DELIVERED BY US POSTAL SERVICE

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1 STATE OF NORTH CAROLINA Department of Transportation Purchasing Refer ALL Inquiries to: Debbie E. Hill Telephone No. (919) REQUEST FOR INFORMATION NO. 54-DH Due Date: October 19, 2015 Issue Date: October 6, 2015 Description: 920/Request for Information to Outsource North Using Agency Name: Division of Motor Vehicles MAILING INSTRUCTIONS: Mail only one Request for Information (RFI) per envelope. Address envelope and clearly note RFI number as shown below. It is the responsibility of the vendor to have the RFI in this office by the specified time and date of opening. NOTICE TO VENDOR DELIVERED BY US POSTAL SERVICE RFI NO. 54-DH North Carolina Department of Transportation Attn: Debbie Hill, Purchasing Agent 1 S. Wilmington Street, 4 th Floor, Room 410A Raleigh, NC Request for Information (RFI) will be received at this office at 1 S. Wilmington St. or via attachment to dehill@ncdot.gov until 2:00 P.M. EST on the due date and then opened. QUESTIONS Written questions will be received until 12:00 noon (EST) on October 9, Questions must be sent via to dehill@ncdot.gov. Please insert RFI 54-DH Questions in the subject matter of your . A summary of all questions and answers will be posted to the Interactive Purchasing System (IPS) as an addendum to this RFI on or about October 13, The origin of questions will not be reflected in any addendum issued. EXECUTION VENDOR NAME: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: AUTHORIZED SIGNATURE: TELEPHONE NUMBER: FAX NUMBER: DATE: TOLL FREE TEL. NO:

2 RFI Procedures A. Schedule Respondents will have until October 19, 2:00 PM EST to prepare their submissions to this RFI. Responses must be received by the date, time and the location specified on the cover sheet of this RFI. Respondents may be requested to come to Raleigh, NC to present and discuss their submissions. Respondents will be contacted to determine a specific date and time at least two weeks in advance of their presentation. B. Response The State recognizes that considerable effort will be required in preparing a response to this RFI. Please note, however that this is a request for information only and not a request for services. No award will result from this RFI. The Respondent must bear all costs associated with the compilation and submission of a Response to this RFI. B.1. Content and Format The State expects concise, detailed, point-by-point responses to each of the RFI response items identified in Section 3 of this RFI. The State is not interested in brochures or boilerplate. The State will consider responses to specific portions of Section 3 of this RFI if the solution can be integrated with other components to provide a complete system. Any issues or exceptions to NCDOT s desired functional requirements should also be identified and explained. Where appropriate the response should also include diagrams, clarifying where each of the components in the proposed solution would be located and how those components would be interconnected. A comprehensive, detailed equipment list including equipment, software and operating system requirements for the proposed solution should be provided. While the State will require a pilot installation of any final solution adopted, the State is not interested in participating in any field trials of new equipment or software. The response should also spell out all services that would be required by the proposed solution including such items as: Training Business Process Reengineering Documentation Data Conversion B.2. Multiple Responses Multiple responses will be accepted from a single Respondent provided that each response is comprehensive, meets all of the State s requirements and is truly unique. Please place in separate envelopes and clearly mark responses as RFI No.54-DH Response #1, RFI No. 54-DH Response #2, etc. i

3 B.3. Format and copies Each response should be submitted in the form of one electronic copy and optionally one paper copy. Electronic responses delivered via should be in Portable Document Format (PDF), saved as a certified document, and allow the State to add annotations and to copy text but not to change text. Electronic responses delivered on physical media should be on CD or permanently write-protected USB flash drive, and may be in PDF (preferred, with the same options as above) or as a document (or documents) readable by the Microsoft Office suite of applications. C. Proprietary information Trade secrets or similar proprietary data which the Respondent does not wish disclosed to other than personnel involved with this RFI will be kept confidential to the extent permitted by 01 NCAC 05B.1501 and N.C.G.S if identified as follows: Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the RFI that is to remain confidential shall also be so marked in boldface on the title page of that section. Cost information may not be deemed confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by North Carolina law. URL for NCAC reference inserted here URL for G.S. reference inserted here In addition to the above, the State undertakes to keep every Response received confidential as a whole until such time as an RFP has been awarded or cancelled (the "Confidentiality Period"). After the expiration of the Confidentiality Period, all Response information will be subject to the normal confidentiality provisions of the State as set out above. Exception: Respondents expressly acknowledge that the concepts, methods, equipment and procedures presented in a response may be wholly or partially incorporated into an RFP. D. RFI conditions The State will not be bound by any RFI Procedure qualifications or any additional conditions included by a Respondent in a response. E. Communication All communication regarding this RFI is to be addressed to the contact person identified on the RFI Cover sheet. F. Vendor Information Name of Company Contact Person and Title/Position Address, Telephone Number and Address Brief history of the company (length of time in business) including a listing of government agencies the company has successfully implemented their solution. Include a list of references from past implementations that includes contact name, company and/or government agency, phone number and address ii

4 Specify what kind of statistics, documentation, information, etc. would be necessary for NCDOT to furnish Vendors in a future RFP and what significance or criticality that information would have on the success of a procurement? Include a list of references from past implementations. This should include: Name of the Agency; Contact information for the business and technical representatives for the Agency, including and telephone number; iii

5 Table of Contents RFI Procedures... i Section 1: Overview... 1 Section 2: Current Environment..1 Section 3: Information Requested 1 Attachment System Overview System Capacity/Reliability System Technology Features Data Requirements Call Send Process Implementation/Training/Support Security Pricing Vendor Observations/Comments..5 iv

6 Section 1: Overview The North Carolina Department of Transportation (NCDOT), Division of Motor Vehicles (Division) is seeking information to Outsource North that is capable of collecting crash information from the law enforcement officer at the scene of the crash electronically. This Request for Information (RFI) is intended to solicit information from vendors of electronic crash data collection services, to educate the Division about the state of crash data collection services technology available today, their features and functionality, approximate costs, factors to be considered when comparing services, and other information that will assist the Division in determining how it will procure, implement and manage the services. After responses to the RFI are reviewed, the Division may release a Request for Proposal (RFP) for the acquisition of electronic crash data collection services. We are using the RFI to gather additional information to help the Division understand the capabilities of an electronic crash data collection services environment including all aspects of network, location information and electronic crash data distribution. Furthermore, we are offering this RFI to identify qualified vendors who might be able to meet our future requirements. The Division intended purpose would be to use the information collected in assisting the production of a concise and balanced RFP process should we wish to proceed with acquisition. To this end, the vendor community is encouraged to include observations regarding what elements a successful RFP would have. Include these observations within the response section Observations/Comments. The Division is open to alternative ideas. Respondents are encouraged to provide information about alternatives that can assist the Division better define its requirements and obtain a solution that meets its needs. Section 2: Current Environment Currently, the division receives 71% of crash data electronically and 29% via paper (mail-in paper form) from law enforcement officers in the field. The problem with the current methods is that the division would like the last 29% to submit electronically. Section 3: Description of Information Requested All vendors with an appropriate service or product relating to the requirements set forth in the Request for Technologies (Attachment 1) attached hereto are invited to submit a capability statement and contact information. The capability statement should discuss the service or product s capabilities to meet the potential requirements, how the system will be hosted, the service or product s system requirements, the product s integration specification (if available), and any other specific and pertinent information that would educate the Division about the service or product, and allow it to gain an understanding of the information submitted by the respondent along with an estimate of cost (include on-going costs, operating and maintenance costs) for such service/product being offered. We recognize that not all requirements may be met by a single solution. Please indicate in your response which capabilities can be provided via commercial off the shelf solutions versus customized applications. For requirements that are met by commercial off the shelf software, please include the product name, release number and release date of the software. 1

7 ATTACHMENT 1: REQUEST FOR TECHNOLOGIES 1. System Overview The State of NC is subject to multiple crash data requests from citizens, law enforcement agencies, law firms and researchers that would benefit from the addition of a totally Electronic Crash Reporting System. The system should be capable of querying on all data fields on the crash report form and provide weekly, monthly, annual update reports on crash report sales and submission rates per individual law enforcement agency and capable of adding or removing data fields on the crash report when requested. 2. System Capacity and Reliability Explain issues of capacity with regard to electronic or paper crash report submissions. Please include any metric that allows an understanding of the maximum population that can be reached for any fixed period of time. Include such metrics for both wireline and wireless technologies. Include any limitations or barriers to receiving crash reports electronically or via paper that are known regardless of the source of such blockage. Indicate any known limiting conditions that may exist with various third party providers retained by law enforcement agencies submitting electronically or via paper. Discuss any limitations that may exist for submitting crash data to federally sponsored programs such as SafetyNet (maintaining states Green crash reporting status) Discuss any limitations that may exist for submitting crash data to federally sponsored programs such as the Fatality and Analysis Reporting System (FARS) Discuss functionality and any limitations for data interfaces to legacy applications with State and DOT Reliability Describe system redundancies which exist to ensure delivery, receipt of crash report submission and responding to crash data requests such as telecommunications providers and/or parallel delivery streams. Discuss any limitations that may exist for a long-term event that may impact the delivery/receipt of crash reports electronically or via paper. A long term event may be considered one that spans multiple consecutive days/weeks. 3. System Technology Fully describe your solution regarding equipment, placement of such equipment, software and web service (including broadband with estimated bandwidth) required to utilize your solution. Is your system capable of unattended, automated and secure law enforcement based data uploads? Discuss how citizen personal information is processed and retained securely? Discuss the installation and configuration of all software and hardware for DMV Staff. Discuss any limitations that may exist for your system to update data fields on the crash report. 2

8 Describe the base technology used by the system such as programming languages, operating system, and COTS packages. 4. Business Improvement Features Discuss ability to handle paper, electronic and supplemental crash reporting. Will your system allow for notification to the submitting officer of incorrect entries on the crash report? Describe how flexible your system is to Modernization keeping pace with technology? Describe how your company will maintain compliance with Model Minimum Uniform Crash Criteria (MMUCC) for crash reporting. Describe how your company will maintain compliance with state revenue policies and return of revenue to the DMV from Crash Report sales. Discuss your ability to handle state requested Audits. Describe how your company will maintain and/or provide Real time query tools, custom extracts and Analytical Services, method of delivery and monitoring statistics reported to the Division s management and stakeholders (other state agencies). Indicate the actions that are taken when a crash report fails to be received/deliver. Is your system capable of integrating legacy crash report images and data into your current system? 5. Data Requirements Explain the process of obtaining and maintaining crash data from the various providers (Third Party Vendors hired by Law Enforcement Agencies). Include any existing relationships you may have with any provider. Indicate any potential pitfalls involved with the process of data acquisition and maintenance. Describe your systems ability to eliminate backlogs, disconnected systems and inconsistent or inaccurate data. Describe your systems ability to integrate with DMV Units that use Crash Data. (i.e. DMV Hearings, Safety Responsibility, and Liability Insurance Units) Describe the method of delivery of crash data in bulk or one time requests for crash data to state agencies that already receive crash data (i.e. Traffic Safety Engineers). Describe functionality of inclusion of geometric data in crash data 6. Crash Report Collection Process Please describe as a step-by-step process, mass notification/messaging setup, initiation, monitoring and any specific networks that would be required during an actual event. 7. Customer Service (Implementation, Training and Support) Indicate your process of implementation, training and ongoing support (Helpdesk) of your Crash Reporting solution. Should you have tiers of support please indicate such. 3

9 Discuss your method of registering individual law enforcement agencies and stakeholders that may wish to be notified of an system event regardless of their physical location in reference to crash report submissions. Discuss ability to publish Crash information and a Crash Data Dictionary for use by researchers and the public. Describe how your company will reduce or eliminate over the counter record sales. 8. Security Please indicate your security processes as they relate to system security. Prevention of unauthorized use or malicious attacks will be appreciated. Discuss your system ability for IP tracking and archiving. Should your service include a 24x7x365 service center describe the security management profile including any certifications that may be applicable.(dedicated resources) Describe the system security including data encryption methods and user authentication. 9. Customer Pricing Discuss your system ability for PCI e-commerce compliance. Please provide your Government pricing per North Carolina General Statue structure for individual reports and bulk data requests. 10. Vendor Observations and/or Comments The Division welcomes the vendor community s input to this process and technology. We ask that you comment freely on issues of the technology or acquisition process used to procure this service. 4