System- Police Department

Transcription

1 Ii Meeting Inventory Notes-Agenda Management Software Date System- Police Department 2016 REQUEST FOR INFORMATION City of Commerce City, Colorado Police Department

2 1. REQUEST FOR INFORMATION The City of Commerce City, Colorado, Police Department is seeking INFORMATION from qualified entities (Respondents) experienced in providing, installing, and configuring Equipment and supply s. The purpose of request is to obtain information as described below and to develop an understanding of the current market that will be used to inform future procurement and planning decisions. Responses must be received no later than 5:00 PM on June 24, 2016 by Joe Isenbart, City of Commerce City at 7887 E. 60 th Ave., Commerce City, CO Questions may be submitted to by June 17, The City may request presentations and demonstrations from certain Respondents. 2. BACKGROUND & REQUESTED INFORMATION The Commerce City Police Department consists of approximately 125 sworn and no-sworn staff including administration, patrol division, detectives division, property and evidence, police records unit, victims services, Professional standards unit, and incident management team. The department desires an equipment and supply inventory management system capable of tracking information about a variety of equipment and consumable supplies. The Police Department s current priorities for an inventory management solution include: 1. Asset tracking The resulting solution must be capable of tracking large and small assets including but not limited to: Vehicles Weapons such as OC holders, Tasers, Taser holders, holsters, magazine holders, less lethal shotguns Other equipment such as belts, handcuffs, ketch all poles, TACMED kits, flashlights, WMD bag and mask, radios, radio holders Training equipment Bullet resistant vests Keys for vehicles, lockers, offices, building Department/City Issued Equipment or badges Cell phones, tablets, laptops Proximity Cards, CCW, fuel cards Uniforms Computer equipment 2. Supplies The ideal system would have the ability to track certain consumable supplies such as office supplies, flash drives, batteries, OC spray, business cards, uniforms, forms, other operating supplies. City of Commerce City 1 of 4

3 3. Attributes The system should have the ability to track the following attributes for items in inventory: Type Serial number Condition when issued/received Size Color Make Model Vendor 4. Other miscellaneous tracking Cost Required training Access/Authorization (i.e. who and how many people are authorized to add/remove users add/ remove content, updates/upgrades, etc.) Required certifications Life Cycle o Date purchased o Maintenance schedule/logs o Replacement cycle o Expected date of replacement 5. Assignments Must be able to assign to: o Individuals o Units o Areas o Shifts o Location Must be able to assign by: o Bar code scanner o Manual entry Must track: o Date assigned o Condition when assigned o Person/Unit/Area/Shift assigned to o Person who assigned the item o General Location of item during assignment City of Commerce City 2 of 4

4 6. Maintenance Must track the following maintenance information as applicable: Condition Maintenance Schedule Calibration Certification Expiration Defects Damage Repair activity Person who requested repair Narrative of incident when damage occurred 7. Reporting System should have ability to generate a reports about all items in inventory o Reports would include Location Assigned to Date assigned Condition Etc. Audit or inventory o Audit trail o Chain of custody 8. System Configurable groups User login required Role based permissions o Administrator o Custodians o Users o Etc. Notifications o Replacement schedules o Repair/Replace orders o Missing items o Damaged items Inventory process or module o Auditing o Inventory City of Commerce City 3 of 4

5 3. SUBMISSION REQUIREMENTS Responses must be submitted in hard copy (by mail) or PDF (by ) and should not exceed five (5) written pages (not including any marketing materials that may be attached). Responses should include the following information: 1. Name, mailing address, phone number, fax number, and of designated point of contact; 2. Potential solutions for providing an inventory management system including technical specifications and examples of recent deployments. 3. Potential issues, features and capacities not reflected in the City s current list of priorities detailed above. 4. MISCELLANEOUS THIS IS A REQUEST FOR INFORMATION ONLY. This RFI is issued solely for information and planning purposes it does not constitute a request for proposals or a promise to issue any solicitation in the future. This RFI does not commit the City to contract for any supply or service whatsoever. The City of Commerce City is not at this time seeking proposals and will not accept unsolicited proposals. Not responding to this RFI does not preclude participation in any future solicitation, if any. The City will not pay for any information or administrative costs incurred in response to this RFI. Respondents are solely responsible for any costs or expenses associated with responding to this RFI. All responses shall become the property of the City, will not be returned, and will become a public record. Respondents may request parts of their responses to remain confidential by indicating such in the responses and on the appropriate proprietary or financial pages. Confidential information should be minimized and segregated to the maximum extent possible. The City will keep confidential only documents protected from disclosure under the Colorado Open Records Act. Under no circumstances may an entire response be marked or identified as proprietary. By submitting a response, each Respondent agrees to hold the City harmless from any claims arising from the release of proprietary information not clearly designated as such by the Respondent and from any claims arising from the release of documents not protected from disclosure under the Colorado Open Records Act. City of Commerce City 4 of 4