City of New Rochelle New York

Department of Finance 515 North Avenue New Rochelle, NY 10801 Writer's Tel (914) 654-2353 Tracy Yogman Commissioner City of New Rochelle New York REQUEST FOR PROPOSAL Specification No. 5162 Computer Aided Dispatch / Records Management System Replacement and Installation 1) INTENT The City of New Rochelle is soliciting vendors to replace our current Computer Aided Dispatch / Records Management System (CAD/RMS) in our Police Headquarters. This project will involve building a parallel CAD/RMS environment connected to the City of New Rochelle s VMware infrastructure which is attached to our current SAN environment. The City desires to begin installation upon the successful award and contracts based on this Request for Proposal. It is intended to achieve a Go Live date of January 1, 2018 and successful data migration of our current CAD/RMS to be completed within one year from the start date of the project. 2) PRE-PROPOSAL QUESTIONS / PROPOSAL DUE DATE All questions must be submitted via e-mail to nmassare@newrochelleny.com and dortiz@newrochelleny.com no later than March 17 th, 2017. The City reserves the right to amend the RFP based on questions and issues raised at any time prior to the RFP submission deadline. Responses to all questions will be posted on the City s website no later than 3pm March 24 th, 2017 Please contact Nick Massaregli or Derek Ortiz to confirm your participation in the proposal process via e-mail at the addresses above. Proposals are to be received no later than 3pm April 13, 2017 Proposal shall be submitted to: City of New Rochelle, 515 North Avenue, New Rochelle, N.Y. 10801 to the attention of Mark Zulli, Deputy Finance Commissioner. Please include Spec 5162 on your outside mailing label. 1

3) BACKGROUND INFORMATION The current Computer Aided Dispatch / Records Management System for the New Rochelle Police Department is a SQL Server Database Engine integrated with E911 to provide geocoded locations for emergency services response and data retention. The same software is used in a wireless environment which communicates with police vehicles allowing the officers the ability to access critical situational information in a timely manner. The current CAD/RMS is technologically outdated and no longer supported by the manufacturer and has been deemed end of life. 4) SCOPE OF WORK This project will involve installing and configuring a new Computer Aided Dispatch, Records Management System, Mobile Data Terminal interoperability and integration of an existing AVL/GPS Vehicle Tracking System on the New Rochelle Police Department s infrastructure. This infrastructure will utilize VMWare, Storage Area Networks, in-vehicle laptops and mobile devices. The prospective vendor must perform the following on the City of New Rochelle s VMWare infrastructure including but not limited to: A) Install and configure latest version of Microsoft SQL server B) Install and configure server software including 1) Records Management software 2) Computer Aided Dispatch system 3) Message switch for mobile communications C) Integrate with the city s backup and antivirus policies/procedures D) Provide all digital New York State mandated forms E) Integrate, process, and transmit with NYS TraCS F) Interface with the city s parking enforcement vendors The prospective vendor and application must integrate with E911. The interface to E911 must include the ability to process ANI & ALI information for the seamless transfer of location data as it is received in the City of New Rochelle Police Department s call center (PSAP). The Computer Aided Dispatch (CAD) portion of the application suite must have the ability to allow users to view and interact in real time to respond quickly to calls of service with the correct departmental resources. The application must include, but not limited to, the following functionality; Ad Hoc Reporting Tool Be-On-Lookout (BOLO) Subsystem Emergency Vehicle Notifications Drag and Drop Call Taking and Dispatching Graphical User Interface Customizable layouts 2

Integrated Mapping utilizing New Rochelle s ESRI shape files Premise/Alert & Hotspot Notifications System-wide Attachments Unit Recommendation Integrating New Rochelle s current AVL/GPS vendor CAD Status Resource Monitor E-911 Interface (Phase II Compliant) Roster State/NCIC Queries False Alarm Processing Priority Dispatching Real time event updates between dispatch and mobile data terminals The Records Management (RMS) portion of the application suite must have the ability to allow users to view and interact with real time and historical data. The application must include, but not limited to, the following functionality; Ability to query historical data Support IBR and/or UCR submissions Arrest Alarm Billing Case Management Crime Statistics Suspect Identification Daily Bulletin Department Activity Field Contact Field Reporting Fleet Vehicle Maintenance Impounds/Towing Log Incident/Offense Investigator s Dashboard Jail Management Master Location Master Name Master Vehicle Officer Statistics Off-Duty Employment Tracking Orders of Protection Police-to-Citizen interfacing Property / Evidence management with bar coding capabilities NYS TraCS compliance Training/Skills (Employee Data) Warrants 3

Intelligence/Narcotics Link analysis Integration with LiveScan Quartermaster Interface to communicate with city s parking enforcement system The jail management (JMS) portion of the application suite must facilitate the management of arrest bookings and jail cell holdings from booking to release. The application must include, but not limited to, the following functionality; Arrest information Bi-directional export ability between LiveScan and JMS Inmate tracking Initial inmate screening and processing Facility occupancy Master names Risk assessment Inmate Property tracking and Management Automated NCIC, Wants, Warrants and Civil Checks Criminal History The mobile computing portion of the application suite must provide voiceless dispatching to vehicles including emergency communications and event details, status updates, queries, local/state/national warrant checks in an effort to maximize officer efficiency and safety. The application must include, but not limited to, the following functionality; Digital dispatching Self-initiated dispatching Perform NCIC warrant and name checks Automatically display of event location on map Real time AVL/GPS display for vehicle and other units Generate field reporting including incident, supplement, and field contact Send/receive real-time CAD status updates Vehicle-to-vehicle messaging Name and vehicle interaction history Voice prompts Route guidance Automatic foreground placement of application upon receipt of alert Handheld application supporting Android and ios Emergency broadcast notification to CAD and mobile users Configurable GUI per user and/or group Interface with NYS TraCS 4

5) QUALIFICATIONS AND EXPERIENCE Minimum qualifications are required for a vendor to be eligible to submit a RFP response. Responses must clearly show compliance to these minimum qualifications. Those that are not clearly responsive to these minimum qualifications shall be rejected by the City without further consideration. The desired qualifications provide the qualifications that the City anticipates will be most successful through the selection process but are not required as a minimum submittal standard. A. Minimum Qualification a. The vendor must have a minimum five years of experience in providing public safety software solutions, including Computer Aided Dispatch and Records Management Systems to Law Enforcement agencies. The respondent shall provide a brief narrative that demonstrates understanding of the project, i.e. the project s goals and objectives, and the nature and scope of the work involved. Additionally, a description of the proposed project approach including a work plan and strategy is required. The project description shall include a proposed sequence of activities and schedule, which demonstrates how the vendor s approach will meet the stated objectives of the project within the projected time frame. The schedule may include ideas and concepts not included in the scope of services, but which may be beneficial to the project. Major Deliverables, key milestones, and decision dates shall be included in the schedule. Review periods shall also be noted. The respondent shall identify itself (including any joint venture partners or other associates or subcontractors) by listing the firm, address and telephone/fax numbers and contact person. If a joint venture or association between firms is proposed, describe the contractual relationship, and identify any proposed subcontractors. The proposal shall include a description of the proposed team in both narrative and chart form. The proposal shall clearly indicate the relationship, roles and responsibilities of each organization and individual team member. Key positions/individuals shall be specifically identified by name and title, with narrative describing their respective areas of expertise, responsibility and reporting. Please note any demonstrated experience and/or training. Identify the lead team member who will manage the project and provide a summary and a resume of such person s background and experience in providing services as described in this RFP. The lead person shall be the individual who will have the day-to-day management responsibility for the engagement, attend all meetings and who will provide the leadership for all services rendered under potential engagements. Please limit resumes to two (2) pages per person. 5

For each key team member, describe prior experience as it relates to the technical requirements of this project and the individual s position on the project team. Describe all relevant professional experience, academic degrees earned, professional licenses and awards, any special skills and supplementary training relevant to the requirements of this project. Any proposed project staff who are not full-time employees of one of the corporate team members shall be clearly identified. Briefly describe their employment arrangement and availability for this project. Describe five (5) instances in which your company provided a software solution for a comparable computing environment for a municipality similar in size to the City of New Rochelle. The following information (at a minimum) shall be included for each related project: 1. Project Name 2. Client (corporation, public agency, etc) 3. Special features, accomplishments or problems 4. Specific services provided 5. Dates of service 6. Individual references. Include contact addresses and telephone numbers. A minimum of one reference shall be included for each project. 6) DATA MIGRATION Vendor must perform a mutually agreed upon data migration from current Records Management System. The process must be fully illustrated and documented to ensure the integrity of data during migration. Representatives from the Police Department s IT staff will work with the vendor during this process to ensure successful completion. 7) SERVICES A) Coordinate with IT staff to provide on-site training for end users B) Vendor will provide administration training on all vendor software C) Vendor must provide full documentation including training manuals D) Prospective vendor must be CJIS compliant E) Project Management Team must be assigned to work with the City of New Rochelle to determine the installation layout, design, and features needed for project completion. F) The new CAD/RMS will be installed in the New Rochelle Police Department headquarters. G) Vendor will ensure sufficient staff will be on-site on Go Live date H) Vendor will include a quote for an annual 24x7x365 support option. I) Vendor will include detailed quotes broken down in deliverables and time tables based on the Scope of work outlined. This could include but not limited to installation, programming, and any database collection, Project management and training as needed. 6

8) HARDWARE/SOFTWARE REQUIREMENTS Prospective vendors will describe the system specifications necessary to operate the proposed solution including server, database, workstation, network and mobile requirements. 9) PROPOSAL REQUIREMENTS Vendors must respond to this document with a detailed proposal outlining the installation and configuration of a new Computer Aided Dispatch, Records Management System, Mobile Data Terminal interoperability and integration of an existing AVL/GPS Vehicle Tracking System on the New Rochelle Police Department s infrastructure. The vendor must show the capability of fully meeting the requirements. Proposals must completely describe the solution being offered and address all the requirements of this RFP. Vendors must provide pricing for software, Tier 1 Maintenance/Support Coverage, any hardware associated with the proposal, and data migration from current CAD/RMS. 10) PAYMENT TERMS Include a detailed description of all payment plan terms. Progressive payments will be based on negotiated milestones. No advanced payments will be made by the City of New Rochelle. 11) AWARD CRITERIA The City of New Rochelle reserves the right to award the contract generated from this request for proposal (RFP) to the respondent who presents a proposal that best meets the specifications as listed herein and represents the most beneficial procurement as determined by the City. The City reserves the right to waive any minor deviation in proposal responses received when such waiver is in the best interests of the City, and reserves the right to modify any requirements, terms or conditions as outlined in this request for proposal (RFP) when such modification(s) is in the best interests of the City. Proposals will only be accepted from thoroughly competent, experienced and financially qualified individuals or entities as determined solely by the City of New Rochelle. Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. This document is not an offer to contract but is a request for proposal (RFP) as defined herein, to satisfy specific user requirements of the City of New Rochelle. 7

Neither the issuance of the RFP, preparation and submission of a response, nor the subsequent receipt and evaluation of any response by the City of New Rochelle, will commit the City to award a contract to any vendor even if all of the user requirements in the RFP are met. The City may modify these requirements in whole or in part and/or seek additional vendors to submit quotations. Only the execution of a written contract will obligate the City in accordance with the terms and conditions contained in such contract. Proposals will be, but not limited to, evaluations and scores based on the following criteria: A. Experience and Qualifications of the Proposer (maximum 60 pts) Consideration will be given to proposers demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP. Similar experience and working relationships will be considered and will be understood to include providing similar services to the City and major public and private sector corporations. Preference may be given to respondents with existing New York state presence and interfaces. B. Proposal Completion (maximum 20 points) Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, and proposal presentation. C. Financial Terms (maximum 20 points) Consideration will be given to proposals that present the most cost efficient terms to the City over the term of the contract. 12) LIABILITY REQUIREMENTS The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless the City of New Rochelle, its officers, employees and agents from and against all liability, damage claims, demands, costs, judgments, fees, attorney s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful bidder must furnish the City with Certificate of Insurance and endorsement prior to commencement of work. The required coverage shall not be less than the following: Workers Compensation Statutory Requirements NY State Disability Statutory Requirements General Liability $2,000,000 Automobile Liability $1,000,000 Contractual Liability Must be printed on Certificate Errors and Omissions $1,000,000 8

INSURANCE CERTIFICATES AND ENDORSEMENT SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY OTHER INSURANCE COVERAGE HELD BY THE CITY. The City of New Rochelle is named as an additional insured party for all general and excess liability coverage based on the contractual liability of the named insured. Such general and excess liability coverage shall be primary to any other coverage carried by the City of New Rochelle with respects to acts or omissions of the named insured. It is intended by the parties hereto that the general and excess liability insurance provided by the contractor shall be primary to any other coverage carried by the City of New Rochelle with respect to liability coverage arising out of any act or omissions by the contractor. The City of New Rochelle will be named as an additional insured. Nothing contained herein shall be construed as making said general and excess liability insurance primary insurance for acts or omissions of the City of New Rochelle. New York Law and Venue. This contract shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought about, arising out of, related to, or seeking enforcement of this contract shall be brought in the Supreme Court of the State of New York, Westchester County. In addition, all City contractors not incorporated in the State of New York shall produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the City. 13) CANCELLATION Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting from this RFP shall result in immediate cancellation. The agreement may be canceled by the City for any other reason(s) upon 30 days written notice. 14) GENERAL TERMS and CONDITIONS A) Proposal packages shall be submitted in a sealed envelope marked with the name of the vendor and the words SEALED PROPOSAL Spec # 5162 Computer Aided Dispatch / Records Management System Replacement and Installation marked on the outside of the envelope. Submit one original, with all original signatures on required forms, six copies and one electronic copy on a thumb drive. E-MAIL RESPONSES WILL NOT BE ACCEPTED B) Vendor assumes the risk of any delay in the mail. Whether sent by mail or by personal delivery, vendor assumes responsibility for having the proposal deposited on time at City Hall Purchasing Office. All proposals received after the designated time stated will not be considered. 9

C) Vendor shall execute Non-Collusive Bidding Certificate enclosed (Exhibit A) D) The proposal, as presented, shall remain valid for a period of ninety (90) days from proposal due date. E) No charge will be allowed for federal, state, municipal sales, and excise taxes from which the City is exempt. Exemption certificates, if required, will be forwarded. F) Any deviations from the specifications are to be so noted and fully explained. Deviations will be analyzed, and if deemed to be in the best interests of the City, specification requirements may be waived. G) It shall be the responsibility of each vendor to call to the attention of the City any apparent discrepancy in the specifications or any question of interpretation thereof. Failure to do so constitutes acceptance as written. H) The City reserves the right to revise or amend the proposal specifications prior to the proposal due date by written addenda. I) The City reserves the right to reject any or all proposals and to negotiate with any vendor. J) Proposals will be evaluated on the basis of qualifications, experience and cost. Contract will be awarded to the company who offers a proposal that appears to be in the best interests of the City. K) The apparent silence of the specification as to any details or the omission of a detailed description concerning any point shall be interpreted as meaning that only the best commercial practices are to prevail and that only first quality materials and work will be accepted. L) The successful vendor will be required to sign a Contract with the City of New Rochelle, NY; The City of New Rochelle, NY will not sign any company s service agreement, contract or any other form of agreement. The City of New Rochelle, NY does reserve the right to extract certain language from a company s agreement and incorporate it into a City of New Rochelle, NY contract if mutually agreeable to both parties. M) The vendor shall submit all confidential materials in a separate envelope, sealed with the envelope clearly marked with CONFIDENTIAL on the outside. All confidential materials submitted shall be so clearly marked on the top of each page a CONFIDENTIAL. All other materials submitted in response to the specifications and requirements contained herein shall be considered non-confidential. N) The insurance certificate required, as detailed herein, shall be submitted upon notification of award. 10

O) All proposals submitted to the City of New Rochelle, NY become the property of the City and are subject to Public Information Policy. P) The successful bidder must comply with all Federal, State, and City of New Rochelle statues and codes as may be applicable to the scope of work detailed herein, including all labor laws. 15) IRAN DIVESTMENT ACT By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law. 16) CITY CONTACT PERSON If there are any questions concerning this Request for Proposal, please contact Nick Massaregli at nmassare@newrochelleny.com and Derek Ortiz at dortiz@newrochelleny.com. 17) PROPOSAL FORMAT Your proposal should include the following and clearly label all sections to coincide with the RFP: 1. Detailed information on how the firm meets the qualification and scope of work requirements as listed herein. 2. Name and resumes of principals and associates to be assigned to this project. 3. A completed and signed Exhibit A attached hereto. 4. Cost proposal section including a detailed breakdown of each component and service requirement. 5. Submit one original, with all original signatures on required forms, two copies and one electronic copy on a thumb drive. E-MAIL RESPONSES WILL NOT BE ACCEPTED. 6. Provide references for a minimum of five (5) completed comparable installations that use the proposed system in a comparable computing environment. Where possible, at least one such reference should be in the state of New York. 7. Additionally, vendors must provide their completed W-9 with proposal response. 11

EXHIBIT A : REQUEST FOR PROPOSAL SPECIFICATION # 5162 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes No If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. #5162 except as identified. Company Name and Address Signature Name & Title Email Date Phone Number Fax Number 12