Eureka Police Department Eureka, California

Eureka Police Department Eureka, California Request for Proposal (RFP) for Police Computer Aided Dispatch and Records Management System Issue Date: June, 26, 2014 Contact for Questions: Andrew Mills, Chief of Police (707) 832 5108 amills@ci.eureka.ca.gov Proposal Due Date July 30, 2014 23:59 Hours PST Submit Responses to: Eureka Police Department 604 C Street Eureka, California 95501

Table of Contents I. SCHEDULE... 1 II. BACKGROUND INFORMATION... 2 Purpose... 2 Objective... 2 Process... 5 Profile of Agency Issuing RFP... 5 Estimated Volumes... 6 System Configuration... 6 Legacy Data Access... Error! Bookmark not defined.6 III. PROPOSAL REQUIREMENTS... 8 General Proposal Instructions... 8 Proposal Evaluation Criteria... 9 IV. PROPOSAL FORMAT... 10 Section 1 - Executive Summary... 10 Section 2 - Company Information... 10 Section 3 Software Solution... 10 Section 4 - Hardware Information... 11 Section 5 Implementation Services... 12 Section 6 Support Services... 12 Section 7 - References... 12 Section 8 - Cost Proposal... 13 Section 9 - Sample Contracts... 13 V. PROPOSAL TERMS AND CONDITIONS... 14

I. SCHEDULE 1. The following is the current schedule as defined by the Eureka Police Department Selection Process Step Date(s) Release and Issuance of the Request for Proposal (RFP) June 30, 2014 Proposals Due July 30, 2014 Final Vendor Selection August 5, 2014 Contract Negotiations August 30, 2014 Council Approval Expected September, 2014 Begin Implementation November 30, 2014 Complete Implementation August 1, 2015 2. Questions about this RFP may be directed to: Mary Kirby, Executive Assistant to the Chief of Police 604 C Street Eureka, Ca 95501 mkirby@ci.eureka.ca.gov 4. Vendors must submit the original and three (3) printed copies of their Proposal, three (3) electronic copies, and supporting materials by: July 30, 2014, 23:59 hours PST. Send to: Andrew Mills, Chief of Police 604 C Street Eureka, California 95501 (707) 832 5108 amills@ci.eureka.ca.gov 5. Clearly mark remitting Proposal: SEALED PROPOSAL - <<name of requested system>>. Page 1

II. Purpose BACKGROUND INFORMATION The Eureka Police Department currently uses an outdated legacy database as its Computer Aided Dispatch and Records Management System. As such it is inefficient, incapable of advanced crime analysis and cannot be used for field reporting purposes. To correct the systemic inefficiencies, Eureka will upgrade or purchase a new CAD/RMS system to meet its future and growing needs. Objective The objective of the Eureka Police Department is to obtain an integrated solution that fosters data sharing, accessibility, and interoperability between Humboldt County law enforcement agencies using a single vendor. The selected vendor will have the comprehensive capacity to provide hardware, software, installation, training, conversion, and other services as required. The proposed solution will allow a degree of adaptability in terms of modification and expansion that ensures the Eureka Police Department ability to remain relevant and responsive to evolving organizational needs. The list below represents software required by Eureka Police Department. All applications must be part of a fully integrated suite provided on a single system in a multi-departmental implementation. In the tables below list software modules and primary features, such as: Computer-Aided Dispatch (CAD) Software Ad Hoc Reporting Tool Be-On-Lookout (BOLO) Subsystem Business and Alarms Calls for Service Drag and Drop Call Taking and Dispatching Graphical User Interface Integrated Mapping Premise/Alert & Hotspot Notifications System-wide Attachments Unit Recommendation Alpha-Numeric Paging Solution CAD Status Resource Monitor CAD-to-CAD Event Transfer E-911 Interface (Phase II Compliant) Multi-Jurisdictional CAD Rip-and-Run Printing/Faxing Roster State/NCIC Queries MDC s Interface Crime Analysis Plus Internet-based view-only access Page 2

CAD Interfaces: (list required interfaces such as:) CryWolf Alarm Billing Emergency Technologies Inc. (ETI) FireCentral FirePoint FirePrograms Logics SunGard HTE Fires Firehouse Records Priority Dispatch Pro Q/A Fire, Law, and Medical Priority Dispatch Paramount Fire, Law, and Medical Law Records (fully integrated) Law Records (third party) Records Management System (RMS) Software RMS Modules/Features: Arrest Case Management Citation/Summons Suspect Identification Field Contact Incident/Offense Investigator s Dashboard Internet-data sharing with Law Enforcement Master Location Master Name Master Vehicle State IBR/UCR Reporting UCR Property Management Warrants Accident Accident Wizard Animal Services Bicycle Registration Calls for Service Crime Analysis Crime Lab Document Scanning & Storing Gang Tracking Integrated Mug Shots Intelligence/Narcotics Internal Affairs/Professional Standards Link Analysis Mapping Multi-Jurisdictional RMS Notifications Ordinance Parking Ticket Administration Pawn Batch/Ticket Processing Pawn Shop/Watch Sex Offender Training Internet-based view-only access Internet-based citizen access Page 3

RMS Interfaces: SunGard HTE CAD 400 Logisys CAD Leads Online RMS Generic Skeleton All California State Criminal Justice DB interfaces Mobile Digital Dispatch Software CAD Status Updates Car-to-Car Messaging Digital Dispatch Name/Vehicle Banking Queries (CAD, RMS, NCIC) Maps Mobile Dispatch Interfaces (list required interfaces such as:) Fire RMS-Firehouse, Emergency Technologies, Inc. (ETI) Mobile Field Reporting Modules: Field Contact Incident Offense Supervisor Review Accident Accident Wizard Arrest Citation Mobile Field Reporting LAN Version Page 4

Process The Eureka Police Department will review the proposals received and then narrow the number of acceptable vendors to a short list of finalists. Then, using subsequent interviews, reference checks, and/or site visits, the Eureka Police Department will make a final vendor selection. The Eureka Police Department reserves the right to chose solely from the submitted proposals based on the needs of the City of Eureka. Vendors who partner with third-party software providers/subcontractors are invited to submit proposals, but preference will be placed with vendors who can provide a more complete solution. Preference will be given to vendors currently working in the State of California and are compliant with reporting requirements. Profile of Agency Issuing RFP Eureka is a Northern California coastal city with a population of approximately 30,000 residents. It is situated in a metropolitan area of more than 100,000 and serves as the county seat and hub of the North Coast. The police department generates about 11,000 reports a year and is extraordinarily busy. Rapid population growth is not expected but annexation is always possible. The police budget is about 11 million dollars a year and there are 54 full time sworn officers. Total employees number 88 including volunteers. Estimated Volumes and Quantities The table below summarizes the estimated volumes of transactions and records associated with the Eureka Police Department s application processing requirements. The Eureka Police Department desires a system that can expand as new technology becomes available and or the needs of the city change. For example the ability to add a more robust Crime/Intelligence Led Policing analytical section as personnel become more informed. Description Volume / Quantity Total Eureka Population 30,000 County Population Number of Police Departments 7 Number of Fire Departments 2 Number of EMS 2 100,000 plus Annual Calls For Service 92,000 Number of CAD workstations 7 Number of RMS workstations 17 Number of Mobile laptops 24 Page 5

System Configuration Current Network The City s Network is Microsoft Windows Based System running Windows Server 2003, 2008, and 2012. The system is mainly a 2003 Domain but we are working on migrating to a 2012 Domain. The network is connected through Cisco Switches. Many workstations are running Windows XP but we are currently migrating over to Windows 7. Current System Configuration Currently the Agency uses Windows based servers for all work related activities except for CAD Dispatching. The current CAD system is an IBM Mainframe that runs CAD 400 v8.0.1. Dispatch accesses the system from Windows XP machines connecting through the IBM Client Access application. Listed below are the current related applications in use by the departments. CLETS, AVL, Message Switch, LG Dispatch Mapping, E911, CAD Copy over, The applications outlined in this RFP will replace the applications currently operating as described above, as well as manual processes where automation is not currently utilized. The proposed applications will be required to operate in a Windows environment using Microsoft SQL Server as the backend database management system. Legacy Data Access The Eureka Police Department would like access to its legacy data. EPD is interested in converting the following data into the new system; however, it is open to alternative approaches and will rely on the Proposer s to identify the most effective manner in which to access legacy data. Page 6

Vendor and System Version Years in Use 26 Database Type Database Size (Mb) Export File Type Legacy Data Description Sungard Public Sector,CAD400, v8.0.1 DB2 43GB Depends on system Number of Name Records 1,557,074 Number of Incident Records 358,625 Number of Calls for Service Records 2,515,818 List of Modules to be Converted CAD Dispatching, GEO files, RMS, MDT, ICOM CAD paging, Firehouse, Crywolf alarm billing, The Eureka Police Department is open to alternative proposals to access the legacy data, including: Full data conversion to the proposed system Transformation of legacy data to a common database management system that is accessible by either an interface or a common query tool Query-only interface to legacy database Manual re-entry of data into the new system A combination of the above depending on the type of data Provide a proposal for accessing legacy data. The proposal should describe: Alternative approaches and the advantages and disadvantages of each approach Recommended approach Proposer s experience with the recommended approach Page 7

III. PROPOSAL REQUIREMENTS This section outlines the information that must be included in your Proposal. Vendors should review this list to ensure that their proposals include all requested information prior to submission. General Proposal Instructions 1. The proposal must be signed and dated by a representative of the vendor s company who is authorized to negotiate contracts. 2. Vendors submitting proposals should allow for normal mail or delivery time to ensure timely receipt of their Proposal. 3. All functionality checklists must be included in your response. Failure to include any of the requested information within your Proposal may result in rejection/disqualification. 4. No negotiations, decisions, or actions shall be executed by the vendor as a result of any discussions with any EPD official, employee and/or consultant. Only those transactions provided in written form from EPD may be considered binding. Also, the EPD will honor only written and signed transactions from vendors. 5. Eureka Police Department or the City of Eureka shall not be liable for any pre-contract costs incurred by interested vendors participating in the selection process. 6. The contents of each vendor's Proposal, including technical specifications for hardware and software, and hardware and software maintenance fees, shall remain valid for a minimum of 120 calendar days from the Proposal due date. 7. Please note that EPD may not purchase all or any the applications or all the equipment listed in this Request for Proposal. 8. EPD will be awarding a contract to a single vendor for all core applications. Page 8

Proposal Evaluation Criteria The contract will be awarded to the vendor who best meets the police CAD/RMS needs of Eureka Police Department based on the following criteria. The total costs of the system, including direct and indirect costs. All cost associated with ongoing maintenance. The capability to provide the required software features. The financial stability, longevity, and strength of the vendor. Proven track record of successful law enforcement customers. Including reliability Customer Service Meeting deadlines Successful data migration management The seamless integration of the various system modules and ability to meet the interface/integration requirements noted in this RFP. The flexibility of the application software, including the availability of tools for novice users to perform ad hoc analysis and reporting. Fit with EPD s and the City of Eureka s technology direction. The quality and relevance of references. Vendor s proven ability to deliver products. Training and support offered by the vendor. Software upgrades provided at no additional charge. Project management methodology follows industry standards (PMBOK) and best practices. The capability to perform required conversions of existing data files. Adherence to the requested Proposal format. This includes the thoroughness of the Proposal, as well as the format of the presentation. Page 9

IV. PROPOSAL FORMAT Please include the following items in the order listed below. Cover Letter Table of Contents 1. Executive Summary 2. Company Information 3. Software Solution 4. Hardware Information 5. Implementation Services 6. Support Services 7. References 8. Cost Proposal 9. Sample Contracts Section 1 - Executive Summary This section should be limited to a brief narrative highlighting the vendor s Proposal. The summary should be free of technical language and should illustrate the benefits and possibilities offered by the vendor. It should be between one (1) and five (5) pages long. There should be no cost quotes in this section. Section 2 - Company Information Vendor must provide the following information about the vendor s company that demonstrates its stability and ability to support the commitments set forth in the RFP. The vendor should outline the company s background, including: How long the company has been in business and brief company history. A brief description of the company size and organization. Total number of customers including the number of customers in California. Company organizational chart. Number of employees by department. Customer Services. Research and Development Administration Financial data, including the audited financial statements for the past three years. Section 3 Software Solution Page 10

a. Please complete the software features, functions, and capabilities checklists contained in the electronic Excel file(s) provided with this document. Note: The Excel file(s) included with this document contain the specifications for the applications your organization wants to receive bids for. Delete the files and/or worksheets for applications that are not needed. The application software requirements have been provided to you in Microsoft Excel format. Please respond to the requirements and include in this section. Instructions for responses are provided below. Column Fully Comply Does Not Comply Modification Needed Remarks Explanation X indicates the requirement can be met by proposed existing software that is installed and operational at other sites and can be demonstrated. X indicates the proposed system cannot comply with the requirement. X indicates the proposed system can meet the requirement by modifications to existing software by use of software tools such as an application report writer, query tool, etc., or by new custom software programming. All responses should have supporting explanations in the Comments section describing how a given requirement will be met. Any additional work shall be performed by the Proposer and any additional costs must be noted in the Comments section. Use this column to clarify your responses further or to indicate customization costs. b. Provide general information about the proposed application software, as well as other application modules not requested in this RFP that may be of interest or benefit to Eureka Police Department. Section 4 - Hardware Information Describe the hardware necessary to operate your proposed software system, including the following: Server specifications Database specifications Workstation specifications Network requirements Please provide a diagram of the proposed hardware configuration in this section. Page 11

Section 5 Implementation Services Eureka Police Department will provide a designated project manager and expects the vendor to do the same. Include the following. Implementation methodology. Project manager responsibilities. Project manager resumes. Project managers cannot be software trainers. Conversion information. Preliminary implementation schedule for all applications, including the required time for system and application training, program testing, and conversions. Training is key to system selection and implementation. All training must be conducted on site. User training should employ a train-the-trainer approach. Address the following: Available training Ongoing educational opportunities Section 6 Support Services a. Please describe all support services for hardware and software, including: Hours of availability Access via toll free 800 number Cellular phone access to technical assistance when critical Call tracking system Priority code system used to help distinguish the level of urgency for each call Web site support How customers are notified of urgent software issues and how to resolve them b. Provide information regarding your organized national users group, including frequency and location of meetings. c. List regional users groups, state frequency of meetings, and specify the closest one to Eureka Police Department. d. Provide information about periodic system enhancements, updates, and related costs. Section 7 - References Provide references for a minimum of three (3) completed comparable installations that use the proposed system in a comparable computing environment. Where possible, at least one such reference should be in the state of California. The information should include agency name, address, contact name, telephone number, date of installation, and a list of applications. Page 12

Section 8 - Cost Proposal Please provide all costs for the proposed system, including: Software licenses Implementation Project management Training Associated hardware Support Recurring costs for the next 3 years Custom programming that must be provided to meet the requirements of this RFP Estimated range of costs for conversion of each application, if available, and a description of data that would be typically converted Section 9 - Sample Contracts Provide copies of all sample contracts application software and maintenance services. Page 13

V. PROPOSAL TERMS AND CONDITIONS Request for Proposal Format Proposals must be made in strict accordance with the Request for Proposal format provided herein. Bulletins and Addenda Any bulletins or addenda to the Proposal specifications issued during the period between issuance of the RFP and receipt of proposals are to be considered covered in the Proposal and in awarding a contract they will become a part thereof. Receipt of bulletins or addenda shall be acknowledged by vendors in their proposal cover letter. False or Misleading Statements If, in our opinion, a proposal contains false or misleading statements or references that do not support a function, attribute, capability, or condition as contended by the vendor, the entire proposal shall be rejected. Clarification of Proposal We reserve the right to obtain clarification of any point in a vendor s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a vendor to respond to such a request for additional information or clarification may result in rejection of the vendor s proposal. Responsiveness Proposals should respond to all requirements of this RFP to the maximum extent possible. Vendors are asked to clearly identify any limitations or exceptions to the requirements inherent in the proposed system. Alternative approaches will be given consideration, if the approach clearly offers us increased benefits. Rejection of Proposal Proposals that are not prepared in accordance with these instructions to vendors may be rejected/disqualified. If not rejected, Eureka Police Department may demand correction of any deficiency and accept the corrected Proposal upon compliance with these instructions to proposing vendors. Bid Modifications Any bidder may modify their bid by written or fax communications up to two days prior to the closing time. The written or fax communication should not reveal the bid price as this will not be known until the sealed bid is opened. Page 14

Late Submissions Regardless of cause, late qualifications will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor s sole risk to assure delivery at the designated office by the designated time. Late qualifications will not be opened and may be returned to the Vendor at the expense of the Vendor or destroyed if requested. Acceptance of Proposals The contents of the proposal of the successful bidder will become, at our option, a contractual obligation if a contract ensues. Failure of the successful bidder to accept this obligation may result in cancellation of the award. Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the proposing vendors. The Eureka Police Department reserves the right to terminate the selection process at any time and to reject any or all proposals. Eureka Police Department reserves the right to accept the Proposal that is, in its judgment, the best and most favorable to the interests of the Eureka Police Department and to the public; to reject the low price Proposal; to accept any item of any Proposal; to reject any and all Proposals; and to waive irregularities and informalities in any Proposal submitted or in the Request for Proposal process, provided; however, the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposing vendors should not rely upon or anticipate such waivers in submitting their Proposal. Payment/Retainer The City will pay 20% to retain the vendor, 20% upon completion of software configuration for Eureka s requirements, 20% upon implementation and 20% upon completion of training. The remaining 20% will be paid upon successful implementation of the product and completion of services rendered. Training will be conducted on the campus of EPD and at a time and manner acceptable to mutishift personnel. The successful vendor shall have a minimum of $2 million in General Liability insurance naming the City as an additional insured and Worker s Compensation insurance. Page 15