Capitol Region Council of Governments Hartford, CT Request for Proposal: Web Based Incident Management Software solution/application April 27, 2012 1.Introduction

chulavistajuniorMobile - Wireless

Dec 10, 2013 (3 years and 8 months ago)

80 views

Request for Proposal: Incident Management / Virtual EOC



1

Capitol Region

Council of Governments

Hartford, CT

Request for Proposal:
Web Based Incident Management Software solution/application

April
27,

2012


1.

Introduction


The
Capitol Region

Council of Governments (CRCOG)

of Hartford, Connecticut
is seeking a
cont
ractor

to
provide

a

web based Incident Management
software solution
/application
.

This
solution will support the efforts of the Capitol Regional Emergency Planning Committee
(CREPC) Regional Coordination Center

through information sharing and coordination o
f
resources as well as providing a robust virtual operations center.


CRCOG, through its Capitol Region Emergency Planning Committee (CREPC), has served as
the lead agency for emergency preparedness planning
and grant administration
at the sub
-
s
tate
reg
ional level since 2001. As a standing committee of CRCOG, CREPC serves as the
DEMHS

Region 3 Regional Emergency Planning Team (REPT), and as the Region 3 Urban Area
Working Group (UAWG).
CREPC
Regional
Emergency Support Function
(
RESF
)

5


Emergency Manage
ment is

primarily responsible for the development and implementation of
the
overall management and coordination processes for the Region in support of local municipalities
in DEMHS Region 3
.


In fulfilling its responsibilities RESF 5 has been part of exte
nsive research

over a number of
years in an attempt to find and acquire
a suitable Information Technology platform which aids
the
Region

and thus local
government, manage

the full spectrum of emergency management and
preparedness. Key
to any incident mana
gement is how well information is shared across all
agencies, jurisdictions and organizations. This sharing of information needs to be dynamic
providing real world situatio
nal awareness. To that end
the Regional planning process
has
established
certain
f
oundation
al

Essential Elements of Information which highlight specific areas
to build situational awareness and manage resources,
e.g. incident location, response status,
resource availability,
resource requests, resource tracking,

and emergency messaging.



2.

Scope
and Intent
of Request



The CRCOG is seeking
a Software

as a Service software solution (browser
-
based) that provides
incident management support. Although CRCOG traditionally does not participate in beta
testing of software packages currently in

development we understand the
progressive and ever
changing programming capacity

of this type of product and will allow submission of “new to the
market”

innovative applications as long as the
core
specifications within this document are met
and fully dev
eloped for effective functionality.

Thus, taking exception to a listed “Mandatory”
requirement may not automatically disqualify a
submitter’s

proposal.
(See section

G
-

Exceptions to the Request for Proposal”
of this document for further details
).



Request for Proposal: Incident Management / Virtual EOC



2


Th
e intent of this RFP is to
acquire a solution with

certain core capabilities that include, but
may
not
be
limited to:




S
oftware as a service

with secured Cloud based storage




Easy to use interface


minimal training required


can be supported by Just In T
ime
Training

if need be



Globally accessible with multiple languages supported



Easily adapted to frequent software updates which enhance overall functionality and
features



Dynamically launch emergency plans

-

launch of specific templated forms, or expected
response actions to all team members with the push of a button



Create live interactions and groupings of discipline oriented workgroups and team
members



Real time updating of mission assignments or tasks and completion there of



Ability to see
and incorpora
te

information from social media and news services and adapt
plans as appropriate



receive RSS feeds or
inputs from various social media inputs



Monitor work and participant progress with geo
-
tagging/GPS posts and updates



Ability for leadership group to mo
nitor progress and direct resources through full
context

dashboard



Establish links to external organizations, IT platforms, and de
partments on an as needed
basis


Finally,

it is CRCOG’s intent to award a contract as part of a competitive bid and review pro
cess;
however, CRCOG retains the right not to make an award if responses to this RFP do not produce
a technology solution that meets the CRCOG expectations for
function

and ease of use.


R
egional Incident Management and Virtual E
O
C Software

Req

Deliverabl
es & Services Requirements

Category

1

Vendor Requirements

Mandatory or
Desired

1.1

The vendor must document adequate pertinent experience to successfully complete this
project including descriptions of projects of similar size and scope that have been
co
mpleted.

Pertinent experience can be defined as providing Emergency
Management
/Incident Management

IT solutions
,
or
development /
“engineering” of IT
solutions that have similar architecture or like functions as described within this RFP.

Vendor may list
aggregate experience of
its
IT solution development team and associated
products as well

Mandatory

1.2

The vendor must provide an on
-
site implementation, roll
-
out and transition support team
that is appropriately sized and with the demonstrated skills and

experience for success to
manage and support all implementation, roll
-
out and transition tasks and activities.

Vendor
should explain roll out approach from their perspective and reference anticipated support
team requirements for the roll out.

Mandatory

1.3

The vendor will, as part of its basic contract, export all CRCOG data at contract termination
in a machine readable format agreed upon with the CRCOG (e.g., XML, .csv, etc).

Mandatory

Request for Proposal: Incident Management / Virtual EOC



3

1.4

The vendor will not engage in any secondary reuse, sale, minin
g or disclosure to any third
party of any CRCOG related data without the prior written permission of the CRCOG.

Mandatory

1

Vendor Requirements



cont’d

Mandatory or
Desired

1.5

The vendor will report immediately any and all security incidents and breach
es of the system
to the CRCOG within one (1) hour of the discovery.

Mandatory

1.6

The vendor must provide a satisfactory description of its approach to project quality
management both in software development and services.

Mandatory

1.7

The vendor must pr
ovide a description of its approach to project risk assessment and risk
mitigation.

Mandatory

1.8

The vendor must provide a description of its software change management
and change
implementation
strategies

Mandatory

1.9

The vendor will maintain its curr
ent code and data in a code escrow account for the duration
of the existing contract, including any extensions allowed under the contract.

If this
requirement has a direct impact on solution pricing please provide anticipated incremental
cost to project t
o maintain escrow.

Desired

2

Design Requirements



Security / Operation

Mandatory or
Desired

2.1

The software application must be a turnkey
solution hosted entirely by the provider with no
additional CRCOG

external databases, software, hardware or equipm
ent.

Desired

2.2

Support and maintenance procedures must include a maximum response time of four (4)
hours
.

Mandatory

2.3

If there is no solution within those four (4) hours, the vendor must provide escalation
procedures that will be utilized for issue

resolution.


2.4

The vendor will implement and host the CRCOG solution(s) in such a way as to guarantee
that, in the event of a multi
-
state disaster or emergency, the CRCOG

system


suffers no
degradation in performance (including, but not limited to sys
tem capacity, bandwidth,
notification service, support, or any other program component) due to vendor obligations to
non
-
CRCOG clients, products, or services. The solution must have a minimum uptime of
99.95%.

Mandatory

2.5

The application must protect u
sers’ security and privacy by protecting stored and
transmitted data against random intrusion attempts, deliberate intrusion attempts, data
theft, and any other contemporary threat to data security. This includes protection against
theft of data resident
on any mobile device via encryption of all database records.

Mandatory

2.6

The system must support multiple access levels with configurable role
-
based security
mechanism including groups.

Mandatory

2.7

All personal information must be protected using 256
-
bit Secure Socket Layer encryption or
better while traversing the internet.

Mandatory

2.8

The system must allow CRCOG administrators the ability to control access privileges a
t the
group administrator level; this shall include on the fly membership chang
es.

Mandatory

2.9

The
system must

allow users

to reset user passwords without administrator intervention.

Mandatory

2.10

The system must have a configurable mechanism to force automatic logoff.

Mandatory

2.11

The hosting environment must utilize

512 bi
t encryption of files stored,

state
-
of
-
the
-
art
electronic security measures, including but not limited to integrated firewalls with active
packet scrubbing, private database network, private backup network, intrusion detection
systems (including adequate a
nti
-
virus/anti
-
spyware/anti
-
malware), and protection against
brute
-
force automatic password generation systems. The vendor should document the
intrusion detection/anti
-
virus/anti
-
malware measure in place.

Mandatory

2.12

The system must provide an audit t
rail of changes to users’ records by administrators.

Mandatory

Request for Proposal: Incident Management / Virtual EOC



4

2.13

The hosted service must be available via the Internet regardless of data center or provider
network failure, power loss, or other event for at least 96 hours after any such occurrence
.

Ma
ndatory

2

Design Requirements



Security / Operation


cont’d

Mandatory or
Desired

2.14

The vendor must operate from or be housed within multiple data centers in geographically
disparate locations, with adequate redundancy, hot/warm standby servers, and
failover
mechanisms to ensure system downtime does not exceed two minutes in the event of
catastrophic damage to a primary data center.

Mandatory

2.15

The data center must conform to standard data center standards and utilize comprehensive
around
-
the
-
cloc
k physical security measures, including but not limited to intrusion detection
systems, onsite personnel at all times (24x7x365), video surveillance, badge
-
only locked
access to the facility and to the server cages, automated fire suppression, automated wa
ter
detection, and compartmentalized/zone based air conditioning.

Mandatory

2.16

The vendor must have adequate provisions for system operation in the case of total Internet
failure. The vendor shall explain those provisions
; e.g. users can continue to pr
ocess work
through
an offline environment which will then be automatically refreshed, or uploaded
once internet service is restored,

Mandatory

2.17

The vendor must have a disaster recovery plan in place, and/or provide a summary of
disaster recovery opera
tions

Mandatory

2.18

The vendor must utilize daily backup and off
-
site tape
(or equivalent)
backup.

Mandatory

2.19

The
solution must

have a routine page refresh rate of less than five seconds over a
broadband internet connection.

Mandatory

2.20

The syst
em should function without pop
-
up windows and without triggering pop
-
up blockers
on a user’s computer.

Mandatory

2.21

The desired solution should be based on programming architecture that allows it to
integrate, or able to accept an integration solution f
or the CT
-

WebEOC application (ESI
-
911),
as well as E
-
Team, Disaster Lan , and Knowledge Center

Mandatory

2.22

The system must function on the current and two most recent previous versions of

Internet
Explorer
,

Mozilla Firefox
,

Safari

and Google Chrome
.

M
andatory

2.23

CRCOG must retain ownership of
and access to
the data resident on the system’s servers at
all times.

Mandatory

2.24

The solution must satisfy all stated requirements, be currently available for live
demonstration, be presently marketed as a

commercial off
-
the
-
shelf solution, and have
evidence and references from customers currently utilizing the complete solution for the
stated purpose.

Desired

2.2
5

The solution must support off
-
line components, to ensure timely data capture in the
instance

of an inability to access internet connectivity.

CRCOG supposes any offline data
capture would occur via individual user PCs.

Desired

2.2
6

The solution must support
256
-
bit SSL data encryption of all data accessed via field devices,
including all mobil
e and bi
-
directional transmission.

Mandatory

2.2
7

The vendor must provide ongoing system monitoring and reporting for error conditions,
system
-
generated alerts, data transfer failure and other system issues.

The system should
send alerts to a configurabl
e list of administrators.

Mandatory

2.2
8

The look and feel of the application shall be customized so that it represents the look and
feel of the
other

CRCOG website
s or web
-
based
portal
.

Desired

2.2
9

The application must enforce
configurable
password
strength and quality for all users.

Desired

2.
30

The items audited and level of audit information should be configurable during the system
setup.

Desired

2.3
1

Audit trails should be viewable and searchable within the application.

Vendor shall provide
an
y applicable solution price break points for varying length of audit trail periods; e.g. 6 to
Desired

Request for Proposal: Incident Management / Virtual EOC



5

18 months, greater than 2 years etc
.

2

Design Requirements



Security/Operation cont’d and Incident Management
Features

Mandatory or
Desired

2.3
2

The
system must be able to have at least 200 users logged on simultaneously without
degradation to service or performance.

Mandatory

2.33

The system and group administrators must be able to purge
/delete
users from the system.

Desired

2.34

Individuals using
the solution must be able to log in once and see all available information
managed

through this

solution, this includes different organizations
/IT Platforms

that may
be allowed access to system.

Desired

2.35

The solution must have full context

“situationa
l awareness”

dashboard
allowing for the
monitor
ing of incident and response

progress
.

Mandatory

2.36

Dashboard views or details shall include
large screen or “macro overview” of event status or
ability to drill down into

status of teams
, tasks, and import
ant messages from individuals or
teams. Ability to c
olor code
by status,
by
area, team, or task; dashboard
must update
automatically

Mandatory

2.37

Solution shall have the ability to manage incident management information and tasks
through the familiar
look and ease of use as a “chat room”
environment CRCOG

considers
this environment would be audited.

Desired

2.38

Situational Awareness features

shall have the flexibility to easily navigate between summary
views, team/group discussions, event status as w
ell as
provide search features for users,
individual messages, files, and tasks through various contexts, names, or keywords.

Mandatory

2.39

Situational Awareness features must have an integrated messaging system with the ability to
launch, receive, and r
eply to alerts and updates.

Mandatory

2.40

The solution shall have the ability to manage incident information or messages via
“threading” by team, location, task, or individual.

Mandatory

2.41

The solution shall have the ability to aggregate defined resp
onse, or planning information
into the appropriate NIMS/ICS forms for incident
management and

development of an
Incident Action Plan. Meaning, using native forms or dialogue boxes applicable information
is automatically propagated into the appropriate ICS

form.

Desired

2.4
2

The solution must be able to generate and track mission or task assignments

using FEMA
task structure
.
Tasks must be able to
be viewed or
organize
d

by group,
task type, or
related/relative tasks
. Ability to view

status

of tasks fro
m dashboard application, or
individual tasks.

Mandatory

2.43

Tasking
component of
solution must be flexible to allow anytime editing, add custom fields
to each task, track task through completion with alerts for overdue or incomplete task
closeout.

CRCOG

considers anytime editing to mean at any point during generation,
assignment or completion of task individual user can edit document to meet specific actions
if not part of an established form.

Mandatory

2.44

The solution must be able to accept

on the fl
y

CRCOG generated task types unique to
incident or event as a Do it Yourself feature without vendor assistance.

Mandatory

2.4
5

The solution must include a
self
-
contained

or “built
-
in” mapping system

to provide spatial
displays with information overlays fr
om the solution
.

CROCG presumes this component will
provide the visual representation of actions and event status.

Mandatory

2.46

Map
ping features should include in
-
browser viewing, ability to map locations and routes,
color code markers for various even
ts, tasks, or information, and the ability to filter/select
mapping information by individual users.

Mandatory

2.47

The solution must support the capture of GPS data via mobile devices, and it must provide
dynamic mapping for mapping tracked assets within

various proximities of an event within
the dynamic map.


Overlaying of task and mission
assignment into

mapping feature. View
Desired

Request for Proposal: Incident Management / Virtual EOC



6

task or mission information within the map itself.

2

Design Requirements



Security/Operation cont’d and Incident Ma
nagement
Features

Mandatory or
Desired

2.48

The solution shall have the ability to create and maintain/save standard forms for incident
management, or local, regional, state individual applications/uses.

CRCOG presumes these
forms would be built into the

solution as a tool. The vendor shall explain how they would
build this function; e.g. MS Word only, or forms generated through and saved by the
solution itself.

Mandatory

2.49

Solution shall allow for subscribers to receive “incident/
message digests
” wi
th the ability to
interact with events and messages.

Desired

2

Design Requirements



Remote Access



Field Use

Mandatory or
Desired

2.50

The solution must be
accessible anywhere via the internet with low bandwidth
requirements
; 56Kbps
.

Mandatory

2.51

T
he solution must support mobile handheld devices, with flexible end
-
user mobile screen
configurations, for data entry and automated synchronization of region
-
specific fields to the
web portal. These devices may include but not be limited to mobile “smart
phone”
applications (iOS, Android, Blackberry
-
RIM) , SMS text devices, and programmable “universal
bar code” scanners

Mandatory

2.52

The solution shall support the capture and upload of pictures, both via the Web Portal and
using an offline mobile field s
olution.

Mandatory

2.53

The solution shall support the capture and upload of live feed “streaming” or mobile device
recorded video

Desired

2.54

Remote users shall be able to interact via email or SMS text alone

Desired

2.55

The solution shall the flexi
bility so individuals in the field/remote, can simultaneously
interact with multiple chat rooms

Desired

2.56

Individuals shall have the ability to close tasks from the field, or remote location

Mandatory

3

System Sustainment Requirements

Mandatory or
De
sired

3.1

The vendor must have designated employees to serve as technical system administrators
both on a daily maintenance basis and for technical support in an emergency situation.

Mandatory

3.2

A live 24/7 technical support help desk must be available

and at a cost that is included in or
identified in the bid pricing. If 24/7 costs above the baseline solution, please indicate cost
breakdown for normal business hours only as well as 24/7.

Mandatory

3.3

The vendor will upgrade its software to remain co
mpliant with

vendor identified
appropriate
federal guidelines within six months of the release of new federal guidelines,
unless this requirement is explicitly waived by the CRCOG.

Mandatory

3.4

The vendor is responsible for full implementation support f
or all solution upgrades, bug
fixes, software repair, enhancements, or other changes in code provided by vendor during
the life of the contract.

Mandatory

3.5

The vendor is responsible for the development, maintenance, testing, user and technical
staff
training, and documentation revisions for approved enhancements and other changes
in the application software.

Mandatory

3.6

The vendor must conduct periodic internal and independent external security assessments
(of both the organization itself and partn
ers that provide vital services) at least on a semi
-
annual basis.

Desired

Request for Proposal: Incident Management / Virtual EOC



7


4

System Setup/Testing/Training Requirements (Implementation)

Mandatory or
Desired

4.1

The vendor must provide training onsite for administrators and core group users in Hartfor
d,
CT. (included in the bid pricing.)


Mandatory

4.2

The vendor must implement and configure the system, train system administrators and work
with assigned regional personnel to set
-
up the system.

Mandatory

4.3

The vendor is responsible for a testing e
nvironment for all aspects of system, acceptance,
and stress testing prior to the initial implementation and roll
-
out.

Vendor shall work with
CRCOG implementation team to determine system integration needs and applicable
interfaces with WebEOC.

Mandatory

4.4

The vendor is responsible for the completion of comprehensive hands
-
on user and technical
training.

Mandatory

4.5

In general the solution shall be considered user friendly and intuitive allowing for Just In
Time Training (JITT) allow individual use
rs a basic understanding and ability to function
within solution. JITT is considered to be no more than 30 minutes and can be delivered
during any phase of an incident.

Desired

4.
6

With the assistance of the CROCG, the vendor will identify or create comp
rehensive and
appropriate test data to support stress testing and CRCOG Software Acceptance. The vendor
will support the CRCOG Software Acceptance Testing by providing database refreshes,
backups and restores as required.

Desired

4.
7

With the assistance
of the CRCOG, the vendor will run tests with valid and invalid data.

Desired

5

System Documentation Requirements

Mandatory or
Desired

5.1

All vendor documentation must be produced using the Microsoft® Office Suite and provided
in electronic and hardcopy
formats.

Mandatory

5.2

The vendor must provide Training & Management documentation including: Training Plans,
Training Manuals, and other user and technical documentation that the vendor will use for
training of the CRCOG/CREPC partners.

Mandatory

5.3

T
he vendor must provide a copy of its Recovery Plan from system "crashes" to CRCOG upon
award notice.

Mandatory

5.4

The vendor must provide the CRCOG with a Quick Reference Card to assist users

Desired


3.

Responsibilities


A.

The Contractor shall have primary
responsibility for

o

System development and meeting requirements outlined ab
ove at the agreed
upon schedule

o

Providing a proposed project schedule including deliverables

o

Providing the CRCOG with weekly
, or as determined acceptable by CRCOG,

progress updates

o

W
orking w
ith CRCOG staff
/
contractors

to schedule
system roll out
sessions and
information, manuals and
training sessions


Request for Proposal: Incident Management / Virtual EOC



8


B.

Questions in response to this request
shall be submitted in writing, or via email, no later
than
May

7
,

20
1
2

to
:



Daniel R. Scace

C
apitol Region Council of Governments

241 Main Street
, 4
th

Floor

Hartford, CT 06106

daniel.scace@sbcglobal.net


C.

CRCOG will
p
ublish, and distribute to respondents,
a written addendum at
www.crcog.org

no later than

five (5)
days from
question sub
mission date
.


4.

Form of Submission


Sealed p
roposals shall be submitted

on standard 8 ½” x 11” paper. One (1) original and four (4)
copies of the Proposal shall be supplied.
Only one Proposal may be submitted by each individual
Propose
r
.
Each Proposal shall be labeled on the outside to clearly indicate that it is in response to
the
Incident Management / Virtual EOC

Request for Proposal
. Proposals shall be submitted to:


Daniel R. Scace, UASI Grant Project Manager

Capitol Region Council

of Governments

241 Main Street

4
th

Floor

Hartford, CT 06106


Proposals must be submitted

no later than
:

4:00 PM on

May
23

2012

and will be publicly
opened at that time.


Faxed or e
-
mailed proposals are not acceptable


CRCOG

reserves the right to c
ancel th
is Request for Proposal

at any time, and to reject any or all
proposals in whole or in part, or otherwise to proceed in the best interests of
CRCOG
. This

Request for Proposal

in no manner obligates
CRCOG

or any of its agencies to the eventual
purchase of a
ny product or service, whether explicitly described or implied herein, until
confirme
d by a written contract and/or purchase o
rder.
All costs of preparing a response to this
Request belong to the responder.


5.

Additional
Specifications / Proposal Format


Res
pondents shall submit a cover letter, addressed to Daniel Scace, UASI Program Manager,
signed by an authorized principal or agent of the respondent, which provides an overview of the
respondent’s offer, as well as, the name, title, and phone number of the
person to whom the
CRCOG may direct questions concerning the proposal.


The letter should also include a
Request for Proposal: Incident Management / Virtual EOC



9

statement by the respondent accepting all terms and conditions contained in this RFP, signed by
an officer or other individual with authority to bind t
he firm.


The written discussions shall be organized to match the headings delineated below.

A.

Project understanding



Please provide a written discussion in sufficient detail to demonstrate an understanding of
the project’s scope and services required
, including the management approach to be
utilized to complete all phases of the project.

B.

Staff Plan

Please identify all staff that will provide any portion of the services required under this contract.


For each identified individual, provide background a
nd experience, and areas and levels of
responsibility.


Please provide resumes for all key personnel.


C.

Services Expected of the CRCOG

Proposals shall define the nature and scope of all services to be provided by the CRCOG and the
participating municipaliti
es.


D.

Start Date/Timeline

Respondents are asked to demonstrate their ability to start work within 30 days from the date of
the contract award.


Set award will be for a nine
-
month period.


E.

All Proposals must be Signed by the Respondent


Unsigned proposals c
annot and will not be considered.


COMPLETENESS


AND FORMAT OF PROPOSAL


Each proposal shall provide a clear, concise delineation of Bidder's capabilities to satisfy the
requirements of the bid. Emphasis in each proposal shall be on completeness and clarit
y of
content. In order to expedite the evaluation of proposals, it is mandatory that the Bidder follow
the instructions contained herein.

Proposals must be organized as follows:

1.

Letter of introduction and narrative on understanding of the project

2.

Approach

to the project and project management

3.

Experience in similar projects and experience of staff proposed for this project

4.

Detailed description of functions and features as proposed

5.

Training, installation, and support proposal

6.

Work plan and design project ti
metable

7.

Pricing as detailed in sub G


page 10 of this document


Request for Proposal: Incident Management / Virtual EOC



10

Failure to comply with any of the bid mandatory requirements may subject the proposal to
immediate rejection. The mandatory submissions are not the sole requirements of this bid. All
conditio
ns and requirements throughout this bid are considered binding. The Capitol Region
Council of Governments will be the final authority in determining the responsiveness of a
proposal.

F.

Contractor

R
esponsibilities


Responsibilities

of the
Contractor

include b
ut are not limited to

(see also Requirements Table
above):


1)

The
Contractor

shall maintain adequate records of services provided to
the C
R
C
OG
.
All records developed as a result of services provided hereunder
at all times
shall be
accessible to authorized
CR
COG

personnel.

2)

The
Contractor
, as part of the proposal, shall identify the principal(s) with the
authority to negotiate a contract with CRCOG, and shall submit names, contact
information, and resumes for key personnel who will be assigned to perform the
c
ontracted services.

3)

The
Contractor

s
hall coordinate its work with all authorized pe
rsonnel from CRCOG
.


G.

P
ricing


1)

A detailed, fixed price quotation is required for all systems and services identified in
this RFP, including software, installation, training,

and maintenance services for an
initial one year period of time. Annual costs for continued operation in subsequent
years must also be quoted.

2)

Where pricing options may be available, the proposer shall identify specifics related
to these options.

3)

CRCOG is

exempt from State and local taxes.


H.

Past Performance


The
Contractor

shall provide a list

of clients to whom the same type
s

o
f services have been
provided in
the past three (3) years
,

along with
contact information for each client. CRCOG

will

contact refe
rences/clients for verifica
tion and pertinent information.

Contractors can provide
aggregate experience of
respective

team members

for similar projects
.


I.

Insurance


The
Contractor

shall provide
,

and maintain for the duration of the contract
,

commercial ge
neral
liability i
nsurance
naming the
CRCOG and

its officers, agents, volunteers, and employees as

additional insured(s) and shall include, but not be limited to
,

protection against claims

arising
from bodily and personal injury,
including death resulting t
here
from
,

and damage

to property,
resulting from any act or occurrence arising out of
Contractor

operations in

the performance of
the contract

including, without limitation, acts involving vehicles.


Request for Proposal: Incident Management / Virtual EOC



11

The amounts of
liability
insurance shall be not less tha
n the following: single limit coverage

applying to bodily and personal injury,
including death resulting there
from, and property

damage, in the total amount of $1,000,000 per occurrence.
The
Contractor

shall supply the
CRCOG
with a fully executed
insured e
ndorsement
upon execution of
the contract

subject to
acceptance by

CRCOG.


Worker’s compensation i
nsurance, i
n accordance with the provisions of the
CT
Labor Code
,

shall be maintained by the
Contractor

for the duration of the contract specifically

against
liability
for
injury of
Contractor
’s employees.

Prior

to commencing the performance of the work under
the

contract
,
the
Contractor

agrees to

obtain and maintain any employer’s liability insurance with
limits not less than

$1,000,000 per accident.


The foll
owing requirements apply to the insurance to be provided by
the
Contractor

pursuant

to
this section:

1)

The
Contractor

shall maintain all insurance required above in full force and

full
effect for the entire period covered by
the contract

2)

Certificates of insu
rance shall be furnished to the
CRCOG

upon execution of

the

contract

and shall be approved in form by the
CRCOG

3)

Certificates and policies shall state that the policies shall not be canceled

or reduced in
coverage
,

or changed in any other material aspect
,

w
ithout

thirty (30) days


prior
written notice to the
CRCOG


If
the
Contractor

fails or refuses to produce or maintain the insurance required
,

or fails or

refuses
to furnish the
CRCOG
with required proof that insurance has been procured

and

is in

force and
is
paid for, the
CRCOG shall have the right to
terminate
the contract

immediately
.


J.

Evaluation and Award


An evaluation team composed of representatives of the CRCOG shall evaluate proposals on the
basis of the criteria listed below. The lowest price shal
l not necessarily be
the principal criterion
for selection
.


The
Criteria for E
valuation

are as follows:



Proposal relates Contractor’s a
bility to provide
the
desired IT solution for incident
management and information sharing solution

and
servi
ces

as outl
ined in the
Requirements Matrix

and throughout this RFP



Responses to the requirements align sufficiently with CRCOG’s direction.



References
confirm

success in
the delivery of quality products

similar to those
identified in this RFP



Proposal identifies a
de
quate

resources
,

staff

and logistical
support for
planning,
organizing, training and
implementing all
components of the RFP



Contractor

outlines adequate l
evel of experience
of

their

project m
anager

and s
upport
staff in the
implement
ation of similar systems



F
ormat
and completeness of the Proposal as
outlined in this RFP



Cost
s

of all RFP components
, including

consist
en
cy

with industry standards

Request for Proposal: Incident Management / Virtual EOC



12


Request for Proposal: Incident Management / Virtual EOC



13


K.

Exceptions to the Request for Proposal


Should a Proposer have any exceptions to any of the requests for service,

or product
requirements within the RFP, the Proposer may offer specific alternatives to each exception. The
Proposer shall provide a brief explanation of the purpose and impact, if any, of each exception.
Each exception will be evaluated based upon the Pr
oposer’s explanation for the exception and
whether it meets the intent of the RFP.


L.

Proposal Opening and Validation



Proposals shall be opened and examined for the

presence of the required information outlined in
this RFP. Absence of required

information
may render the proposal non
-
responsive and
may
be
cause for rejection

of the proposal
.


M.

Proposal Binding


Proposal shall be binding on the
Contractor

for one hundred
-
eighty

(180) days after the
submission deadline and shall contain a statement to that effe
ct.


N.

Notice of Award


Upon notification of acceptance of a proposal, t
he successful
Contractor

shall enter into a formal
agreement
(contract)
with the

C
RCOG

pending approval

by the appropriate CRCOG authority
.


O.

Compliance with Equal Employment Opportunity
and Non
-
discrimination

Regulations


The
CRCOG

complies

with equal employment opportunity and

non
-
discrimination regulations.
Qualified firms owned by women, minorities and disabled

persons are encouraged to apply. Any
Contractor

performing under this Agree
ment shall

not discriminate against any worker,
employee or applicant, or any member of the public,

because of race, creed, color, religion, sex
or national origin, nor otherwise commit an

unfair employment practice. Proposal shall include a
Certification
of Non
-
discrimination

attached as Exhibit A
.


P.

Errors and Omissions


Contractor

shall not be allowed to take advantage of any errors or

omissions in the RFP. Full
instructions will be given if such error or omission is

discovered and called to the attention

of the
CRCOG

in a timely manner.


Q.

Firm Commitment of Availability of Service


Once a proposal is opened, a
Contractor

shall be
expected to maintain an availability of service
as set forth in
its

proposal for

the stated prices
and
for the full contract ter
m.


Request for Proposal: Incident Management / Virtual EOC



14


R.

Invoices


The
successful
Contractor

shall

submit invoices according to
terms

that are mutually

agreed
upon by the
CRCOG and the
Contractor

at the time a contract is

awarded
.

Invoices should be
mailed
or e
-
mailed
to:


Cheryl Assis,
Public
Safety
Dire
ctor

Capitol Region Council of Governments

241 Main Street

Hartford, CT 06106

cassis@crcog.org


Fa
xed invoices are not acceptable.



6.

Terms and Conditions of the Proposal


A.

Amendment


A
Contractor

may submit an amended p
roposal before the
specified
due date and time. An
amended proposal shall be complete, as it will be substituted for the earlier proposal(s), and shall
be clearly identified as an amendment. The C
RCOG

will not merge, collate or assemble proposal
materials.



B.

Withdrawal


A
Contractor

may withdraw
a

Proposal at any time prior to the deadline for receipt of proposals.
To withdraw a Proposal, the
Contractor

shall submit a written request to the
CRCOG
Bid/Contract Administrator
or a

duly authorized representativ
e(s).


C.

Proposal Offer Firm


Responses to the RFP, including co
sts, shall be firm for one hundred eighty (18
0) days after the
due date for receipt of proposals.


D.

Cost of Preparing Proposal


Any cost
s

incurred by the
Contractor

in
the
preparation, transmit
tal,

interview

or presentation of
its

proposal
,

or
other
material submitted in response to this RFP
,

shall be borne solely by the
Contractor
.


E.

Confidentiality


Each proposal will be kept confidential
by CRCOG and the
Contractor

until a contract is
awarded
. Following
the
award of a contract, all documents pertaining to each proposal shall be
Request for Proposal: Incident Management / Virtual EOC



15

open for public insp
ection, except for any material

that

is designated by the
CRCOG

as
proprietary or confidential. Proprietary or confidential data is normally restric
ted to confidential
financial information concerning the
Contractor
’s

organization
,

and
/or

data that qualifies as a
trade secret in accordance with the Uniform Trade Secrets Act, 57
-
3A
-
1 to 57
-
3A
-
7 NMSA
1978. The price of products offered or the cost of se
rvices proposed shall not be designated as
proprietary or confidential information.


The C
RCOG

will not disclose or make public any pages of a proposal on which the
Contractor

has stamped or imprinted "proprietary" or "confidential." Such data shall be re
adily separable
from the proposal in order to facilitate eventual public inspection of the non
-
confidential portion.
If a citizen of this State requests

disclosure of data for which a

Contractor

has made a written
request for confidentiality, the
appropria
te CRCOG authority

shall examine the
Contractor
's
p
roposal and make a written determination
that

specifies which portions of the proposal sh
all

be
disclosed in accordance with applicable
Connecticut

law. Unless the
Contractor

takes action to
prevent the di
sclosure, the proposal will be so disclosed. The proposal shall be open to public
inspection subject to any continuing prohibition on the disclosure of confidential data.


F.

Publication


The
Contractor

shall secure from the
CRCOG

written approval prior to p
ublication of any
information that pertains to the
contract award, or its potential work or activities.


G.

Legal Review


Since
Contractor
s will be bound by the specifications, terms and conditions
contained in the
proposal
, it is strongly recommended that ea
ch
Contractor

obtain legal a
dvice concerning the
proposal prior to its submission to
the
CRCOG.


H.

Governing Law and Venue


The laws of the State of
Connecticut

shall govern this
Request for Proposal
and any resulting
contract. Any action to enforce terms an
d conditions herein shall be brought only in the Judicial
Distri
ct Court for Hartford
, State of
Connecticut
.


I.

Contract Documents


The Contract Documents

shall consist of this Request for Proposal, the responding

Proposal
of
the successful
Contractor
, a sep
arate written contract
between the CRCOG and the
Contractor
,
and the C
RCOG

Purchase Order.


J.

Contract Terms and Conditions


A contract between the C
RCOG

and the successful
Contractor

shall follow the format specified
by the
CRCOG
. The
CRCOG

reserves the ri
ght to impose, as it sees fit, additional terms and
conditions upon the successful
Contractor
, should conditions warrant. The contents of this RFP,
Request for Proposal: Incident Management / Virtual EOC



16

as revised and/or supplemented, and the successful
Contractor
’s proposal, will be incorporated
into
,

and bec
ome part of
,

the contract.


Should a

Contractor

object to any of the
CRCOG’s terms and conditions

as contained in the
proposed contract document, the

Contractor

may

offer

specific alternative language that would
be acceptable to the
CRCOG
. General referen
ces to the
Contractor
’s terms and conditions, or
attempts at complete substitutions
,

are not

acceptable to the
CRCOG

and
may

result in
disqualification of the
Contractor
’s proposal. The
Contractor

shall provide a brief explanation of
the purpose and impact
, if any, of

each proposed change, followed

by the specific proposed
alternate wording.

Any
additional terms and conditions

that

ma
y be the subject of negotiation

will be discussed only between the
CRCOG

and the selected
Contractor
,
and shall not be deeme
d
an opportunity to amend the
Contractor
’s proposal.


K.

Contract Term


The initial term of the contract shall be from the contract execution date through
June
30, 201
3
.
The contract
, upon mutual agreement of the parties,
may
be renewed for additional terms.

The
contract may be renewed for a period
of
less than one full year

if
deemed
appropriate
.


L.

Contract Amendments


The
CRCOG

reserves the right to make changes or revisions to the scope of work as
deemed
required
or desirable
during the term of the contrac
t. No changes, revisions, modifications, or
amendments of any of the terms or conditions of the contract specifications and requirements
shall be valid unless
specified in

writing by the
CRCOG

to the
Contractor
. Verbal discussions or
agreements shall not b
ind the
CRCOG
.


M.

Termination of Contract


When the CRCOG issues a purchase document in response to a proposal, a binding contract is
created. Should the CRCOG enter into a contract with a
Contractor
, each shall retain the right to
terminate the agreement w
ith ninety (90) days written notice.


In c
ase of a breach of

any provision of a
legal
contract, the
CRCOG

reserves the right to
terminate the contract

immediately
,
to
procure the services from oth
er sources, or

to

take other
steps

as it deems appropriate.


Additionally, the
CRCOG

reserves the right to cancel a contract at any time, for any reason,
without penalty, by giving at least thirty (30) days


written notice to the successful
Contractor
.
Written notice shall be deemed delivered when deposited in the

United States Mail and certified.


In addition, any contract awarded
as a result of the Request f
or Proposal may be terminated if
sufficient appropriations or authorizations
are deemed not to

exist. The
CRCOG
's decision
concerning whether sufficient appr
opriations or authorizations exist
shall

be final.


Request for Proposal: Incident Management / Virtual EOC



17

N.

Specifications


It is the intent of the
CRCOG

to make this Request f
or Proposal in such a manner as to be open
to all qualified
Contractor
s. Any specification that tends to limit or eliminate a qualified

Contractor

shall be brought to the attention of the
CRCOG

not less than ten (10) days before the
date when responses are due. Failure to bring such a matter to the attention of the
CRCOG

shall
bar the
Contractor

from asserting a later claim in this regard
.


O.

Indemnity


The
Contractor

awarded the contract agrees, as material consideration for this
contract
, to
defend, indemnify, and hold harmless the
CRCOG
, its
officials
, agents, and employees from and
against any and all claims arising out of any asserted
negligent act, error or omission of the
Contractor
, its officers, directors, employees or agents
,

or arising in any way from this agreement
or the
Contractor
’s activities hereunder.


The indemnity agreed to in this paragraph shall not extend to liabilitie
s, claims, damages, losses
or expenses, including att
orney fees arising out of: t
he preparation or approval of maps,
drawings, opinions, reports, surveys, change orders, designs or specifications by the
CRCOG
, or
the agents or employees of the
CRCOG
, or th
e giving of or the failure to give directions or
instructions by the
CRCOG
, or the agents or employees of the
CRCOG
, where such giving or
failure to give directions or instructions is the primary cause of bodily injury to persons or
damage to property.


P.

L
icensure and Certification


The
Contractor

awar
ded the contract, and any sub
-
contractors or staff, shall possess current
licensure or certification

as appropriate and as recognized by the State of Connecticut
, and shall
obtain and hold such additional li
censes

or certifications

as are reasonably required to
accomplish his or her duties under this
contract
.


Q.

Status of the
Contractor


The successful
Contractor

and its officers, directors, agents and employees, are independent
Contractor
s performing service
s for the
CRCOG
,

and are not employees of the
CRCOG
. The
Contractor

and its officers, directors, agents and employees, shall not accrue leave, retirement,
insurance, bonding, use of
CRCOG

vehicles, or any other benefits afforded to employees of the
CRCOG
.


The
Contractor

shall perform
his/her obligations under this c
ontract as necessary and appropriate
under all Federal, State, and local laws, codes, ordinances, rules, regulations, and standards
applicable to this type of service. The
CRCOG

will not superv
ise the
Contractor

in the
day
-
to
-
day performance of this c
ontract.


Request for Proposal: Incident Management / Virtual EOC



18


R.

Taxes


The
Contractor

awarded the c
ontract shall be responsible for the payment of all federal, state,
and local taxes on
monies received pursuant to the

contract
.


S.

Assignment


The
Con
tractor

shall not transfer, sell, assign, sub
-
license, pledge or otherwise dispose of in any
way its interest in any contract result
ing

from this solicitation, or assign any claims for money
due or to become due under any contract, without having first obt
ained the prior written consent
of the
CRCOG

to do so. Any attempt by the

Contractor

to do any of the foregoing

without such
consent shall render the contract null and void.

The
CRCOG
's consent to any of the foregoing
shall not constitute consent to any o
ther act, nor shall such consent relieve the
Contractor

from
any of its duties to perform all agreements, covenants, and conditions set forth in this solicitation
or any resulting contract.


T.

Records


All records and documents
resulting from this proposal
and any resulting contract
are

the
property of
the

CRCOG

and shall be returned to
the

CRCOG

upon termination of any contract.




Request for Proposal: Incident Management / Virtual EOC



19


EXHIBIT A:

CRCOG Equal Employment Opportunity And

Minority/Female Business Enterprise Certification Form




The undersigned

certifies that _______________________________________is an Equal



(Name of Company)

Opportunity Employer and is in compliance with federal and State rules and regulations
pertaining to Equal Employment Opportu
nity and Affirmative Action.




_______
_______________________________



(Bidder's Signature)


-------------------------------------------------------------------------------------------------
---------------

IF APPLICABLE:

The undersigned also certifies th
at ______________________________________

is a



(Name of Company)

Minority/Female Business Enterprise and is in compliance with federal and state rules and
regulations pertaining to Minority/Female Business Enterprise designations.




______
_______
_______
_____________________



(Bidder's Signature)





_____________________________




(Today’s Date)