanding of the scope of the project, along with detailed contact information ( , fax, etc.). 3

4 2. A signed statement affirming in fact the bidder is a TBI approved vendor 3. A signed statement affirming in fact they are TIBRS compliant with ability to submit data directly to the TBI with a 4% or below error rate over a three month submittal 4. Completed and signed Attachment A, Price Breakdown 5. Completed and signed Attachment B, Price Breakdown 6. An extensive description of your software capabilities addressing one through nine above in SOFTWARE SYSTEM REQUIREMENTS 7. List of at least three references where and when your firm provided similar services. Please provide names and telephone numbers of contact persons for each reference. 8. Provide any other relevant information that will be helpful in understanding and evaluating proposed system. EVALUATION CRITERIA Proposals will be evaluated by the Town using the following criteria: 1. Qualifications and Experience: a. Similar software systems and its success b. Bidders qualifications, reputation, and relevant experience 2. References. 3. Ability to provide training, in addition to level of training. 4. The proposed cost. TERMS AND CONDITIONS 1. The Town reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal. 2. The Town reserves the right to request clarification of information submitted, and to request additional information from any proposer. 3. Receipt of the RFP does not imply a contract or an agreement has been made between any parties. 4. Any proposal may be withdrawn up until the date and time set above for opening of the proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to provide the services described to the Town, or until one or more of the proposals have been approved by the Town administration, whichever occurs first. 5. The contract resulting from acceptance of a proposal by the Town shall be in a form approved by the Town s Attorney, and shall reflect the specifications in this RFP. The Town reserves the right to reject any proposed agreement or contract that does not substantially conform to the specifications contained in this RFP, and which is not approved by the Town Attorney s office or other Town representatives. 6. The Town shall not be responsible for any costs incurred by the bidder in preparing, submitting or presenting its response to the RFP. CONTACTS All questions regarding the software criteria or proposal procedures should be addressed in writing to Chief Troy Huffines, Nolensville Police Chief at 4

5 SELECTION PROCESS and ACCEPTANCE OF PROPOSAL Consideration for award will be based upon that Proposer that possesses the most effective system, qualifications and experience necessary to provide the software and complete setup and training within the desired timeframe. All judgment as to skill, experience, staff qualifications shall be determined by the Town. Respondents must initially represent themselves solely by their written submittal. The response will be reviewed and the finalist may be requested to provide additional information or make a presentation to the Town. Award of a contract may be made without discussions after proposals are received and reviewed. Proposals should, therefore, be submitted initially on the most favorable terms possible. The Town reserves the right to choose the proposal that is in its best interest. Proposals shall be valid for a minimum of ninety (90) days from the date of receipt by the Town. The contents of any proposal received shall become contractual obligations upon the execution of the contract by authorized representatives of the Town and Proposer. This request for proposal will neither commit the Town to commence this project nor in any way limit the discretion of the Town in selecting a proposal or in making any future modifications to the scope of work as determined as necessary throughout this process. ECONOMY OF PREPARATION Proposals should be prepared simply and economically, providing a straightforward and complete description of services and qualifications to meet Town s requirements as outlined in this document. Emphasis should be on completeness and clarity of content. INCURRING COSTS The Town is not liable for any costs incurred prior to issuance of a contract. BILLING AND PAYMENT The Town does not pay by statement. Selected bidder will submit detailed descriptive invoices in triplicate to Town of Nolensville, Finance Department, P.O. Box 284, Nolensville, Tennessee 37135, within ten days of delivery of software/services. All approved invoices will be paid within 30 days of receipt of triplicate invoices. WITHDRAWAL OF PROPOSALS Proposals may be withdrawn upon written request received from bidder prior to the time fixed for receipt. ACCEPTANCE OF PROPOSAL CONTENT Proposals to be valid for a minimum period of ninety (90) days from date of receipt by the Town. 5

6 RFP ADDENDA Any change to the RFP herein will be brought forward in the form of a written Addendum from the Finance Department and will be provided to all interested parties. No oral interpretations or communication will affect or change in any way the information contained herein. PROPRIETARY/CONFIDENTIAL INFORMATION Proposers are hereby notified that all information submitted as part of, or in support of, proposals will be available for public inspection after opening of proposals, in compliance with Tennessee statues. REQUIREMENTS FOR BIDS, REQUEST FOR PROPOSALS AND CONTRACT This proposal includes the Town s Requirements for Bids, Request for Proposal, and Contracts between the Town of Nolensville and Other Parties attached hereto and set forth herein as if verbatim. RIGHTS AND OPTIONS OF THE TOWN OF NOLENSVILLE The Town reserves the following rights and options: o Determine those proposers who are most qualified. o Reject any or all proposals for any reason, at its sole discretion. o Supplement, amend, or otherwise modify this RFP. o Cancel this RFP with or without the submission of another RFP. o Issue additional solicitations for information and proposals, and conduct investigations with respect to the qualifications of each respondent. THIS PROJECT IS FUNDED UNDER AN AGREEMENT WITH THE STATE OF TENNESSEE 6

7 ATTACHMENT A PRICE BREAKDOWN Pricing for Software System Reference N/C if there is no charge for item. Software Capabilities: Windows Base XML compatible Evidence/Property Management Cost Personnel Management to address the Police Department Case Management CAD Mobile Data Court Fleet Management Training Other Items: # of licenses included TOTAL Attachment A Signed: 7 Date:

8 ATTACHMENT B PRICE BREAKDOWN Requested Perpetual Pricing for training, licenses, etc. Training: Installation Support On Site Support/Training Via Electronic Annual Support Licenses Other costs not listed or addressed: TOTAL Attachment B TOTAL Attachment A TOTAL PROPOSAL/BID (Attachment A & B) Approved and Affirm Bid Total Signed: Date: 8

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