12-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is currently seeking proposals from qualified vendors to provide fire investigation case management services for the Harris County Fire Marshals Office (HCFMO) for one (1) year beginning approximately December 1, 2025.

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing.

A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal option, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

SPECIFICATION

The vendor shall furnish and deploy a fire investigation case management system for HCFMO. The system shall provide full operational lifecycle of fire investigation case management. Vendor shall be responsible for providing any supplies, labor, materials, equipment, and necessary parts to set up and meet the requirements of the system described herein.

Harris County reserves the right to inspect any equipment, installation and operation of any component of the fire investigation case management system at any time. The proposed solution shall address the following minimum requirements but is not limited to the list below:

1. General Requirements

1.1. Minimum Vendor Qualifications

The vendor shall provide all supplies, labor, materials, equipment, and any parts required to effectively utilize the fire investigative case management system. Additionally, the vendor shall be able to provide twenty-four seven (24-7) support services as needed.

1.2. Experience

The vendor shall have demonstrated experience delivering case management platforms to public safety of other fire investigation agencies, have proven deployments with verifiable references within U.S. based fire/arson investigation units, have the ability to deliver a ready-to-deploy, stable product with minimal customization lead time.

2. Delivery & Installation

The vendor is fully responsible for the delivery of any items to the specified destinations (including but not limited to, costs, arrangements, replacement of lost shipment, rejections, claims, warranty items, etc.). All equipment, materials, and parts shall be delivered F.O.B. inside destination as directed by the Harris County designated representative to Harris County, Monday through Friday between the hours of 8:00 AM and 3:30 PM CST. All items of a shipment shall be identified with weather resistant labeling indicating manufacture, contract number, package quantity and other necessary identifying information. Harris County shall be notified forty-eight (48) hours prior to delivery of any items so that personnel may be available to accept delivery.

Fire Investigation Case Management System for the Harris County Fire Marshal’s Office

3. Applicable Law And Standards All work shall be performed to the most recent standards and specifications included and stated herein, but not limited to, throughout the contract duration and any updates throughout the life of the contract. Vendor shall perform work that produces end results in accordance with HCFMO’s specifications, Criminal Justice Information Services (CJIS) Security Policy, all Texas and Federal standards, and applicable industry codes in effect at the time of the performance of the specific work and consistent with the manufacture’s repair and maintenance practices.

4. Technical Requirements – HCFMO The ideal system shall provide a secure, cloud-based or hybrid deployment model and eliminate the need for internal Information Technology (IT) infrastructure during installation and ongoing maintenance.

The vendor shall be able to provide a turnkey case management system tailored to fire and arson investigation workflows. The platforms must facilitate incident documentation, media handling, report generation, analytics, and compliance, with a use-friendly interface designed for public safety professionals.

4.1. Infrastructure and Security

4.1.1 Operate as a hosted cloud or hybrid system requiring no departmental IT involvement.

4.1.2 Provide twenty-four (24) / seven (7) technical assistance.

4.1.3 Ensure end-to-end encryption and full compliance with CJIS security protocols.

4.1.4 Enforce strong password policies and user authentication controls.

4.2. Investigative Functionality

4.2.1 Digital tools for documenting fire scenes with multimedia support (photos, video, evidence).

4.2.2 Integrated auto-fill tools for:

4.2.2.1 Vehicle data lookup via VIN or equivalent database.

4.2.2.2 Real-time weather data is tied to the date, time, and location of the incident.

4.2.3 Automatic formatting and generation of required reports, including:

4.2.3.1 Structure and Vehicle Fire Summaries.

4.2.3.2 K9 Deployment Logs.

4.2.3.3 Arrest/Detention Reports.

4.3 Documentation and Records Management

4.3.1 Customizable report templates to align with agency-specific formatting.

4.3.2 Case-specific centralized media repository (photos, video, audio, documents).

4.3.3 Digital Chain of Custody management and evidence tracking.

4.3.4 Integrated retention scheduling for physical and digital evidence.

4.3.5 Compliance with American Disability Act (ADA) accessibility standards.

4.3.6 Detailed audit trail of user activities and data access.

4.3.7 Secure, searchable photo log feature with export-ready narrative generation.

4.4 Data Reporting Integration

4.4.1 Tools for visual and statistical incident reporting

4.4.2 Bulk export options for administrative and usage data.

4.5 Media and Artificial Intelligence (AI) Enhancements

4.5.1 Automated or assisted transcription and summarization of audio/video files.

4.5.2 AI-enabled image analysis to assist in drafting preliminary case narratives.

AI offerings must abide by the County’s AI Policy, located in Bonfire under Supporting Documentation.

4.6 Software/Data Maintenance

4.6.1 The vendor shall explicitly outline their maintenance plans, including methods for updating the system software to ensure Harris County is always operating on the latest version.

4.7 Data Ownership

4.7.1 Harris County retains exclusive ownership and intellectual property rights to all data entered into or generated by the system (“Harris County Fire Marshal’s Data”), including demographic, biometric, images, and messages.

4.7.2 Upon request by Harris County, the vendor shall provide all historical and current data in a usable, industry-standard format (e.g., CSV, XML, or other mutually agreed format). This includes assistance from the vendor, at no additional cost beyond reasonable service fees, to ensure complete and accurate transfer of data to Harris County or to a successor system.

4.7.3 The vendor shall provide reasonable cooperation and technical support to Harris County’s staff or designated third parties during data extraction, migration, or transition efforts, ensuring continuity of operations and preservation of data integrity.

4.8 Interfaces and Integration

4.8.1 The vendor shall have the capability of two-way interfaces with Computer-Aided Design (CAD)/ Records Management System (RMS) internal applications for future scalability.

4.8.2 The vendor shall have the capability for open Application Programming Interface (API) availability, integration capabilities with existing systems, and compatibility with varied document types.

4.9 Implementation

4.9.1 Clarify that Harris County requires a phased implementation approach that ensures the system remains fully operational during updates or transitions.

4.9.2 The vendor shall propose a detailed implementation schedule with milestones, ensuring that system deployment, upgrades, and “Go-Live” transitions occur without disruption.

5. Technical Requirements - Harris County Universal Services

The technical requirements are constructed to correlate to the Harris County Universal Services Reference Architecture (USRA) and to determine a vendor’s ability to provide technical capabilities.

5.1 HCUS Reference Architecture (USRA)

The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations, see the attachment titled Harris County Universal Services Reference Architecture (USRA). The USRA has been developed to provide guidance on how solutions shall deploy and operated within the IT environment. The USRA serves as a reference for the specific architectures that vendors may implement to solve County business objectives.

5.2. The USRA is composed of Six (6) Interrelated Domains:

5.2.1. Data Services

5.2.2. Digital Services

5.2.3. Enterprise Technology Infrastructure Services

5.2.4. Information Security Services

5.2.5. IT Service Management

5.2.6. Technology Optimization

5.3. USRA Requirements Checklist Questionnaire Q-58OT:

Vendors shall complete the questionnaire as part of the vendor’s response. "Complete” is defined as responding to all questions. A response is still required for non-applicable questions. The questionnaire will assist the County in understanding the scope, capabilities, technical implementation, and deployment features of the proposed solution.

6. Training The vendor shall define in detail, the training methodology to be utilized to provide training and knowledge transfer to ensure proper use of solution during the implementation/go-live phase as well as provide access to training materials thereafter. At a minimum, vendor shall provide complete training for up to fifty (50) users so that all basic, intermediate and advanced topics are covered in detail.

6.1 Training Requirements including, but not limited to, the following:

6.1.1. Initial on-site training for all users (minimum sixteen (16) hours)).

6.1.2. Monthly online training sessions.

6.1.3. Video tutorial library.

6.1.4. Written documentation.

6.1.5. Train-the-trainer program.

7. Final Acceptance

The evaluation committee may require completion of an acceptance test after the installation of the proposed software/hardware. The acceptance test will involve the achievement of Harris County’s standard availability and performance goals during a period of thirty (30) consecutive calendar days.

The acceptance test will start on the date that Harris County receives a written notice from the vendor that the software/hardware is installed and ready for production usage. If the software does not achieve availability during the first thirty (30) days following the installation date, the acceptance test will continue on a day-to-day basis until availability is achieved for thirty (30) consecutive calendar days.

8. Maintenance/Support/Warranty Upon Final System Acceptance (FSA) and training, the maintenance/support/warranty of the system shall commence on the first day of the official operation of the system as designated by Harris County. At a minimum, the system shall include annual maintenance/support/warranty to include upgrades, patches, fixes and support via phone, web, and email. Pricing shall also reflect annual renewal, and maintenance or license fees for subsequent and continued use of the system.

9. Service Level Agreement (SLA) Vendor shall describe each SLA associated for the applicable service offering. Vendor shall meet all SLA requirements to include but not be limited to the delivery of service offerings, maintaining service offerings, measuring key performance indicators (KPIs), reporting compliance and issuance of credits when performance fails to meet performance objectives. Vendor shall disclose its methodology for measuring each of its SLAs, including but not limited to the formulas for calculating those measurements. Vendor shall disclose how vendor shall address failures to perform to SLA levels and any billing adjustments, credits or other compensation offered.

SLA provided shall not be less than what is commercially available. At a minimum SLAs shall include:

9.1. Twenty-four/seven (24/7) technical support.

9.2. Maximum one (1) hour response time for critical issues including, but not limited to, the following:

9.2.1. Hardware failures.

9.2.2. Connectivity issues.

9.2.3. Software glitches.

9.2.4. Data overload.

9.2.5. Security and privacy concerns.

9.3. Maximum four (4) hour response time for non-critical issues including, but not limited to, the following:

9.3.1. Minor data inconsistencies.

9.3.2. User interface challenges.

9.3.3. Delayed data transmission.

9.3.4. Software updates and compatibility.

9.3.5. Battery drain on devices.

9.3.6. Non-Critical Diagnostic Trouble Codes (DTCs)

9.4. Dedicated account manager.

9.5. Monthly system performance reviews.

10. Project Management Plan Vendor shall include a comprehensive and detailed project management plan as part of the response. The plan shall outline the methodology and strategies to implement and rollout the telematics solution including, but not limited to, the following:

10.1. Assignment of a dedicated project manager to oversee execution.

10.2. Submission of a detailed implementation plan within ten (10) days of contract award.

10.3. Development and maintenance of a milestone schedule as part of the project management plan, detailing all tasks and key events.

10.3.1.1. Installation completion within eight to ten (8-10) business days of equipment delivery.

10.3.1.2. System configuration within five (5) business days of equipment installation.

10.3.1.3. User training within fifteen (15) business days of equipment installation.

10.3.1.4. Full system deployment within thirty (30) calendar days of equipment installation.

10.3.1.5. Implementation of a thirty (30) day stabilization period post-launch to monitor performance and address any operational concerns.

10.4. Submission of weekly progress reports to ensure transparency and accountability.

10.5. Development of a testing plan with clearly defined acceptance criteria to validate system functionality.

10.6. Completion of a go-live checklist to confirm readiness for deployment.

11. Vendor Resources Vendor shall maintain and assign a sufficient number of competent and qualified professionals to meet Harris County requirements. Vendor shall provide Harris County with a staffing plan that identifies the staffing levels, types, and any applicable certifications necessary to meet the requirements of this RFP. Vendor shall also indicate space, technology and telecommunications infrastructure requirements so that Harris County can allocate workspace for the project team to use during the implementation.

11.1. Project Manager (PM)

Vendor shall dedicate a PM for the length of the project to act as the vendor’s representative for all communication and activities with Harris County. The PM shall be the prime point of contact for Harris County for project matters. The PM shall develop a Project Management Plan that provides guidance and direction for the project development and shall maintain a detailed and accurate project schedule at all times.

The percentage of the PM’s time dedicated to this project shall be defined. The PM shall have overall responsibility for day-to-day project management. Vendor shall submit a resume for the PM candidate for Harris County to review and approve. At a minimum, the PM candidate shall possess the following qualifications:

11.1.1. PM with five (5) years of project management experience with specific experience related to telematics implementations.

11.1.2. Demonstrated experience creating detailed dependency-driven schedules tasks required to implement recommended changes.

11.1.3. Demonstrated experience facilitating and supporting formal review sessions with executive stakeholders.

11.2. Key Staff

Vendor shall provide resumes for all key staff for Harris County to review and approve. Key staff is defined as all Subject Matter Experts (SMEs) to be utilized during the project. The resumes shall indicate the key staff knowledge and experience specific to telematics solution, background, years of experience and skill sets to ensure project success. Changes to the key staff, anticipated or unforeseen, shall be immediately relayed to Harris County.

12. Optional/Value-Added Vendor may provide information for other equipment, hardware and/or software available within the manufacturer’s catalog as an optional/value-added item.

13. Warranty All product(s) and/or service(s) provided by the vendor under the terms of this solicitation shall be warranted to be free from defects in material, workmanship, and free from such defects in design for a period of one (1) year and shall cover 100% parts and labor. The warranty period shall commence upon the later of acceptance of the product and/or service or payment of the applicable invoice(s). Vendor further warrants that any services or other work performed by vendor or any subcontractor in connection with this bid shall be performed using commercially reasonable skill and care and be of a professional quality consistent with generally accepted industry standards and practices. Vendor warrants that all products and/or services furnished under this bid shall conform in all respects to the terms of this bid, including any drawings, specifications, and/or standards incorporated herein, including, without limitation, those detailed in the procurement solicitation and purchase order. All services shall be performed by qualified personnel in accordance with the highest professional standards.

In addition, vendor warrants that product and/or services are suitable for and shall perform in accordance with the purposes for which they are intended. The vendor shall assume all liabilities incurred within the scope of consequential damages and incidental expenses, as set forth in the vendor or manufacturer’s warranty, which result from either delivery or use of product, which does not meet the specifications within this procurement solicitation, or purchase order.

All items installed under the bid having a manufacturer’s guarantee shall be installed by or under the direction of the manufacturer and its certified agency when required, to conform to the manufacturer’s guarantee.

All such manufacturer’s guarantees, and warranties shall be forward to the Harris County designated representative prior to leaving the job site.

If the manufacturer’s standard warranty period exceeds one (1) year, then the standard warranty period shall be in effect. The vendor shall be ultimately responsible for the warranty.

The vendor hereby transfers to Harris County, to the extent transferable, whatever warranties and indemnities vendors receive from the manufacturer, producer, or other provider of any third-party products or services, including any transferable warranties and indemnities respecting infringement. Vendor agrees to take commercially reasonable action to assist Harris County in pursuing any available remedies under or otherwise enforcing any such warranties and indemnities.

13.1 The vendor shall obtain and submit a written warranty for replacement of any integral part of equipment listed herein, as guaranteed by the factory/manufacturer.

13.2 The warranty period shall be for no less than twelve (12) months after delivery and installation to Harris

County.

13.3 Applicable equipment warranty shall include all conditions and response times for repair and/or replacement of any components during the warranty period.

13.4 Life expectancy of equipment under normal use.

13.5 Detailed information as to proposed return policy on all installed equipment.

13.6 If, within one (1) year from the date of the initial installation, construction, repair and/or maintenance services are completed by the vendor and accepted by Harris County, a failure occurs with respect to any installed equipment or materials due to a defect in any part and/or equipment installed by and/or in workmanship of the vendors employees or subcontractors, the vendor shall make the appropriate repairs or replacements at no additional cost to Harris County. The vendor shall promptly respond to Harris County’s request to make repairs and shall document the cause of failures. Vendor shall document repairs with normal invoicing procedure, with NO CHARGE/WARRANTY CALL stamped and/or written legibly on all submitted invoices.

14. Return Policies The return of the product shall be made directly from the originating Department locations. Orders arriving at Harris County damaged shall be the responsibility of the awarded vendor to resolve with the freight carrier and replace any damaged materials at no cost to the County. Should non-conformed items (e.g., defective, non-authorized and/or unauthorized purchases) ship and deliver to the County, the awarded vendor shall be responsible for the return and arrangements of the items and the corrective action to replace said items at no extra cost to Harris County. Return of unused or undamaged items shall be allowed without restocking charges.

15. Equipment/Material Acceptance All parts, equipment, and materials shall be in compliance with the all specifications and standards described herein. All parts, equipment, and materials furnished and installed shall be new, unused, corrosion resistant, and in strict accordance with this specification. Harris County reserves the right to reject any parts, equipment, and/or materials that do not comply with the specifications and standards described herein.

All equipment, parts, and related hardware provided by the vendor shall meet the original equipment component manufacturer’s specifications and warranty.

16. Guaranty of Work The vendor must provide warranty information. Detail all components associated with providing this assessment including but not limited to the following:

16.1. Describe the terms and conditions of warranty on the software and professional services.

16.2. Describe how the warranty is implemented to provide this assessment.

17. Pricing

Due to the complexity of this project Harris County understands that vendors must have the flexibility to customize pricing. Harris County anticipates Time and Materials (T&M) for some services while fixed price for others. The vendor shall define and provide a T&M Fee Schedule for services and fixed price where applicable with a total “not-to-exceed” project price within the pricing section of all SOWs. Total not-to-exceed Service Order fees shall be all-inclusive, no additional fees including but not limited to travel, per diem and or transportation shall be billed separately. Note* Proposed travel costs are subject to the Harris County Travel Policy found under Public Files.

The vendors are encouraged to submit an itemized Fee Schedule for all Offering(s) vendor possesses the capabilities to perform and available resource. Pricing must be all inclusive. At a minimum, the vendor’s Fee Schedule shall clearly identify the following:

17.1. All available Licensing Model Offering(s)

17.2. Defined phase or activity with target date(s),

17.3. Resource classifications i.e., Principal Consultant/ Partner/Practice Manager, Sr. Manager, manager, etc.

17.4. All costs, fees, commissions, hourly charges, travel costs with identified expenses if applicable and/or fixed rates for Offerings, and

17.5. Payment schedule.

The Fee Schedule shall be uploaded to Bonfire in an Excel format under the Requested Information section of this solicitation.