137-20260421111603 RANKIN.pdf

RFP # 268001

RANKIN COUNTY, MISSISSIPPI

Request for Proposals (RFP) For

PUBLIC SAFETY & EMERGENCY SERVICES SOFTWARE

For

Computer Aided Dispatch (CAD), Records Management System (RMS), a Mobile Field Reporting System, and a Jail Management System (JMS)

Issued: April 16, 2026

Deadline for Questions: April 30, 2026

Proposal Deadline: May 22, 2026, at 5:00 PM

Table of Contents Table of Contents ............................................................................................................................................ 2-3

1. PURPOSE, OBJECTIVES, & GUIDELINES ................................................................................. 4-8

1.1 Reason for Procurement

1.2 Scope of Work ........................................................................................................................ 4-6

1.3 Desired Outcomes

1.4 Ownership of Data

1.5 Disclaimer

1.6 Preparation Costs

1.7 Completeness of Response

1.8 Compliance with Industry Regulations & Standards

1.9 Addenda to this RFP

1.10 New Equipment, Software Version

1.11 Vendor Committment

1.12 Independent Contractor Status

1.13 Assignment of Contractual Rights

1.14 Statement of Time

1.15 Non-discrimination in Employment

1.16 Compliance with the Law

1.17 Licenses, Permits, & Approvals

2. BACKGROUND & SPECIFICATIONS .......................................................................................... 9-10

2.1 Demographics & Statistics

2.2 Explanation on Specifics ................................................................................................. 9-10

2.3 Required Interfaces

3. SERVICE REQUIREMENTS

3.1 Project Management

3.2 System Configuration and Setup

3.3 Training

3.4 Data Conversion

3.5 Warranty, Maintenance, & Support

4. PROPOSAL SCHEDULE & INSTRUCTIONS ........................................................................... 12-15

4.1 Schedule

4.2 Date Changes

4.3 Agency Contact

4.4 Questions

4.5 Proposal Submission ...................................................................................................... 12-13

4.6 Proposed Contract

4.7 Proposal Format

4.8 Proposal Document & Organization

4.9 Attachment A ..................................................................................................................... 13-14

4.10 Signatures

4.11 Oral Presentations & Software Demonstrations ................................................. 14-15

4.12 Evaluation Criteria

5. PROPOSAL CONTENT .................................................................................................................. 16-21

5.1 Vendor Background

5.2 Vendor References

5.3 System Overview ............................................................................................................. 16-17

5.4 System Requirements .................................................................................................... 17-18

5.5 Implementation

5.6 User Licenses..................................................................................................................... 19-20

5.7 Warranty, Maintenance, & Support .......................................................................... 20-21

6. PROPOSAL TERMS & CONDITIONS ........................................................................................ 22-23

6.1 True & Accurate

6.2 Incurred Expenses

6.3 Evaluation of Proposals

6.4 Open Procurement

6.5 Qualifications of Vendors

6.6 Acceptance of Proposal Prices

6.7 Award of Contract ........................................................................................................... 22-23

7. PRICING

7.1 Modules & Interfaces

7.2 Optional Pricing

1. PURPOSE, OBJECTIVES, & GUIDELINES

The purpose of this Request for Proposals (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for the purchase of a fully integrated Public Safety Software Systems for the Rankin County Sheriff ’s Department (RCSD), to include the following suites: (a) Computer-Aided Dispatch (CAD), (b) Mobile Data Computing (MDC), (c) Records Management System (RMS) and Jail Management System (JMS).

The primary objective is to purchase fully integrated Public Safety Software systems with CAD, RMS, and JMS to enhance the daily operations to perform at the highest ef�iciency level for the safety and security of the residents within Rankin County, Mississippi. The RCSD proposed system requirements are meant to ascertain the capabilities of the system the Vendors can provided and not necessarily what is required.

The systems will use state-of-art technology. No part of the proposed systems will be in testing mode, and all components shall be fully functional. The contract will be a �irm-�ixed price contract.

1.1 Reason for Procurement

The current systems utilized by the RCSD are outdated and no longer supported by the prior vendor, and lack the necessary features to support modern law enforcement demands, including:

● Inef�icient Data Entry and Retrieval: Manual data entry and cumbersome search functions lead to delays in accessing critical information, hindering timely response to incidents and investigations.

● Lack of Mobile Capabilities: Limited mobile access to critical information restricts of�icers’ ability to effectively respond to incidents in the �ield and access necessary data in real-time.

● Limited Reporting and Analytics: The current systems lack robust reporting and analytical capabilities, making it dif�icult to generate meaningful insights for performance evaluation, resource allocation, and strategic planning.

1.2 Scope of Work

The proposed systems shall encompass the following key functionalities:

1.2.1 Computer-Aided Dispatch (CAD)

• Incident Management: Receive and prioritize emergency and non-emergency calls; dispatch units ef�iciently and effectively to incidents; track unit status and locations in real-time; and generate automatic vehicle location (AVL) reports.

• Resource Management: Manage personnel, equipment, and resources effectively;

schedule and track of�icer assignments; optimize resource allocation based on call volume and incident severity.

• Data Integration and Analytics: Integrate and leverage open-standard interfaces with other departmental systems, including RMS, JMS, NCIC, court systems, criminal justice databases, and other third-party applications; provide robust reporting and analytics capabilities to identify trends, analyze, and evaluate performance; support data-driven decision-making for resource allocation, crime prevention; automatically populates incoming E-9-1-1 information, performs NCIC queries/searches, and includes optional interfaces to RMS applications, protocol-integration solutions, and other third-party databases.

• Mobile Capabilities: Provide of�icers with secure and reliable mobile access to critical information, including incident details, suspect information, and arrest warrants; enable of�icers to complete reports and other tasks in the �ield.

• GIS Mapping: Allow dispatchers to create incidents and dispatch from the map, which when integrated with the CAD database, would provide location speci�ic information.

• System Administration and Maintenance: Provide comprehensive system administration tools for user management, data backup and recovery, and system maintenance; offer ongoing technical support and training for system users.

1.2.2 Record Management System (RMS)

• Incident Reporting: Provide deputies with the ability to enter Incident Reports and perform all Mississippi reporting requirements.

• Arrest & Warrants Reporting: Allow for arrest information to be entered and provided in satisfaction of Mississippi reporting requirements (MS IBR); allow for entry, identi�ication, and lookup of warrants and assignments.

• Evidence: Allow for the entry and easy search / retrieval of forms / logs for evidence and chain of custody.

• Civil Process & Case Management: Allow for the sharing / production with prosecuting agencies; allow for the tracking of court pleadings, deadlines, and requirements.

• Employment Files: Whether in the RMS and/or JMS system, there should be the ability to maintain, access, and monitor an of�icer’s or jailer’s employment and training records, including disciplinary and property records.

1.2.3 Jail Management System (JMS)

• Inmate / Detainee Information from Booking to Release: Contain a repository and storage, including information manually entered and those scanned in, for inmates from booking to release, including booking information (i.e., mug shots, inmate property, arrest information, intake questions, etc.), court dates and sentencing with reminders to staff, daily activities (i.e., logs, programs, disciplinary, incidents, etc.), and release; allow staff to easily access, search, and compile data relevant to inmates / detainees.

• Medical / Mental Health Professionals: Allow for the sharing / production between jail personnel and medical and/or mental health professionals of pertinent information concerning inmates / detainees. with jail medical staff all pertinent medical prosecuting agencies; allow for the tracking of court pleadings, deadlines, and requirements.

• Signature: Allow for the capture of electronic signatures.

1.3 Desired Outcomes

The successful implementation of the new CAD / RMS / JMS systems is expected to improve response times to emergencies, enhance responder / personnel safety and ef�iciency, improve data accuracy and completeness, streamline administrative processes, improve communication and collaboration within the RCSD and with other agencies, and provide valuable insights for data-driven decision-making.

1.4 Ownership of Data

All data collected by any of the systems, as well as all data converted from prior systems shall belong to Rankin County.

1.5 Disclaimer

Rankin County (including the RCSD), to the best of its knowledge, represents information and data herein that are current and applicable to this RFP. Rankin County provides the information contained herein as a courtesy to the Vendor. Rankin County neither guarantees nor warrants that the information contained in this RFP or referenced documents is accurate and complete. Rankin County is not and will not be liable for omissions and/or errors contained in this RFP, and it is the Vendor’s responsibility, in its sole discretion, to use and verify this information as part of any proposal, negotiation, and/or contract implementation through its own due diligence.

1.6 Preparation Costs

Vendor shall be solely responsible for any and all costs and/or expenses incurred by it in responding to this RFP.

1.7 Completeness of Response

Failure to include all information requested in this RFP is cause for rejection of the proposal.

1.8 Compliance with Industry Regulations & Standards

During any work, construction, implementation, installation, data conversation, or the like, Vendor and all contractors and/or subcontractors must meet or exceed current federal and state standards applicable to Vendor, contractors, subcontractors, and/or the RCSD, including but not limit to the following: Federal Communications Commission (FCC), Electronic Industries Association (EIA), Institute of Electrical and Electronic Engineers (IEEE), American National Standards Institute (ANSI), Environmental Protection Agency (EPA), Contractor Work Hours and Safety Standards Act, Equal Opportunity Act, and Federal Aviation Authority (FAA).

1.9 Addenda to this RFP

Rankin County will not be responsible for oral interpretations and/or representations given by any of its employees, representatives or others. The issuance of a written addendum is the only of�icial method whereby interpretation, clari�ication, or additional information can be given. If any addenda are issued to this RFP, Rankin County will attempt to notify all prospective Vendors who have secured the RFP. However, it will be the responsibility of each Vendor, prior to submitting the competitive proposal, to contact the Point of Contact to determine if addenda were issued and to make such addenda a part of its competitive proposal.

1.10 New Equipment, Software Version

Rankin County shall accept only new equipment and the latest version of software and/or operating systems. Used and/or remanufactured equipment will not be accepted.

1.11 Vendor Commitment

The Vendor shall offer maintenance and upgrades for the operational software and hardware at its then-current public-released level during the term of the contract or any subsequent maintenance contracts with Rankin County, pursuant to this RFP.

1.12 Independent Contractor Status

It is expressly understood and agreed that the proposing Vendor is an independent contractor at all times and for all purposes hereunder. Of�icers, employees, or representatives of the Vendor will not be deemed in any way to be and shall not hold themselves out as employees, servants, representatives, or agents of Rankin County. The Vendor shall be solely responsible for payroll wages, for the withholding and payment of all income and social security taxes to the proper federal, state and local governments, for providing workers’ compensation and unemployment insurance of the Vendor, and for providing all insurance (including suf�icient liability insurance) either deemed necessary by Vendor or pursuant to the terms of this RFP.

1.13 Assignment of Contractual Rights

It is agreed that the successful Vendor shall not assign, transfer, convey, or otherwise dispose of the contract or its rights, title, or interest in any part thereof, without prior written agreement by Rankin County. All subcontractors providing on-site services must be approved by the RCSD.

1.14 Statement of Time

A period of time, unless stated as a number of workdays, shall include Saturdays, Sundays and holidays.

1.15 Non-discrimination in Employment

During the performance of this contract, the Vendor agrees as follows:

a. The Vendor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona �ide occupational quali�ication reasonably necessary to the normal operation of the Vendor. The Vendor agrees to post, in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

b. The Vendor, in all solicitations or advertisements for employees placed by or on behalf of the Vendor, will state that such Vendor is an equal opportunity employer.

c. Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed suf�icient for the purpose of meeting the requirements of this RFP.

1.16 Compliance with the Law

Vendors shall adhere to all applicable federal, state and local laws, ordinances, and regulations while rendering services pursuant to any Agreement entered into as a result of this RFP.

1.17 Licenses, Permits, & Approvals

The Vendor will obtain and pay for all permits, licenses, and approvals necessary for it to perform its contracted services.

2. BACKGROUND & SPECIFICATIONS

2.1 Demographics & Statistics

The following table provides speci�ic information about Rankin County and community served:

Table 1. Current Demographics

Description Details Population served 162,181

CAD / RMS

Total number of sworn of�icers 120 Average annual calls for service 24,000 Total number of concurrent users 150 Average number of concurrent users for CAD 150 Number of full dispatch stations 9 Number of dispatchers typically on-call per shift 4 Number of Public Safety Answering Points (PSAP) 1 Number of municipalities / police departments dispatched 2 Number of �ire agencies dispatched 16 Number of EMS agencies dispatched 1 Number of OTHER agencies dispatched 0 Number of mobile units 150

JMS

Total number of Detention Centers 2 Maximum capacity of detainees / inmates 700 Average number of detainees / inmates per day 385 Number of full-time jailers 80 Number of jailers per shift 20

These �igures are an estimate and may need to be adjusted.

2.2 Explanation on Speci�ics.

The Rankin County Sheriff ’s Department provides law enforcement and emergency services for Rankin County, Mississippi, which has a population of service for the City of Jackson, population of 162,181. The department is comprised of approximately 150 full-time sworn law enforcement of�icers, part-time or reserve sworn law enforcement of�icers, and civilian administrative employees. Cato, Cleary, Evergreen, Florence, Lake Harbor, Lanford, Leesburg, Monterey, Pelahatchie, Puckett, Reservoir Robinhood, Shell Road, Southwest, Star, and Walters Fire Departments; Rankin County EOC on a full-time basis and Pelahatchie and Pucket Police Departments on a part-time basis, such as nights, weekends, or as otherwise needed. The department is broken down into separate divisions, including patrol, interdiction, reserves, animal control, school resource, and dispatch. The department has two detention centers (an Adult Detention Center (capacity 650 inmates / detainees) and a Juvenile Detention Center (capacity 84 inmates / detainees)). It also operates the animal shelter owned by Rankin County.

The department currently uses PTS Solutions as its CAD vendor, PTS Solutions as its Mobile vendor, Motorola as its AVL/Mapping vendor, AT&T as its E-911 provider, and PTS Solutions for its RMS and JMS.

2.3 Required Interfaces

The following interfaces must be provided:

Table 2. Required Interfaces

Interface Purpose

Motorola Solutions P25 Radios RCSD currently uses Motorola APX N70 radios

Motorola Body Worn Cameras RCSD currently utilizes Motorola Solutions V700 and V300 body worn cameras.

3. SERVICE REQUIREMENTS

3.1 Project Management

The Vendor must provide a dedicated project manager as part of the project. This person will be responsible for interacting directly with his or her counterpart at Rankin County for the duration of the project. Project management and implementation services are necessary for a successful and timely project installation.

3.2 System Con�iguration and Setup

The Vendor must provide system con�iguration and setup services to the Agency as part of this project. These services are necessary to ensure that the new systems are con�igured to match the processes and current procedures of the RCSD.

3.3 Training

The Vendor must provide user and administrator training for software management. After training is complete, end-users should be able to effectively and ef�iciently operate the system. Although System Administrators are not expected to be experts by the end of training, they should be highly pro�icient and know where to �ind answers to questions.

3.4 Data Conversion

The Vendor must include data conversion, with all data conversion to be complete within 10 weeks of the contract award. The databases to be converted include all CAD, RMS, and JMS data. All data must be converted before go-live and must be available to the users on the new systems at that time. The CAD data conversion must include (a) incident data, (b) Bolo data,

(c) dispatcher notes �ile, (d) premise / location data, and (e) MSAG data.

3.5 Warranty, Maintenance, & Support

It is critical that the public safety software acquired by Rankin County works as intended for the duration of a maintenance and support agreement. The Vendor selected should have the people, processes, and �inancial resources necessary to provide a dependable warranty, regularly scheduled software upgrades and releases (Maintenance), and a dedicated support team capable of resolving customer issues quickly.

4. PROPOSAL SCHEDULE AND INSTRUCTIONS

4.1 Schedule

Proposer Venders will adhere to the following schedule:

Table 3. Schedule

Event Date Vendor questions due April 30, 2026 Proposal due May 15, 2026, at 5:00 PM Finalists noti�ied May 22, 2026 Final presentations/demonstrations June 3, 2026 Anticipated contract award June 12, 2026

4.2 Date Changes

All dates past the proposal due date are tentative. The dates are merely projections and Rankin County reserves the right to modify this schedule as needed to accommodate the completion of this RFP process.

4.3 Agency Contact

All communication regarding this RFP shall be directed to the following agency contact:

Mark Faron Rankin County Sheriff ’s Department 221 North Timber Street Brandon, Mississippi 39042 Of�ice: 601-825-1480 Email: mfaron@rankincounty.org

Contact with other agency employees regarding this RFP is prohibited without prior consent.

Vendors that directly contact employees risk elimination.

4.4 Questions

Vendors shall submit any questions in writing. Written responses, including the questions, will be provided to all participating vendors. Questions may be emailed to the Agency Contact identi�ied in § 4.3 above.

4.5 Proposal Submission

Proposals must be submitted according to the following guidelines:

• One (1) electronic and one (1) hard copy of the complete original (nonredacted) version of the proposal submitted to the Rankin County Chancery Clerk, either via hand-delivery or mailing, at the addresses below.

• A response to all questions is required.

• Bids cannot be withdrawn or corrected after submission.

• Rankin County reserves the right to award the project to the vendor with either the lowest or the best bid, in whole or in part.

mailto:mfaron@rankincounty.org

Packets should be sealed and clearly marked “Public Safety Software – RFP #268001.” If mailing a proposal, you should allow delivery time to ensure timely receipt of your proposal.

All physical hard copies shall be submitted to the attention of:

If by hand delivery County Administrator Or by mail: ATTN: RFP – CAD/JMS/RMS 211 East Government Street, Suite A

Brandon, MS 39042

4.6 Proposed Contract

Any vendor submitting a response must provide a draft of what would be their proposed contract, including all proposed terms, with their response.

4.7 Proposal Format

Vendors must organize their proposals in the following format:

• RFP Cover Sheet

• Executive Summary

• Proposal Documents (see § 5)

• Pricing (see § 7)

• Proposed Contract (see § 4.6)

• Attachment A: Technical Speci�ications

4.8 Proposal Document and Organization

Proposals should be as brief as possible and should not include any unnecessary promotional material. Proposals that are substantially incomplete or lack key information may be rejected by Rankin County.

4.9 Attachment A

4.9.1 Minimum Mandatory Requirements

Complete the “Minimum Mandatory Requirements” tab in the “RFP Technical Speci�ications” Excel Workbook (Attachment A). If your proposed system does not meet these mandatory requirements, please describe your alternative. Alternative proposals will be considered on a case-by-case basis. Please answer all questions as stated.

4.9.2 Functional Speci�ications

Complete the tables in each of the system “suite” tabs located in the “RFP Technical Speci�ications Excel Workbook” (Attachment A). The Vendor’s proposed application software must be capable of meeting the mandatory requirements as set forth therein.

Rankin County prefers that all proposed software be currently developed and installed in other jurisdictions. While some modi�ication of the proposed software may be required on the part of the Vendor to meet RCSD’s requirements, Rankin

County will not consider options where new systems development is proposed for entire modules. The intention of Rankin County is to purchase commercial off-the-shelf (COTS) software that has a high degree of functionality.

When packages do not precisely meet Rankin County’s requirements, the Vendor must state the costs and schedule to update the packages to meet Rankin County’s speci�ications. The cost of all modi�ications to the Vendor’s software must be included in the proposal cost submitted to Rankin County. Modi�ications to the software must be made in such a way that the RCSD will not be prevented from implementing future releases of Vendor’s software.

Responsive vendors must complete ALL tabs in the Technical Speci�ications Excel Workbook and must use the codes in Table 4 below. When the “P” or “M” code is used, the Vendor must also insert an explanation in the “Comments” column.

Table 1. Requirements/Capabilities Response Indicators

Description De�inition

Complies “C”

Feature/Function is included in the current software release. The speci�ication is met without modi�ication or work around and will be implemented as part of the proposal from vendors in accordance with agreed upon con�iguration planning.

Partial “P”

The proposed software meets part of the speci�ication. Use the comment column to explain.

Modi�ication “M”

Feature/Function is not included in the current software release and is not planned to be a part of a future software release. However, this feature could be provided with custom modi�ications. All related customization costs should be indicated in Cost Worksheet.

Does Not Comply

“DNC”

Proposed software solution does not meet the speci�ication and cannot be modi�ied.

Attachment A must be completed and returned in the original Excel format (PDF is not an acceptable format). Please copy Attachment A on a thumb drive and include with the printed proposal. You do not need to print Attachment A.

4.10 Signatures

Proposals shall be signed by an authorized representative of the Vendor.

4.11 Oral Presentations & Software Demonstrations

Vendors who submit a proposal in response to this RFP may be required to give an oral presentation and software demonstration to Rankin County. This provides an opportunity for the Vendor to clarify or elaborate on the proposal. This is a fact-�inding and explanation session only and does not include negotiation. If desired, Rankin County will schedule the time and location of these presentations. Oral presentations are an option of Rankin County and may or may not be conducted.

4.12 Evaluation Criteria

Rankin County will consider the following in its evaluation of each proposal using the following 100-point system for grading responses:

• Proposal response (10 points)

• Software capabilities (20 points)

• Vendor References (5 points)

• Company pro�ile (5 points)

• Proposed services (10 points)

• Warranty, maintenance, and support (10 points)

• Pricing (40 points)

The awarded contract shall agree to offer the terms and conditions offered herein to other government agencies who wish to participate in a cooperative purchase program.

Participating agencies may include the purchase and installation, modi�ication, and maintenance for the Contract, but will be responsible for entering into separate agreements with the Contract and for all payments thereunder.

5. PROPOSAL CONTENT

5.1 Vendor Background

5.1.1 Provide the following Vendor information:

• Company name

• Address

• City, state, and zip

5.1.2 Provide the following Primary Contact Information for the Vendor:

• Name and title

• Address

• City, state, and zip

• Phone

• Email

5.1.3 State the number of years in business and provide a brief historical overview of the company, including how many times the company has been sold, merged, or acquired.

5.1.4 Specify by name and location how many agencies are currently using the

Vendor’s public safety software, including CAD, RMS, and/or JMS system.

5.1.5 Specify the Vendor’s commitment to research and development, in terms of company focus, staff hours dedicated, and revenue re-invested.

5.1.6 Provide a �inancial overview of the company.

5.1.7 Describe the Vendor’s ability to provide long-term �inancing options for this project. If the vendor can provide �inancing, describe the preferred method.

5.2 Vendor References

Provide at least three (3) references that are currently using a system similar to the proposed system. Include the following information:

• Agency name

• Address, city, state, and zip

• Contact name, title, phone number, and email address

• Years using system

• Programs/modules in use

5.3 System Overview

5.3.1 Identify the manufacturer providing each major suite or service in your proposed system in the form of Table 5 below.

Table 5. System Overview

Module/Service Vendor CAD software Mobile software Mapping software Project management Training Software maintenance and support

5.3.2 Provide a detailed overview of the proposed system. Include a list of all the proposed modules included in the proposed system and identify if any are priced as Optional. (See section 7 below.) Include screenshots where applicable.

5.3.3 Identify whether all system modules query a single database. Describe the database structure including any internal interfaces between proposed modules.

5.3.4 Describe the system’s customization capabilities.

5.3.5 Describe how the agency administrators establish security privileges and permissions within the system.

5.3.6 Identify whether the system create both preformatted and ad hoc reports.

Describe the system’s reporting capabilities.

5.3.7 Describe the system’s imaging capabilities, including how users capture, store, and use media.

5.3.8 Describe which types of media �iles can be attached to an individual record (for example, image, sound, and video �iles). Identify whether attachments be opened in their native formats?

5.3.9 Describe the proposed system’s link analysis capability to connect all record types associated with a case.

5.4 System Requirements

5.4.1 Describe the system’s minimum networking requirements.

5.4.2 Identify how many servers will be required to operate the proposed system and describe the purpose of each proposed server.

5.4.3 Provide the following hardware speci�ications for EACH server required:

• Number of concurrent users supported

• Operating systems supported

• Number of processors and speed

• Total memory required

• Storage o Type o Speed o RAID levels supported o Capacity

• Network Adapters o Number of ports o Speed

5.4.4 Provide the following recommended speci�ications for user (non-dispatch) workstations:

• Operating Systems

• Processor

• Memory

• Network card

• Screen resolution (pixels)

• Hard disk space

• Monitor

• Additional applications/software

5.4.5 Provide the following recommended speci�ications for dispatch workstations:

• Operating Systems

• Processor

• Memory

• Network card

• Screen resolution (pixels)

• Hard disk space

5.4.6 Provide the following recommended speci�ications for Mobile Laptops:

• Operating Systems

• Processor

• Memory

• Network card

• Screen resolution (pixels)

• Hard disk space

5.5 Implementation

5.5.1 Describe the typical implementation process for a project of this scope including the roles of key members of the implementation team.

5.5.2 Provide the resume of the project manager assigned to this opportunity.

5.5.3 Provide a project team organization chart.

5.5.4 Describe the tools employed by the implementation team to collaborate with

RCSD regarding project milestones.

5.5.5 Describe the Vendor’s training services.

5.5.6 Does the vendor provide a practice database that utilizes Rankin County’s data? If so, describe.

5.5.7 Describe any online training courses that are available.

5.5.8 Describe all other training documentation and instructional support available.

5.5.9 Describe any instances where the Vendor has completed an implementation after the deadline or exceeded the agreed budget.

5.5.10 Describe any instances where the Vendor failed to complete an implementation.

5.5.11 Attach an implementation timeline that outlines speci�ic milestones and deliverables.

5.6 User Licenses

5.6.1 Using the form in Table 6, describe the proposed licensing structure (user, concurrent, site etc.) and the number of proposed licenses for each proposed component that requires a license. (Add rows as needed).

Table 6. Proposed License Structure

Licensed Component or Module

License Type (User, Concurrent, Site, etc.)

# of Proposed Licenses

5.6.2 Specify if there will ever be additional charges for workstation or mobile licenses as the agency expands and more users are added to the system.

5.6.3 Using agency-de�ined privileges, specify whether Rankin County will be able to grant unlimited view-only licenses to outside departments, such as the District Attorney’s Of�ice, without incurring additional license fees.

5.7 Warranty, Maintenance, & Support

5.7.1 Warranty

A. Identify the length of the warranty.

B. Identify when the warranty begins.

C. Describe if the warranty includes both maintenance and support services.

5.7.2 Maintenance

A. State the Vendor’s commitment to supporting the proposed system for a minimum of �ive years. Describe how long the Vendor is willing to commit to supporting the proposed system.

B. If the Vendor is (or will be) acquired, describe the Vendor’s guarantee of the system’s continuation.

C. Describe if there any costs associated with system updates, enhancements, and bug �ixes.

D. For this project, describe the Vendor’s anticipated annual maintenance increases for the proposed system.

E. Describe incentives / savings the Vendor offers for pre-paid maintenance for this project.

F. Describe if there is a clearly de�ined process for customers to in�luence product enhancements.

G. Describe how Rankin County receives new enhancements and releases.

Indicate whether Rankin County is required to update the system when a new enhancement is released.

H. When an enhancement becomes available, and Rankin County elects to retain a previous release, de�ine how long the Vendor will provide maintenance for the original release.

I. Identify if the Vendor preserves agency customizations to the system during the enhancement process free of charge.

5.7.3 Support

A. Describe the account management resources available to the agency.

B. Describe the Vendor’s standard support services.

C. For telephone support, provide the following information:

• Does the vendor provide 24-hour support?

• What is the vendor’s average time to resolve issues?

D. Describe the vendor’s online educational database resources.

6. PROPOSAL TERMS & CONDITIONS

6.1 True & Accurate

By submitting a proposal, Vendors certify that all information provided in response to this RFP is true and accurate.

6.2 Incurred Expenses

Rankin County will not be liable for any cost incurred by the Vendors in preparing and submitting proposals or attending oral presentations and software demonstrations.

6.3 Evaluation of Proposals

Proposals shall be evaluated on the basis of those requirements that are set forth in the Request for Proposals, and Rankin County’s policies, procedures, and ordinances. This solicitation is being procured by competitive negotiation. Price will not control in the awarding of this procurement.

6.4 Open Procurement

Rankin County reserves the right to lease and/or purchase more or less of each item or service at the unit price offered in the Vendor’s system, unless the Vendor speci�ically and explicitly limits the response in this regard. Rankin County reserves the right to negotiate with Vendors regarding variations to the original proposal(s) that may be in the best interest of the RCSD. Rankin County reserves the right to accept or reject any or all bids and to waive informalities and irregularities in bids or bidding procedures and to accept any bid determined by Rankin County to be in its best interest, even though not the lowest bid. Bids shall remain �irm for ninety (90) days from opening.

6.5 Quali�ications of Vendors

Rankin County may make such reasonable investigations as deemed proper and necessary to determine the ability of the Vendor to perform the services and/or furnish the goods and the Vendor shall furnish to Rankin County all such information and data for this purpose as may be requested. Rankin County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Vendor fails to satisfy Rankin County.

6.6 Acceptance of Proposal Prices

Vendor warrants by virtue of proposing that prices, terms, and conditions quoted will be �irm for a period of ninety (90) days from the date of proposal opening, unless otherwise stated by the Vendor. There is no binding agreement, no contractual relationship, no understanding or mutual assent until a contract is signed, executed, and exchanged by and between the Vendor and Rankin County.

6.7 Award of Contract

Selection shall be made of one or more Vendor(s) deemed to be fully quali�ied and best suited among all the Vendors on the basis of the evaluation criteria, including price. Negotiations shall then be conducted with the Vendor(s) selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted, Rankin County shall select the Vendor which, in its opinion, best meets the long-term needs of Rankin County, and shall award the contract to that Vendor. Should Rankin County determine in its sole discretion that only one Vendor is fully quali�ied, or that one Vendor is clearly more highly quali�ied than the others under consideration, a contract may be negotiated and awarded to that Vendor.

7. PRICING

7.1 Modules & Interfaces

Provide the pricing information in Table 7 for each suite of the proposed system:

Table 7. Pricing

Product Suite Total Software & Interfaces $ Services Total $ Total $ 1st Year Subscription $ 2nd Year Subscription $ 3rd Year Subscription $ 4th Year Subscription $ 5th Year Subscription $

TOTAL 5 YEAR COST $

7.2 Optional Pricing

Use Table 8 to provide optional pricing for 10-year lifecycle costs.

Product Suite Total Software & Interfaces $ Services Total (10 Year) $ Total $ 6th Year Subscription $ 7th Year Subscription $ 8th Year Subscription $ 9th Year Subscription $ 10th Year Subscription $

TOTAL 10 YEAR COST $

Vendor is required to provide an authorized signature certifying that the submitted bid includes ALL costs associated with the proposed project.

Signature:

Name:

Title:

ATTACHMENT A

AT

TA

CH

M

EN

T A

RE

SP

ON

DI

N G

VE

N

DO

R

N

AM

E:

In st ru ct io ns

Co m pl et e th e fo llo w in g W or ks he et s t ha t i nc lu de

: M an da to ry , G en er al , C

AD

, M ob ile

, R M

S, JM

S Re qu ir em en ts

Do n ot p ut u se th e

TO

TA

L fie ld s i n an y of th e ro w s.

Ra nk in C ou nt y w ill to ta l t he sp re ad sh ee ts o nc e re ce iv ed

Re tu rn th is a tt ac hm en t o n a th um b dr iv e al on g w ith a n el ec tr on ic v er si on o f y ou r r es po ns e.

Us e th e fo llo w in g re sp on se s, w ith co lo r c od es

, i n yo ur re sp on se s.

D es cr ip ti on

Co m pl ie s " C"

Pa rt ia l "

P"

M od ifi ca tio n

"M

Do es

N ot

C om pl y

"D N

C" Pr op os ed so ftw ar e so lu tio n do es n ot m ee t t he sp ec ifi ca tio n an d ca nn ot b e m od ifi ed

Re qu ir em en ts

ap ab ili ti es R es po ns e In di ca to rs

D ef in it io n

Fe at ur e/

Fu nc tio n is in cl ud ed in th e cu rr en t s of tw ar e re le as e.

T he sp ec ifi ca tio n is m et w ith ou t m od ifi ca tio n or w or k ar ou nd a nd w ill b e im pl em en te d as p ar t o f t he p ro po sa l f ro m v en do rs in ac co rd an ce w ith a gr ee d up on co nf ig ur at io n pl an ni ng

Th e pr op os ed so ftw ar e m ee ts p ar t o f t he sp ec ifi ca tio n.

U se th e co m m en t c ol um n to e xp la in

Fe at ur e/

Fu nc tio n is n ot in cl ud ed in th e cu rr en t s of tw ar e re le as e, a nd is n ot p la nn ed to b e a pa rt o f a fu tu re so ftw ar e re le as e.

H ow ev er , t hi s f ea tu re co ul d be p ro vi de d w ith cu st om m od ifi ca tio ns . A ll re la te d cu st om iz at io n co st s s ho ul d be in di ca te d in A tt ac hm en t C

C os t W or ks he et

RFP # 268001 Vendor pg. 001

R eq ui re m en t D es cr ip ti on

Ve nd or

Re sp on se

Co m m en ts

Re sp on di ng v en do rs m us t p ro vi de a p ro du ct th at ca n di re ct ly te gr at e w ith th e

Ag en cy 's

P2

Ra di os . T he a ge nc y cu rr en tly ut ili ze s M ot or ol a

So lu tio ns

A

PX

N

R ad io

Re sp on di ng v en do rs m us t p ro vi de a p ro du ct th at ca n di re gr at e w ith th e

Ag en cy 's cu rr en t b od y w or n ca m er a sy st em fo r fo ot ag e an d ev id en ce

. T he a ge nc y cu rr en tly u til iz es

M ot or ol a So lu tio ns V an d

V3

B od y w or n ca m er a.

Re sp on di ng v en do rs a re a bl e to g o liv e w ith th e ne w sy st em o n be fo re D ec em be r 3

1, 6.

M an da to ry R eq ui re m en ts

Sy st em

C ap ab ili ti es

an da to ry R eq ui re m en ts

RFP # 268001 Mandatory pg. 001 qu ir em en t

Re sp on se

Co m m en ts

Th e sy st em is co m pa tib le w ith M ic ro so ft

W in do w s™ O pe ra tin g sy st em s.

Th e sy st em is

F

IP

S co m pl ia nt fo r a ll ne tw or k co m m un ic at io n, cl ud in g w ir ed a nd w ir el es s c om m un ic at io n.

Ve nd or a llo w s f or

“p ri or ity li ce ns in g” w he re w or ks ta tio ns ca nn ot b e lo ck ed o ut

, r eg ar dl es s o f t he n um be r o f c on cu rr en t u se rs

Ve nd or p ro vi de s s ite li ce ns in g fo r a ll de sk to p an d m ob ile m od ul es

Ve nd or in cl ud e un lim ite d up gr ad es , i nc lu di ng v er si on a nd n am e ch an gi ng u pg ra de s, as p ar t o f t he ir ro ut in e su pp or t a nd m ai nt en an ce

Th e sy st em a ut om at ic al ly ch ec ks fo r a nd in st al l a ny a va ila bl e so ftw ar e up da te s o n ea ch o f t he in di vi du al C

AD

, R

M S, JM

S an d/ or M ob ile w ks ta tio ns w he n a us er lo gs in

Th e sy st em p ro vi de s a ut ho ri ze d us er s w ith th e ab ili ty to re po rt a n is su e or re qu es t a n en ha nc em en t t ha t t he y w ou ld li ke to se e fo r t he pr od uc ts fr om d ir ec tly w ith in th e

CA

D, M ob ile a nd R

M S ap pl ic at io ns

Th e sy st em in cl ud es m ul tip le le ve ls o f d at a se cu ri ty co nt ro l, in cu di ng ac ce ss b y us er a nd u se r g ro up

Th e sy st em in cl ud es a cc es s l ev el s, in cl ud in g vi ew , e di t, de le te , a ad m in fo r e ac h co m po ne nt o f t he sy st em fo r u se rs a nd u se r g ro up s.

Th e sy st em su pp or ts a ge nc y co nf ig ur at io n of p as sw or d co m pl ex ity ru le s.

Th e sy st em su pp or ts a ge nc y co nf ig ur at io n sp ec ify in g th e fr eq ue nc y of re ir ed p as sw or d ch an ge s.

Sy st em

Ge ne ra l

Sy st em

S ec ur ity

Ge ne ra l S ys te m R eq ui re m en

RFP # 268001 General pg. 001

Th sy st em in cl ud es a m et ho d fo r u se rs to re se t t he ir p as sw or d w ith ou t t he n ee d fo r a ge nc y ad m in is tr at or a ss is ta nc e in th e ev en t t he y ha ve fo rg ot te n th ei r p as sw or d.

Th e sy st em in cl ud es a m et ho d fo r a u se r t o re se t t he ir p as sw or d w ith ou t t he n ee d fo r a ge nc y ad m in is tr at or a ss is ta nc e in th e ev en t t he y ha ve b ee n lo ck ed o ut o f t he ir a cc ou nt d ue to to o m an y in co rr ec t pa ss w or d at te m pt s.

Th e sy st em a llo w s t he se cu re d sh ar in g of d at a be tw ee n m ul tip ag ci es , w ith th e ho st a ge nc y be in g ab le to se t l im its o f s ha re d in fo ra m tio n.

Th e ag en cy ca n de fin e se cu ri ty o n w or ld , a ge nc y, g ro up

, a nd in di vi du al ve ls fo r a ll sc re en s w ith in th e sy st em

Us er a cc es s c an b e de fin ed p er sc re en , r ec or d, fi el d, a nd fu nc tio n

(v ie w ad d, m od ify , d el et e, e tc

Th e sy st em n ev er d is pl ay s p as sw or ds a nd st or es p as sw or ds a s h as he d va lu es in th e da ta ba se

Th e so ftw ar e pr ov id er

's cu st om er su pp or t i s l oc at ed in th e

Un ite d St at es a nd n ot o ut so ur ce d to a ca ll ce nt er o r f ac ili tie s t ha t r es id es ou id e th e Co un tr y.

Th e Ve nd or h as a ut ho ri ze d se rv ic e te ch ni ci an s w ith in th e

St at

M is si ss ip pi

Th e so ftw ar e pr ov id er

's re m ot e ac ce ss to a ny a ge nc y sy st em s m us t b e pe rf or m ed fr om w ith in th e

Un ite d St at es a nd o nl y w he n th e co m pu te r ac ce ss in g an d th e in di vi du al o pe ra tin g th e co m pu te r a nd v ie w in g an y sc re en s i s w ith in th e

Co un tr y.

Th e so ftw ar e pr ov id er

's su pp or t a nd d ev el op m en t r es ou rc es th at ay ha a cc es s t o co nt ro l o r v ie w a ny a ge nc y sy st em s m us t h av e

CJ

IS

rt ifi ca tio n.

Th e so ftw ar e pr ov id er p ro vi de s a ll so ftw ar e "p at ch es " a nd o r b ug so lu tio n re le as es fo r t he in st al le d pr od uc t(

s) , f re e of co st to th e ag en cy a s a va ila bl e, a nd a s s ch ed ul ed in a cc or da nc e w ith a ge nc y co nv en ie nc e.

Cl ie nt S er vi ce s

RFP # 268001 General pg. 002 so ftw ar e pr ov id er p ro vi de s a ll ne w

"m aj or " s of tw ar e re le as to th in st al le d pr od uc t l in e( s) fr ee o f c os t t o th e ag en cy a s a va ila bl e an d as sc he du le d ac co rd in g to a ge nc y co nv en ie nc e.

Th e so ftw ar e pr ov id er p er fo rm s a ll up gr ad es to th e sy st em re m ot el y, un ss o n si te re so ur ce s a re re qu ir ed in w hi ch ca se th e ag en cy m ay b e re qu ir ed to co ve r t ra ve l f ee s.

Th e so ftw ar e pr ov id er p ro vi de s x x su pp or t i nc lu de d st an da rd su pp or t a gr ee m en t.

Th e so ftw ar e pr ov id er p ro vi de s m ul tip le m et ho ds to lo g a re qu es t f lp o r t ro ub le ti ck et , t o in cl ud e:

o

To ll fr ee p ho ne n um be r o

Em ai l o

W eb p or ta l

Th e so lu tio n pr ov id es a ut ho ri ze d us er s w ith th e ab ili ty to re po rt a n is su e or re qu es t a n en ha nc em en t t ha t t he y w ou ld li ke to se e fo uc ts fr om d ir ec tly w ith in a ll ap pl ic at io ns

Th e ve nd or sh ou ld h av e a st ru ct ur ed p ro gr am fo r c ol le ct in g us er fe ed ba ck a nd in co rp or at in g it in to p ro du ct d ev el op m en t, en su ri ng th e so lu tio n ev ol ve s i n lin e w ith th e ch an gi ng n ee ds o f p ub lic sa ty ag ci es

Th e sy st em g iv es u se rs th e ab ili ty to co m bi ne se ar ch es fr om m ul tip ta bl es

Th e sy st em p ro vi de s a cl ou d ba ck up o pt io n fo r t he d at ab as e?

Us er s c an cr ea te a nd sa ve a d ho c r ep or ts in th e sy st em

, s pe ci fy in g w hi ch fi el ds a pp ea r i n th e re po rt

, c ol um n tit le s, an d ho w th e fie ld s a ed

Us er s c an sc he du le re cu rr in g re po rt s t o ru n at u se r-de fin ed ti m es a da s w ith in th e sy st em

Th e sy st em p ro vi de s t he a bi lit y to ch an ge te xt si ze , c ol or s, ad d/ re m ov e fie ld s, or re si ze fi el ds a t t he u se r l ev el

Sy st em cl ou d fe at ur es u til iz e

M ic ro so ft Az ur e

Go ve rn m en t C lo ud

Al l d at a in tr an si t i s e nc ry pt ed to

C

JIS

st an da rd s.

Sy st em

F un ct io na lit y

Sy st em

S pe ci fic at io

RFP # 268001 General pg. 003

Al l s ys te m m od ul es a re in te gr at ed th ro ug h on e ce nt ra l d at ab as ax im iz e in fo rm at io n sh ar in g an d re du ce re du nd an t e nt ry

Sy st em m od ul es ca n be a dd ed , l ic en se d, a nd im pl em en te d se pa ra te ly a s ne ed ed

Th e sy st em is O

DB

C-co m pa tib le

Th e sy st em in cl ud es a n N

-D Ex

IE

PD

co m pl ia nt in te rf ac e.

Th e sy st em a llo w s a dm in is tr at or s t o ov er se e al l s ys te m m od ul es

Th e ag en cy ca n hi de fi el ds in th e sy st em w ith ou t t he n ee d fo r v en do r as si st an ce

Th e ag en cy ca n cr ea te te m pl at es fo r n ar ra tiv e fie ld s o n an y sc re en

Th e sy st em in cl ud es n ar ra tiv e fie ld s o f v ir tu al ly u nl im ite d le ng th

Th e sy st em p ro vi de s s pe ll ch ec k fo r n ar ra tiv es

Th e sy st em p ro vi de s c ut , c op y, a nd p as te fu nc tio na lit y.

Th e sy st em a llo w s p ic tu re s a nd sc an ne d do cu m en ts to b e st or ed w ith po rt s.

Us er s c an se ar ch a ny fi el d, o n an y sc re en , i n an y or de r.

Se ar ch es ca n be p er fo rm ed d ir ec tly w ith in th e da ta e nt ry sc re en s, w ith ou t t he n ee d fo r a se pa ra te se ar ch a pp lic at io n or w in do w

Us er s c an se ar ch a ny fi el d w ith w ild ca rd ch ar ac te rs

Us er s c an se ar ch m ul tip le cr ite ri a w ith in th e sa m e ta bl e or se ar ch bi ne d cr ite ri a ac ro ss m ul tip le ta bl es

Th e sy st em ca n di sp la y a lis t o f a ll re co rd s m at ch in g th e se ar ch cr ite ri a.

Us er s c an se ar ch a ll ag en cy d at ab as es fr om a si ng le q ue ry

Th e sy st em o ffe rs p re fo rm at te d re po rt s t ha t c an b e m od ifi ed b y th e ag en cy

Pr ef or m at te d re po rt s c an in cl ud e da ta fr om m ul tip le ta bl es o r da ta ba se s.

Sy st em

S ea rc hi ng

Sy st em

R ep or tin g

RFP # 268001 General pg. 004 s c an cr ea te a nd sa ve a re po rt fo rm at

, d ef in in g th e ap pl ic ab le ta e, fie ld s, co lu m n tit le s, et c.

Th e sy st em ca n cr ea te

N

IB

RS

re po rt s.

Us er s c an sc he du le re cu rr in g re po rt s t o ru n at u se r-de fin ed ti m es s.

Us er s c an o ut pu t r ep or ts in v ar io us fo rm at s s uc h as P

DF

a nd H

TM

L.

Th e sy st em in cl ud es a n on lin e tr ai ni ng re so ur ce fo r o ng oi ng le ar ni ng

Ag en cy a dm in is tr at or s c an ru n re po rt s t o vi ew e ac h tr ai ni pl ia nc e an d pr og re ss

Th e sy st em in cl ud es a se pa ra te tr ai ni ng e nv ir on m en t w he re ch an ge s m ad e in th e tr ai ni ng e nv ir on m en t w ill n ot im pa ct th e liv e sy st em

Th e so ftw ar e pr ov id er p ro vi de s o n-de m an d tr ai ni ng ca ta lo gs th at co ve r al l a sp ec ts o f t he sy st em p ro vi de d.

Sy st em

T ra in in

RFP # 268001 General pg. 005 ir em en t

Re sp on se

Co m m en ts

Ap pl ic at io n ca pa bl e of ru nn in g on a m ob ile d ev ic e or a w or ks ta tio de pe nd in g on th e us er e xp er ie nc e.

Lo gi n sc re en a llo w s f or u se rs to re se t p as sw or d Ap pl ic at io n no tif ie s u se rs o f a n up da te a t L og in , a nd p ro vi de fo r la un ch in g th e up da te

CA

D ca pa bl e of ru nn in g N

CI

C/

DM

V qu er ie s f ro m th e ap pl ic at io n

So ftw ar e no tif ie s t he u se r o f a ny e xp ir ed sa fe ty ti m e fo r U ni ts

CA

D so ftw ar e di sp la ys a ct iv e bu lle tin s f or e ac h us er , w ith n ot ifi ca tio ad m es sa ge s.

So ftw ar e su pp or ts th e fo llo w in g vi ew in g op tio ns fo r u se rs

H om e sc re en sh ow in g bo th

A ct iv e

Ev en ts a nd U ni ts

Sc re en sh ow in g ac tiv e ev en ts o nl

Sc en sh ow in g m ap o nl y

CA

D so ftw ar e pr ov id es fo r r ot at io ns fo r v ar io us re so ur ce s ( w re ck er s, de te ct iv es , E

M S, e tc

Ro ta tio ns a llo w fo r t he a ge nc y to d et er m in e ho w th e pl ac e in ro ta tio af ct ed

CA

D so ftw ar e pr ov id es th e us er w ith th e ab ili ty to se ar ch fo r a ll m aj ea s o f t he a pp lic at n:

-E nt

-U t S ta tu s c ha

-A dd re ss es (w ith h is to ry

-P eo pl ho ne n um ro pe

-V eh ic nt n ot la

-R at io ns

Co m pu te r Ai de d D is pa tc h (C

AD

Ge ne ra l

RFP # 268001 CAD pg.