WCSO CAD RMS RFP – Section 2x - Walton County Sheriff's ...

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Oct 26, 2013 (3 years and 8 months ago)

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M
I
CHAEL
A.

A
DKI NS ON
,

J
R
.,

S
HERI FF

Office of the Sheriff, Walton County


August 19th, 2013

Request for Proposal

Walton County Sheriff’s Office CAD/RMS Project

13
-
001

Section 2

TABLE OF
CONTENTS

WALTON
COUNTY SHERIFF’S OFF
ICE PROJECT BACKGROU
ND, GOALS AND OBJEC
TIVES

................

3

WALTON COUNTY DEMOGR
APHICS

................................
................................
................................
.................

4

WALTON COUNTY SHERIF
F’S OFFICE (WCSO) OV
ERVIEW

................................
................................
..........

4

WCSO STAFFING OVERVI
EW
................................
................................
................................
..........................

4

NORMAL

TO PEAK OPERATIONS

................................
................................
................................
...................

4

9
-
1
-
1 CALL VOLUMES BY YE
AR

................................
................................
................................
......................

5

CAD VOLUMES BY YEAR

................................
................................
................................
................................
.

5

REPORT VOLUMES BY YE
AR
................................
................................
................................
..........................

5

TECHNOLOGY OVERVIEW

................................
................................
................................
................................
..

5

DATA CENTERS
................................
................................
................................
................................
.................

5

LOCAL AND WIDE A
REA NETWORK ARCHITEC
TURE

................................
................................
.................

6

SERVER ARCHITECTURE

................................
................................
................................
................................

6

DESKTOP, LAPTOP AND
MOBILE DEVICE ARCHIT
ECTURE

................................
................................
.......

6

SOFTWARE ARCHITECTUR
E

................................
................................
................................
..........................

6

CURRENT APPLICATIONS

................................
................................
................................
................................
...

7

APPLICATION DETAILS

................................
................................
................................
................................
....

7

9
-
1
-
1 TELEPHONE
................................
................................
................................
................................
..........

7

CAD
................................
................................
................................
................................
................................
..

7

MOBILE
................................
................................
................................
................................
............................

7

RMS

................................
................................
................................
................................
................................
.

7

GEOGRAPHIC INFORMATI
ON SYSTEM (GIS)

................................
................................
...............................

8

HARDWARE

................................
................................
................................
................................
...........................

8

MOBILE COMPUTERS
................................
................................
................................
................................
.......

8

DESKTOP COMPUTERS

................................
................................
................................
................................
...

8

SERVERS

................................
................................
................................
................................
...........................

8

WCSO CAD/RMS RFP Section 2


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2

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24

SUBMITTAL REQUIREMEN
TS

................................
................................
................................
.............................

8

PROPOSAL FORMAT

................................
................................
................................
................................
........

8

COVER LETTER
................................
................................
................................
................................
.................

9

EXECUTIVE SUMMAR
Y:

................................
................................
................................
................................
...

9

SECTION 1
-

VENDOR PROFILE

................................
................................
................................
......................

9

SECTION 2
-

GLOBAL PROJECT INTEG
RATION AND PROJECT M
ANAGEMENT PLAN
.........................

10

SECTION 3
-

GLOBAL
IMPLEMENTATION MANAG
EMENT PLAN

................................
..............................

11

SECTION 4
-

MIGRATION & ACCEPTAN
CE TEST PLAN

................................
................................
.............

12

SECTION 5
-

TRAINING
................................
................................
................................
................................
...

13

TRAINING PLAN

................................
................................
................................
................................
...........

13

SECTION 6
-

HARDWARE SPECIFICATI
ONS AND INSTALLATION

PLAN

................................
.................

14

SECTION 7
-

VENDOR PRODUCT SERVI
CE AND SUPPORT

................................
................................
.....

15

SECTION 8
-

SOFTWARE WARRANTY, M
AINTENANCE, AND RO
ADMAP/ENHANCEMENTS
................

15

SECTION 9
-

DATA CONVERSION, WAR
EHOUSING AND ARCHIVI
NG LEGACY DATA PLAN

...............

16

SECTION 10
-

INTERFACE PLAN

................................
................................
................................
...................

16

SECTION 11
-

TECHNICAL REQUIREMEN
TS

................................
................................
...............................

17

SYSTEM DESIGN AND AR
CHITECTURE
................................
................................
................................
...

17

STANDARDS COMPLIANCE

................................
................................
................................
.......................

17

MAINTENANCE OF STAND
ARDS

................................
................................
................................
...............

17

SCAL
ABILITY

................................
................................
................................
................................
................

18

GIS

................................
................................
................................
................................
................................
.

18

VIRTUAL ENVIRONMENT

................................
................................
................................
............................

18

SECTION
12
-

PROPOSED SYSTEM FUNC
TIONALITY

................................
................................
...............

18

ADDITIONAL FUNCTIONA
LITY

................................
................................
................................
...................

19

SECTION 13
-

COST PROPOSAL INSTRU
CTIONS

................................
................................
......................

19

CORE SYSTEMS

................................
................................
................................
................................
..........

19

OPTIONAL SYSTEMS

................................
................................
................................
................................
..

20

OTHER COSTS

................................
................................
................................
................................
.............

22

APPENDIX A


F
UNCTIONALITY

& COST

WORKSHEET

INSTRUCTIONS
................................
....................

23

RESPONSE CODE (RC)

................................
................................
................................
................................
..

23

RESPONSE PAGE (RP)
................................
................................
................................
................................
...

23

COST INSTR
UCTIONS

................................
................................
................................
................................
........

24

PRICING:
................................
................................
................................
................................
...........................

24





WCSO CAD/RMS RFP Section 2


Page
3

of
24


WALTON COUNTY SHERIF
F’S OFFICE PROJECT B
ACKGROUND,
GOALS

AND

OBJECTIVES


The WCSO has long history of working in collaboration with local, state and federal public safety
departments
to provide the best possible services to their citizen
s in a cost effective manner.

The primary goals of the CAD
/RMS/Mobile project are:

1)

Commercial Off the Shelf (COTS) integrated solution for WCSO and Walton County relevant
city/county
departments that are end users of public safety information

2)

Cost effective solutions that provide the best Return on Investment (ROI) through economies of
scale (i.e., all public safety utilizing the same enterprise system)

3)

Identification of options (if an
y) to leverage an existing application without a negative impact to a
recommended integrated solution

4)

Maximize effectiveness of current staffing

5)

Improve public safety productivity

6)

Improve the quality of 9
-
1
-
1/Emergency Communications Center, law enforcemen
t, fire, emergency
medical services, emergency management and jail services to citizens

7)

Improve the efficiency and effectiveness of public safety operations

8)

Leverage technology systems for maximum operational effectiveness

9)

Employ public safety industry bes
t practices and standards

10)

Increase information sharing capabilities

Some of the specific objectives related to WCSO pu
blic safety operations include:

1)

Reduce response times to calls for service

2)

Improve Information Management capabilities

3)

Improve Operations
Management capabilities

4)

Improve the quality of Walton County public safety work products

5)

Improve internal and external customer satisfaction

6)

Improve internal and external operational and administrative communication

7)

Improve safety for public safety personn
el and citizens

8)

Measure the effectiveness of strategies and tactics in a timely manner

9)

Analyze the deployment of personnel and resources

10)

Improve situational awareness and command and control

11)

Enhance employee productivity

12)

Eliminate redundant and repetitive
action

13)

Reduce operational risks

14)

Reduce and/or eliminate administrative time

Respondents to this RFP should provide information explaining how the proposed solution will meet and/or
exceed the above goals and objectives. Additionally, it is the desire of th
e WCSO to leverage the experience
and expertise of the CAD/RMS/Mobile industry and is open to any recommendations and/or options that could
improve public safety servi
ces in a cost effective manner.

WCSO CAD/RMS RFP Section 2


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WALTON COUNTY DEMOGR
APHICS

Residential Population as of
July 2011


55,300

Service Population/Annual Visitors as of 2012


3,000,000



Beaches along the Gulf of Mexico



Popular Spring Break destination

9
-
1
-
1/Fire/EMS Overview



The county has one primary 911 PSAP run by the Walton County Sheriff’s Office and one bac
kup
PSAP. The DeFuniak Springs Police department serves as the backup PSAP. All calls for the
entire coun
ty are answered by the primary P
SAP and then forwarded, as necessary, to the
DeFuniak Springs Police department or South Walton Fire District dispatc
h centers.



The county has 11 fire districts covering the rural areas of the county and two municipal fire
departments. The rural areas are covered by either a county run fire agency or an independent,
volunte
er fire department. South of
the Choctawhatche
e Bay is covered by an independent fire
district with their own dispatch center. Law Enforcement services for this area are still provided by
the Sheriff’s Office.



The county has one county managed EMS service and one independent EMS service for calls
s
outh of Choctawhatchee Bay.



The county has one municipal police department (DeFuniak Springs) that has its own dispatch
center.

WALTON COUNTY SHERIF
F’S
OFFICE

(WCSO) OVERVIEW

WCSO
STAFFING OVERVIEW

1)

Department overview

a)

170 Sworn

b)

70 Non
-
sworn

2)

9
-
1
-
1/Emergency

Communications Center


11 Total console positions

a)

Patrol
-

81

b)

Criminal Investigations
-

30

c)

Special Operations


59

d)

Admin


33

e)

Communications
-

37

NORMAL TO PEAK OPERA
TIONS

1)

Normal Operations

a)

Number of 9
-
1
-
1 call takers/dispatchers


37 Total

b)

For each shift the minimum staffing is six (2
-
EMS/Fire 3
-
SO and 1
-

LCO/OIC

c)

The ideal number is eight (3
-
EMS/Fire 4
-
SO 1
-
LCO/OIC) But this rarely occurs due to staffing issues

d)

Total on duty at various times

i)

Patrol
Bureau

-

26

ii)

Criminal I
nvestigations

Bureau
(CIB)

-

21

iii)

Special Operations Bureau

-

19

2)

Peak O
perations

i)

Summer tourism
-

Dispatch
-

7
-
8 (see above ref the ideal number)

WCSO CAD/RMS RFP Section 2


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b)

Patrol


40 during spring break

c)

Criminal Investigations Bureau (CIB)

-

21

3)

Hurricane staffing


Alpha/Bravo 12
-
hour shifts

a)

Dispatch
-
1
1 for the positions that are available, Other personnel assist with phone lines and the EOC

b)

Patrol/CIB


Entire department would be mobilized


72 people out at a time.

9
-
1
-
1 CALL VOLUMES BY YE
AR



2010: 5,710



2011: 5,321



2012: 5,380

CAD VOLUMES BY YEAR



2010

CAD

o

Fire/EMS: 8
,
331

o

WCSO Total: 109,262

o

WCSO Self
-
Initiated: 66,678



2011 CAD

o

Fire/EMS: 8
,
609

o

WCSO Total: 113,575

o

WCSO Self
-
Initiated: 62,493



2012 CAD

o

Fire/EMS: 8
,
583

o

WCSO Total: 151,858

o

WCSO Self
-
Initiated: 96,927

Note: The above CAD workload does not include following complaint types: 911 transfer calls, extra duty, not
needed, out of county call transfers, pager test, police department transfer, test, training, unknown, and
weather.

REPORT VOLUMES BY YE
AR

Offens
e Reports based on reported date:



2010: 6
,
502



2011: 5
,
472



2012: 6
,
763

Arrests (including Notice to Appear):



2010: 3
,
330



2011: 2
,
938



2012: 3
,
789

TECHNOLOGY OVERVIEW

DATA CENTERS

WCSO currently has a data center located at the Headquarters building. The
building has two generators and
the datacenter has ample Liebert battery backup power to protect equipment from power out
ages while the
generators come
online. Power is available at each rack via power distribution units (PDU). Each PDU is
monitored for
load to ensure that power is evenly distributed across all UPS outputs.

WCSO CAD/RMS RFP Section 2


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LOCAL AND WIDE AREA
NETWORK ARCHITECTURE

WCSO operates a Cisco core network that features a chassis based switch with redundant power supplies and
switching engines. This allows us to

provide 1 GB connections to desktops and servers. Con
nections to edge
switches run
at 1GB over multi
-
mode fiber and can be scaled to 10 GB as necessary. The primary WAN
connection for two of the substations is a Metro Ethernet connection running at 10Mb
s. A small substation in
the nor
th
-
end of the county connects
over a VPN via an internet connection provided by the local cable
company. A 50Mbs Metro Ethernet connection to the county network also provides access to the 20Mbs
county internet connection.

Mobile
Data Terminal connectivity is
accomplished using 3G air cards from AT&T
and employing a NetMotion Mobility VPN. Remote connectivity for other devices and users is provided by a
Cisco VPN device.

SERVER ARCHITECTURE

The server architecture of the
Sheriff’s Office is currently built around rack
-
mount Dell PowerEdge R710 series
servers. Each server includes four 1GB network interface cards (NICs). Each server has dual
quad
-
core, 64
-
bit, Intel Xeon
processors running at 2.8 GHz, 48GB of 1333 MHz RAM

and the operating system disks are
SAS 15K drives in a RAID 1 configuration. Storage is provided in the form of two MD3000i iSCSI Storage Area
Network
(SAN) devices from Dell. The
SANs feature dual controllers with dual 1 GB connections allowing for
an
aggregate bandwidth of 4 GB per SAN device. Each server connected to the SAN features two NICs
dedicated to the Storage Area Ne
twork for redundancy and link
aggregation. The Storage Area Network is a
physically separate network and provides redundant path
s over physically redundant hardware.

WCSO has embraced virtualization technology from VMware to virtualize all servers that it currently operates.
Employing features of VMware vSphere Advanced; High Availability clusters have be
en built using three
physi
cal
servers. Workloads are spread evenly across the physical servers to ensure that the loss of one
server can be easily absorbed by the other remaining servers in the event of general maintenance or
unexpect
ed failures. Each server has
identical access
to the SAN and network infrastructure to ensure that
any server in the high availability cluster can assume any workload.

DESKTOP, LAPTOP AND
MOBILE DEVICE ARCHIT
ECTURE

WCSO has standardized on Windows 7 desktops and laptops. A mixture of 32 bit and 64
bit capable devices
exists. We deploy Hewlett Packard desktops that include a minimum of 4GB of RAM, Intel i3 CPU
s and 1GB
NICs. Dell desktop
computers are also deployed that, on average, have 2GB of RAM, dual core Intel CPUs
and 1 GB NICs. All Dell com
puters are on schedule to be replaced with Hewlett Packard desktops.

A large majority of laptops used are Panasonic Toughbook’s models CF
-
30 and CF31. They feature integrated
GPS modules (NEMA Com Port), Gobi WWAN cards (3G), and 2GB of RAM and Intel Core

2 Duo proce
ssors
running at a minimum of
1.6 GHz. Some D
ell laptops are also in use

include 2GB of RAM, Intel Core 2 Duo
CPUs at 2.2GHz, USB 3G WWAN cards and GPS obtained through the USB air card device/software (NEMA
Com Port).

Tablets and smartphones
are the future and WCSO embraces this paradigm shift in computing. Currently
tablets and smartphones from Apple are deployed throughout the agency. Some BlackBerry devices ex
ist
within the agency but are
being phased out in favor of Apple devices. Androi
d devices and Windows Tables
are evaluated periodically but no plans exist to deploy throughout the agency.

SOFTWARE ARCHITECTUR
E

The Sheriff’s Office has standardized on Microsoft Windows Client, Server, Office, SharePoint, Database,
Email, and Network D
irectory technologies. All desktop and laptop computers run either th
e 32
-
bit or 64
-
bit
version of
Windows 7 Professional. All desktop and laptop computers in production have Office 2013
Professional installed on them. Roughly half of the servers run Mi
crosoft Windows Server 2003 and the other
WCSO CAD/RMS RFP Section 2


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half r
un Windows Server 2008. WCSO
will completely migrate to Windows Server 2008 and continue to stay
current on the Microsoft Windows Server platform. For database applications, SQL 2005 is available. Plans
ar
e to migrate to SQL 2012 an
d continue to stay current on
Microsoft’s Database technologies.

In an effort to maintain the highest security posture, the IT Department regularly updates not only the operating
system on all devices but will apply patches from
most major software vendors for any
software found WCSO
devices.
The current versions of Internet Explorer, Firefox, Safari, and Chrome are installed on most
computers and regularly updated. Any web applications are expected to be standards compliant and

cross
-
browser
compatible. Web applications
should consider mobile versions of the major browsers that do not
support third
-
party plugins like Flash or Silverlight due to their discontinued develop
ment and transition the
HTML 5.

CURRENT APPLICATIONS

The c
urrent public safety technology environment of WCSO includes the following primary systems:

APPLICATION DETAILS

9
-
1
-
1 TELEPHONE

Company

Intrado 911

Software Version

Power 911 Version 5.5.

Number of Licenses

11 Ea. Of Power 911 and Power Map



Infrastructure


Datacenter or Otherwise

WCSO 911 Datacenter

Hardware

HP ProLiant DL140

OS Version

Windows Server 2003 SP1

CAD

Company

CTS American


SmartCop

Software Version

8.2.17.375

Number of Licenses

11



Infrastructure


Datacenter o
r

Otherwise

WCSO Datacenter

Hardware

Dell PowerEdge

OS Version

Windows Server 2003 R2

MOBILE

Company

CTS Ameraica


SmartCop

Software Version

8.2.15

Number of Licenses

Site License



Infrastructure


Datacenter or Otherwise

WCSO Datacenter

Hardware

VMware Virtual Server

OS Version

Windows Server 2008

RMS

Company

CTS America


SmartCop

Software Version

8.5.0

Number of Licenses

Site License



WCSO CAD/RMS RFP Section 2


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Infrastructure


Datacenter or Otherwise

WCSO Datacenter

Hardware

Dell PowerEdge

OS Version

Windows
2003 R2

GEOGRAPHIC INFORMATI
ON SYSTEM (GIS)

WCSO utilizes GIS maps provided by the county GIS department. The county GIS department utilizes ESRI
ArcGIS 10.1 and sends map updates to the Sheriff’s Office on a regular basis.

HARDWARE

MOBILE COMPUTERS

A la
rge majority of laptops used are Panasonic Toughbook’s models CF
-
30 and CF31. They feature integrated
GPS modules (NEMA Com Port), Gobi WWAN cards (3G), and 2GB of RAM and Intel Core 2 Duo processors
running at a minimum of 1.6 GHz. Some Dell laptops are

also in use include 2GB of RAM, Intel Core 2 Duo
CPUs at 2.2GHz, USB 3G WWAN cards and GPS obtained through the USB air card device/software (NEMA
Com Port).

DESKTOP COMPUTERS

WCSO has standardized on Windows 7 desktops and laptops. A mixture of 32 bit a
nd 64 bit capable devices
exists. We deploy Hewlett Packard desktops that include a minimum of 4GB of RAM, Intel i3 CPU
s and 1GB
NICs. Dell desktop
computers are also deployed that, on average, have 2GB of RAM, dual core Intel CPUs
and 1 GB NICs. All De
ll computers are on schedule to be replaced

with Hewlett Packard desktops.

SERVERS

The server architecture of the Sheriff’s Office is currently built around rack
-
mount Dell PowerEdge R710 series
servers. Each server includes four 1GB network interface car
ds (NICs). Each server has dual
quad
-
core, 64
-
bit, Intel Xeon
processors running at 2.8 GHz, 48GB of 1333 MHz RAM and the operating system disks are
SAS 15K drives in a RAID 1 configuration. Storage is provided in the form of two MD3000i iSCSI Storage Ar
ea
Network
(SAN) devices from Dell. The
SANs feature dual controllers with dual 1 GB connections allowing for
an aggregate bandwidth of 4 GB per SAN device. Each server connected to the SAN features two NICs
dedicated to the Storage Area Ne
twork for redu
ndancy and link
aggregation. The Storage Area Network is a
physically separate network and provides redundant paths over physically redundant hardware.

SUBMITTAL REQUIREMEN
TS

PROPOSAL FORMAT

Proposals shall be submitted in one (1) original and one (1) cop
y utilizing the forms and in the format as
contained in the Request for Proposal. Proposals shall be on 8 1/2" by 11" paper. Responde
rs should also
submit one (1)
electronic copy of their complete response on a CD, utilizing Microso
ft Office 2007 suite o
f
tools.

1)

Vendors shall provide a response for each of the following sections in the same order as described
below.

2)

Each section should be clearly labeled and separated in the binder.

3)

Vendors should use the original RFP Word and Excel documents as appropri
ate to ensure all
responses follow the precise categories and questions that are being answered.

WCSO CAD/RMS RFP Section 2


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4)

Vendors are encouraged to include any additional information and/or attachment they deem
necessary for any response.

5)

Vendors may reference other sections in th
eir response as they deem necessary.

6)

Vendors should use a readable font size (a minimum of 12 point).

7)

Please provide complete responses to each section

8)

Vendors should utilize lay person terms and common terminology wherever possible.

9)

Proposals should cover

the general topics outlined in each section.

Proposals will be evaluated on the basis of information presented by the Vendor and the evaluation criteria
listed in this RFP.

It is essential that responders to this RFP submit a response to all criteria lis
ted in the RFP
in sequential order. Some of the items require a narrative response. Each response should have the
appropriate section and item name to ensure total clarity.

The Vendor must submit their responses in separate binders containing the follow
ing information divided by
tabs:

COVER LETTER

The cover letter will provide a brief history of the Vendor and its organization. The letter will indicate the
principal or officer of the Vendor organization who will be WCSO’s primary point of contact during

the RFP
process. This individual must have the authority to officially provide information concerning all aspects of the
scope of services and provisions on behalf of the Vendor. A company officer authorized to bind the Vendor to
the terms and condition
s of this RFP must sign the cover lett
er transmitting the proposal.

EXECUTIVE SUMMARY

The Vendor will provide an executive summary that presents in concise terms the Vendor’s understanding of
the RFP. In addition, the Vendor must clearly and specificall
y detail all exceptions to the exact cr
iteria
identified in this RFP.

There is no
page limit for this section.

SECTION
1
-

VENDOR PROFILE

Vendor’s Contact Information

1)

Provide the following information:

a)

Company name, address, website, company contact with
his/her contact information

b)

If applicable, name of partnering companies

Vendor’s Experience

1)

Provide the following information:

a)

Number of years in business selling CAD/RMS/Mobile products and services

b)

Number of years involved with 9
-
1
-
1 software development

and sales

c)

Number of years involved with CAD software development and sales

d)

Number of years involved with RMS software development and sales

e)

Number of years involved with Mobile application development and sales

f)

Number of years involved with Automatic
Vehicle Location

g)

Number of years involved with Field Reporting (i.e., Incident and Traffic Crash reports) software
development and sales

h)

Number of years involved with Jail Management Systems and sales

i)

Number of similar suite of systems customers in the Uni
ted States. Provide information concerning
customers currently using the proposed system including:

WCSO CAD/RMS RFP Section 2


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i)

The name of the public safety agency (Note: Include no more than five of the most recent projects,
if applicable):

ii)

Number of CAD licenses

iii)

Number of RMS li
censes installed

iv)

Number of Mobile Data Computer Licenses

v)

Number of Field Reporting licenses

vi)

Number of 9
-
1
-
1 seats

j)

Identification of all customers (if any) in the State of Florida. Provide information concerning these
customers including the systems they em
ploy and for how long.

k)

Identification of all customers (if any) in the Southeast United States. Provide information concerning
these customers including the systems they employ and for how long.

l)

Date of original release of each suite of system application
proposed for WCSO.

m)

Date of three previous major version updates for the major applications in the proposed system.

n)

Number of installations of the proposed versions of software that is on a scale comparable to WCSO.

o)

List the names of public safety agencies,

if any, that have defaulted, closed or are in the process of
defaulting and closing an existing CAD/RMS/Mobile systems integration contract with your company in
the past five years.

Financials

1)

Provide the following information:

a)

Annual company financial in
formation for the past three years

b)

Provide the same information for each partner you will utilize in the implementation of the proposed
suite of systems

c)

Affidavit by a licensed bonding agent of its willingness to furnish your firm with a performance bond
e
qual to the contract amount

d)

Provide Dun & Bradstreet report on your company

SECTION 2
-

GLOBAL PROJECT INTEG
RATION AND PROJECT M
ANAGEMENT PLAN

The WCSO requires a normal COTS design, configuration, im
plementation and test schedule.

The Vendor shall
describe the:

1)

Prime Vendor
-

WCSO requires a contract with only one prime company that will manage the entire
proposed system required for this RFP. Provide all relevant information concerning the ability to prov
ide
Prime/Systems Integration
during the com
plete life
-
cycle of the proposed system (i.e., design,
configuration, training, implementation, support and maintenance).

2)

Approach
-

Management, technical and organizational approach, resources, and controls to be employed
to successfully accomplish projec
t planning risk management, quality control, budget adheren
ce, schedule
requirements and
integration process for all proposed systems.

3)

Ability, process and schedule to provide WCSO a Statement of Work to include:

a)

Final schedule

b)

Pricing detail including bas
e system, optional items, and any and all additional costs

c)

Final Implementation Plan

d)

Payment schedule based on major project milestones and deliverables

4)

Project Schedule
-

Vendor must provide a detailed proposed project schedule in MS Project format
inclu
ding resources and milestones. The intent of WCSO is to develop and maintain a shared proj
ect
schedule that includes all
Vendor and CAD/RMS/Mobile replacement project stakeholders’ tasks and
activities. Implementation schedule should incorporate the majo
r subproject implementation phases such
as CAD
, RMS, Mobile, AVL, FBR and BI.

WCSO CAD/RMS RFP Section 2


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5)

Vendor Project Staffing Plan
-

Given the high profile nature and magnitude of this project, WCSO expects
best in class project management services from the Vendor. There is the
expectation that th
e Vendor will
work closely
in conjunction

with the WCSO Project Manager. WCSO will only accept Vendor personnel
who have significant and relevant experience with the Vendor’s proposed system and can demonstrate a
successful record at
l
ocations of similar size and
complexity as the WCSO CAD/RMS/Mobile replacement
project. Describe vendors’ project management qualifications.

6)

Vendor must identify proposed staffing resources and level of effort for each major task.

7)

Provide an organizationa
l chart for proposed project personnel including proposed sub
-
contractors.

8)

Vendor should define WCSO requirements for staffing resources and Level of Effort by system (i.e., CAD,
RMS, Mobile, etc.) for each major phase, including expected skill set needed
to successfully complete
each task.

9)

Describe the roles and responsibilities for all key personnel.

10)

Identify whether this will be their primary assignment and/or a projection of other assignments they may be
working on during the project life
-
cycle.

11)

Descri
be for all key personnel what percentage of time or number of hours will be on project.

12)

Description of facilities and equipment that WCSO is required to provide on
-
site staff.

13)

Describe level of on
-
site time.

14)

Background Check
-

All Vendor personnel assigned

to work on
-
site on the proposed system shall be
required to undergo a criminal history check and maintain a satisfactory status during the entire pro
ject.
Off
-
site personnel may also

be subject to a criminal history check. Please note that arrangements
for
required criminal history checks should be made in advance with appropriate WCSO personnel. WCSO
reserves the right to reject
any personnel proposed by the Vendor

for any reason. All key personnel will be
required to sign a confidentiality agreement f
or

access to sensitive data.

15)

Describe the ability of the Vendor’s proposed Project Manager to coordinate and participate in all activities
related to Vendor
demonstrations, if shortlisted.

16)

Describe the ability that no key personnel be removed from the proj
ect without advance noti
ce to the
WCSO Project Manager.

17)

Describe the proposed conflict resolution process if problems are encountered with Vendor personnel.

18)

Project Reporting

19)

Describe the ability of the Vendor to participate in a weekly project meeting to

report progress toward
contract deliverables, update status from the previous reporting period, and advise current
objectives,
problems or delay issues
, proposed corrections
and other relevant information.

20)

Describe the ability of the Vendor’s Project Mana
ger to provide weekly written project status reports
detailing relevant information to WCSO Project Manager.

SECTION
3
-

GLOBAL

IMPLEMENTATION MANAG
EMENT PLAN

1)

Describe the Vendor’s process to complete each major phase

(i.e. CAD, RMS, Mobile, etc.).

2)

Describe the Vendor’s Deployment plan of all phases and why this

methodology is being proposed.

3)

Describe the Vendor’s Risk Management plan that will be used to ensure successfu
l implementation of all
phases.

4)

Describe the Vendor’s Quality Management plan th
at will be used to ensure successfu
l implementation of
all phases.

5)

The WCSO understands the implementation of the proposed system may require new business processes
and a change in policies, procedures and training protocols. Please describe any Change Man
agement
sol
utions provided by the Vendor
that ar
e a component of the proposal.

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SECTION
4
-

M
IGRATION & ACCEPTANC
E TEST PLAN

The Vendor shall provide a response for managing all system testing activities including but not limited to:
(Please include a resp
onse for each numbered item and any additional proposed Migration and Accep
tance
Test Plans that are not included below)

1)

Product performan
ce testing

2)

User acceptance testing

3)

Interfaces testing

4)

Parallel testing (if paral
lel processing is appropriate)

5)

Securi
ty testing

6)

Data conversion testing

7)

Hardwa
re and network capacity testing

8)

Integration testing

9)

Load testing

10)

Fail
-
over testing

11)

Ability of the Vend
or to provide draft test plans.

12)

Ability for WCSO to be responsible for approving a final unit, subsystem a
nd
system acceptance test plans

13)

Reliability Test Period

a)

After the successful completion of the cutover period, there shall be a minimum of thirty (30) day
Reliability Test Period during which the newly installed system will be in production and its performanc
e
mo
nitored. During this period, the

system must perform fully without degradation of any kind in order
for the Reliability Test Period to be satisfied. If major defects or numerous minor defects are found
during the Reliability Test P
eriod, the defect(s
) shall be documented

by the Vendor along with WCSO.
Prior to completion of the Reliability Test Period, the Vendor shall resolve all outstanding issues. Once
all of the issues have been addressed and resolved to W
CSO’s satisfaction, WCSO will proceed

wi
th
internal steps to give final approval to the Reliability Test Period. Describe the ability to meet and/or
exceed this

criteria.

14)

Final Acceptance

a)

At the successful completion of the reliability test period (30 days or more of successful post live
perform
ance), and the ability to access all data that has been converted or warehoused, WCSO sha
ll
issue the final acceptance certificate.

b)

The Vendor should demonstrate through an acceptance process performance (stress) test that the
system performs as required i
n WCSO’s technical environment and that the system meets or exc
eeds
the proposed performance requirements.

c)

The stress test should include all LAN connected applica
tions (i.e., CAD, RMS, etc.).

d)

The final Acceptance Test Plan (ATP) should use WCSO
approved data

and include report generation.

e)

The final acceptance test should exercise all functionality and components successfull
y.

f)

The Vendor should assist WCSO with testing back
-
up/
recovery features successfully.

g)

The failure of any specific portion of
a test may require that the entire test be rerun, not just

the failed
portion of the test

15)

Describe the Vendor’s ability to meet the requir
ements of Migration and Testing

16)

Describe the process for migration from one environment to another (i.e., test environ
ment to production).
The migration from one CAD/RMS/Mobile etc. system to a new one can present significant threat
s to the
health and safety of
the public and first responders if problems arise. The WCSO cutover will take place in
its existing Public Safe
ty Answering Point and will require an extraordinary level of coordination and staging
to avoid impacting exi
sting operations.

17)

Describe the Vendor’s Risk Management to ensure succe
ssful system cut over processes.

18)

Contingency Plan


Please describe what co
ntingency plan and problem resolution measures the Vendor
will have during the cut over period (i.e. rolling back to the f
ormer environment if necessary)

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SECTION
5
-

TRAINING

TRAINING PLAN

Ensuring that all personnel are trained to an appropriate level of
proficiency as the various applications are
implemented is a primary factor to the success of this project. WCSO will focus considera
ble attention on the
proposed training

plan. WCSO shall provide sufficient space for conducting the training and housing an
d
securing the training equipment.

WCSO requests that the Vendor provide options for Train the Trainer (TTT)

and training of all employees.

Descr
ibe the proposed training plan.

1)

Proj
ect Team Training

a)

List all coursework required to fully train project team

members to facilitate participation in configuration
workshops. For each course, please state the prerequisite requirements, size of
class, duration, and
location
of the class.

2)

System Administrator Training

a)

List all coursework required to fully train a S
ystem Administrator. For each course, please state the
prerequisite requirements, size of class, durat
ion, and location of the class.

b)

Describe a phased training approach that ensures that the System Administrator is provided the
appropriate training throu
ghout the length of the implementation. In addition please list all

coursework
required to fully train

personnel that will create security profiles for groups of end users in the system as
per Florida/FDLE requirements as applicable. For each course, pleas
e state the prerequisite
requirement
s, size of class, and duration.

3)

Database Administrator Training

a)

List all coursework required to fully train a Database Administrator for each system (i.e., CAD, RMS,
MDC, etc.). For each course, please state the prerequ
isite requirements, size of class,
duration, and
location of the class.

4)

Appl
ications Administrator Training

a)

List all coursework required to fully train an Applications Administrator for each system. For each
course, please state the prerequisite requirem
ents, size of class, duration, and location of the class.

5)

All User Training

a)

List all on
-
site coursework required to fully train all user training per system. For each course, please
state the prerequisite requirement
s, size of class, and duration.

6)

Trainer
Training

a)

List all coursework required to fully train the trainers that will, in turn, train the end users of the system
(i.e., WCSO sworn and civilian personnel). For each course, please state the pr
erequisite requirements,
size of class, and duration.

7)

Tra
ining Documentation

To meet the needs of WCSO, some training documentation may require customization. WCSO shall be
responsible for the customization of the end user and system administrator training documentation.
Describe

the ability to complete this cr
iteria.

a)

Training Manuals and Materials

i)

The Vendor shall be responsible for providing sufficient training materials a
nd take
-
away
documents such as:

(1)

Instructor Manual(s)

(2)

Student Training Manual(s)

(3)

All manuals in Microsoft Word format

(4)

All manuals in other me
dia format (HTML and Adobe Acrobat .PDF)

(5)

Master videos or DVDs of pre
-
recorded training

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(6)

Keyboard templates

(7)

On
-
Line and Computer Based Training

ii)

All training materials must be edited to reflect the WCSO’s specific environment, technology, post
-
configured sc
reen shots. WCSO will work with the Vendor to document and edit the train
ing
materials to match WCSO’s implementation

state and business processes. WCSO expects to
receive final versions of training materials in hardcopy and electronic formats, using the

Microsof
t
Office suite of applications.

8)

Training Schedule

a)

Given the shift assignments of public safety personnel training courses will often need to be scheduled
outside of normal working hours, including weekends. In order to keep the training re
levant to the
ultimate system

look
-
and
-
feel as well as fresh as possible and still accommodate the necessary number of sessions it is
expected that training will not begin until after preliminary system acceptance and before cut
-
over, but

in no case will
begin longer

than 60 days prior to the scheduled “go live” date. Describe the ability to meet this criteria.

b)

Training Plan Cycle

i)

Describe its ability to train personnel using the proposed systems while it is in production mode. For
example, applications h
ave a training module that allows personnel to use t
he application while it is
in production operation.

ii)

Describe their ability to ensure personnel have the requisite skills at the time of migration if the
training period was an extended period of time to

get all personnel trained (i.e., Computer
based
training and/or refresher training).

iii)

Provide all facility and logistical requirements of WC
SO regarding the Training Plan.

SECTION
6
-

HARDWARE SPECI
FICATIONS AND INSTAL
LATION PLAN

WCSO reserves the option t
o purchase all hardware and Operating System (OS) software separate from the
Vendor’s proposal. However it is the desire of WCSO to leverage all hardware that is currently in use

when
that hardware meets the
necessary hardware requirements for the propose
d systems. WCSO would like the
hardware specifications detailed to clearly understand opportunities to use existing hardware or the reasons
why existing hard
ware will not be suitable for use.

1)

The Vendor shall submit detailed specifications of all hardware and Operating Systems required to achieve
optimum performance specifications for each system.

2)

The vendor shall submit a detailed explanation of the ability or inability to leverage current des
ktop
computers.

3)

The vendor shall submit a detailed explanation of the ability or inability to leverage current mobile
computers.

4)

The vendor shall submit a detailed explanation of the ability or inability to leverage current printers.

5)

The vendor shall submi
t a detailed explanation of the ability or inability to leverage current servers.

6)

Describe the Vendor’s methodology to prepare servers (i.e., completed on
-
site or at the Vendor’s location).

7)

If new equipment is to be purchased provide
the ability meet the f
ollowing:

(a)

New equipment will be delivered in the manufacturers’ original packaging and carrying the
manufacturers’ full warranty.

(b)

The warranty period begins after system acceptance and certification by WCSO that the
equipment is in production use.

(c)

All equi
pment should be installed according to manufacturers’ requirements.

(d)

All hardware components should be sized appropriately to ensure that the performance
requirements of the Vendor’s application will be met.

(e)

Please state exceptions such as servers that will

be staged on site of the vendor.

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(f)

The Vendor will install and perform initial configuration of software with WCSO personnel to
allow WCSO personnel to document installation and configuration process.

(g)

Provide a hardware and software installation plan.

Desc
ribe all logistics required by the
Vendor and WCSO to complete:

(h)

Shipping and receiving of equipment.

(i)

Storage of equipment.

(j)

Installation, configur
ation and testing of equipment.

As an option, WCSO may request to have the Vendor prepare

servers on
-
site. Desc
ribe all implications and
costs (i.e., Cost Proposal Worksheet


Options Sec
tion) if this request was made.

SECTION 7
-

VENDOR

PRODUCT SERVICE AND
SUPPORT

WCSO requires product service and support for the implemented systems. Such support includes all of
the
following:

1)

On
-
site Technical Support

2)

Telephone Help Desk Support


24/7/365 via a toll free number

3)

Remote Help Desk Support for the system 24/7/365. Note that remote network connectivity will be
provided for system support as required. Access must be

initiated by WCSO personnel however.

4)

In the event of system failure and/or catastrophic event, state how long it will take for onsite response.

With the increased number of applications, systems, network, peripherals, and users in existence the existing
i
nternal WCSO IT staff may not have the resources necessary to perform required and scheduled in
stalls,
monitoring (active and
passive), support, upgrades, patches troubleshooting and correction and fixes. Vendor
support for the above described tasks should

be factored into the RFP requirements supporting the product
lifecycle whi
ch includes initial planning, project

development, execution and closing then continuing into post
-
implementation annual operations.

5)

Describe the ability to support the proposed
system through product lifecycle, which includes: initial
planning, project development, implementation, post
-
imp
lementation and annual support.

SECTION 8
-

SOFTWARE

WARRANTY, MAINTENANC
E, AN
D ROADMAP/ENHANCEMEN
TS

1)

Warranty

a)

Describe in detail the proposed s
oftware warranty, maintenance/support plans and options for all
proposed systems.

b)

Describe when the software warranty starts post “go
-
live.”

c)

Describe all benefits for maintaining a current maintenance/warranty agreement.

d)

Describe how WCSO will be informed
and educated about upgrades

including examples of
documentation that will be provided.

e)

Describe all Maintenance Services included in each major level of maintenance support tiers provided
(i.e. software
patches to major enhancements).

2)

Roadmap/Enhancements

a)

Describe the roadmap for each application and how the roadmap is developed.

b)

Describe the software enhancement process for each application.

c)

Describe the role and processes of user groups, to include the use of user groups in the design of
future product ro
admaps.

d)

Describe the upgrade process, including the process and optional cost for moving upgrades from the
Test to Production environment.

e)

Describe any other support services the Vendor may offer. Provide all applicable costs to these
services in the se
pa
rate Cost Proposal Worksheet.

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SECTION 9
-

DATA

CONVERSION, WAREHOUS
ING

AND ARCHIVING LEGACY

DATA PLAN

Vendors are encouraged to use their expertise in this area to provide WCSO applicable options. WCSO
understands there may be many methodologies available
to manage legacy data in a cost effective and us
er
friendly manner. WCSO will
convert a specific amount of data into the new systems while maintaining all other
legacy data on a separate system that can s
till be accessed by personnel.

WCSO expects to acce
ss any unconverted system data and to either continue querying the data using the
existing methods or access legacy data b
y the Vendor’s proposed method.

1)

Data Conversion Plan

2)

Provide a detailed Data Conversion and Archiving Legacy Data Plan that describes
all Vendor and WCSO
processes and activities required to successfully migrate relevant WCSO legacy data into the Vendor’s
proposed solutions. The plan should include:

a)

The Vendor’s proposed solution for data conversion or warehousing process.

b)

Specific func
tionality and features of the proposed solutions(s). For example, precise information how
WCSO personnel would access the historical converted or warehoused data.

c)

Specific roles and responsibilities for proposed WCSO resources, as well as recommended skill
s of
personnel required to perform associated conversion or warehousing tasks.

d)

Specific roles and responsibilities for proposed Vendor resources, as well as recommended skills of
personnel required to perform current tasks.

e)

A description of the Vendor’s
proposed automated data conversion tools.

f)

Recommended solutions for end
-
users to access non
-
migrated legacy data via integrated system or
separate queries.

g)

Recommended storage location for non
-
migrated legacy data.

h)

Any prior data conversion experience with

WCSO’s legacy systems. Please list the relevant projects,
the versions involved, and provide conta
ct information for the clients.

SECTION 10

-

INTERFACE PLAN

WCSO prefers that the proposed system be able to query, add, or modify information stored in var
ious third
party systems. The new systems should be able to interface with the following applications
:

1)

Intrado
9
-
1
-
1

2)

Pro QA

3)

CrimeReports.com

4)

BWI (Pawn Interface)

5)

RDSTF Region 1 DataShare

6)

IA Pro

7)

Fire House

8)

ADG

9)

Laser Fiche

Vendors should provide their propos
ed solution for each mandatory and optional interface including:

1)

Methodology that will be employed.

2)

Functionality and features.

3)

Technical specifications.

4)

Experience with this type of interface.

5)

Performance specifications.

6)

The cost for each interface listed

in the interface section shall be listed separately
on the Cost Proposal
Worksheet.

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SE
CTION 11

-

TECHNICAL REQUIREMEN
TS

SYSTEM DESIGN AND AR
CHITECTURE

Provide detailed technical information concerning the design of the proposed system, benefits of the
design
and the recommended architecture that WCSO should employ to achieve optimum operation
al performance
and reliability.

STANDARDS COMPLIANCE

The federal government has taken the lead recently in developing standards for facilitating information sharing

among local, state and federal first responders and emergency operations managers. Describe the ability of
the proposed

s
ystem

and company’s ability to adhere to the following standards:

1)

National Information Exchange Model (NIEM) http://www.niem.gov/

a)

Desc
ribe compliancy with NIEM standards. List all specifications, functionality and features related to
proposed system.

b)

Describe any completed and existing projects implementing NIEM standards relevant to proposed
system. Provide public safety customers point

of contact information (if applicable).

2)

Describe current plans, processes and functionality related to N
-
DEX standards.

a)

Describe any completed and existing projects implementing N
-
DEX standards relevant to proposed
system. Provide public safety customers
point of contact information (if applicable).

b)

Identify criminal justice entities (if any) that the Vendor is a participant related to the development and
implementation of NIEM and N
-
DEX standards.

3)

Law Enforcement Information Technology Standards (LEITS) h
ttp://www.leitsc.org/

a)

Describe the proposed system’s solution’s ability to meet LEITS standards.

4)

FBI CJIS Security Policy

http://www.fbi.gov/

a)

Describe the proposed system’s solution’s ability to meet CJIS standards.

5)

State of Florida/FDLE

a)

Describe the prop
osed system’s solution’s ability to meet the local State of Florida/FDLE standards.

6)

National Emergency Number Association (NENA) ALI/GIS Standards http://www.nena.org/

a)

WCSO is adopting the “NENA Recommended Formats and Protocols for ALI Data Exchange, ALI

Response and GIS Mapping, NENA 02
-
010 of January 2002 as a minimal standard. All CJIS Suite of
Systems

solutions should comply with
the NENA formats and standards as applicable.

b)

Describe the proposed system’s ability to meet NENA standards.

7)

Next Genera
tion 9
-
1
-
1 (NG
-
911) http://www.its.dot.gov/ng911/

a)

Describe the company’s involvement with the development of NG
-
911 standards and how NG
-
911 will
impact the proposed system’s functionality and features.

b)

Describe any NG
-
911 capabilities, functionality and
features of the proposed CAD system.

c)

Describe how the company will update existing CAD system functionality as new NG
-
911 standards,
functionalities and features are developed.

8)

HIPAA Compliance

http://www.hhs.gov/

a)

Describe the proposed system’s solution’s
ability to meet HIPAA standards.

All bidders should specifically disclose all aspects of the proposed solution which deviate from the documented
standards and desired architectures, and provide approaches for consideration about the

manner in which
non
-
sta
ndard
components may be integra
ted.

MAINTENANCE OF STAND
ARDS

The Federal government and other parties such as APCO

occasionally update and improve the above
referenced standards or develop new ones. In that WCSO may desire to adopt such future standards, it is
mandatory that the Vend
or’s system
will monitor these developments and upgrade their offerings as necessary
WCSO CAD/RMS RFP Section 2


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to comply. As the time between purchase of the proposed system and their implementation may be
significant, it is possible that upda
ted standards would have been
released in the interim. WCSO will not
accept products that will be outdated by the time th
ey are installed.

1)

Describe the ability to meet this standard.

SCALABILITY

1)

Describe the scalability of the proposed system in the event of an expansion of users.

2)

Describe the scalability of the proposed system in the event
additional agencies are added to

the system.

a)

Describe the ability for additional agencies to run their own dispatch center.


GIS

1)

Vendor must have the ability to provide a turnkey GIS solution including installation and configuration of
servers, services, and applications as well as inter
facing with existing systems. Please describe the
ve
ndors experience and expertise in this area.

2)

The CAD/RMS system should have the ability to utilize existing master addressing features coming from
the county GIS Environment. Describe the proposed solut
ion’s functionality for the following:

a)

Address Points (Parcel Addresses)

b)

Single Family Residential Addresses

c)

Mobile Home Parks/Courts (non
-
parceled)

d)

Commercial Addresses: Addresses identified with a single master address point

e)

Transportation/Roadway Linear

Features (Includes
Mile Posting where appropriate)

VIRTUAL ENVIRONMENT

WCSO is interested in expanding its virtual environment. The current environment consists of VMware’s v
Center Cluster. Describe any ability for the proposed solution to expand the p
ublic safety technology

virtual
environment in WCSO.

Define the use options such as production, training, development, etc. Include current public safety locations
where virtual environments have been deployed successfully. WCSO prefers Windows Server
2008

R2 as the
virtual environment
platform. Please explain if any aspect of a proposed virtual solution will not provide optimal
performance or does not meet the same performance crit
eria of a non
-
virtual solution.

SECTION 12
-

PROPOSED SYSTEM FUNC
TIONAL
ITY

The Vendor is encouraged to provide all relevant information, examples, diagrams, pictures and media to
describe the full functionality of each proposed application, associated modules and benefits of an integrated

solution. Each major
application shou
ld have its own section in

the RFP response. For example:

1)

Computer Aided Dispatch

a)

Modules

b)

Interface to 9
-
1
-
1

c)

Other interfaces

2)

GIS/Mapping

a)

CAD integration

b)

RMS integration

3)

AVL

a)

CAD integration

b)

Modules

4)

Mobile

a)

CAD integration

b)

Modules

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5)

RMS

a)

CAD integration

b)

Field
Based Reporting


Law enforcement incidents and traffic crash

c)

Modules

6)

Business Intelligence

a)

Intranet capability

b)

Modules

7)

Other as required

ADDITIONAL FUNCTIONA
LITY

Provide all relevant information (if any) and costs as options for the below items if they ar
e not covered in the
above list. Vendors may partner with t
hird party companies if needed.

1)

Describe the proposed solution for an integrated False Alarm module and/or application.

2)

Describe the proposed solution for an integrated Fire/EMS Station Alerting mo
dule and/or application.

3)

Describe the proposed solution for an integrated Criminal Intelligence/Gang module(s) and/or
application(s).

4)

Describe the proposed solution for an integrated Property Management/Fleet module and/or application.

5)

Describe the
proposed solution for an integrated Quartermaster/Supply/Inventory module and/or
application.

6)

Describe the proposed solution for an integrated Pawnshop module.

7)

Describe the proposed solution for a Code Enforcement Case Management

8)

Describe the proposed solu
tion for a Traffic Crash and Citation Module

9)

Describe the proposed solution for Vice/Narcotics Management

10)

Describe the prop
osed solution for

Intelligence Lead Policing/Compstats Reporting

11)

Describe the proposed solution for compliance with FDLE’s CJIS Adva
nced Authentication Requirements
to all Criminal Justice Information access outside
of physically secure locations.

SECTIO
N 13
-

COST PROPOSAL INSTRU
CTIONS

The Cost Proposal information should be delivered in a sealed envelope
separate from the RFP respons
e.

See Appendix A for additional information and instructions.

1)

The Vendor must submit a cost proposal in a separate binder fully supported by cost and pricing data
adequate to establish the reasonableness of the proposed fee.

2)

The Cost Proposal Worksheet

must be used in completing the cost proposal.

3)

The Vendor will ensure the core proposed system is clearly identified and included on the Cost Proposal
worksheet. The WCSO will evaluate the total cost of the proposed system. Separate from the total cost o
f
the proposed system the Vendor should identify all optional costs.

4)

Vendors Cost Proposals must use the attached spreadsheets, and must be categorized.

5)

Vendors shall categorize all worksheets as applicable to their proposed system. For example: CAD, RMS,
Mobile, AVL, FBR, etc.

All categories

shall follow the format below:

CORE SYSTEMS

The systems listed in this section are core systems for this RFP. The goal of an integrated solution
encompasses these systems. Any proposed solution that omits any of the
core systems will be cons
idered
incomplete. For example:

1)

Computer Aided Dispatch (CAD)

a)

CAD Software License Costs

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b)

Server Operating System Costs

c)

Other Associated Software License Costs

d)

Hardware Costs (if current hardware cannot be leveraged)

e)

Project
Management Costs Associated with CAD implementation.

f)

Configuration costs Associated with CAD implementation.

g)

Other Implementation costs associated with CAD implementation.

h)

CAD Custom
Report/Query Development Costs.

2)

Records Management System Police (RMS Pol
ice)

a)

RMS Software License Costs.

b)

Server Operating System Costs.

c)

Other Associated Software License Costs.

d)

Hardware Costs (if applicable)

e)

Project Management Costs Associated with RMS implementation.

f)

Configuration costs Associated with RMS implementation.

g)

Ot
her Implementation costs associated with RMS implementation.

h)

RMS Custom Report/Query Deve
lopment Costs. (if applicable)

3)

Mobile Data Computer (MDC)

a)

MDC Software License Costs.

b)

Server Operating System Costs.

c)

Other Associated Software License Costs.

d)

Hardware

Costs (if current hardware cannot be leveraged)

e)

Project Management Costs Associated with MDC implementation.

f)

Configuration costs Associated with MDC implementation.

g)

Other Implementation costs associated with MDC implementation.

h)

MDC Custom Report/Query Dev
elopm
ent Costs.

4)

Automatic Vehicle Location (AVL)

a)

AVL Software License Costs

b)

Server Operating System Costs

c)

Other Associated Software License Costs

d)

Hardware Costs (if applicable)

e)

Project Management Costs Associated with AVL implementation.

f)

Configuration
costs Associated with AVL implementation.

g)

Other Implementation costs associated with AVL implementation.

h)

AVL Custom Report/Query Deve
lopment Costs. (if applicable)

5)

Field Based Reporting (FR)

a)

FBR Software License Costs.

b)

Server Operating System Costs.

c)

Other

Associated Software License Costs.

d)

Hardware Costs (if applicable)

e)

Project Management Costs Associated with FR implementation.

f)

Configuration costs Associated with FR implementation.

g)

Other Implementation costs associated with FR implementation.

h)

FR Custom Re
port/Query Deve
lopment Costs. (if applicable)

OPTIONAL SYSTEMS

Each system listed in this section will either be replaced with an integrated solution or be interfaced. The cost
comparison of an interface solution or a replacement solution, along with any
described benefits of the
Vendor’s solution will be key factors used in the decision to integrate or replace an application. Note: All
optional replacement applications must be proposed as
an integrated solution.

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1)

False Alarm Management System


(Provide O
ptional Interface Cost)

a)

Interface Software License Costs. (if applicable)

b)

Server Operating System Costs.

c)

Other Associated Software License Costs.

d)

Any Associated Annual Maintenance Costs (if applicable)

e)

Hardware Costs (if applicable)

f)

Project Management Cost
s Associated with each Interface implementation.

g)

Configuration/Programming costs Associated with Interface implementation.

h)

Other Implementation costs associated with Interface

implementation.

2)

Electronic Ticketing


(Provide Optional Replacement Costs)

a)

Interface Software License Costs. (if applicable)

b)

Server Operating System Costs.

c)

Other Associated Software License Costs.

d)

Hardware Costs (if applicable)

e)

Project Management Costs Associated with each Interface implementation.

f)

Configuration/Programming costs

Associated with Interface implementation.

g)

Other Implementation costs associated with Interface

implementation.

3)

Quartermaster


Asset Management (I
f not a module in proposed RMS)
(Provide Optional Replacement
Costs)

a)

Interface Software License Costs. (if ap
plicable)

b)

Server Operating System Costs.

c)

Other Associated Software License Costs.

d)

Hardware Costs (if applicable)

e)

Project Management Costs Associated with each Interface implementation.

f)

Configuration/Programming costs Associated with Interface implementatio
n.

g)

Other Implementation costs associated with Interface


implementation.

4)

EMS Patient Care Reporting System


PCR (Provide Optional Replacement Costs)

a)

Interface Software License Costs. (if applicable)

b)

Server Operating System Costs.

c)

Other Associated Software

License Costs.

d)

Hardware Costs (if applicable)

e)

Project Management Costs Associated with each Interface implementation.

f)

Configuration/Programming costs Associated with Interface implementation.

g)

Other Implementation costs associated with Interface


implement
ation.

5)

Fire Records Management System (Provide Optional Replacement Costs)

a)

Interface Software License Costs. (if applicable)

b)

Server Operating System Costs.

c)

Other Associated Software License Costs.

d)

Hardware Costs (if applicable)

e)

Project Management Costs
Associated with each Interface implementation.

f)

Configuration/Programming costs Associated with Interface implementation.

g)

Other Implementation costs associated with Interface

implementation.

6)

Pawn Shop

a)

Interface Software License Costs. (if applicable)

b)

Server

Operating System Costs.

c)

Other Associated Software License Costs.

d)

Any Associated Annual Maintenance Costs (if applicable)

e)

Hardware Costs (if applicable)

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f)

Project Management Costs Associated with each Interface implementation.

g)

Configuration/Programming costs

Associated with Interface implementation.

h)

Other Implementation costs

associated with Interface

implementation.

OTHER COSTS

1)

Interfaces (for each Identified Interface)

-

See
SECTION 10

a)

Interface Software License Costs.

b)

Server Operating System Costs.

c)

Other A
ssociated Software License Costs.

d)

Any Associated Annual Maintenance Costs (if applicable)

e)

Hardware Costs (if applicable)

f)

Project Management Costs Associated with each Interface implementation.

g)

Configuration/Programming costs Associated with Interface imple
mentation.

h)

Other Implementation costs associated with Interface implementation.

2)

Training (List costs by System. Include name of class, associated class description summary and intended
audience).

a)

CAD

b)

Record Management System (RMS)

c)

Mobile

d)

Automatic Vehicle

Locations

e)

Field Reporting

f)

Other

3)

Provide costs for each item listed below. Enhance the list as necessary to fully detail all costs associated
with the proposed integrated solution.

a)

Shipping

b)

Insurance

c)

Warranty

d)

Data conversion

e)

Legacy data solution (Specify
by proposed solutions in Section 9, Data Conversion, Warehousing and
Archiving Legacy Data Plan
)

f)

System Discounts

g)

Escrow

4)

Software Maintenance
-

Please show detailed annual costs for five years for the proposed system in yearly
increments and/or by multi
-
y
ear package if applicable. Note: First year of maintenance shou
ld be included
in the overall
project implementation cost. Include the costs of any major version upgrades that may not be
covered under maintenance agreement. Include costs such as hardware,

implementation, project
management, data conversion, etc.

a)

Vendor must provide a payment schedule based upon deliverables or milestones, based on the
previously described conditions.

b)

Cost of licenses and average annual percentage increase and what is cover
ed under license
agreement.

c)

Cost of maintenance and average annual percentage increase and what is covered under maintenance
agreement.

d)

Hardware Maintenance
-

Please show annual costs for five years for all hardware.


Caution: Failure to provide payment
schedule by milestone may render the Cost Proposal non
-
responsive.




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Appendix A: Functionality Worksheet
Instructions & Cost Instructions


FUNCTIONALITY WORKSH
EET


The Functionality Worksheet lists common COTS system functionality and features. The spreadsheets will
assist WCSO as a checklist during the evaluation process.
WCSO is seeking a total COTS solution there
fore
the spreadsheets are not
intended to be minimu
m mandatory requirements.

It is also known that the proposed
systems will have functionality and features not listed on the spreadsheets. Vendors must accurately complete
each F
unctionality Worksheet, which
accompanies this RFP.

The Functionality Worksheet

shall not be modified. The last two columns on the worksheet are labeled “RC”
for Response Co
de and “RP” for Response Page.

RESPONSE CODE (RC)

Vendors must include one of the following Response Codes for each listed requirement in the column
captioned R
C


(Response Code) for each system’s corresponding Functionality Worksheet
.

Vendors will enter responses into the Respon
se Code (RC) column as follows:

"EF"

-

Existing Functionality: Item will be met by proposed existing software that is installed and ope
rational at
other sites. An “EF” response to any item signifies that the proposed system provides the
actual capability to
meet the
criteria

as a core feature, and without extensive user intervention. Indirect or implied solutions to meet
the criteria sha
ll not be coded “EF”.


“UD”

-

Under Development: Item will be met by software that is currently under development, in beta test, or
not yet released. Provide
target date for future release.

"TP"

-

Third Party: Item will be provided through a third party s
olution partner, utilizing a solution or interface
that has been implemented successfully elsewhere. As the Public Safety System Integrator
Prime, please
identify TP for
the systems that are not a core product (i.e., the proposed 9
-
1
-
1 system is not a core

application
of the CAD/RMS/Mobile system). The response shall include a detailed description of the TP subcontractors
with supporting info
rmation
detailing contacts and references for projects that
are similar in nature and size.

"NA"

-

Not Available:
Req
uirement cannot be provided.

An omitted response will be scored as an “NA” response. Any deviation from the response codes will be
interpreted at the discretion of WCSO.


RESPONSE PAGE (RP)

The column RP is designed to assist reviewers in locating narrati
ve responses within the proposal. It is not
feasible to include a narrative response for each requirement listed in the Functionality Worksh
eet and as
such, the Response
Code will generally be adequate. However there may be a narrative explaining the
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functionality previously detailed within the RFP response or the vendor may feel compelled to expound on
functionality. In those cases,

a Reference Page
may be noted in the RP column.

Bidders must submit accurate and complete responses to the Functionalit
y Worksheet. This worksheet will be
utilized to evaluate how the product meets the criteria as stated and will be incorporated into the

contract. A
Bidder response
may be deemed non
-
responsive if the checklist questi
ons or formatting are modified.

COST
WO
RKSHEET
INSTRUCTIONS

1)

The Vendor will provide a detailed breakdown of all costs required for the successful implementation and
ongoing operation of the proposed solution, utilizing the Cost Worksheet distributed with this
proposal. The
Cost Worksheet
will
be sent in both electronic and hardcopy format as part of the Cost Proposal. WCSO
encourages the Vendor to fully identify costs associa
ted with the proposed solution.

2)

WCSO recognizes that the integration of a CAD/RMS/Mobile system is a complex effort and
that not all
possible variables are provided for within this RFP document. Therefore, the Vendor may be requ
ired to
make some assumptions
about WCSO’s environment or about specific requirements. Any assumptions
made by the Vendor in regard to this RFP th
at impacts the Cost Proposal shall

be documented in this
section.

3)

WCSO is requesting the Vendor to provide specific cost information as outlined within the Cost Worksheet.
The worksheet must be completed and is mandatory to be considered responsive to the

RFP.

Vendors
should provide fixed
prices in all areas. The Vendor must separately identify those costs that are not part of
the proposed core solution (i.e., optional costs). Proposed pricing shall be F.O.B. destination and must
NOT

include state and lo
cal taxes.

4)

WCSO will require the Vendor to propose required equipment and material on this project as optional. The
equipment will be new unless otherwise agreed to in writing by WCSO. WCSO has the option

to solicit
third parties for
alternative costs, a
nd to purchase any required hardware directly from appropri
ate
hardware Vendors.

5)

The Vendor must specify the cost for all interfaces and data conversion of all items identified in the
Interface
s and Data Conversion sections.

6)

The Vendor shall propose a pric
ing schedule for labor categories that may be needed for consulting
services over the duration of this project. These labor categories should be based on previous exp
erience
of the Vendor and the
Vendor’s best judgment as to topics and issues that will re
quire
additional consulting
services.

PRICING:

1)

The subsequent contract will be a firm
-
fixed price agreement. The fee(s) will remain firm and will include
all charges that may be incurred in fulfilling th
e requirements of the contract.

The intent of the sa
mple worksheets is to provide examples of the type of information WCSO requires to
evaluate the RFP responses. It is known that not every category shown in the sample worksheets may be
applicable for every cost and that there are categories of information
that are not listed in the sample
worksheets. Vendors are expected to provide detailed information that is relevant to their proposed solution.
The objective is that all costs including initial and recurring costs will be identified and articulated in the
Cost
Worksheets. Vendors may complete the Cost Worksheets in a manner that best demonstrates the costs
related to their proposed solution in its entirety. It is important to note that the failure to identify and articulate
any cost may be deemed unresponsi
ve by WCSO and the Vendor’s response to the RFP will be formally
excluded from the evaluation process.