CAD/RMS/AFR Maintenance

City of Coronado, California
Request for Proposal
CAD/RMS/AFR Maintenance
NOTICE IS HEREBY GIVEN that the City of Coronado, California, (hereinafter “City”) is
requesting proposals from qualified vendors to provide maintenance services for the
City of Coronado Police Department CAD/RMS/AFR Systems. Exhibit A outlines the
required Scope of Work for the services required of the vendor.
One (1) original and four (4) copies of the proposal are required. The original copy must
be signed by a representative authorized to bind the company. Proposals submitted by
facsimile or email are not acceptable and will not be considered. Proposals are to be
submitted in sealed packages with the name of the vendor and RFP title clearly marked
on the outside of the package. The submitted proposal must contain the following:
1.
2.
3.
4.
A brief, signed cover letter indicating the vendor’s understanding of the
project, mailing address, telephone number and principal contact.
Description of the firm, its key qualifications, and prior experience.
Company experience in providing similar maintenance services for a
CAD/RMS/AFR System within the last three (3) years. List the law
enforcement agencies for whom services was provided and include contact
information.
A cost schedule for the services listed in the Scope of Work on a time and
materials basis with a “not-to-exceed” amount for a one year period with a
total cost for a five (5) year contract period.
A Selection Committee will consider the firm’s qualifications and experience in
evaluating the proposals. The anticipated contract award date is: January 20, 2015.
The hired vendor will commence operations by no later than: July 1, 2015.
The hired vendor shall perform services as an independent contractor and not as a City
employee. The hired vendor shall indemnify the City and provide general liability
insurance listing the City as an additional insured. All employees hired by selected
vendor to service the Police Department contract, shall be required to submit to
Livescan fingerprinting at the Coronado Police Department at the vendor’s sole expense
and may be subject to a background investigation conducted by the City at the City’s
expense
Vendors have the option of sending their proposal via standard mail or delivery.
Vendors are solely responsible for ensuring their proposals are received by the City by
November 3, 2014
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the submittal deadline. Proposals must be received by no later than 2:00 p.m., Pacific
Standard Time, Friday, December 5, 2014, at the following address:
Jon Froomin, Chief of Police
City of Coronado Police Department
700 Orange Avenue
Coronado, CA 92118
The contract award, if any, will be made to the company who, in the City’s sole
discretion, is best able to perform the required services in a manner most beneficial to
the City of Coronado.
Failure to comply with the requirements set forth in this RFP may result in
disqualification. Proposals and/or modifications received subsequent to the hour and
date specified above will not be considered. Submitted proposals may be withdrawn at
any time prior to the submission time specified in this RFP, provided notification is
received in writing before the submittal deadline. Proposals cannot be changed or
withdrawn after the submittal deadline. No handwritten notations or corrections will be
allowed.
The City reserves the right to reject all proposals and to waive any minor informalities or
irregularities contained in any proposal. Acceptance of any proposal submitted
pursuant to this RFP shall not constitute any implied intent to enter into a contract. The
City reserves the right to require the selected vendor to bind itself to the City’s
Agreement for Professional Services.
All proposals submitted in response to this RFP become the property of the City of
Coronado. Information in the proposal, unless specified as trade protected, may be
subject to public review. Proprietary information submitted in response to this RFP will
be handled in accordance with the California Public Records Act.
The selected vendor shall not discriminate against any employee or applicant for
employment because of race, creed, color, or national origin. The vendor shall take
affirmative action to ensure that all employees and applicants for employment shall be
treated with equality in all aspects of employment processes - including, but not limited
to, hiring, transfer, promotion, training, compensation and termination; regardless of
their race, creed, color, sex, national origin, age, or physical handicap.
INQUIRIES:
Direct questions for clarification of this RFP, in writing, to Laszlo Waczek, Administrative
Services Commander via email: [email protected] or via fax: (619) 435-1329.
November 3, 2014
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EXHIBIT A
CAD/RMS/AFR MAINTENANCE
SCOPE OF WORK
Vendor shall perform the following minimum “general” services for the Coronado Police
Department (“City”) which may be customized based on ongoing collaboration between
the City and vendor:
Coronado Police has a total of 67 employees, including 44 sworn officers. Dispatch
receives approximately 52,800 phone calls annually of which 7,200 are 9-1-1 calls.
Officers respond to an annual total of 14,200 calls for service and 22,000 calls which
are self-initiated events with approximately 3,000 report numbers issued.
There are two (2) Dispatch consoles with one (1) back up console and three (3)
Records stations. Additionally, there are a total of 34 work stations located outside of
the Dispatch/Records area. There are also 10 patrol vehicles with MDC-s installed as
well.
1. Project Overview
Vendor will provide maintenance support for the current Computer Aided Dispatch
(CAD) System referred to as the CALLCENTER; Records Management System
(RMS) referred to as the COMMANDPOINT RMS; and the Automated Field
Reporting System (AFR) referred to as COMMANDPOINT AFR. These three
systems are currently deployed at the Coronado Police Department.
2. Deliverables
a.) Vendor will provide maintenance support for the existing systems:
1. CAD
2. RMS
3. AFR
4. Evidence Center: Department’s evidence tracking system
5. Scan Center: Allows for scanning documents directly in to RMS
6. Revision Manager: keeps RMS current with updates
7. AVL: Automated Vehicle Location system
8. ZMap clients: Department’s mapping system
9. Interfaces:
 ILink-data transport mechanism for RMS processes
 ARJIS-Automated Regional Justice Information System, automatic
download from AFR
b.) Vendor will address the following system and application issues:
1.
2.
3.
4.
5.
Workstation installation / operation errors
Data and database issues, including stored procedures and triggers
Stuck/missing reports
ILink issues, including report uploads and table synchronizations
National Incident Based Reporting System (NIBRS) submissions
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6. Uniform Crime Reporting (UCR) and other reporting issues
7. System errors and exceptions
8. Interface problems
9. Registry and configuration modifications
10. System (hardware) failure recovery and restoration assistance (Customer will
continue to support hardware and operating systems.)
3. Operational Support
Vendor will provide the maintenance services necessary to remedy software errors
which significantly affect use of the Software Products described in Section 2 and
are reproducible and verified by Vendor ("Software Error"). Such services shall be
accomplished in accordance with Vendor's reporting procedures.
4. Responsiveness
Vendor will establish a response time matrix for various levels of
maintenance/repairs. These response times shall fall within the following
parameters:
Priority One: Two (2) Hour response time, 24/7, 365 days/yr
Critical problems that interfere with emergency dispatch operations including but not
limited to complete system outage of a major application for the following:
• Computer Aided Dispatch
• Message Switching System
• Records Management System
• Mobile Data Computing System
• Critical Workstation failure and/or database failure or performance degradation
to the point of rendering limited or inoperable the above-listed systems.
Priority Two: Four hour response time, 24/7, 365 days/yr
• Failure of a non-mission critical workstation, where there is no alternate
workstation for that functionality.
• Loss of communications with the mobile data controller.
• Slow system response time (i.e., double the normal response time) and
continuing beyond 15 uninterrupted minutes.
Priority Three: Twenty-four (24) hour response during the work week MondayFriday, except City recognized Holidays.
• Minor problems that do not prevent the users from performing their job, but there
is no reasonable work-around. (ex: lost reports)
Priority Four: Five Business days response time
• Informational or suggestion for future functionality of the software.
NOTE: Please indicate whether any repairs can be made via remote access that are
acceptable and which qualify as meeting the response time requirements listed in
Section 4 above.
November 3, 2014
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