Request for Proposal_Public Safety SoftwareMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Public Safety Software RFP
DATE: July 22, 2011
Dubuque
All- AinericaCity
111'
2007
Since 2001 the Dubuque County Sheriff's Office, Dubuque Police Department and 911
Emergency Communications Center have utilized Emergitech public safety software.
This software is used in Computer Aided Dispatch (CAD) and other dispatch needs,
joint City /County central records, and a variety of related components within emergency
services. Over the years it has been determined that the software has proven
inadequate and there has not been growth and expansion in the software to meet our
ever growing needs. Based on the experience with Emergitech, it was determined that
a new software provider be explored.
Chief of Police Mark Dalsing recommends City Council approval of the release of a
Request for Proposal for public safety software for Dubuque County and City of
Dubuque emergency operations.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Mark M. Dalsing, Chief of Police
THE CITY OF
DUB E MEMORANDUM
Masterpiece on the Mississippi
July 22, 2011
TO: Michael C. Van Milligen
City Manager
FR: Mark M. Dalsin ,)
Chief of Police //
RE: Public Safety Software RFP
INTRODUCTION
This memorandum will detail a proposed timeline for the release of a Request for
Proposal (RFP) for public safety software for Dubuque County and City of Dubuque
emergency operations.
BACKGROUND
Since 2001 the Dubuque County Sheriffs Office, Dubuque Police Department and 911
Emergency Communications Center have utilized Emergitech public safety software.
This software is used in Computer Aided Dispatch (CAD) and other dispatch needs,
joint City /County central records, and a variety of related components within emergency
services. Over the years it has been determined that the software has proven
inadequate and there has not been growth and expansion in the software to meet our
ever growing needs. Based on the experience with Emergitech, it was determined that a
new software provider be explored.
Dubuque County and the City of Dubuque agreed to partner on a replacement for
Emergitech. After reviewing vendor responses to a Request for Information in 2009, it
was estimated that this project would cost approximately $ 1,309,714. It was decided
the Dubuque County share would be $500,000 and the City of Dubuque would provide
the remaining $809,714 in shared expenses between the Dubuque Police Department,
Dubuque Fire Department and 911 Emergency Communications Center, with the
Dubuque Police Department being the fiscal agent. The City's share of the funding was
to be spread out over three fiscal years as follows: FY2012- $100,000, FY2013-
$454,857, and FY2014 254,857.
All of the affected agencies have worked with Information Services to prepare a
Request for Proposal (RFP) for the project. The RFP has been completed and is
provided in digital form with this memo. Based on internal conversations the following
timeline has been developed for release of the RFP and the awarding of the contract.
1
Event
Release RFP
Date
Aug 16, 2011
Pre- Proposal Conference Questions Due
Aug 22, 2011
Pre - Proposal Conference
Aug 25, 2011
Deadline for Questions or Requests for
Clarifications
Sept 1, 2011
Last Date for Addendums to be Issued
Sept 8, 2011
Proposal Responses Due
Sept 22, 2011
Software Demos
Oct 11 -13, 2011
Vendor Selected Date
Nov 30, 2011
Contract Award Date
Dec 31, 2011
The Proposal Review Committee will evaluate the received proposals. By Administrative
Policy, I am a member of the committee and the chairperson. Other members of the
Proposal Review Committee include the following:
• Finance — Ken Tekippe (or designee)
• Information Services — Chris Kohlman, Stacey Moore
• Dubuque Fire Department — Dan Brown
• 911 Communications — Mark Murphy
• Dubuque Police Department — Terry Tobin, Scott Crabill
• Dubuque County Sheriffs Office — Don Vrotsos, Greg Egan, Steve Hahlen
CONCLUSION & RECOMMENDATION
Based on the ongoing review and scope of the project, I am recommending that the
proposed schedule be approved and the City begin the Request for Proposal process
for identification of prospective software. Vendor selection and contract award will be
addressed in future memorandums.
ACTION REQUESTED
City Manager review and approval
2
THE CITY OF
Masterpiece an the Mississippi
hu DUBUQUE
comartcAIMIS
Dubuque Law Enforcement Center
770 Iowa Street
Dubuque, Iowa 52001
REQUEST FOR PROPOSAL
Public Safety Communications Systems, Law Enforcement and Fire
Records Management, Mobile and Field Reporting, and Jail
Management Systems
Aug 16, 2011
The purpose this document is to set scope, requirements and expectations of potential
system providers and to outline key evaluation criteria. This is a formal requirements
document for public issue and vendor response to aid the evaluation team in identifying
vendors that the team will request to move forward to the vendor on -site demonstration.
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TABLE OF CONTENTS
SECTION 1 EXECUTIVE SUMMARY 5
1.1 Overview 5
1.2 Key Definitions 5
1.3 RFP Coordinator /Communications /Inquiries 7
SECTION 2 PROPOSAL SUBMISSION INSTRUCTIONS 8
2.1 Proposal Response Format 8
2.2 Preliminary Schedule 8
2.3 Proposal Due -Date and Location 8
2.4 Required Number of Proposals 9
2.5 Project Website 9
2.6 Pre - Proposal Conference 9
2.7 Questions and Clarifications Regarding the RFP 10
2.8 Proposal Submission 11
SECTION 3 TERMS AND CONDITIONS 13
3.1 No Obligation to Proceed 13
3.2 Withdrawal or Modification of Proposal 13
3.3 Proposal Validity Period 13
3.4 Proposal Verification 13
3.5 Rejection and Waiver 13
3.6 Proposal Costs 13
3.7 Purchase Orders 14
3.8 Taxes 14
3.9 Subcontractors 14
3.10 Use of Name 14
3.11 Requirement to Meet All Proposal Provisions 14
3.12 Proposal to Become Part of Contract 14
3.13 RFP Not Contractual 15
3.14 Contract Negotiation 15
3.15 Modifications to Scope of Work 15
3.16 Evaluation of Offers 15
3.17 Award of Contract 15
3.18 Public Records 16
3.19 Non - Collusion Affidavit 16
3.20 Insurance Requirements 17
3.21 Compliance with Laws and Regulations 17
3.22 Ownership of Documents 17
3.23 Indemnification 17
3.24 Current Manufacture 17
3.25 Purchase Alternatives 17
3.26 Site License Option 18
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3.27 Current Version 18
3.28 Prior Use 18
SECTION 4 BACKGROUND INFORMATION 19
4.1 Agency Sizes 19
4.2 Current Environment Overview 19
4.3 DLEC 20
4.4 Dubuque County 20
4.5 Dubuque 21
4.6 GIS 22
SECTION 5 SCOPE OF SERVICES 23
5.1 Project Overview 23
5.2 Software Systems 23
5.3 Interfaces 24
5.4 Hardware and System Software 26
5.5 Implementation and Support 28
5.6 Site Preparation 28
5.7 Project Management 28
5.8 Documentation 29
5.9 Testing 29
5.10 Warranty 30
5.11 Support and Maintenance 30
5.12 Post - Implementation Support 30
5.13 Account Manager 30
5.14 Training 31
SECTION 6 PROPOSAL EVALUATION 32
6.1 Evaluation Procedures 32
6.2 Scoring and Evaluation Factors 32
6.3 Presentations, Committee Interviews and /or Additional Information Reviews 32
6.4 Final Selection 33
6.5 Contract Award and Execution 33
SECTION 7 PROPOSAL RESPONSE FORMAT 34
7.1 Proposal Format 34
7.2 Proposal Section 2: Proposer General Information 35
7.3 Proposal Section 4: Proposer References 36
7.4 Proposal Section 5: Hardware 36
7.5 Proposal Section 6: System Software 39
7.6 Proposal Section 7: Application Software 40
7.7 Proposal Section 8: System Testing and Acceptance 46
7.8 Proposal Section 9: Implementation and Project Management 47
7.9 Proposal Section 10: Documentation 49
7.10 Proposal Section 11: Training 49
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7.11 Proposal Section 12: Warranty and Maintenance 50
7.12 Cost Proposal 52
APPENDICES
APPENDIX A:
APPENDIX B:
APPENDIX C:
APPENDIX D:
APPENDIX E:
APPENDIX F:
APPENDIX G:
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Contract
Non - Collusion Affidavit
Insurance Requirements
Functional Requirements
Acceptance Test Requirements
System Performance Requirements
Proposal Response Forms
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Section 1 Executive Summary
1.1 Overview
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Dubuque Law Enforcement Center (DLEC) is soliciting proposals for the design,
implementation, and support of a Public Safety Computer Aided Dispatch (CAD)
System for Law, Fire and EMS as well as a Law Enforcement and Fire Records
Management (RMS), Jail Management (JMS) and Automated Field Reporting (AFR)
System. DLEC's vision for the CAD, RMS, JMS and AFR is a fully integrated system
from a single vendor that includes specified interfaces and meets DLEC's functionality
requirements.
Throughout this document, the term "System" refers to the totality of components, both
hardware and software, required for CAD, Mobile, Law and Fire RMS, JMS, AFR and
interface applications that function to the performance levels indicated in this RFP.
The RFP is divided into multiple sections as follows:
Section 1: Executive Summary
Section 2: Proposal Submission Instructions
Section 3: RFP Terms and Conditions
Section 4: Background Information
Section 5: Scope of Services
Section 6: Proposal Evaluation Criteria
Section 7: Proposal Response Format Instructions
Appendices are in separate files located in this RFP folder.
1.2 Key Definitions
Throughout this document, capitalized terms are defined as follows:
CONTRACT
The agreement to be entered into for services
between DLEC and the successful party that
submits the proposal accepted by DLEC.
FINAL SYSTEM That date on which all of the following have taken
ACCEPTANCE place:
♦ All hardware, software and system
components purchased and /or licensed to
DLEC under the terms of this Contract have
been successfully installed, tested and
accepted by DLEC;
♦ All software modifications have been
successfully completed, tested, and
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CONTRACTOR / VENDOR
PROJECT WEBSITE
PROPOSAL
PROPOSER/ PROPOSING
PARTY
REQUEST FOR
PROPOSALS
DLEC
SUBCONTRACTOR
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accepted by DLEC;
♦ All user documentation provided to DLEC is
verified to be complete and current with the
Systems installed;
♦ All user and Systems management training
has been completed;
♦ All tasks, subtasks, or components thereof
that relate either directly or indirectly to this
Contract have been completed by the
CONTRACTOR and DLEC executes a
FINAL ACCEPTANCE document stating
that all terms and conditions of this
Contract have been successfully completed
by the CONTRACTOR.
Any individual, partnership, corporation or joint
venture potentially used by DLEC to perform the
services described in this RFP.
Location for all official notifications related to this
RFP. All material posted is considered to be part
of this RFP and will become part of the final
Contract.
The document submitted by Proposers in
response to this RFP.
The firm or individual submitting the Proposal.
This Request for Proposals, including any
amendments or other addenda hereto.
Dubuque Law Enforcement Center — a joint city
and county law enforcement agency formed
through an agreement between Dubuque County
Sheriff's Office, the City of Dubuque Police
Department, and the Dubuque 911
Communications Center
Any individual, partnership, corporation or joint
venture engaged by the CONTRACTOR to
perform services or provide products. All
assigned contract services for this project will be
governed by the same rules and regulations
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SYSTEM
SYSTEM APPLICATION
COMPONENT OR
SYSTEM COMPONENT
TESTED AND ACCEPTED
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outlined in this RFP, be based on approval of
DLEC and be the sole responsibility of the
CONTRACTOR.
The totality of the prescribed hardware
configuration and software elements, including
subsystems, interfaces, servers, workstations,
applications and operating software, and any
other element defined and acquired through this
RFP, except services.
Single software element, including application,
application module or interface.
Tested and accepted in accordance with the
testing and acceptance criteria as described in
this RFP and the Contract.
1.3 RFP Coordinator /Communications /Inquiries
Upon release of this RFP, all communications should be directed in writing via email to
the RFP Coordinator listed below. Unless authorized by the RFP Coordinator, no other
agency official or employee is empowered to speak for DLEC with respect to this
procurement. Unauthorized contact with any employee of any agency or department
that is a part of DLEC will result in disqualification from the RFP process. Any oral
communication will be considered unofficial and non - binding on DLEC.
Following the Proposal submittal deadline, Proposers shall not contact the RFP
Coordinator or any other agency official or employee, except to respond to a request by
the RFP Coordinator.
The RFP Coordinator for this RFP will be:
Stacey Moore
Information Services
1300 Main Street
Dubuque, Iowa 52001
Phone: (563) 589 -4283
Email: smoore @cityofdubuque.org
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Section 2 Proposal Submission Instructions
2.1 Proposal Response Format
Proposals must be submitted in the format described in Section 7 of this RFP, using
supplied forms where indicated. Failure to follow the format requested, or the failure to
use the provided forms where indicated, could result in the rejection of a proposal.
2.2 Preliminary Schedule
Event
Release RFP
Date
Aug 16, 2011
Pre - Proposal Conference Questions Due
Aug 22, 2011
Pre - Proposal Conference
Aug 25, 2011
Deadline for Questions or Requests for
Clarifications
Sept 1, 2011
Last Date for Addendums to be Issued
Sept 8, 2011
Proposal Responses Due
Sept 22, 2011
Software Demos
Oct 11 -13, 2011
Vendor Selected Date
Nov 30, 2011
Contract Award Date
Dec 31, 2011
2.3 Proposal Due -Date and Location
Proposals must be submitted no later than Sept 22, 2011 at 4:00 P.M. Central Standard
Time to:
Kevin Firnstahl
Acting City Clerk
City Clerk's Office
City Hall
50 West 13th Street
Dubuque, Iowa 52001
As an alternative, vendors are invited to submit their proposals electronically via the
City's ftp site. If your organization would be interested in doing such, please contact IS
manager Chris Kohlmann via email at ckohlman __cityofdubuque.orq no later than Sept
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City of Dubuque Insurance Requirements for Professional Services
Insurance Schedule C
1. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the
coverage required in Exhibit I prior to commencing work and at the end of the project if the term of work
is longer than 60 days. Providers presenting annual certificates shall present a Certificate at the end of
each project with the final billing. Each Certificate shall be prepared on the most current ACORD form
approved by the Iowa Department of Insurance or an equivalent.
2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and
all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of Dubuque.
4. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of
Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of
this agreement.
5. Subcontractors and sub subcontractor performing work or service shall provide a Certificate of Insurance
in accord with Exhibit I.
6. All required endorsements to various policies shall be attached to Certificate of insurance.
7. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider
identifying and listing in writing all deviations and exclusions that differ from the ISO form.
8. Provider shall be required to carry the minimum coverage /limits, or greater if required by law or other
legal agreement, in Exhibit I.
Page 1 of 3 Appendix C Insurance Requirements.Doc
City of Dubuque Insurance Requirements for Professional Services
Insurance Schedule C (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products - Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made, form. All deviations from the
standard ISO commercial general liability form CG 0001, or Business owners form BP 0002,
shall be clearly identified.
b) Include ISO endorsement form CG 25 04 "Designated Location(s) General Aggregate Limit"
or CG 25 03 "Designated Construction Project (s) General Aggregate Limit" as appropriate.
c) Include endorsement indicating that coverage is primary and non - contributory.
d) Include endorsement to preserve Governmental Immunity. (Sample attached).
e) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its employees
and volunteers, all its boards, commissions and /or authorities and their board members,
employees and volunteers.
using ISO form CG 20 10. Ongoing operations.
B) AUTOMOBILE LIABILITY $1,000,000 (Combined Single Limit)
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Coverage A
Coverage B
Statutory —State of Iowa
Employers Liability
Each Accident $100,000
Each Employee- Disease $100,000
Policy Limit - Disease $500,000
a) Policy shall include an endorsement providing a waiver of subrogation to the City of
Dubuque.
b) Coverage B limits shall be greater if required by Umbrella Carrier.
D) UMBRELLA LIABILITY
E) PROFESSIONAL LIABILITY
$1,000,000
$1,000,000
Page 2 of 3 Appendix C Insurance Requirements.Doc
City of Dubuque Insurance Requirements for Professional Services
Preservation of Governmental Immunities Endorsement
1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the
purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does
not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa
under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only
those claims not subject to the defense of governmental immunity under the Code of Iowa Section
670.4 as it now exists and as it may be amended from time to time. Those claims not subject to
Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any
defense of governmental immunity, and may do so at any time and shall do so upon the timely
written request of the insurance carrier.
4. Non - Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the
insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa
under this policy for reasons of governmental immunity unless and until a court of competent
jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of
Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
SPECIMEN
Page 3 of 3 Appendix C Insurance Requirements.Doc