HomeMy WebLinkAbout19C - RFP INTEGRATED SOFTWARERio L""I 0
CITY COUNCIL MEETING DATE:
NOVEMBER 18, 2013
TITLE:
REQUEST FOR PROPOSALS FOR
POLICE DEPARTMENT INTEGRATED
SOFTWARE SYSTEM
CITY MAN ER
1:7xiTi� ►� ► r • e
CLERK OF COUNCIL USE ONLY:
APPROVED
❑
As Recommended
❑
As Amended
❑
Ordinance on 15' Reading
❑
Ordinance on 2nd Reading
❑
Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the Police Department to issue a Request for Proposals (RFP) to qualified companies
to provide an integrated software system for the Police Department.
DISCUSSION
Contemporary law enforcement technology relies upon tightly integrated Computer Aided
Dispatch (CAD), Records Management Systems (RMS), and Automated Field Reporting (AFR).
These core technologies provide a foundation for dispatching calls for service, monitoring the
location of officers, and providing additional officers and resources when needed. In addition,
these systems provide the technology needed to electronically complete and distribute police
reports, provide flexible search capabilities and streamline data entry, all of which provide critical
information to detectives and others dedicated to solving crimes as expeditiously as possible.
During the past decade, the technology that the Police Department relies on has diminished as a
result of aging technology, vendors changing ownership, discontinuing support, and even going
out of business. At the same time, the national recession and limited City resources have
prevented major capital improvements. While we closed gaps with individual solutions and
workarounds, time spent performing double and triple data entry into multiple systems decreases
the time available to perform more important law enforcement related tasks. Most importantly,
the proposed technology improvements will improve the delivery of public safety services
The Santa Ana Police Department (SAPD) contracted with consultants Cit Com Inc. to complete
an evaluation of our current technology. After interviewing key stakeholders, carefully analyzing
the available alternatives, and considering the benefits of modernization, we have concluded that
the existing technology resources do not reflect contemporary law enforcement technology and
are impeding the Police Department's ability to achieve its stated mission and goals. The
consultants recommended solution is to acquire a vendor - supplied and tightly integrated
CAD /RMS /AFR. The integrated software project is estimated to cost $2,000,000 - $2,500,000.
19C -1
Police Department Integrated Software RFP
November 18, 2013
Page 2
The Recommended Action authorizes the Police Department to issue a request for proposals
(RFP) for an integrated software solution from qualified firms (Attachment No. 1). Staff will
present the results of the RFP and request that a contract to the successful proposal be awarded
at a City Council meeting sometime in spring 2014.
FISCAL IMPACT
There is no fiscal impact associated with this item.
Carlos Rojas
Acting Chief of Police
Police Department
19C -2
i
Integrated LauwEnfom nnentSolution
RequestfirProposal
November 18, 2013
19C -3
SANTA ANA POLICE DEPARTMENT
REQUEST FOR PROPOSAL
FOR AN
INTEGRATED LAW ENFORCMENT SOLUTION
TABLE OF CONTENTS
Chapter 1: Rules of Preparation
............................... 1-4
Overview.............................................................................................................. ...............................
1 -1
Navigating Your Way through This Request for Proposal ..................... ...............................
1 -1
Mandatory City Rules of Procurement and Contract Terms ...................... ............................1
-2
Submissionof Responses ........................................................................ ...............................
1-2
VendorInquiries ...................................................................................... ...............................
1-3
Modifications to the RFP ........................................................................... ............................1
-3
Cost of Preparation of Offering ............................................................... ...............................
1-3
Confidentiality of Documents ................................................................. ...............................
1-3
Mediumof Document ................................................................................ ............................1
-4
Notification of Withdrawal of Proposal ..................................................
............................... 1-4
ContractualObligations ...........................................................................
............................... 1-4
Errors and Omissions .................................................................................
............................1 -6
Rights to Pertinent Materials ...................................................................
............................... 1-6
NewsReleases .........................................................................................
............................... 1-7
Right to Reject Offerings ...........................................................................
............................1 -7
Demonstrations..........................................................................................
............................1 -7
Evaluations.................................................................................................
............................1 -7
Exceptionsto the RFP ................................................................................
............................1 -9
Discrimination and Equal Opportunity ......................................................
............................1 -9
19C -4
SANTA ANA POLICE DEPARTMENT
REQUEST FOR PROPOSAL
FOR AN
INTEGRATED LAW ENFORCMENT SOLUTION
CHAPTER
Elected Official Approval .....
TABLE OF CONTENTS
(CONTINUED)
PAGE
... . .............................................. 1 -9
ImmigrationLaws ...................................................................................... ............................1 -9
Other General Conditions ........................................................................ ............................... 1-9
ProtestProcess .......................................................................................... ...........................1 -10
Ivey Events and Projected Dates ............................................................... ...........................1 -11
Chapter 2: Background and Vendor Response
Background..........................................................................................................
............................... 2 -1
GeneralBackground ...................................................................................
............................2 -1
AboutCAD .............................................................................................
............................... 2 -1
AboutAFR and RMS .................................................................................
............................2 -2
AboutJMS .................................................................................................
............................2 -3
VendorResponse .................................................................................................
............................... 2 -3
Vendor Services Overview .........................................................................
............................2 -4
References...............................................................................................
............................... 2 -6
Software .......................
........................... ............................... 2 -9
SystemInterfaces ...................................................................................... ...........................2 -12
Licensing............................................................................................... ............................... 2 -14
Computer Hardware .............................................................................. ............................... 2 -15
Implementation...................................................................................... ............................... 2 -18
Training ..........................
19C -5
... ............................... 2 -20
SANTA ANA POLICE DEPARTMENT
REQUEST FOR PROPOSAL
FOR AN
INTEGRATED LAW ENFORCMENT SOLUTION
TABLE OF CONTENTS
(CONTINUED)
CHAPTER
PAGE
Documentation...................................................................................... ............................... 2 -23
Warranty, Support and Maintenance ......................................................... ...........................2 -25
PricingForms ........................................................................................ ............................... 2 -30
Exceptions to Terms and Conditions ......................................................... ...........................2 -37
Chapter 3: Functional Specifications
ElectronicSubmission ......................................................................................... ............................... 3 -1
Instructions.............................................................................................. ............................... 3 -1
Exhibits
A: CERTIFICATION OF NONDISCRIMINATION BY CONTRACTORS
B: ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY
POLICY
C: CERTIFICATIONS
19C -6
Chapter 1
Rules of Preparation
19C -7
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
Rules of Preparation
The Santa Ana Police Department invites your company to submit a written offer that details
how your company would supply software and services to fulfill the Police Department's
need for an integrated law enforcement solution, comprised of the following technology
elements:
• Computer Aided Dispatch (CAD)
• Records Management System (RMS)
• Automated Field Reporting (AFR)
• Jail Management System (JMS)
• Associated Interfaces
The Santa Ana Police Department requires a solution from a single, prime contractor legally
and financially responsible for all hardware (where applicable), software and implementation
services.
Navigating Your Way through This Request for Proposal
This written Request for Proposal (RFP) states the scope of system requirements and specifies
the rules for preparing a response. The RFP includes three chapters, as follows:
Chapter 1 - The current chapter provides general guidelines and rules to assist vendors
in preparing their response.
Chapter 2 - Contains questions regarding the proposing company's background and
qualifications, the specifications and capabilities of the proposed systems,
and the services to be provided in addition to required forms for identifying
proposed costs.
Chapter 3 - Includes functional requirements and describes the instructions for
completing responses to the requirements. Space is provided for the vendor
to respond regarding the proposed system's ability to support each
requirement.
The submitted offering must follow the rules stated within this section and the format
established within this RFP. Adherence to these rules will ensure a fair and objective
19C -8 1 -1
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
analysis of all responses. All responses must be on this form (or its copy). Additional
pages may be attached as necessary. However, unnecessarily lengthy documents are
discouraged. In this RFP, the terms "vendor ", "proposer ", and "offeror" are used
interchangeably.
Mandatory City Rules of Procurement and Contract Terms
All vendors responding to this procurement must review the City's rules on RFP and
procurement which are available at the following website: www.santa-
ana.org/ finance /bidding- infornlation.asp. Vendors must register, obtain proper
licenses, and adhere to all City purchasing requirements. In addition, vendors must note
any exceptions to the City's requirements within their proposal response.
Submission of Responses
Vendors electing to submit a response to this RFP must prepare and submit a
comprehensive response to all requested information. It is understood and agreed upon by
the vendor in submitting a proposal that the Police Department has the right to withhold,
until after contract award, all information regarding this procurement, including but not
limited to: the number of proposals received, competitive technical information,
competing price information, and Police Department evaluation concerns regarding
competing proposals.
Number of Copies Required: The Police Department requires that proposing vendors
submit one signed original plus four (4) printed copies (total of 5) of the offerings. In
addition, the City requires that vendors submit their response in electronic form (CD,
DVD or portable USB drive). In the event of any discrepancies between the electronic
and paper copies, the paper copy will take precedence.
Due Date, Time and Delivery Address: The offerings must be received by the Police
Department no later than January 17, 2014 at 3:00 p.m. Offerings must be addressed to:
City of Santa Ana Purchasing
20 Civic Center Plaza
Santa Ana, CA 92702
Spec. 13 -071
Offerings received by the City after the above date and time will not be considered. Upon
receipt of offerings, each vendor shall be presumed to be thoroughly familiar with
installation sites and with all specifications and requirements of this offering. The failure
19C-9 1.2
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
or omission to examine any form, instrument or document shall in no way relieve
vendors from any obligation in respect to its offering.
Vendor Inquiries
Please direct all questions concerning this document to:
William Romesbur¢
Project Consultant
PO Box 890513
Temecula, California 92589 -0513
(951) 506 -9851
(951) 695 -4934 (Fax)
Contact with any City employees regarding this RFP is expressly prohibited without prior
consent. Vendors directly contacting employees risk elimination of their offering
from further consideration.
Modifications to the RFP
1. Changes to this RFP shall be made only by formal written amendment(s) issued by
the City of Santa Ana.
2. Any and all addenda issued by the City shall be considered apart of the specifica-
tions submitted to the vendors for preparation of their proposals and should be
addressed in the vendor response.
Cost of Preparation of Offering
The City will not pay costs incurred in the preparation, printing, demonstration or
negotiation process. All costs shall be borne by the proposing vendor, with the exception
of costs associated with Police Department personnel visits to other sites.
Confidentiality of Documents
All documents submitted as part of the vendor's offering will be deemed confidential
during the evaluation process. Vendor offerings will not be available for review by
anyone other than the Police Department evaluation team or its designated technical and
operational representatives. Following award of contract, all offerings become public
documents and are available for public viewing upon written request.
19C -10 1 -3
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
Medium of Document
This RFP is the property of the Santa Ana Police Department. The RFP was prepared in
Microsoft Word 2010, and Microsoft Excel 2010. The file must be downloaded from the
following City website: httn : / /www.ci.santa- ana.ca.us/bids- rfps /default.asp. Appropriate
narrative clarification of answers is encouraged as needed. However, narrative should be
provided on additional pages in order to preserve the original format and pagination (e.g.,
Exhibits, Attachments, etc). Any omissions or errors in the submitted offerings are the
responsibility of the submitting vendor. Any other duplication or use of this document is
prohibited.
Notification of Withdrawal of Proposal
Proposals may be modified or withdrawn prior to the date and time specified for proposal
submission by an authorized representative of the vendor by formal written notice.
Proposals submitted will become the property of the City after the proposal submission
deadline.
Contractual Obligations
The Police Department will require certain contractual obligations, regardless of any
current agreements between the vendor and the Police Department. Failure to agree to the
renegotiate mandate will automatically disqualify the proposal. These terms will include
but are not limited to the following:
1. Requirement to Meet All Provisions - Each individual or firm submitting an offer
shall meet all the terms and conditions of the RFP. By virtue of its offering
submittal, the vendor acknowledges agreement with and acceptance of all
provisions of the RFP specifications.
2. Inclusion of Offering - the offering submitted in response to this RFP will be
required to be included as part of the final contract with the selected vendor.
3. Accountability - The selected vendor will be required to attend, at a minimum,
monthly project status meetings and submit monthly status reports covering such
items as progress of work being performed, milestones attained, resources
expended, problems encountered and corrective action taken.
4. Warranty - All equipment and software are to be under warranty for at least one
year from the date of system acceptance. If the original warranty provided by the
manufacturer is longer than the one year period, the Police Department shall
receive the benefit of the additional warranty period. The warranty shall require
the vendor to be responsible for all cost of parts, labor, field service, and pick up
and delivery service charges related to repairs or corrections during the warranty
19C -11 1.4
SAPD Integrated Law Enforcement Solution RFP
Chapter 1; Rules of Preparation
period. There is to be no cost to the Police Department beyond those identified in
the offering. Further information is provided under the "Warranty and
Maintenance" section of this RFP.
Costs - All costs must be detailed specifically in the vendor cost summary section
of the offering; no additional charges (e.g., for transportation, installation, training,
out -of- pocket expenses, etc.) will be allowed unless so specified in the offering.
Vendors must fill out all appropriate cost pages (or replicas of these pages).
6. System Acceptance - The final contract with the Police Department will contain
items such as performance guarantees for system availability, response time,
loading capacity, functionality, and system acceptance criteria. Some of the
specific guarantees required are identified in the Vendor Response Section. The
selected vendor should be prepared to include such items within the scope of
services and pricing.
Ability to Perform - The selected vendor warrants that it possesses, or has arranged
through subcontractors, all capital and other equipment, labor, materials, and
licenses necessary to carry out and complete the work hereunder in compliance
with any and all federal, state, Police Department, City, and special district laws,
ordinances, and regulations.
8. Laws to be Observed - The selected vendor shall keep itself fully informed of and
shall observe and comply with all applicable state and federal laws and Police
Department and city ordinances, regulations and adopted codes during its
performance of the work.
Payment of Taxes - The offering costs shall include full compensation for all taxes
which the selected vendor is required to pay.
10. Permits and Licenses - The selected vendor shall procure all permits and licenses,
pay all charges and fees, and give all notices necessary.
11. Selection - The final award of a contract is subject to approval by the elected
officials governing the awarding body.
12. Payment Schedules - The Police Department and the selected vendor will
negotiate a payment schedule based on defined and measurable milestones and
deliverables. Under no circumstances will payments be made in advance of work
performed. The Police Department will require substantial holdback of contract
monies until acceptable performance is demonstrated (a minimum of 25 %).
13. Knowledge of Conditions - Before submitting an offering, vendors must carefully
examine this RFP and inform themselves thoroughly as to all the difficulties
involved in the completion of all work pursuant to the requirements of this
document. Pleas of ignorance of conditions or difficulties that may be encountered
in the execution of the work pursuant to this document as a result of a failure to
make the necessary examinations or investigations shall not be accepted for any
failures or omissions on the part of successful vendors to fulfill, nor shall they be
accepted as a basis for any claims whatsoever for extra compensation or for the
extension of time.
19C -12 1.5
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
14. Training - The Police Department and the vendor will develop a mutually
agreeable training schedule. Training will be conducted at the Police Department
facilities and consist of both operational and administrative information. Training
is a critical issue for Police Department personnel. In preparing your response, be
prepared to address the number of persons to be trained, estimated hours of
training and the availability of training medium materials (including photocopies,
electronic formats and video media).
15. Software Defects - The vendor shall promptly correct all software defects for
which the vendor is responsible, within a time period agreed upon by the Police
Department and the vendor.
16. Patents and Royalties - Vendor, without exception, shall indemnify and hold
harmless the Police Department, its officers, officials, employees, designated
volunteers (reserves) and agents from any liability of any nature or kind, including
costs and expenses for or on account of trademark, copyrighted, patented, or non-
patented invention, process or article manufactured or used in the performance of
the contract, including its use by Police Department. If the vendor uses any design,
device or materials covered by patent, trademark or copyright, it shall be mutually
understood and agreed without exception that the offering prices shall include all
royalties or costs arising from the use of such design, device or materials in any
way involved in the work.
Errors and Omissions
The vendor shall point out to Police Department, and not be allowed to take advantage of
any obvious errors and/or omissions within this offering or the vendor's response.
Rights to Pertinent Materials
All responses, inquiries, and correspondence relating to this RFP and all reports, charts,
displays, schedules, exhibits, and other documentation produced by the vendor that are
submitted as part of the proposal shall become the property of the Police Department
upon receipt. Government Code Sections 6250 et. Seq., the "Public Records Act," defines
public record as any writing containing information relating to the conduct of the public's
business. The Public Records Act provides that public records shall be disclosed upon written
request, and that any citizen has a right to inspect any public record, unless the document is
exempted from the disclosure requirements. The City cannot represent or guarantee that any
information submitted in response to the RFP will be confidential. If the City receives a
request for any document submitted in response to this RFP, it will not assert any privileges
that may exist on behalf of the person on business submitting the proposal. It is the
responsibility of the person or business entity submitting the proposal to assert any applicable
privileges or reasons why the document should not be produced.
19C -13
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
News Releases
News releases and all other related information (e.g., recommendations, etc.) pertaining
to this project shall not be made available to anyone without prior approval by the Police
Department.
Right to Reject Offerings
The Police Department reserves the right to reject any and all offerings or any part of any
offering, to waive minor defects or technicalities, or to solicit new offerings on the same
project or on a modified project which may include portions of the originally proposed
project as the Police Department may deem necessary in its interest.
The Police Department reserves the right to cancel the award of a contract at any time. In
all matters relating to the cancellation of this RFP, the Police Department shall be the sole
judge of its best interest and vendor compliance with terms and conditions.
Demonstrations
As part of the evaluation process the Police Department will require demonstrations of
similar systems and /or specific applications that are installed and operational. Finalist
vendors should be prepared to demonstrate applications and answer questions with the
Santa Ana Police Department Steering Committee. All costs of the demonstrations are
the vendor's responsibility. Additionally, the Police Department may require visits to
existing installations of comparable systems.
Evaluations
An evaluation team composed of representatives of the Santa Ana Police Department and
Cit Com, Inc. will evaluate proposals on a variety of quantitative and qualitative criteria.
The selected proposal will be that which provides the most cost effective approach that
best meets the Police Department's requirements. The lowest price proposal will not
necessarily be selected.
Selected vendors may be invited to make oral presentations to agency representatives.
The vendor representative(s) attending the oral presentation shall be technically qualified
to respond to questions related to the proposed system and its components.
The criteria upon which the evaluation of the proposals will be based includes, but is not
limited to, the following. The parentheses indicate the weighted percentage of
importance:
19C -14 1
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
1. Adherence of the proposal to the format specified herein; all required information
must be provided as indicated herein (2).
2. Completeness of the proposal (5).
3. Quality and depth of references (5).
4. Level of service and responsiveness that the vendor commits to providing to Santa
Ana Police Department after implementation (5).
5. Financial stability and resources of the vendor (5).
6. Experience and technical expertise of staff (5).
7. Design, capability, and functionality of system and application software as
determined by the evaluation team (15).
8. Current availability and ability to demonstrate installation of the proposed software
applications required by the Police Department (5).
9. Level of integration between applications and demonstrated interfaces with external
systems /devices (10).
10. Capability, design, reliability, warranty and expandability of proposed hardware (5).
11. Economic feasibility and justification of all costs (10).
12. Vendor willingness and ability to negotiate a contract, including ability to offer
project financing and competitive finance terms (10).
13. Feasibility, timeliness and quality of software implementation schedule and
conversion plans (5).
14. Level of assistance to be provided to the Police Department by the vendor during the
implementation process as part of the contract (6).
15. The number of hours and extent of user training (5).
16. Quality and extent of the documentation to be provided (2).
Each proposal will be carefully reviewed by the evaluation team based on these 16
criteria. A quantitative score will be assigned to each proposal based on a scale of 100.
The top scoring vendors deemed qualified will be invited to present an oral
demonstration of their system's capabilities. The Police Department reserves full
discretion to determine the competence and responsibility, professionally, technically,
and /or financially, of proposers. Proposers will provide, in a timely manner, any and all
information which the Police Department deems necessary to make such a decision.
19C -15 1.8
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
Exceptions to the RFP
The format of the REP must be followed and all requested information must be submitted
as indicated. However, the Police Department is receptive to any additional suggestions
pertaining to phasing and scheduling of application development, equipment installation
and software implementation, additional related capabilities, and any alternative methods
of obtaining any portion of the system requirements. Exceptions raised during contract
negotiations that have not been previously declared in the proposal may be grounds for
disqualification as deemed appropriate by the Police Department.
Discrimination and Equal Opportunity
It is the policy of the Santa Ana Police Department to afford all people an equal
opportunity to bid on any contract being released by the Police Department. The Santa
Ana Police Department has a policy that prohibits discrimination against any person
because of race, color, creed, marital status, religion, age, sex, sexual orientation, national
origin or disability in the award or performance of any contract. The Santa Ana Police
Department will require its employees, agents and contractors to adhere to this policy.
Elected Official Approval
Elected officials may, at their discretion, reject, accept or modify any proposal
recommended to it by the evaluation team.
Immigration Laws
Vendor shall take all steps necessary to ensure that all its employees and any sub-
contractors are authorized to work in the United States as required by the Immigration
Reform and Control Act of 1986.
Other General Conditions
Current Manufacture - Equipment furnished under this specification shall be
standard products of manufacturers regularly engaged in the production of such
equipment and shall be the manufacturer's latest design. All material and equipment
offered shall be new and unused. All equipment shall be UL approved and shall meet
FCC acceptance (A, B or both).
• Prior Use - The Police Department reserves the right to use equipment and material
furnished under this offering prior to final acceptance. Such use shall not constitute
acceptance of the work or any part thereof by the Police Department.
19C -16 1 -9
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
Current Version - "Packaged" application and system software shall be the most
current published or vendor's version in use, as of date of system delivery.
Changes - No alteration in any of the terms, conditions, delivery, price, quality, or
specifications of items ordered will be effective without the written consent of the
Police Department.
• Penalties - The Police Department may wish to include in the final contract penalty
provisions for non - performance such as liquidated damages.
Unavailability of Funds - If funds are not available to the Police Department, this
award will be postponed, canceled or phased. The Police Department makes no
guarantee by release of this RFP that any offerings will be selected and/or funded.
• Background Checks - The successful vendor will be required to authorize the
investigation of its personnel proposed to have access to non - public areas of the Police
Department facilities. The scope of the background check is at the discretion of the
Police Department. Proposed staff will be required to provide their full legal name, date
of birth and social security number.
Notice to Proceed— Will be issued after the Police Department receives the fully
executed contract.
Protest Process
Any protest must be submitted in writing to the Chief of Police, Santa Ana Police Department,
City of Santa Ana, 60 Civic Center Plaza, Santa Ana, CA 92702 before 5:00 p.m. of the 5th
business day following City's notification of intent to award contract. Protester is responsible
for ensuring timely delivery of protest. Hand delivered protests must be delivered to the front
desk of the Police Department. The protest shall include a complete statement of the basis for
the protest, and shall specify the basis for the protest. The protest shall include the name,
address and telephone number of the person representing the protesting party. The person filing
the protest shall concurrently transmit a copy of the protest document, and any attached
documentation to all other parties with a direct financial interest which may be adversely
affected by the outcome of the protest. Such parties include all other proposers who appear to
have a reasonable prospect of receiving an award depending on the outcome of the protest. The
burden of proof will be on the protesting party to demonstrate that staff's determination of the
proposed "best quality responsive service at minimum cost" is arbitrary and capricious or
"unsupported by substantial evidence in the record."
19C -17 1
SAPD Integrated Law Enforcement Solution RFP
Chapter 1: Rules of Preparation
If a timely protest is received, the Chief of Police, or designee, will review the protest and issue
a written response to all interested parties within five (5) business days. The decision of the
Chief of Police, or designee, will be final. The procedure and time limits set forth in this
paragraph are mandatory and are the proposer's sole and exclusive remedy in the event of a
protest. Failure to comply with these procedures shall constitute a waiver of any right to further
pursue the protest, including filling a Government Tort Claim or legal proceedings.
Key Events and Projected Dates
Listed below are target dates by which the Police Department expects certain events to be
complete:
Release of RFP to Vendors ...... --- ........ ,.--- ... ...... ---- November 19, 2013
Proposal Submission Deadline (3:00 p.m.) ... -------------- January 17, 2014
Contract Negotiation Start Date March 1, 2014
19C -18 1.11
Chapter 2
Background and
Vendor Response
19C -19
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Background and Vendor Response
Background and Vendor Response
General Background)
The Police Department is located at 60 Civic Center Plaza, Santa Ana, CA 92702. The
service population is approximately 330,000 people. The Project Manager is Commander
Peter Semelsberger, who oversees the project team (comprised of key stakeholders from
both the City and the Police Department).
The City prefers Microsoft solutions, but is amenable to other options (i.e., UNIX).
Recently, new servers were installed with Microsoft Windows Server 2008 R2 and new
personal computers (PC's) with Windows 7 64 -bit. The network equipment is primarily
provided by Cisco (using both TCP/IP and UDP /IP protocols). The majority of the
databases are Microsoft SQL Server. New systems are relying on SQL Server 2008 R2.
The current computer aided dispatch (CAD) system is IQ /CAD provided by Tiburon (the
CAD is currently supported by a maintenance agreement with Tiburon). There are
currently twelve (12) dispatch workstations, plus 150 mobile CAD workstations. In
addition, all networked workstations have access to the CAD's web -based interface.
Approximately 100 workstations have access to the CAD's instant messaging feature. Last
year, the CAD processed approximately 150,000 calls for service. Key features include:
Dispatchers are able to individually set their screen layouts including filters for incident
and unit displays. These settings are saved by employee and by workstation (e.g. Empl
@ Consolel; Empl @ Console2; Emp2 @ Consolel, etc.).
Locations entered into CAD are verified automatically (i.e. without the need for any
dispatcher intervention) the vast majority of time. This includes locations entered via
the command line as well as from the mobile CAD client. This is facilitated in part by a
highly customized set of georules and mapping slip files.
19C -20 2.1
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Background and Vendor Response
• The CAD uses both points and ranges for verifying locations. Most specific addresses
are tied to points, down the level of specific apartments within an apartment complex.
• The CAD has a web -based interface for use throughout the Department. Through this
interface, users can: monitor unit and incident statuses; search CAD history; create
calls for service; and assign case numbers.
• The CAD has a highly customized command line that was written in -house by Boris
Duran (a former dispatcher who was promoted to managing the department's technical
environment).
• The CAD receives automatic vehicle location (AVL) data for units equipped with
mobile data computers (MDC's). The system includes other common features such as
silent dispatch; instant messaging; and automatic mapping of calls for service.
About AFR and RMS
Officers prepare their reports using templates and highly restrictive report writing software
(which is available anywhere within the SAPD network, including patrol units and
substations). The in -house developed report writing software (referred to as Incident
Reporting 2.0, or IR2) is interfaced with the Tiburon CAD to allow the creation of reports,
and import of select CAD data (persons, vehicles, dates, times, and locations). Once reports
have been written, they are printed and manually given to supervisors for review and
approval or rejection. Once approved, reports are sent to the records bureau where they are
photocopied and distributed to the appropriate parties.
The Department has a number of different solutions that are referred to as their Records
Management System (RMS). However, none are provided by commercial vendors, and
none are integrated with CAD, AFR, or JMS. The primary solution used for recordkeeping
is a Microsoft SQL database with a graphical user front -end. It is a standalone application
that requires manual entry of all data. Ultimately, records indexes (extracting case
numbers; report types; and author information) and scans all police reports, using
Laserfiche (which is also a standalone system).
Another RMS- related application is "Case Tracking ". Originally developed in Microsoft
Access, the application is now operated using Microsoft Access, with a Microsoft SQL
database. The application allows records technicians to index select data fields from police
reports, enabling basic searches.
19C -21 2 -2
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Background and Vendor Response
The department uses an in -house developed property and evidence application, which is
partially integrated with the report writing application (allowing for the creation of
evidence packages from within the report writing software). In addition to tracking
submitted articles, the application is also able to create and scan barcodes and labels.
About JMS
The Police Department facility includes a 512 bed jail (32 beds in a Transfer Hold area,
224 two -man cells, 32 one -man cells, and 2 dorms for an additional 32 beds). Currently,
the department uses a jail management system (JMS) provided by ATIMS which was
installed in 2012. The ATIMS solution was implemented under exigent circumstances
(following the insolvency of the former JMS provider), resulting in a five year commitment
to ATIMS. Therefore, the City could not replace ATIMS until, at the earliest, 2017.
The following sections provide the framework for vendors to supply information to the
Police Department regarding their company, proposed solution and pricing. Vendors are
required to respond to all questions in one of two ways:
(a) Provide information where requested directly in the spaces indicated; or
(b) Provide information requested in an attachment clearly indicating the page
number and item number to which responding
Adherence to the format of the RFP is required. Vendors who omit responses may
be deemed unresponsive and risk being eliminated.
19C -22 2 -3
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Background and Vendor Response
Vendor Services Overview
1. Company Name:
Local Address Serving
The Police Department:
Headquarters Address:
Representative(s) — Please highlight the authorized negotiator:
Name Title Telephone Email
a. Company Information
(1) How many years has the company actively
participated in police dispatch systems? years
(2) How many employees does the company have?
Nationwide: employees In local office: employees
(3) What was the prime vendor's annual gross revenue during the last
previous three fiscal years?
Fiscal Year 2004 2005 To Date
(4) Provide a copy of the company's financial statements
for the last two years. Y/N
(5) Provide Dun & Bradstreet number
19C -23 24
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Background and Vendor Response
2. Please fill in the appropriate company name in the column next to the product
or service to be provided by that vendor.
Provided By
(Vendor Name)
a. Prime contractor /project management services
b. CAD software
c. RMS software
d. AFR software
e. JMS software
f. Application software programs
g. Integration
h. Application software maintenance /support
i. Training (describe)
j. External system interfaces
h. Other (describe)
19C -24
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Santa Ana Police Department CAD RFP
Chapter 2: Vendor Response
Software
1. Does the system provide the ability to modify items, (e.g., fields, elements,
objects) visible to user based upon security?
Y/N
2. Does the system have user definable fields?
3. Does the system provide a mechanism for data entry validation?
Y/N
Y/N
4. Is the application configurable to enable users to create their own new fields
without vendor intervention?
Y/N
5. Does the system allow for display or removal of data fields without
customization?
ffink
6. Describe, in detail, how configuration and /or customization changes are affected
by subsequent releases.
Z In an attachment, provide a list of planned enhancements with associated target
release dates:
Attached? Y/N
8. In an attachment, provide a three year plan for product development.
Attached? Y/N
9. In an attachment, provide a complete list of all standard ad -hoc reports.
Attached? Y/N
10. In an attachment, describe how ad -hoc reports are user configurable.
Attached? Y/N
11. The City requires the Offeror to provide Entity Relationship Diagrams (ERDs),
data dictionaries, and other data documentation/schematics for the system.
Identify whether this information will be provided with the system and
summarize the contents that will be provided.
19C -28 2.9
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
Attached? Y/N
12. Describe how the proposed system is in compliance with current CJIS and
standard security practices, including a description of how the solution encrypts
data transmissions (particularly NCIC).
Attached? Y/N
13. The City prefers that the Offeror comply with the City's security procedures
when accessing the system, which include the use of individual user accounts
instead of generic role accounts, obtaining access authorization for each access
instance, using Virtual Private Networking (VPN) where applicable, and not
sharing passwords or other access information. Please explain how you plan on
supporting and maintaining the system while meeting these preferences?
Attached? Y/N
14. The City prefers that three system environments be established prior to cutover to
live production: testing, training, and production. The testing environment will be
used to test new versions, new data, and alternative configurations of the system
both during implementation (e.g., for Functional Acceptance Tests) and post
cutover to live operations. The system's training environment will also be used
both during implementation (e.g., to train system users) and post cutover to live
operations. The system's production environment must be fully tested and ready
prior to cutover to live operations of the system and will be used as the main
operational environment for the system. The three environments should be
independent of each other meaning that transactions occurring in one
environment will not impact or modify data contained in the other environments
nor impact their performance (i.e., system response times and system
availability). Please fully describe the equipment and software contained in each
environment, when each environment will be frilly operational, and how system
users and administrators will be able to access each of these environments.
Attached? Y/N
15. Please describe in detail the process of initially installing the system's client
applications on PC and mobile workstations, including all manually performed
procedures (i.e., staff having to install or configure system components manually
on each PC hosting the client applications.
Attached? Y/N
19C -29 2
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
16. Please identify the minimum and recommended MDC and PC workstation
configurations necessary to effectively host the clients of the system. Offerors
should note that the City will provide all required MDC -based and PC -based
workstations along with all other required end user devices (e.g., printers,
modems, docking stations, etc.).
Attached? Y/N
17. Offeror shall describe their standards, policies, and procedures for the following:
a. System software upgrades and updates
b. Change control
C. Configuration management
d. System testing and releasing of new system software versions and major
patches
Attached? Y/N
18. With the exception of end user workstations, MDC workstations, other mobile
devices, printers, and network/communication infrastructure, the City requires
that Offerors include in their response to this RFP a "turnkey" system server
configuration consisting of all computer equipment, interface equipment, server -
related communications equipment, server- related cabling, server - related
terminals, server - related workstations, server - related printers, files, operating
system software, application software, database management systems, databases,
etc., necessary to meet the functional and operational requirements of this RFP.
Please explain how the proposed system complies with the specified "turnkey"
requirements and identify any exceptions.
Attached? Y/N
19C -30 2.11
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
System Interfaces
I. Is there a seamless interface between the proposed CAD, RMS, AFR, and mobile
devices?
Y/N
2. Has the vendor previously interfaced with the California Law Enforcement
Telecommunications System (CLETS)?
Y/N
3. Has the vendor previously interfaced with the California Department of Justice
for submitting criminal statistics (UCR and/or NIBRS)? If so, confirm that the
vendor is certified by the State for such purposes.
Y/N
4. Do the applications employ the XML standard for external interfaces?
Y/N
5. Unless otherwise specified, the City will collaboratively develop a single data
exchange schema for each of the required data exchanges (interfaces). XML-
based, NIST, National Information Exchange Model (NIEM) conformant
exchanges are preferred. Although not all of the data elements agreed upon for a
specific data exchange (interface) will contain data in each exchange instance,
the City will strive, with the system Contractor's assistance, to maintain a set of
consistent and valid data exchanges across all of the system's interfaces. The
intent is to keep the interfaces and data exchanges as simple and as standardized
as possible. Please explain, in an attachment, how you will participate in this
process?
Attachment location
6. The City prefers that proposals conform to criminal justice standards including
but not limited to Department of Justice's (DOJ) National Information Exchange
Model (NIEM)l, Global Justice Reference Architecture (JRA)2, and standards
developed by the National Institute of Standards and Technology (NIST)3. In
particular, the JRA provides a framework for decision making about information
sharing solutions by defining highly adaptive justice system service oriented
architecture (SOA). Please describe, in an attachment, how the proposed system
will conform to these standards?
Attachment location
7. The City will be responsible for providing adequate network connectivity
between the system and the external systems and databases interfaced to the
system as described herein. Please identify in your response to this requirement,
the bandwidth requirements between the system and externally interfaced
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19C -31 2.72
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
systems and databases necessary to effectively accomplish the interfaces. Where
the network requirements for a specific interface differ from the requirements
identified in the response to this Paragraph, the specific network requirements for
the interface should be described in the response /explanation for that interface?
Attachment location
8. The City prefers a system that performs any required data formatting and
transformation for exchanging information (e.g., discrete data, data streams, files,
images, etc.) between system databases and external systems and databases.
Please describe how the proposed system will provide this functionality?
Attachment location
9. The City desires a system that is able to notify users if access to an interface or
interface network is unavailable. Please confirm that your solution provides such
functionality?
Y/N
10. Please fill in the requested information in the columns next to the interfaces that
Offeror has successfully implemented between the proposed system and the
listed system:
19C -32 2 -13
Vendor(s)
Client Site(s)
Client
Contact
(1) ATIMS JMS
(2) CLETS
(3) AFIS
(4) Coplink
(5) GIS
(6) CopLogic
19C -32 2 -13
Licensing
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
The City strongly prefers a site license. Confirm that your company offers site
licensing? If so, please provide details below. If not, use the space below to
describe your company's approach toward licensing (recognizing that failure to
offer site licensing will severely limit the likelihood of the proposal being
deemed acceptable).
19C -33
Y/N
2 -14
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
Computer Hardware
Although a complete "turnkey" system server configuration is required, the City retains the
right (i.e., option) to purchase any of the equipment, operating system software, databases,
and third party software included in the Offeror's response to this RFP directly from City
sources. Should the City exercise its option to purchase any of the equipment, operating
system software, databases, and third party software included in the Offeror's response, it
will purchase only equipment and software meeting the Offeror's specifications. Please
identify and describe any impacts in terms of support or costs stemming from the City
exercising this option.
Attached? Y/N
1. Server Equipment Requirements
Please provide the minimum required hardware configurations for each system
component that will function as a server (e.g., application server, database server,
file /print server, message switch).
a. System Information
(1) Vendor
(2) Model
b. CPU
(1) Type (Current/Projected)
(2) Speed (Current /Projected)
c. # CPU's
(1) Minimum Required (Current/Projected)
(2) Recommended (Current/Projected)
d. Memory
(1) Minimum Required (Current/Projected)
(2) Recommended (Current /Projected)
e. Disk space capacity4
(1) Minimum Required (Current /Projected)
(2) Recommended (Current/Projected)
f. Disk Array Configuration Proposed? Y/N
(1) RAID Level(s) supported
Retaining at least 36 months of detailed incident data for CAD servers.
19C -34 2.15
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
(2) Hot - swappable drives /components included Y/N
(3) Automatic, on -line data recovery supported Y/N
g. Number of users supported
h. Number of transactions supported per second
i. Indicate any additional servers in the same product line that represent fully
software compatible systems for future growth and capacity.
2. User Workstation Requirements — CAD Workstations
Please provide both the minimum required and recommended configurations for
user workstations that will allow for proper performance of all proposed
application functionality.
a. CPU Type /Speed
(1) Minimum required
(2) Recommended
b. Memory
(1) Minimum required
(2) Recommended
c. Disk Space
(1) Minimum required
(2) Recommended
d. Display resolution(s)
(1) MinimLun required
(2) Recommended
(3) Supported
e. Other hardware
(1) Required
(2) Recommended
f Operating System(s)
(1) Recommended
(2) Supported
g. Additional applications /software
19C -35
2 -16
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
(1) Required
(2) Recommended
3. User Workstation Requirements — Desktops and Laptops /Mobile Devices
Please provide both the minimum required and recommended configurations for
laptops and /or mobile devices that will allow for proper performance of all
proposed application functionality.
a. CPU Type /Speed
(1) Minimum required
(2) Recommended
b. Memory
(1) Minimum required
(2) Recommended
c. Disk Space
(1) Minimum required
(2) Recommended
d. Display resolution(s)
(1) Minimum required
(2) Recommended
(3) Supported
e. Support for touch screens
(1) Minimum required
(2) Recommended
(3) Supported
f. Other hardware
(1) Required
(2) Recommended
g. Operating System(s)
(1) Recommended
(2) Supported
h. Additional applications /software
(1) Required
19C -36 2.17
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
(2) Recommended
Implementation
1. Methodology
a. Attach an implementation plan and schedule for a project of similar size and
complexity that your company has completed with your offering response.
b. Attach a Microsoft Project workplan to the offering that includes the
following:
• Specific milestones and deliverables
• Estimated milestone completion dates
• System design and implementation plan
• Software integration and installation plan
• Detailed test plan
• Detailed training plan
• Follow up and evaluation plan
c. What software modules are typically grouped and installed together?
d. What amount of elapsed time in months is typically required to implement a
project of this size and complexity?
2. Installation
a. Describe the software installation services included in this offering.
b. Describe all customer installation responsibilities.
19C -37 2 -1$
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
c. Is software installation performed at the client site or
at the vendor's offices? Y/N
d. If software installation is performed at the client's site, is vendor staff on-
site to perform the installation, or is it accomplished remotely?
e. Define the required Police Department staff and related training during
implementation, testing and recurring support of the proposed solution:
f Upon completion of the system design, development, integration and
installation, and prior to the start of the functional systems test, the Police
Department requires that vendors conduct unit tests of all software to
demonstrate to the Police Department Project Manager or designee
satisfaction that the system and its components meet all required
functionality and adhere to the specifications and procedures incorporated in
the RFP and that the system operates as defined by the RFP. Describe any
objections:
3. Certification, System and Acceptance Testing
a. The selected vendor is expected to jointly develop mutually agreeable
system certification, acceptance and testing procedures. Please describe your
approach to such procedures.
4. Implementation Team Resources
a. Describe how you propose to supplement the Police Department's project
team. Describe the project organization for implementation, including:
• Project organization chart clearly illustrating lines of authority
• Number of resources, the role of each individual, and expected duration
and cost of service for each individual
• Identification of the (Prime) Vendor project manager responsible for
day -to -day operations for the project and on -site activities
■ Identification of the technical lead for the project, who will play the
primary hands -on leadership role in all technical aspects of the project
Include a resume for each member of the proposed implementation team.
19C -38 2.18
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
Training
Training shall be a combination of direct and "Train the Trainer" method and shall be
provided to Police Department personnel who shall be responsible for ongoing training
of all Police Department end users. In addition, supervisory levels will receive training
tailored to their purposes, as will the systems staff responsible for administering and
maintaining the system. Vendors may propose an alternate training configuration or
approach, so long as the training goals are achieved.
1. In summary, describe the training courses, type (e.g., lead instructor, interactive
CD), and associated hours which are included with the proposed system?
2. How many hours and /or days of training are typically required for a comparable
sized customer?
3. Please list the number of training hours required to reach functional competency
for each of the following roles.
Police Officer
Dispatcher
Records Clerk
Detective
Jailer
Manager
System Administrator
1. Can training be scheduled to accommodate multiple shifts and alternative
working hours?
Y/N
a. Is there an additional cost associated with this training approach?
Y/N
19C -39 2.20
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
4. Indicate the hardware and software training included in this offering. All training
costs should be identified in the Pricing Fonns section.
Recommended number of:
Hours
Course Description Persons On -Site Off -Site
System Administrator Hardware
operations and System
Management:
System Administrator System
Software and Utilities:
Direct Training to Dispatchers:
Help Desk Training:
Train - the - Trainer Training
(acceptable for RMS, AFR, and
JMS):
19C -40 2 -21
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
Recommended number of:
Hours
Course Description Persons On -Site Off -Site
Other:
Total
a. All data (i.e., incident codes, geo- codes) used in the training examples
shall be the actual system and data developed for the Police Department
by the vendor. Please note any objections:
5. Training manuals must include the following:
a. Instructor Manual(s) Y/N
b. Student Training Manual(s) Y/N
c. All manuals in MS Word format Y/N
d. All manuals in other media format (PDF) Y/N
e. Master videos or DVDs of recorded training Y/N
19C -41 2.22
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
Documentation
1. Is the Information Model (e.g., data dictionaries and schema
information) provided to clients for all databases? Y/N
If yes, describe how and in what form the Information Model is made available
to users. That is, is it on CD, the web, hardeopy, etc?
Z Ability to maintain on -line user - defined documentation and
procedures:
a. Provide spell /grammar check capability Y/N
b. Searchable by key words Y/N
c. Download information from existing text files Y/N
d. Glossary of terms Y/N
e. Standard operating procedures Y/N
f. Policies Y/N
g. Statutes and codes Y/N
3. Ability to track User name and revision dates when on -line Y/N
user documentation is revised/changed
4. A full set of user documentation should be available detailing
the functionality of each application. User documentation
should be in narrative form and should be understandable to
non - technical users. Also, an on -line version of this
documentation is desired to allow key word searching to
facilitate location of the needed text.
a. On -line context - sensitive help functions Y/N
b. On -line user - friendly tutorial Y/N
C. Site - specific on -line documentation and user guide Y/N
d. Keyboard templates Y/N
e. Field level help YIN
f. Flyover messages Y/N
19C -42 2.23
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
5. A full set of technical documentation describing systems
design, operations, troubleshooting, and performance tuning
should be made available to the systems administrator.
a. Dispatcher's Guide Y/N
b. System Manager's Guide Y/N
C. Other (please describe)
6. The Police Department will require the selected vendor to
place all source code in a third party escrow account. The
account most include all historic and current software
releases, documentation for the duration of the Police
Department's ownership of the vendor supplied products and
the Department must reserve umnitigated access to the source
code for Department -only usage.
Vendor agreement: Y/N
19C -43 2.24
SAPD Integrated Law Enforcement Solution RFP
Ghapter 2: Vendor Response
Warranty, Support and Maintenance
Complete the warranty and maintenance matrix below based on your proposed
approach. Complete one matrix per vendor offering warranty /maintenance services.
What are the hours of maintenance coverage (after the warranty
expires)?
Warranty /Maintenance Services:
• Telephone Support l(Y/N)9
• Toll Free "800" number (Y/N)?
• Remote dial up software diagnostics (Y/N)?
• Automatic monitoring of system (Y/N) ?''
• Updates, enhancements and bug fixes included (Y/N)?
• How often are enhancements provided ?'
• User group membership (Y/N)?
• - Newsletter (Y/N)?
Service /Support Response Time (hours):
• - Via telephone /modem
- Average?
- Guaranteed?
• `' On -site
Average?
Guaranteed?
On -Call "After Hours" Services (e.g., M -F 1800 - 0700):
• Hourly rate for service personnel?
• Minimum hours charged?
How many years will you guarantee support of the proposed
software?
19C -44 2 -25
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
1. Please answer the following regarding the preceding matrix:
List any exceptions or limitations to your proposed warranty /maintenance services
for the software as indicated within the matrix.
2. System Maintenance and Operation
a. What are the Police Department's obligations following a new
release /major redesign of an application?
b. The Police Department requires that backup and archiving must not require
system interruption. Confirm that your solution meets this requirement.
Y/N
C. Define a plan for daily, weekly, monthly backup and archiving:
d. Does the vendor mandate the installation of new releases? Y/N
(1) How soon? Months
(2) Is there an additional charge for the new release? Y/N
(3) Is conversion assistance provided, if necessary? Y/N
(4) Is new documentation supplied? Y/N
(5) Is additional training provided? Y/N
(6) Is maintenance continued for the old release? Y/N
(7) If yes, for how long? Months
e. Describe your policy and timing for dropping support of client operating
system(s), server operating system(s) and database versions.
f. List contact names, phone numbers and addresses for user groups that
focus on elements of the proposed solution set.
19C -45 2.26
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
g. Describe problem management and escalation procedures.
h. Does the system provide knowledge base keyword search capability to
facilitate a search of the knowledge base to facilitate problem resolution?
Y/N
Describe the support knowledge base format (e.g., web site, distributed
media).
3. Post Implementation Support
Support after the new software is introduced is as important to the Police
Department as implementation assistance. Please describe post - implementation
system support, including the following:
a. Transition from implementation team to another party (if appropriate)?
Months
b. Describe all parties with which the Police Department would be working.
c. Response procedures for priority vs. non - priority calls
d. Hours of service:
e. Remote site support:
19C -46 2 -27
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
f The Police Department anticipates a comprehensive support agreement to be
forged with the finalist vendor. Please identify your proposed recurring
support plans, with associated pricing:
g. In an attachment, please include copies of your standard maintenance
agreement(s) with option plans shown. Location of attachment:
h. Describe how switching between versions and portions of software, will be
handled:
i. Describe the procedures for trouble notification:
19C -47 2 -28
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
j. Describe the procedures for customer initiated trouble reporting, status
tracking and correction:
k. Describe the procedures for using the 24 -hour hot line service:
1. Describe any software or hardware used to assist in technical
troubleshooting (indicate any costs in the Pricing Forms):
19C -48 2.29
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
Pricing Forms
This section requires a detailed price breakdown for the proposed systems. Vendors
should provide all prices as firm fixed amounts, except where requested on a different
basis.
All prices must be detailed. No additional charges (e.g., for sales tax, transportation,
container packing, installation, training, out -of- pocket expenses) will be allowed unless
so specified.
Vendors must complete all applicable price pages in this section or risk disqualification.
Total Solution Cost Summaries
2, Computer Hardware
3. Computer System Software
4. Application Software (Base Software and Options)
5. Other Implementation Costs
Additional Recommended Software /Services
19C -49 23®
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
I. Total Solution Cost Summaries
Provide a summary of costs associated with the proposed system. Any entries in this
table should agree with the corresponding detail pages.
One -Time Costs
Description
One -Time Price
Applicable
Tax (8.00%)
Total Price
Computer Hardware
Computer System Software
Application Software
Other Implementation Costs
Additional Recommended
Software /Services
TOTAL PRICE
Recurring Costs
Description
Recurring Price
Applicable
Tax (8.00 %)
Total Price
Computer Hardware
Computer System Software
Maintenance
Application Software Maintenance
Recurring Costs on Additional
Recommended Software /Services
TOTAL PRICE
19C -50
$
2 -31
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
2. Computer Hardware
List all of the hardware required. The TOTAL PRICE entries in this table should agree
with the Computer Hardware Total Price in the Total Solution Cost Summaries tables.
Annual
Applicable Maintenance
Description Qty Price Tax (8.00 %) Total Price Expense
TOTAL PRICE $
19C -51 2.32
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
3. Computer System Software
List all of the system software required. The TOTAL PRICE entries in this table
should agree with the Computer System Software Total Price in the Total Solution Cost
Summaries tables.
Applicable Annual
Tax Maintenance
Description Version# Qty Price (8.00 %) Total Price Expense
TOTAL PRICE $ $
5 Any system utilities other than the operating system or database.
19C -52 2 -33
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
3. Application Software (Base Software and Options)
List all the application software required. Also, indicate which modules are optional.
The TOTAL PRICE entries in this table should agree with the Application Software
Total Price in Total Solution Cost Summaries tables.
Applicable Annual
Tax Maintenance
Description Version# Qty Price (8.00 %) Total Price Expense
TOTAL PRICE $
19C -53 2.34
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
4. Other Implementation Costs
List all other costs associated with the system implementation. Prices not identified
will not be accepted in a final contract. The TOTAL PRICE in this table should agree
with the Other Implementation Costs Total Price in the One -time Costs table.
Description
Price
Applicable Tax
(5.00 %0)
Total Price
Software
Modification/Customization
Installation
Systems Integration
Project Management
User Training
Technical Training
Documentation
Data Conversion
Out -of- Pocket- Expenses
Photo - Related Hardware
Other
TOTAL PRICE
19C -54 2.35
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
5. Additional Recommended Software /Services
Provide information and pricing estimates for any additional optional software and
services that vendor suggests the Police Department might consider as part of this
procurement. The TOTAL PRICE entries in this table should agree with the
Additional Recommended Software /Services Total Price in the Total Solution Cost
Summaries tables.
Description
Price
Applicable Tax
(8.00 %)
Total Price
Annual
Maintenance
Expense
(if any)
TOTAL PRICE $ $ $ $
a. Assumptions used to determine estimated optional prices are provided in an
attachment?
Y/N
For any item or service not specified in this solicitation, what are your hourly
rates?
Training
Programming
Design
Conversion
Installation
Other
19C -55 2.36
SAPD Integrated Law Enforcement Solution RFP
Chapter 2: Vendor Response
Exceptions to Terms and Conditions
Please describe in detail any exceptions to RFP terms and conditions.
19C -56 2 -37
Chapter 3
Functional Response
19C -57
SAPD Integrated Law Enforcement Solution RFP
Chapter 3: Functional Response
Chapter
Functional Specifications
The City requires vendors to respond to the functional specifications in electronic form,
using the Microsoft Excel workbook, below.
ti
Functional
Specifications
Instructions
For each requirement, select a response from the "Vendor Response" column to
inform SAPD the degree to which your company will fulfill the requirement. The
following defines what each of the five response codes represent in both definition
as well as point value:
Vendor
Response
Codes
Definition
RFP Point Value
A
Existing: The requirement will be met by proposed
5
existing software that is installed and operational at
other sites. An "A" response to any requirement
signifies that the proposed system meets the
requirement in a seamless manner. Indirect or
implied solutions will not be coded "A ", nor will
functionality that is a configuration option for the
client.
B
Configuration: Requirement will be met by
4
configuring existing software. All configuration
work specified under this response code must be
fulfilled entirely by the vendor.
19C -58 3.1
SAPD Integrated Law Enforcement Solution RFP
Chapter 3: Functional Response
C
Future Version: Requirement will be met by
3
C
software that is currently under development or in
4
Beta test. Vendors must agree to have the
developmental functionality in productive use in
another client site for at least six (6) months prior
to installing the product in the SAPD environment.
I
All requirements marked by this code must be
2
provided to SAPD no later than the beginning of
the Functional Test period for the product.
D
Third Party: Requirement will be met by the use
2
of proposed software tools, such as a report writer,
R
query language or spreadsheet.
1
E
Customization: Requirement will be met by major
1
modifications to existing software or by new
custom software programming.
F
Not Available: Requirement cannot, and will not,
0
be provided.
Rank
SAPD Prioritization of Requirements Legend
Weight of
Importance
C
Critical (Designated by the red box, with the letter
4
'C' next to the requirement): This requirement is
critical to the Department, and the vendor's
response to this requirement will be multiplied by a
factor of four (4).
I
Important (Designated by the orange box, with
2
the letter T next to the requirement): This
requirement is important to the Department, and
the vendor's response to this requirement will be
multiplied by a factor of two (2).
R
Routine (Designated by the yellow box, with the
1
letter 'R' next to the requirement): This requirement
is considered to be a routine requirement to the
Department, and the vendor's response to this
requirement will be multiplied by a factor of one
M.
19C -59 3 -2
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19C -154
EXHIBIT A
CERTIFICATION OF NONDISCRIMINATION BY CONTRACTORS
As suppliers of goods or services to the City Of Santa -Ana, the Firm listed below certifies that it does not
discriminate in its employment with regard to race, color, religion, sex or national origin; that it is in
compliance with all federal, state and local directives and executive orders regarding
nondiscrimination in employment; and that it agrees to demonstrate positively and aggressively the
principle of equal opportunity in employment.
WE AGREE SPECIFICALLY:
1. To take affirmative steps to hire minority employees within the company.
2. To establish or observe employment policies which affirmatively promote
opportunities for minority persons at all job levels.
3. To communicate this policy to all persons concerned, including all company
employees, outside recruiting services, especially those servicing minority
communities, and to the minority communities at large.
FIRM
TITLE OF PERSON SIGNING
SIGNATURE DATE
Please include any additional information available regarding equal opportunity employment
programs now in effect within your company.
19C-1 55 EXHIBITS PAGE
SAPD Integrated Law Enforcement Solution RFP
RFP Exhibits
EXHIBIT B
ADDITIONAL INSURED ENDORSEMENT
FOR COMMERCIAL GENERAL LIABILITY POLICY
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of
Policy # relating to the following:
1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California
92701; its officers, employees, agents, volunteers and representatives are named as additional
insureds ( "additional insureds ") with regard to liability and defense of suits arising from the
operations and uses performed by or on behalf of the named insured.
2. With respect to claims arising out of the operations and uses performed by
or on behalf of the named insured, such insurance as is afforded by this policy is primary and is
not additional to or contributing with any other insurance carried by or for the benefit of
additional insureds.
3. This insurance applies separately to each insured against whom claim is
made or suit is brought except with respect to the company's limits of liability. The inclusion of
any person or organization as an insured shall not affect any right which such person or
organization would have as a claimant if not so included.
4. With respect to the additional insureds, this insurance shall not be
cancelled, or materially reduced in coverage or limits except after thirty (3 0) days written notice
has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701.
(Completion of the following, including countersignature, is required to make this endorsement
effective.)
Effective
Policy #
Issued to
Named Insured
this endorsement form as a part of
COUNTERSIGNED BY
Authorized Representative
19C-1 56 EXHIBITS PAGE 2
SAPD Integrated Law Enforcement Solution RFP
RFP Exhibits
EXHIBIT
U.S. DEPARTMENT OF JUSTICE
y OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
Lois
Applicants sboulf refer to the regulations cited below to determine the certification to which they are required to
attest. Applicants should also review the instructions for certification Included in the regulations before completing this
form. Signature of this for provides for compliance with certification requirements under 28 CFR Part 69, "New
Restrictions on Lobbying" and 28 CFR Part 67, "Government -wide Debarment and Suspension (Nonpro- comment) and
Governmanl -wide Regmu ornents for Drug-Free Workplace (Giants),* The certifications shall be treated as a material
representation of fact upon which reliance will be placed when the Department of Justice determines to award the
covered transaction, grant, or cooperative agreement.
IIES.7 3fd'I@re
As earned by Section 1352, Lille 31 of the U.S. Coda, and
implemented at 20 CFR pert 69, for persons entering Into a
grant or cooperative agreaniont over $100,000. as pairnad at
28 CFR Part 69, the applicant certifies that
(a) No Federal appropriated more have race paid or will be
field. by or on behalf of file undersigned, to any person for In-
femesing or atten plat, to Influence an offiroa or employee of any
agency, a Member of Congress, on officer or employee of
Congress, or an employee of a Member of Congress In con -
nectlon with the making of any Federal grant, the entering into
of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal grant or
cooperative agreement:
(b) If any funds other [Iran Federal appropriarad tunes have
been paid or will be paid to any person for ingusnaing or aP
tempting to Influence an officer or employee of any agency, a
Member of Congress. an in icer or employee of Congress, or
on employee of a Member of Congress in connection with this
Federal grant or cooperative agroemont the undersigned shall
complete and submit Standard Form ILL. 'Disclosure of
Lobbying ActNiflesP In accordance with Its Instructions;
(c)1'he wtderelgned @fail require that the language of this car -
priention be Included in the award documents for all subawarda
at an tiers (including subgrants, contracts under grants and
cooperative agreements, and subconlracls) and that all %do-
aspienia shall coldly and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549, Debarment and
Suapenaiaa, and implomented at 26 CFR Part 67, for prostac-
tive participants in primary covered transaction., as defend ai
28 CFR Part 67, Section 61
A. The applicant certifies that It and its minepale
(a) Are not presently debarred, suspended, proposed tar debar
irent, declared ineligible, sentenced to a denial of Federal
benefits by a State or Federal court, or voluntarily excluded
from covered trammel". by any Federal department
or agency;
fb) Have not within a three -year period preceding thia a
civil paira-
tion been convicted of or had a vil judgment rendered against
then) for cealrmoslon of fraud or a criminal offense In connec-
tion with obtaining, attempting to obtain, or performing a
public (Federal, State, or local) transaction or contract under a
public transaction; violation at Federal ar Slate antitrust statutes
or commission of embezzlement, theft, forgery,
bribery, faleifioetwe or dust ruoften of records, making false
statements, or receiving stolen property;
(c) Are not presently Indicted for or otherwme criminally of
civilly charged by a governmental entity (Federal. Slate, or
local) with commission of any of the offenses enumerated In
paragraph (t)(b) of this certification; and
(d) Have not within a three-year period preceding this appliaa-
han had one or more public Irammidlons (Fedami, State, or
local) terminated for cause or dafauitl and
B. Where Ilia applicant Is unable it) certify to any of the
statements In this certification, he or she had attach an
explanation to this application.
3. DRUG -FREE WORKPLACE
(GRANTEES OTHERTHAN INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and
Implemented at 28 CFR Part 67. Subpart F, for grantees, as
defined at 28 CFn Part 57 Sections 67.615 and 67.626 -
A. The applicant candies that it will or will continue to provide
a drug free workplace by
(a) Publishing a statement notifying employees that the
unlawful manuf acture, distribution, dispensing, possession, or
use of a cantroied coherence is prohibited In the grantees
workplace and spectying the fictions that will be taken against
employees far violation of such prohibition;
(b) Establishing an ongoing drug -Gee awareness program to
inform employees about-- -
(1) The dangers of drug abuse In the workplace:
(2) The grantee's policy of murruceing a drug -free workplace;
(3) Any available drug counseling, rehabilitation, and employee
assistance programs; and
(4) The peneltlos that may be imposed upon employees for
drug abuse violations occurring in the workplace;
hd Making it a requirement that each employee to be engaged
in the perlormancs of the grant be given a copy of the steta-
myth required by Paragraph (a);
(if) Notftying the employee in the statement required by paia-
graph (a) that as a condition of employment antler tiro grant,
the employee win-
19C-1 57 EXHIBITS PAGE 3
(1) Abide by the terms of the statement; and
(2) Notify the employer In writing of his or her conviction for a
violation of a criminal drug statute occurring in the workplace
no later than five calendar days after such conviction;
(e) Nniifying the agency, in writing, within 16 calendar days
after receiving notice under subparagraph (d)(2) from an
employee er nth prood, mcaiving dollar noun. of such comic -fan.
Employers of convicted employees must provide notice, including
position title, to: Department Of Justice, Oflics of
Justico Pmgrams, ATTN: Control Desk, 6,13 Indiana Avenue,
N.W., Worthington, D.C. 20531. Notice shall Include the loan -
tifemAc n number(.) of each affected grant;
If) Taking one of the following actions. within 30 eafendar
day. of rsneivbtg notice under subparagraph (d)(2), with
respect to any employee who is so ronva ed-
(1) Taking appropriate personnel action against auah an
enslaved, up to and including tcrmi arum, consistent with the
requirements of the Robabilimarm Act Of 1973, as amended; or
(2) P.quiring.uch employoe to participate satisfactorily in a
drug abuse aacistaned or mbahllitafion program appmend far
such purposes by a Federal, State, or Ideal tough. 1. incurred.
melt, or other appropriate agency;
(g) Making a good truth effort to continue ht maintain a drug
free workplace through Implementation .l paragraphs (e), (b),
(r), (d). 10). and (t).
S.Tho grantee may insert In the space pevil i d below the
stta(e) for the performance of work done In connection with
the specific y.at'
Piece of Performance (Street declared, cry, county, state, sip
code)
SAPD Integrated Law Enforcement Solution RFP
RFP Exhibits
Check ❑ 11 there are workplaces on file that are not indeatified
hare.
Section 67.030 of the regulations provides that a gramee that
m
is a State may elect to make one certification is each Federal
fiscal year. A copy of which should be Included with each ap-
plication for Department of Justico funding. States and State
ege bilge may elect to use OJP Form 406117.
Chock O if the State has olerlad to complete ON Form
4061P.
0RUG-FREE WOH KPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by me Drug -Rem Workplace Act of 1909, and
Implemented at 23 CFR Part 67, Subpart R tar grantees, Oa
do6ned at 20 CFR Part 67; Sections 6].615 and 67.620 -
A. As a condition of the grant, I noddy that I will not engage
In the nniawlbi manufaolcm, dlainbutlon, deposited, poses-
start. a, ar use of a c artrolletl s i a mm. in conducting any
activity with the grant; and
S. If convicted of a criminal drug cannro resulting from a
violation occurring during the conduct of any grunt activity, I
will report ilia conviction, In writing, within 10.$ends, days
Of the conviction, to: Department of dostica, Office of Jostfre
Programs, ATl'N', Central East, 633 Indian. Avenue, N.W.
Washington, D.C. 20531.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above cartlficallara
I. GmNee Name and Address:
2. Application Number and /or Protect Name 3. Grants. IRSIVeame, Number
4. Typed Name and Title of Authorizad Rapresenedive
5. Signature
19C -158
S. Dare
EXHIBITS PAGE 4