ST LOUIS COUNTY EMERGENCY COMMUNICATIONS COMMISSION. Request for Proposals. For. Computer-Assisted Dispatch/Fire Station Alerting Consulting Services

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1 ST LOUIS COUNTY EMERGENCY COMMUNICATIONS COMMISSION Request for Proposals For Computer-Assisted Dispatch/Fire Station Alerting Consulting Services RFP DBCAD August 14, 2015

2 Table of Contents 1 Introduction Background Requirements RFP Schedule, Instructions, and Communication Submission and Opening of Proposals Scope of Work Phase I: RFP Development Phase II: CAD/FSA Product Implementation Proposal Contents Evaluation of Proposals Contract Requirements... 9 ATTACHMENT ATTACHMENT ATTACHMENT CAD/FSA Consulting Services Page 1

3 1 Introduction St. Louis County ( County ) is issuing this Request for Proposals ( RFP ) on behalf of the St. Louis County Emergency Communications Commission ( ECC ) to obtain the services of a highly qualified consulting firm ( Proposer ) to provide project management, engineering, and consulting services to assist in the development of a future Request for Proposals ( CAD/FSA RFP ) for the acquisition, implementation, and maintenance of a new countywide Computer Aided Dispatch ( CAD ) and Fire Station Alerting ( FSA ) solution. The ECC desires a completely independent assessment of the CAD and FSA solution that best fits the need of the County. Therefore, the successful Proposer for this RFP will not be permitted to propose on the resulting RFP(s) issued for the procurement of a new CAD and FSA system. The ECC requires the successful Proposer to have extensive demonstrated experience in developing technical specifications for the procurement and execution of CAD and FSA systems for government agencies similar to County. 2 Background St. Louis County Missouri represents an area of 524 square miles, and is home to over one million people. Besides the County government, there are 92 independent municipal governments, 67 police departments, and 45 fire protection districts served by 20 individual Public Safety Answering Points ( PSAPs ) located within the County boundaries. The citizens of St. Louis County authorized a special sales tax to improve emergency communications within the County. The systems specifically identified in this funding include: infrastructure improvements to accommodate Phase II wireless and emerging technologies; an interoperable P25 radio system; and improvements to the emergency warning siren network. The implementation and operation of these systems is overseen by the St. Louis County Emergency Communications Commission ( ECC ), which is represented by department leaders from county and municipal public safety and government agencies. It is the focus of the ECC to provide public safety systems that are on the leading edge of technology to promote efficient and effective inter-agency emergency communications. Recently, the ECC has successfully deployed a state of the art outdoor tornado warning siren, a robust P25 800MHz radio system, and is in the process of implementing a new countywide Next Generation network. The ECC is now turning its attention to other complementary subsystems such as CAD and FSA. Currently, the systems and software providing these functions differ throughout the county as they are independent to the individual agencies they support. A countywide technology refresh of these applications supports the goals of the ECC to promote interoperability, information exchange, and system resiliency. 3 Requirements Interested and qualified Proposers who demonstrate the ability to successfully provide the services described in the Scope of Work are invited to submit proposal(s) provided that they meet the CAD/FSA Consulting Services Page 2

4 requirements specified below. In order to meet the requirements, the Proposer, including every person proposed to be providing Services required under this RFP, must have: A. Three years within the last seven years of documented experience in writing business and technical specifications for the development of requests for proposals for the procurement of CAD and FSA solutions for public safety agencies. B. Experience negotiating contracts on behalf of public safety agencies with a minimum contract value of ten million dollars ($10,000,000). C. Hold a Project Management Professional (PMP) certification and documented experience with a minimum three years within the last seven years managing all phases of the project life cycle in the implementation of CAD and FSA solutions. D. Have proven institutional knowledge in CAD and FSA solutions used for public safety. 4 RFP Schedule, Instructions, and Communication The following dates are provided for the Proposers planning purposes. Although every effort will be made to follow this schedule, the County reserves the right to modify the dates as necessary. Item County Issues RFP August 14, 2015 Deadline for Submitting Questions Due Date Based on RFP Release Date August 21, 5:00p.m. Amendment Posted (if needed) August 27, 2015 Deadline for Submitting Proposals September 04, 5:00p.m. Interview w/ Proposers September 21, 2015 Vendor Selection Announced October 08, 2015 Submitted for County Council Approval October 09, 2015 Contract Executed November 20, Submission and Opening of Proposals A. Proposals shall be submitted in a sealed envelope labeled ". Proposers using commercial carriers shall ensure that the proposal is marked on the outermost wrapper. The proposal, in the form of one original and 6 copies, plus a CD containing the electronic files, shall be received by 5:00 p.m., prevailing central time, September 4, 2015 in the Division of Procurement, St. Louis County, 41 S. Central, 8 th Floor, St. Louis, Missouri, Any proposals received after the time specified for the receipt of proposals CAD/FSA Consulting Services Page 3

5 shall not be considered and shall be returned unopened. It is the responsibility of the Proposer to ensure that the package is received at the right location and on or before 5:00 p.m. central time. B. St. Louis County reserves the right to accept or reject any or all proposals and to waive any irregularities in the proposals if such waiver does not substantially change the offer or provide a competitive advantage to any Proposer. C. No proposals submitted by or facsimile, or any modifications to previously submitted proposals made by or facsimile, shall be considered. If a proposal is sent by mail, allowance shall be made by the Proposer for the time required for such transmission. The Division of Procurement, whose duty it is to receive proposals, shall accept proposals submitted by deadline specified herein, and no proposal received thereafter shall be accepted. D. Proposer shall complete and submit with its proposals the Work Authorization Affidavit for Business Entities pursuant to R.S.Mo., attached and incorporated as Attachment 1. E. A legally authorized representative of the Proposer shall sign the proposal. All proposers must complete Attachment 2 Authorized Signatures. F. No responsibility shall be attached to any person for premature opening of a Proposal not properly identified. G. The County is subject to Chapter 610 of the Revised Statutes of Missouri. The contents of proposals submitted in the RFP process, with selected exceptions, shall be open records and be open to inspection by interested parties after a contract is executed. H. All opened proposals become the property of St. Louis County. I. Proposals may be withdrawn any time prior to the scheduled closing time for receipt of proposals; no proposal may be modified or withdrawn for a period of one-hundred twenty (120) calendar days thereafter. J. No corrections are permitted after the closing time. If a correction is required, the Proposer shall submit an amendment to the original proposal identifying the section, article, and page number(s) of the change made in a sealed envelope entitled AMENDMENT and the RFP number and title. K. Failure to comply with the requirements of this RFP or evidence of unfair proposal practices may result in rejection of a proposal. L. Non-acceptance of a proposal shall mean that one proposal was deemed more advantageous to St. Louis County or that all proposals were rejected. Companies whose proposals are not accepted shall be notified St. Louis County upon selection of an apparent successful Proposer or after St. Louis County has rejected all proposals. CAD/FSA Consulting Services Page 4

6 M. This RFP does not commit St. Louis County to make an award, nor shall St. Louis County pay any costs incurred by Companies in the preparation and submission of proposals, or costs incurred in making necessary studies for the preparation of proposals. Notice Effective immediately upon release of this Request for Proposals (RFP), and until notice of contract award, all official communications from proposers regarding the requirements of this RFP shall be directed to Mr. David Barney, Executive Director at Mr. Barney or designee shall distribute all official changes, modifications, responses to questions or notices relating to the requirements of this RFP. All updated information shall be posted on the County website with the RFP. Any other information of any kind from any other source shall not be considered official, and proposers relying on other information do so at their own risk. 5 Scope of Work The County intends to award a CAD/FSA Consulting Services contract to a firm based on an evaluation of all proposals received. The successful Proposer shall provide support for the entirety of the CAD/FSA RFP lifecycle, including the management of implementation, testing, and transition to the solution(s) the ECC is seeking to provide. An outline of the work to be performed by the successful Proposer is provided below: 5.1 Phase I: RFP Development A. Provide the necessary qualified staff to perform all project related management of tasks including support staffing needed to prepare required documentation, including meeting minutes, action items register, and project schedule(s). The successful Proposer is expected to provide project updates to the ECC, which meets the 2 nd Thursday of each month. B. Develop and regularly maintain the CAD/FSA RFP project plan in both detailed view for the working committee and overview for the monthly ECC meeting. C. Schedule and conduct on-site meetings with the necessary Police, Fire, and PSAP representatives of the affected systems in order to gather particular information required for the successful implementation of a countywide CAD and FSA solutions. All data gathered during these meetings shall be compiled and incorporated into a needs- assessment document. D. Based on the needs-assessment document, it is expected the successful Proposer will have a solid understanding of the functional requirements to develop a project budget for the CAD/FSA Consulting Services Page 5

7 CAD/FSA solution. The budget document must break down cost estimates to the greatest detail possible including, but not limited to hardware, software, licenses, development of interfaces, training, installation labor, and ongoing support and maintenance. E. Develop a specifications document based upon the needs assessment. This document shall comply with current industry standards and incorporate functional specifications which will be included in the RFP for the procurement of a CAD and FSA solution. This specifications document must be in compliance with the Standard Functional Specification for Law Enforcement CAD Systems as developed by the Law Enforcement Information Technology Standards Council (LEITSC) and also National Fire Protection Association 1221 Standards for the Installation, Maintenance and Use of Emergency Communications Systems. The specifications document must also comply with applicable Association of Public Safety Communications Officials (APCO) and National Emergency Number Association (NENA) standards. F. Preparation of the CAD/FSA RFP(s). The CAD/FSA RFP(s) will outline all the requirements for the acquisition of countywide CAD and FSA systems using the County s RFP requirements. This shall include recommendations evaluation criteria to be used by the County during the selection process. G. Participate in any pre-proposal conference(s) and assist in the preparation of responses to proposers inquiries requesting additional information about the specifications or clarification during the RFP process H. Prepare Addenda to the CAD/FSA RFP(s) as required. I. Prepare scripts or templates to be used by the County Evaluation Committee in the evaluation process and act as the technical expert in the evaluation meetings and prepare documentation to suggest the importance of each criterion in the evaluation matrix for the proposal(s) received. J. Coordinate with Vendors product demonstrations when necessary for the Evaluation Committee. K. Compile results of the selection process and prepare documentation for presentation to the ECC for the recommendation to enter into contract negations with the selected Vendor for a CAD and FSA solution. L. Assist the ECC and County Procurement with negotiations to secure a contract with the selected Vendor(s) providing the CAD and FSA solutions. 5.2 Phase II: CAD/FSA Product Implementation A. Provide the necessary qualified staff to perform all project related management of tasks needed to prepare required documentation including meeting minutes, action item register, and project CAD/FSA Consulting Services Page 6

8 schedule(s). The successful Proposer shallprovide project updates to the ECC, which meets the 2 nd Thursday of each month. B. The Proposer shall have available qualified staff of technical subject matter experts to review all Vendor provided project documents for compliance with the CAD/FSA RFP specifications including, but not limited to design documents, network drawings, test plans, as-builts, and training. C. The Proposer shall provide a Project Manager who is responsible for project oversight in the implementation of both CAD and FSA solutions. The Project Manager will take action to reduce project risks and ensure the CAD and FSA solutions are designed, implemented, tested, and cutover to in accordance with the requirements imposed on the Vendor. The Project Manager assigned by the Proposer will be responsible for, but not limited to: a. Review and response to project documentation b. Participate in regular project meetings to review progress and address problems as they arise c. Coordinate and schedule meetings and tasks between the County project team and Vendor(s) as required. Tasks will be tracked to completion. d. Monitor the project schedule and advise of tasks for which the County is responsible for completing without negatively effecting the schedule e. Generate project status reports highlighting schedule, risks, and accomplishments on a weekly basis. Report to the ECC the project status at its monthly meeting held every 2 nd Thursday D. Assist in the initial Design and Planning phase activities by engaging in the following (not a definitive list): a. Project Kickoff Meeting(s) b. Participate in the development of the project schedule by injecting outside influences not captured by the Vendor. c. Attend Detailed Design Review Meeting(s), review all design documentation and advise of changes necessary to the system and functional goals of the County d. Review and advise of changes necessary to the Vendor s Implementation Plan e. Review and advise of changes necessary to the Vendor s Acceptance Test Plan f. Review and advise of changes necessary to the Vendor s Cutover Plan E. Assist in the System Implementation phase activities by engaging in the following (not a definitive list): a. Oversight of factory staging and test where applicable b. Supervise the installation of equipment, software, and interfaces to ensure all applicable standards are met c. Witness acceptance test(s) and provide a recommendation to the County to sign-off d. Inspect installations and maintain a punch list of Vendor issues to be resolved e. Perform an equipment inventory to see that all purchased equipment has been delivered and is in good working order CAD/FSA Consulting Services Page 7

9 F. Assist in System Cutover phase of activities by engaging in the following (not a definitive list): a. Review of all training material b. Oversight of training efforts c. Supervise cutover to the new system(s) G. Assist in Project Closeout phase of activities by engaging in the following (not a definitive list): a. Resolution of all punch list items to the satisfactory of the ECC b. Obtain and review all applicable as-built documentation for accuracy c. Develop maintenance policies and procedures as necessary d. Provide the ECC with a recommendation for final acceptance 6 Proposal Contents Each potential Proposal shall include a description of the Proposer s capacity to meet the requirements including but not limited to the financial capacity of the firm, the size of the technical staff, and the ability to perform the desired work within the defined time period. The Proposal shall include chronological resumes of all proposed professional staff members and subcontractor(s) who will be performing work under this contract. The Proposal shall include a description of the extent of staff experience and expertise with similar contracts and work related to the RFP lifecycle. Responses to this RFP must include five (5) references of public safety organizations that have worked with the Proposer in a professional consulting capacity. Reference must include the agency s name, mailing address, contact name, contact telephone, information, and the specific service(s) provided by the Proposer. The Cost Proposal should include a not to exceed fee for the project, inclusive of worked time in hours for the completion of each task and items which are normally referred to as reimbursable expenses, i.e., travel, meals, and lodging. This will be the cost to be used in determining point scores for cost evaluation purposes. A separate fee will be requested for any optional deliverables. 7 Evaluation of Proposals All proposals that comply with the requirements of this RFP will be evaluated. Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible firm who complies with the requirements and score the highest total on the evaluation criteria as it pertains to the overall needs of the ECC. CAD/FSA Consulting Services Page 8

10 Evaluation Category Scoring Weight Requirements from Section 3 A. Experience in the development of CAD & FSA RFPs Pass/Fail B. Experience negotiating contracts with minimum value of $10,000,000 Pass/Fail C. Project Management experience and PMP certification Pass/Fail D. Institutional Knowledge of CAD & FSA Pass/Fail Technical Qualifications Organizational Experience: Firm experience and qualifications in providing consulting services of a similar nature and firm s experience with units of government. Staff Experience: Experience of personnel assigned to this project; specifically with public safety systems. This includes the education of individuals and completeness of resumes provided evidencing their ability to meet the requirements. 20% 25% Business Qualifications Proposal Professionalism: Proposal responsiveness including a clear understanding of the project scope, approach to informational gathering, budget and document preparation and a detailed work plan including timeline for completion. References: The quality of services provided to other clients, demonstrated technical capability, value add to the project, ability to meet deadlines 15% 10% Cost Cost 30% 8 Contract Requirements Contract Terms: The following contract terms, in addition to requirements and services identified herein, shall be included in the contract entered into by the County and the successful Proposer. A response this section is required. Proposer shall acknowledge acceptance of the contract terms or state Take Exception to each specific term and offer alternative language. Proposer shall CAD/FSA Consulting Services Page 9

11 specifically list any exceptions taken (by number) in Attachment 3. If no exceptions are taken, Proposer may acknowledge acceptance of the contract terms by stating such position on Attachment 3. For purposes of this section, Contractor refers to the successful proposer selected through the RFP process. A. Independent Proposer: The relationship of the Contractor to the County shall be that of independent proposer and no principal agent or employer-employee relationship is created by the contract. B. Conflict of Interest: The Contractor shall not employ as a director, officer, employee, agent, or sub-proposer any elected or appointed official of the County or any member of his/her immediate family. C. Non-Discrimination of Employment: The Contractor shall not discriminate against any employee or applicant for employment because of race, creed, color, gender, sexual orientation, gender identity or national origin, age, marital status, or disability. Contractor shall take affirmative action to insure that applicants are employed and that employees are treated during their employment without regard to race, creed, color, gender, sexual orientation, gender identity or national origin, age, marital status, or disability. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer, rates of pay or other forms of compensation, and selection for training including apprenticeship. In the event of Proposer s noncompliance with the provisions of this paragraph, the contract may be terminated or suspended in whole or in part and Contractor may be declare ineligible for further County contracts. D. Obligations and Subcontracts: The Contractor agrees to be responsible for the accuracy and timeliness of the work submitted in the fulfillment of its responsibilities under this contract, whether completed by the Contractor or a subcontractor on behalf of the Contractor. E. Changes in Contract: The Contract may be changed only upon the written agreement of the parties. F. Governing Law: This Contract is made and entered into in St. Louis County, Missouri, and the laws of the State of Missouri shall govern the construction of this contract and any action or causes of action arising out of this contract. Any and all claims or causes of action arising out of this contract shall be litigated in the Twenty-First Judicial Circuit Court of the State of Missouri. G. Termination: The County shall have the right to terminate the contract immediately in the exercise of its absolute and sole discretion, upon written notice to the Contractor. After receipt of such notice, the contract shall automatically terminate without further obligation of CAD/FSA Consulting Services Page 10

12 the parties. Contractor must provide 90 days written notice to County of intent to terminate this contract. H. Funding Out: This contract shall terminate at such time, if any, that the County Council fails to appropriate sufficient sums in the budget year for which the contract applies to pay the amount due. I. Wording Conflicts: Should there be a conflict in wording between the contract and the Contractor s RFP response, the contract shall prevail. The Contractor s RFP response shall be attached and incorporated into the contract. J. Indemnification: Contractor agrees to defend, indemnify and hold harmless the County, its elected and appointed officials, employees and volunteers from and against any and all liability for damage arising from injuries to persons or damage to property occasioned by any acts or omissions of the Contractor, its subcontractors, agents, servants or employees. K. Contingent Fee: Contractor warrants that no agreement has been made with any person or agency to solicit or secure this Agreement upon an understanding for a gratuity, percentage, brokerage or contingent fee in any form to any person excepting bona fide employees or contractor or bona fide established commercial or sales agencies. For breach of this warranty County may by written notice terminate the right of the contractor to proceed under this Agreement, and will be entitled to pursue the same remedies against the contractor as it could pursue in the event of a breach of this Agreement. As a penalty in addition to any other damages to which it may be entitled to by law. County may recover exemplary damages in an amount to be determined by the County Executive, which amount will not be less than three (3) nor more than ten (10) gratuity, commission, percentage, brokerage or contingent fee. The rights and remedies of County as provided in this Paragraph will not be exclusive and are in addition to any other rights or remedies as provided by law. CAD/FSA Consulting Services Page 11

13 ATTACHMENT 1 E-VERIFY IMMIGRATION LAWS AFFIDIVIT IN EXCESS OF $ INSTRUCTIONS FOR COMPLIANCE WITH SECTION (2) R.S. Mo. Missouri Revised Statutes Section (2) requires recipients of St. Louis County contracts in excess of $5,000 to provide an affidavit and documentation showing that the contracting party participates in a federal work authorization program with respect to employees working on the contracted services: As a condition for the award of any contract or grant in excess of five thousand dollars by the state or by any political subdivision of the state to a business entity, or for any business entity receiving a state-administered or subsidized tax credit, tax abatement, or loan from the state, the business entity shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. Every such business entity shall also sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. Section (2) R.S.Mo. Business Entities Pursuant to (2) R.S.Mo., business entities awarded St. Louis County contracts in excess of $5,000 must affirm their enrollment and participation in a federal work authorization program with respect to the employees working on the contracted services by: (1) Submitting a completed, notarized copy of the WORK AUTHORIZATION AFFIDAVIT FOR BUSINESS ENTITIES form, and (2) Providing documentation affirming the business entity s enrollment and participation in a federal work authorization program (see below) with respect to the employees that are working in connection with the contracted services. A Federal work authorization program is an electronic verification of work authorization program or any equivalent federal work authorization program operated by the United States Department of Homeland Security. The E-Verify program is an internet-based work authorization program and is a widely-used worker verification program offered by the Department of Homeland Security. Information on the E-Verify program can be found at or at by clicking on the E-Verify icon on the left side of the screen. The E- Verify Memorandum of Understanding ( MOU ) can be found at CAD/FSA Consulting Services Page 12

14 Acceptable documents to show enrollment and participation in the E-Verify program consists of the following two pages of the E-Verify Memorandum of Understanding (MOU): 1) a valid, completed copy of the first page identifying the employer, and (2) a valid, completed copy of the signature page signed by the employer and the Department of Homeland Security Verification Division. Individuals or Sole Proprietorships Pursuant to R.S.Mo., no alien who is unlawfully present in the United States shall receive any contract from local governments, including St. Louis County. Accordingly, individuals or sole proprietorships awarded any contract with St. Louis County must complete a WORK AUTHORIZATION CERTIFICATION FOR INDIVIDUALS form and choose one of the three options listed. The required documents must be attached to the form indicating which option you choose in order to show compliance with Section R.S.Mo.. If you choose option two (#2), then you must also complete and return a WORK AUTHORIZATION AFFIDAVIT FOR INDIVIDUALS form. Failure to Comply Compliance with Section (2) R.S.Mo. is required for any contract with St. Louis County in excess of $5,000. If a business entity that is awarded a contract does not complete and return the required documents and/or affidavits to St. Louis County as part of the contract, this failure will be deemed a breach of the terms of such contract. St. Louis County, Missouri has the right to refuse to honor any contracts or orders, both present and future, with any business entity that does not provide the affidavits and/or documents required by (2) R.S.Mo. to St. Louis County. Pursuant to Section R.S.Mo., no contract for any amount shall be awarded to any individual by St. Louis County without documents showing proof of that person s citizenship or lawful presence, or by individual affidavit averring to the individual s citizenship or lawful presence in the United States. CAD/FSA Consulting Services Page 13

15 WORK AUTHORIZATION AFFIDAVIT FOR BUSINESS ENTITIES PURSUANT TO R.S.Mo. (FOR ALL CONTRACTS IN EXCESS OF $5,000.00) County of ) State of ) )SS. My name is. I am the (title) of (name of business). I am authorized to make this affidavit and have personal knowledge of the facts stated herein. I hereby affirm that the aforementioned business is enrolled in and participates in a federal work authorization program operated by the United States Department of Homeland Security with respect to all employees working in connection with this contract. I have attached documentation to this affidavit to show enrollment and participation by the aforementioned business in a federal work authorization program, as required by Section R.S.Mo. In addition, I affirm that this business does not knowingly employ any person who is an unauthorized alien in connection with the work on this contract. Further, Affiant sayeth not. Signature of Affiant Printed Name Title Subscribed and sworn to before me this day of, 20. Notary Public (Attach documentation of enrollment/participation in a federal work authorization program) CAD/FSA Consulting Services Page 14

16 ATTACHMENT 2 AUTHORIZED SIGNATURES List the name and title of those individuals in your organization who are authorized to execute proposals, contracts, bonds and other documents and/or instruments on behalf of the organization. Specify if more than one signature is required. NOTE: Signature shall appear next to name Name (Typed) Signature Title Name (Typed) Signature Title Name (Typed) Signature Title Name (Typed) Signature Title Name (Typed) Signature Title Name (Typed) Signature Title The undersigned, being duly sworn, deposes and says that the foregoing is a true statement of facts concerning the individual, corporation, co-partnership or joint venture herein named, as of the date indicated: Name of Firm - Be Exact Sworn to before me this Authorized Signature(s) day of, Corporate Seal(s) Notary Public Notary Seal CAD/FSA Consulting Services Page 15

17 ATTACHMENT 3 Exceptions to Section 8 No exceptions are taken. Paragraph No. Proposers alternative language CAD/FSA Consulting Services Page 16