Computer Aided Dispatch and Records Management Systems

State of New Mexico Request for Proposals Computer Aided Dispatch and Records Management Systems RFP No. 2016-02 Sealed Proposals Submitted to: Torrance County Purchasing Office Torrance County Administrative Building 205 9 th Street, P.O. Box 48 Estancia, NM 87016 ATTN: Leslie Olivas, Purchasing Director Date Proposals Submitted by: Monday, May 16, 2016 1:00 PM Proposals must be submitted in a sealed envelope that is clearly marked RFP No. 2016-02 CAD System

of 13 The Board of Commissioners of Torrance County, State of New Mexico is requesting competitive sealed proposals for a Computer Aided Dispatch and Records Management Systems. Six (6) copies of the proposals should be submitted no later than Monday, May 16, 2016 at 1:00 p.m. at the Torrance Purchasing Office located at 205 9 th Street, P.O. Box 48, Estancia, NM 87016. Proposals will be reviewed and ranked by an Evaluation Review Committee. A Recommendation will then be made to the Torrance County Commission for award to the firm or individual whose proposal is determined to be the most advantageous to the County based on the specific evaluation criteria. A. CONTRACT PERIOD AND RENEWAL OPTIONS The term of this contract will be for a period of one year from the date the agreement is fully executed. At the end of that time for a period of three years, the County shall of the yearly option of renewing the existing contract by mutual consent and the approval of the Board of County Commissioners. B. SCOPE OF WORK The County desires to enter into a contractual relationship with a vendor to provide: Records Management System (RMS): 1. Application to be browser based and also have the capability to have a hard server in the Dispatch Center; and 2. Database that is easily accessed; and 3. Application validates Uniform Crime Reporting (UCR) upfront as a report is written. Officer will see which fields are required for UCR based on incident type and will not be allowed to submit a report for approval until all required fields have been completed; and 4. Has the ability to easily create graphs and charts without the need for third party software; and 5. The RMS software can be accessed from any location securely with the use of a browser; and 6. Ability to create and post briefings within the program; and 7. Must provide advanced searching capabilities within the program fields as well as user defined criteria and ability to filter, sort, and print each search result; and 8. In addition to a standard geobase, the records management system should have the capability to provide a grid and sub-grid system for addressing and crime analysis; and

of 13 9. Ability to customize each incident or case report in order to suppress case sensitive witnesses, victims, juveniles and other sensitive data; and 10. Keeps historical information for each master name record without the need to merge name records and does not create duplicate name records; and 11. Keeps demographic information, height, weight, age range, etc. for each unknown suspect record to be used later for crime analysis purposes; and 12. The ability to do crime analysis searching. User should be able to search on everyone in the system using description parameters and include past vehicle descriptions and crime involvement as a victim or suspect; and 13. Should have a calendar tool for date lookup and entry; and 14. Should allow each user to select each incident or case type by state statute or classification i.e., assault, sub-class simple assault, or to select the same offense by correlating state statue; and 15. When entering an arrest record the charges can be entered by selecting the statute or statute description; and 16. Ability to collect demographic, SMTs (scars, marks, tattoos), aliases, gang name, descriptors, and a mug shot for each name record; and 17. Has the ability to select a drop down box next to the particular data entry field for code description look-up or user can choose between code or code description look-up; and 18. Narratives should be searchable when utilizing an event search. IE: the ability to search on every event that happened between a defined time range in which the words bat, knife and car are contained with the report narrative; and 19. Ability to store any standard image such as crime scene or accident image to an incident or case report; and 20. Ability to attach scanned documents to an incident or case report; and 21. Ability to attach a digital movie file to an incident or case report; and 22. Ability for our agency to design custom forms (IE: agency specific DUI form or felony intake form etc.) that can be populated by the RMS data. (Custom forms module); and 23. Must have an inherent case management tools that is NOT a module; and

of 13 24. Should have the ability to enter and track traffic citations; and 25. Capable of attaching the CAD record/report to the respective agency case file report; and 26. Application database is Microsoft SQL; and 27. Must be able to access the required New Mexico Accident forms within the program. Computer Aided Dispatch (CAD) 1. Data server with all software required to run the applicable CAD system with a minimum of 1 TB hard drive for records storage; and 2. Capability of being browser based and server based; and 3. Application database is Microsoft SQL; and 4. Layout of each CAD screen can be customized and saved for each user; and 5. Screen resolutions and color skins can be saved for each user; and 6. Must have a wrecker rotation that allows for both multiple rotations and assigned specific areas with ability to add notes and as to why a entity was skipped, i.e., wrecker was unavailable; and 7. Ability to attach common place names to grids and /or addresses; and 8. Easy navigation to add/remove personnel from or to duty status; and 9. Ability to quickly update a unit status and log by selecting from user defined drop-down list of activities; and 10. Ability to filter units by groupings i.e.: Law enforcement, fire, EMS, etc.; and 11. Ability to search past calls without using a report and in a variety of ways, i.e. Date, address, location, caller etc.; and 12. Units can be assigned to an open call easily without a lot of extra keys to do so; and 13. Captures caller and incident location information from ANI/ALI; and

of 13 14. Units on a call can have its status updated with a simple mouse click; and 15. Uses color coding to alert dispatcher of current unit and open call status; and 16. Provides statistical reports for call times, time consumed on calls, unit logs, etc.; and 17. Navigation and execution of the application can be done with a mouse and/or keyboard; and 18. Alerts dispatcher to calls not dispatched with the use of color codes; and 19. Can clear units from a call without clearing the call itself; and 20. Ability to Un-dispatch a unit from a particular call; and 21. Ability to add narratives to the call for additional information; and 22. Ability to dispatch Law, Fire, and EMS; and 23. Capability of unlimited ability to access and utilize dispatch functionality from any computer on our network without the need to install client software; and 24. The ability to create a custom list for unit status which can be modified by an administrator; and 25. System can be configured for each user based on job duties. IE: call taker, law enforcement dispatcher, fire dispatcher etc.; and 26. CAD systems can run the same or on a separate server from RMS; and 27. CAD system can transfer call data to RMS even if the RMS server is housed at a separate location; and 28. CAD system can push call data in an XML format to other RMS or similar systems; and 29. Full dispatch capabilities can be made available to a unit through the use of a wireless connection; and 30. Dispatcher can have full or limited access to RMS on a CAD workstation; and 31. Refresh of updated call data should take no longer than three seconds; and

of 13 32. Refresh of data does not refresh the entire screen; and 33. Ability to dispatch with mouse or dual command line; and 34. Should provide a color coded pop up notification with an audible tone for addresses where alerts are necessary. The notifications should be set by the Dispatchers with the ability to notate the purpose of the notification(s). The dispatcher should be able to dropdown and see the details of each call associated with the location and have the ability to remove or update details at a later date; and 35. A pop-up notification feature should also be available with the same specifications as #34 to allow alerts for involved parties where alerts are necessary. i.e., Warrant, Sex Offender, protection order etc. with a drop-down option to see any past call history associated with any particular person with a history in the data base; and 36. Searchable audit trail of personnel ID/man numbers to identify officers as their man numbers change; and 37. Ability to leave notes and pass down information from one shift to another; and 38. Ability for all agencies responding to same call to share narrative; and 39. Ability for admin to add call types; and 40. Ability to query calls by dispatcher; and 41. Keeps historical information for each master name record without the need to merge name records and does not create duplicate name records. Mobile Requirements 1. Application should be browser based (ASP.NET) and does not require the use of any client software, emulation software, Java components or similar tools; and 2. Database in Microsoft SQL; and 3. Ability to access from an IPAD or Toughbook anywhere the internet is accessible; and 4. Ability to message the dispatch or other mobile users; and

of 13 5. Conduct and track Security checks; and 6. Ability to view the status of all on duty units; and 7. Ability to view all open calls with complete detail; and 8. Ability to add notes to a call or to the unit log but unable to change any notes previously placed by the call taker; and 9. Ability to view the user s complete shift log; and 10. Ability to clear the mobile screen of all call information; and 11. Ability to pass down information from one shift to another; and 12. Must be able to run NM State Queries; and 13. Ability for fire/medical to see their pending calls without seeing law enforcement s calls and vice versa. Automotive Vehicle Locator (AVL) 1. Browser based application (ASP.NET) and does not require the use of any client software, emulation software, Java components or similar tools; and 2. Ability to view speed and direction of the vehicle; and 3. Built in GPS. Additional 1. Training; and 2. Maintenance and troubleshooting support. C. SEQUENCE OF EVENTS The Purchasing Director will make every effort to adhere to the following schedule:

of 13 ACTION DATE(S) 1. Issue of RFP 05/05/2016 2. Submission of Proposal 05/16/2016 3. Proposal Evaluations 05/17/2016 05/18/2016 4. Contract Award 05/25/2046 5. Protest Deadline 06/15/2016 D. EXPLANATION OF EVENTS The following paragraphs describe the activities listed in the Sequence of Events show in Section C. 1. Issue of RFP This RFP is being issued by Torrance County Purchasing Department. 2. Submission of Proposal All proposals shall be received for review and evaluation by the Purchasing Director or designee no later than Monday, May 16, 2016 at 1:00 PM. Proposals received after this deadline will not be accepted. The date and time will be recorded on each proposal. Proposals shall be addressed and delivered to the Purchasing Director at the address listed on the cover of this RFP. Proposals shall be sealed and labeled on the outside of the package to clearly indicate that they are in response to RFP 2016-02 CAD System. Proposals submitted by facsimile will not be accepted. 3. Proposal Evaluation The evaluation of proposals will be performed by an evaluation committee appointed by the Purchasing Director. This process will take place during the dates indicated in the Sequence of Events. 4. Contract Award After review of the Evaluation Committee s findings, the Purchasing Director will make a recommendation for award of the contract to the Torrance County Commission on the date indicated in the Sequence of Events. This date is subject to change at the discretion of the Purchasing Director. This contract shall be awarded to the Offeror whose proposal is most advantageous, taking into consideration the evaluation factors set forth in the RFP. The most advantageous proposal may or may not have received the most points. 5. Protest Deadline Any protest by an offeror shall be timely and in conformance with the New Mexico Procurement Code (13-1-28 through 13-1-199 NMSA 1978). The protest period for responsive offerors shall begin on the day following the execution of the contract and will end at the close of business on June 15, 2016. Protests shall be written and shall include the name and address of the protestor and the request for proposals number. It shall also contain a statement of grounds for protest including appropriate supporting exhibits, and it shall specify the ruling requested from the Purchasing Director. The protest shall be delivered to the Purchasing Director as indicated below:

of 13 Leslie Olivas, Purchasing Director 205 9 th Street P.O. Box 48 Estancia, NM 87016 Protests received after the deadline will not be accepted. E. PROPOSAL CONTENT Submit the following information as a part of the proposal, as follows: 1. Capability of Firm. Submit a statement of resources available to provide services and materials required in a timely manner, including by not limited to five professional references, a list of current users, and an implementation and installation timeline. 2. Records Management System. Submit a statement of ability to meet software requirements, hardware requirement, and ease of use as specified in Scope of Work. 3. Computer Aided Dispatch. Submit a statement of ability to meet software requirements, hardware requirement, and ease of use as specified in Scope of Work. 4. Mobile Requirement. Submit a statement of ability to meet software requirements, compatibility with designated hardware, and ease of use as specified in the Scope of Work. 5. Automatic Vehicle Locator. Submit a statement of ability to meet software requirements, compatibility with designated hardware, and ease of use as specified in the Scope of Work. 6. Training. Submit a statement addressing availability of training personnel, training options, and training resources available to County personnel. 7. Maintenance and support. Submit a statement addressing the availability of maintenance and support, methods to request help, resources, and turnaround times. 8. Fee proposal. Torrance County requires a fee breakdown to include the following: a. Components (RMS, CAD, Mobile, AVL) b. Seat licenses c. Installation d. Training e. Monthly maintenance and support 9. Full copy of user s manual. Only one copy is required. This may be provided either in print or digitally on a thumb drive. Any proprietary information will remain confidential upon a written request by the submitting party to the Purchasing Director. 10. Completed Campaign Contribution Disclosure Form. This form is attached to the RFP.

of 13 F. EVALUATION Proposals will be evaluated on the basis of the following criteria. Each proposal may be awarded points up to the amount listed below: Maximum Criteria possible points 1. Capability of Firm 75 2. Records Management System 85 3. Computer Aided Dispatch 85 4. Mobile Requirement 75 5. Automatic Vehicle Locator 50 6. Training 40 7. Maintenance and support 40 8. Fee Proposal 50 9. Full Copy of User s Manual Pass/Fail 10. Campaign Contribution Disclosure Form Pass/Fail Total 500 The proposals will be evaluated by a selection committee. A recommendation will then be submitted to the Torrance County Board of Commissioners for award of the contract. G. NOTICE The Procurement Code (13-1-28 through 13-1-199 NMSA 1978) imposes civil and criminal penalties for its violation. In addition, the New Mexico criminal statues impose felony penalties for illegal bribes, gratuities, and kick-backs. H. QUESTIONS Questions concerning this Request for Proposals should be directed to Leslie Olivas, Purchasing Director at (505) 544-4730.

of 13 CAMPAIGN CONTRIBUTION DISCLOSURE FORM Pursuant to NMSA 1978, 13-1-191.1 (2006), any person seeking to enter into a contract with any state agency or local public body for professional services, a design and build project delivery system, or the design and installation of measures the primary purpose of which is to conserve natural resources must file this form with that state agency or local public body. This form must be filed even if the contract qualifies as a small purchase or a sole source contract. The prospective contractor must disclosed whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period. Furthermore, the state agency or local public body shall void an executed contract or cancel a solicitation or proposed award for a proposed contract if: 1) a prospective contractor, a family member of the prospective contractor, or a representative of the prospective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official s employees during the pendency of the procurement process or 2) a prospective contractor fails to submit a fully completed disclosure statement pursuant to the law. THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: Applicable public official means a person elected to an office or a person appointed to complete a term of an elected office, which has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal. Campaign Contribution means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, this is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official s behalf for the purpose of electing the official to either statewide or local office. Campaign Contribution included the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or un-reimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee. Family member means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law. Pendency of the procurement process means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals. Person means any corporation, partnership, individual, joint venture, association or any other private legal entity. Prospective contractor means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract. Representative of a prospective contractor means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.

of 13 DISCLOSURE OF CONTRIBUTIONS. Contribution Made By: Relation to Prospective Contractor: Name of Applicable Public Official: Date Contribution(s) Made: Amount(s) of Contribution(s) Nature of Contribution(s) Purpose of Contribution(s) (Attach extra pages if necessary) Signature Date Title (position) -OR- NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. Type or Printed Name Date Signature Title (Position) Company Name

of 13 County Commission Jim Frost Commissioner District 1 Julia DuCharme Commissioner District 2 LeRoy Candelaria Commissioner District 3 PO Box 48 ~ 205 Ninth Street Estancia, NM 87016 (505)544-4700 Main Line (505) 384-5294 Fax County Manager Joy Ansley Deputy County Manager Annette Ortiz County Attorney Dennis Wallin Attachment to Campaign Contribution Disclosure Form Current Torrance County Elected Officials Commissioner, District 1 Jim Frost Commissioner, District 2 Julia DuCharme Commissioner, District 3 LeRoy Candelaria Assessor Betty Cabber Clerk Linda Jaramillo Probate Judge Jim Summers Sheriff Heath White Treasurer Janice Barela

Computer Aided Dispatch and Records Management Systems

On what street is the Torrance County Purchasing Office located?

What must a proposal be in a sealed envelope?

What is the address of the Torrance County Purchasing Office?