Request for Proposal On Replacement

Public Safety Software For Portage County & Surrounding Agencies

Proposal # 2020-01

Issued by:

Portage County

Purchasing Department

Proposals must be submitted No later than 2 PM Thursday, March 19, 2020 to:

Portage County Purchasing

1462 Strongs Ave Stevens Point WI 54481

LATE PROPOSALS WILL BE REJECTED

There will not be a public opening for this Proposal

For further information regarding this RFP contact Christopher Schultz

At (715) 346-1393 Email: schultzc@co.portage.wi.us

Issued: Tuesday, February 4, 2020

1. General Information

1.1. Introduction and Purpose

1.2. Definitions

1.3. Current Operations, Software and Hardware Environment

1.4. Scope-

1.5. Clarifications and/or Revisions to this RFP

1.6. Calendar of Events

1.7. Contract Term

2. Preparing and Submitting a Proposal

2.1. General Instructions

2.2. Incurring Costs

2.3. Submitting Proposals

2.4. Proposal Organization and Format

2.5. Multiple Proposals

2.6. Withdrawal of Proposals

3. Proposal Selection and Award Process

3.1. Evaluation Committee

3.2. Preliminary Evaluation

3.3. Right to reject proposals

3.4. Proposal Scoring

3.5. Evaluation Criteria

3.6. Interviews/Presentations and/or Site Visits-

3.7. Final Evaluation

3.8. Award and Final Offers

3.9. Notification of Intent to Award

3.10. Appeals Process

3.11. Negotiate Contract Terms

4. Requirements

4.1. Mandatory Requirements

4.2. Contract Requirements

5. Proposer Information and Solutions

5.1. Proposer References

5.2. Organization Capabilities

5.3. Staff Qualifications

5.4. Hardware and Software System Overview:

5.5. Implementation & Training-

5.6. User Licenses

5.7. Warranty, Maintenance, and Support-

5.8. Status Reports, Testing, and Final Acceptance-

6. Cost Proposal

6.1. General Instructions for the Cost Proposal and how it will be Scored

6.2. Format for Submitting Cost Proposal

6.3. Fixed Price Period

6.4. Payment-Payments shall be made as follows:

Attachment A- Signature and Authority Affidavit Form Page 20 Attachment B- References Page 21 Attachment C- Designation of Confidential & Proprietary Info Form Page 22 Attachment D- Mandatory Requirements Page 23 Attachment E- Functional Specifications Page 24 Attachment F- Standard Terms and Conditions Page 213 Attachment G- Cost Proposal Page 216

Portage County Wisconsin RFP #2020-01

1. General Information

1.1. Introduction and Purpose

Portage County is seeking proposals for replacement of the current multi-jurisdictional public safety software system (s) utilized by Portage County, The City of Stevens Point, The Village of Plover, and The University of Wisconsin-Stevens Point, hereinafter referred to as “Requesting Agencies”. The replacement system will include, at a minimum, a Computer Aided Dispatch System (CAD), a Records Management System (RMS), a Field Based Mobile Reporting System (FBR), a Jail Management System (JMS), and a Mobile Data Computer System (MDC). The successful vendor will provide a system whereas all base components are supplied by a single vendor, integrated with minimal utilization of third-party interfaces to meet Portage County’s requirements.

The Requesting Agencies are seeking to replace its existing public safety systems. The Requesting Agencies are looking for a contemporary, completely integrated solution that is one application, with one database, provided by one vendor. The public safety software system should allow for customizable information sharing definable by security permission between the Requesting Agencies. In addition, the Requesting Agencies would like the public safety software system vendor to not only provide, but to also maintain the software and hardware under the vendor’s maintenance and service agreement.

The County of Portage as represented by the Purchasing Department intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed project. The contract administrator will be determined at the time of the contract award. Retain a copy of these proposal documents for your files.

Should you receive an award, these documents become your contract terms and conditions.

Contract Execution: Portage County utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your proposal, you are agreeing to the use of this program to sign documents should you receive an award. There is no cost to the proposer associated with this process.

1.2. Definitions

The following definitions are used throughout the RFP:

CAD-Computer Aided Dispatch System Contractor means proposer awarded the contract.

County means the County of Portage in Wisconsin.

FBR-Field Based Reporting System JMS-Jails Management System MDC-Mobile Data Computer System Proposer/Vendor/Bidder means a company or individual submitting a proposal in response to this RFP.

Purchasing means the County of Portage Purchasing Department.

RFP means Request for Proposal.

RMS-Record Management System State means the State of Wisconsin.

VendorNet means the State of Wisconsin’s electronic purchasing information system.

1.3. Current Operations, Software and Hardware Environment

The Portage County Sheriff’s Office, Portage County Communications Center, Portage County Jail, the Plover Police Department, and the Stevens Point Police Department currently contract with the Public Safety software vendor, Tritech Software Systems (formerly VisonAir). The following applications are currently in use: VisionCAD – Computer Aided Dispatch (CAD), VisionMobile – Mobile Data Computer System (Mobile), Inform FBR – Field Based Reporting (FBR), Inform RMS -Records Management System (RMS), Inform Jail – Jail Management System, and Vision Inform and TriTech IQ for web-based queries. Portage County Dispatch is the PSAP for all currently connected agencies, thus sharing and interfacing data from the CAD system to all other applications in the TriTech environment. The Portage County Communications Center uses Geolynx Mapping System which integrates with CAD, both of which were implemented in 2007.

CAD and Mobile were implemented in 2007, RMS and Jail were implemented in 2008. Portage County went live with FBR in 2012 while the Village of Plover PD implemented FBR in 2016. The Stevens Point Police Department migrated to use Tritech Software Systems in 2013.

The Portage Count Sheriff’s Office uses custom programs developed on the iseries for Civil Process entry and reporting. The iseries is also used to manage employee data and to search legacy records prior to the Tritech Software Systems implementation in 2008.

The Medical Examiner has been using iseries to manage records since 1994.

Participating entities gain access application data via network trusts that have been established between the agencies. Mobile connectivity is allowed through a VPN connection using NetMotion Mobility software.

The applications are hosted on SQL servers in a virtual environment provided and supported by Portage County. Servers are backed up nightly to an offsite Veem repository. There is currently not a real time redundancy site for critical applications, but Portage County is in the process of creating a secondary Hot/Hot Disaster Recovery environment by 2021.

In addition to the above environment, legacy records not converted to TriTech during that implementation are maintained on an iSeries server using RPG code. This includes the current processing of Civil Process and Sheriff Sales. While we will continue to maintain these legacy records, we do not intend to maintain a secondary legacy system with our current records. All data currently stored in the TriTech environment needs to convert to the next Public Safety software chosen.

The University of Wisconsin, Stevens Point (UWSP) uses SLEET as their Records Management System and FBR Reports are entered in templates on Microsoft Word. SLEET was implemented in 2002.

Portage County Sheriff & EMS

Description Details

Population served 70,474 (Includes all other Jurisdictions

Number of sworn officers 48

Total number of full-time employees (sworn and non-sworn) 108

Maximum number of concurrent users 47 (includes 7 EMS)

Average number of concurrent users 33 (Includes 3 EMS)

Total number of employees working at the jail (this number is included in both the sworn and non-sworn employee counts)

Number of jail beds 92

Number of full dispatch stations 5

Total number of dispatchers (this number is included in both the sworn and non-sworn employee counts)

Number of dispatchers typically on-call per shift 4

Number of Public Safety Answering Points (PSAP) 5

Number of police agencies dispatched 4

Number of mobile units 27 (includes EMS)

Number of RMS data entry stations 15

Number of Stations Using FBR 30

City of Stevens Point Police Department

Population served 26,293

Number of sworn officers 46

Total number of full-time employees (sworn and non-sworn) 50

Maximum number of concurrent users 25

Average number of concurrent users 10-15

Number of mobile units 12

Number of RMS data entry stations 27

Number of FBR Stations 37

City of Stevens Point Fire

Population served 26,200

Total number of full-time employees (sworn and non-sworn) 44

Maximum number of concurrent users 16

Average number of concurrent users 8-10

Number of mobile units 16

Number of RMS data entry stations 0

Village of Plover Police

Population served 13,298

Number of sworn officers 20

Total number of full-time employees (sworn and non-sworn) 23

Maximum number of concurrent users 13

Average number of concurrent users 13

Number of mobile units 6

Number of RMS data entry stations/Stations Using FBR 5/19

University of Wisconsin-Stevens Point Police

Population served 9,000

Number of sworn officers 12

Total number of full-time employees (sworn and non-sworn) 12

Maximum number of concurrent users 6

Average number of concurrent users 6

Number of mobile units 2

Number of RMS data entry stations/Stations Using FBR 2/8

1.4. Scope-

See Requirements and Specifications (Section 4 and 5), Functional Specifications (Attachment E), and Cost Proposal Forms (Attachment G) for the minimum acceptable specifications for the products and services desired. Any estimated item quantities identified in this document are for proposal purposes only. The County does not guarantee to purchase any specific quantity or dollar amount. This contract must not be construed as mandatory upon any County, State agency or municipality. The County reserves the right to issue separate proposals when deemed in the best interest of the County.

The County reserves the right to negotiate with any contracted vendor(s) to establish additional discounts and/or lower prices for products determined to meet the requirements of a County-led initiative to set product standards. Contracted vendor may be asked to provide new, lower prices for these standard products and configurations for a limited, fixed term, to fall within the term of the contract resulting from this Request for Proposal.

1.5. Clarifications and/or Revisions to this RFP

Portage County Purchasing is the sole point of contact for the County during the selection process. Contact with anyone else involved with this process without the prior authorization of Purchasing may result in the disqualification of your proposal. Proposers are expected to raise any questions, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies they have concerning this proposal in writing through email by 2 PM Thursday, February 18, 2020, to: Chris Schultz, Purchasing, Email: schultzc@co.portage.wi.us

If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this proposal after the above date, it shall immediately notify the above named individual of such error and request modification or clarification of the proposal document before the proposal opening date.

If a proposer fails to notify the County prior to the proposal due date of any condition stated above that reasonably should have been known to the proposer, and if a contract is awarded to that proposer, the proposer shall not be entitled to additional compensation or time by reason of the error or its correction.

Revisions to this request for proposal or answers to questions will be made only by an official written addendum issued by Purchasing. Addenda will be posted on VendorNet and on the Portage County Website. Proposers are responsible for checking these websites for any addenda before submitting a proposal. Failure to acknowledge addenda may disqualify your proposal.

https://vendornet.wi.gov http://www.co.portage.wi.us http://www.co.portage.wi.us/

1.6. Calendar of Events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times, it will do so by issuing addenda to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times.

DATE EVENT

Tues, Feb 4, 2020 Bid 2020-01 Public Safety Software Release

Tues, Feb 18, 2020 Last Day to submit questions or request clarifications by 2PM

Thu, Feb 27, 2020 Questions and Any Addenda posted to https://vendornet.wi.gov/ and http://www.co.portage.wi.us

Thu, Mar 19, 2020 Proposals due at or before 2:00 p.m.

Early May Interviews/Presentations Demonstration (Week of May 4?? )

Mid May Reevaluation

May-June Notification of intent to award sent proposers (estimated)

July-August Contract Initiated Contract award (estimated)

Late 2020-Early 2021 Implementation, UAT, Evaluation, Contract start date (estimated)

1.7. Contract Term

The contract shall be effective on the date indicated on the purchase order or contract and shall continue for Three (3) years from that date. By mutual agreement of the agency and the contractor, the contract may be renewed up to Three (3) additional two-year periods.

2. Preparing and Submitting a Proposal

2.1. General Instructions

The evaluation and selection of a contractor will be based on the information submitted in the proposal plus references and any required on-site visits, interviews/presentations or demonstrations. Proposers should respond clearly and completely to all requirements. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired. The County encourages all proposers to print their submission double-sided to save paper.

2.2. Incurring Costs

The County is not liable for any cost incurred by proposers in replying to this RFP.

2.3. Submitting Proposals

Proposers must submit, in a sealed package, One Original (identify) PLUS six (6) identical copies of all materials required for acceptance of their proposal on or before 2:00 p.m. Thursday, March 19, 2020 to:

Portage County Purchasing 1462 Strongs Ave Stevens Point, WI 54481 https://vendornet.wi.gov/ http://www.co.portage.wi.us/

All proposals must be received by the Purchasing Department by the stated time. Late proposals will not be accepted. Receipt of the proposal by the U.S. mail system does not constitute receipt of the proposal by Purchasing.

The County does not accept facsimile machine or email submitted proposals. All proposals must be packaged, sealed, and show the following information on the outside of the package:

Proposer's Name and Address Request for Proposal Title Request for Proposal Number Proposal Due Date

COST PROPOSAL: Submit Original plus one (1) identical copy of Attachment G. Seal in an envelope and submit within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the name of proposer.

2.4. Proposal Organization and Format

Proposal should be typed and submitted on 8.5” by 11” paper bound securely with page numbers clearly indicated. Proposers responding to this RFP must comply with the following format requirements:

Tab 1 - COVER LETTER, RFP SIGNATURE PAGES: Include here any cover letter, Attachment A - RFP Signature and Authority Affidavit Form, any addenda signature pages, and Attachment C - Designation of Confidential & Proprietary Information Form.

The Signature and Authority Affidavit submitted in response to this RFP must be signed by the person in the Proposer's organization who is responsible for the decision as to the prices being offered or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices and services. Failure to provide these forms and information with your bid submittal may disqualify your proposal.

Tab 2 – MANDATORY REQUIREMENTS: Include Attachment D Mandatory Requirements, W-9, and Certificate of Insurance.

Tab 3 – REFERENCES, CONTRACT REQUIRMENT, RESPONSE TO PROPOSER INFORMATION, FUNCTIONAL QUESTION & SPECIFICATIONS: Attachment B-References (5.1), Company overview (5.2), Staff Qualifications (5.3), and solutions to sections 5.4-5.8 that also address all the contract requirements from sections 4.2.1-

4.2.12. Please match the sequence and numbered as they appear in section 5 of this RFP. Finally followed by all the question and requirement charts in Attachment E.

Last Tab Separate Envelope - COST PROPOSAL: Provide cost information as detailed in Section 6 in this RFP. Include all the charts filled out and documented from Attachment G. All costs, as requested, for furnishing the product(s) and/or service(s) must be included in this proposal. The cost proposal must NOT be listed in any other part of the proposal response.

2.5. Multiple Proposals

Multiple proposals from a proposer will be permissible; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

2.6. Withdrawal of Proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 240 days after the due date and time. The written withdrawal notice must be received by Purchasing. The notice must be signed by an authorized representative of the proposer. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time.

3. Proposal Selection and Award Process

3.1. Evaluation Committee

The County’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of the Purchasing Department.

3.2. Preliminary Evaluation

The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event all proposers do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP.

3.3. Right to reject proposals

The County reserves the right to reject any and all proposals.

3.4. Proposal Scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. The evaluation committee's scoring will be tabulated, and proposals ranked based on the numerical scores received.

3.5. Evaluation Criteria

The proposals will be scored using the following criteria:

Description Points

Company & Organization Capabilities (5.2) 75 Points

Staff Qualifications (5.3) 75 Points

Proposal Response (5.4-5.8) 300 Points

Functional Specifications (Questions & Requirements Attachment E) 300 Points

Cost Proposal 250 Points

Total 1000 Points

3.6. Interviews/Presentations and/or Site Visits-

Top-scoring proposers, based on the evaluation of the written proposal, will be required to have interviews/presentations to support and clarify their proposals, if requested by the County. The County will make every reasonable attempt to schedule the interview/presentation within the date range specified in the Calendar of Events. Failure of a proposer to complete a scheduled interview/presentation to the County may result in rejection of that proposer's proposal. The County may conduct site visits of proposer and/or references’ facilities to clarify or confirm proposal information.

3.7. Final Evaluation

Upon completion of any interviews/presentations and/or demonstrations by proposers, the County's evaluation team will review their evaluations and adjust the scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information.

3.8. Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer after the original evaluation process is complete. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If the County requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposer following that process. However, a proposer should not expect that the County will request a best and final offer.

3.9. Notification of Intent to Award

All proposers who respond to this RFP will be notified in writing of the County's intent to award the contract(s) as a result of this RFP.

3.10. Appeals Process

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or Portage County Ordinance provisions that are alleged to have been violated.

The written notice of intent to protest the intent to award a contract must be filed with Chris Schultz, Procurement Director, Portage County Wisconsin, 1462 Strongs Ave, Stevens Point, WI 54481, and received in his office no later than five (5) working days after the notice of intent to award is issued.

The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued.

The decision of the Procurement Director may be appealed to the Corporation Counsel Office within (5) working days of issuance. The appeal must allege a violation of a Wisconsin Statute or a Portage County Ordinance provision.

3.11. Negotiate Contract Terms

The County reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

4. Requirements

4.1. Mandatory Requirements

Submit response using Attachment D Mandatory Requirements under Tab 2 of proposal - see section 2.4 for proposal submittal format.

The following requirement(s) are mandatory, and the proposer must satisfy them as a pass/fail pre-screening requirement. Any proposal submitted not in compliance with mandatory requirements may be rejected and not evaluated or scored.

4.1.1. Vendor Background: Proposing vendors must have a minimum of ten years of experience performing the work as described in the RFP. Proposing vendors must have minimum of ten (10) clients with integrated, multi-jurisdiction, multi-discipline Public Safety Software Systems operating on the same version and platform as the system proposed.

4.1.2. Integrated System: Proposer must provide fully-integrated comprehensive software to satisfy all Public Safety Software System computer needs from a single vendor.

4.1.3. Single Point of Contact: The single prime Vendor will be the single point of contact for all communications regarding the project and will be responsible for the success of the complete solution. The single prime Vendor will be the single point of contact for warranty, support and maintenance issues throughout the lifecycle of the project as well as for support of continued operation through the terms of the negotiated contract.

4.1.4. Training: Vendor must offer online and hands on training for all users on a yearly basis, including having an established training within the Midwest or State of Wisconsin.

4.1.5. Proof of Insurance-The contractor performing services for Portage County shall:

Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations.

The county reserves the right to require higher or lower limits where warranted.

4.1.6. Work in US-All work, training, customer support, storage of data, and services must be performed in the United States.

4.2. Contract Requirements

The awarded contractor is expected to fulfill the following contract requirements

4.2.1. Have a single comprehensive system where all modules and subsections are completely integrated.

4.2.2. Increase Officer, Medical, and Fire personnel safety

4.2.3. Provide easy to use analysis tools that support individual and Department accountability and provide statistics that will support grant writing and funding activities

4.2.4. Overall Hardware and Software Requirements-

The proposed system shall be the manufacturer's most recent version available for installation that meets the requirements of this RFP. Bidders shall describe the model proposed and its associated components. Bidders shall include a configuration diagram as a graphical representation of the system to be provided.

Bidders shall furnish detailed minimum and recommended specifications regarding all hardware and related components, including operating systems, required for the installation of a complete, working system.

Vendors must describe the availability architecture of the proposed solution, including database mirroring and failover, network load balancing, exception handling, system logging, and system management.

Vendors must describe the recommended minimum and optimum specifications – including the redundant and fault-tolerant capabilities – for the system hardware that the County will purchase, including servers, storage, power, and networking equipment.

4.2.5. Specific Software Systems-The following paragraphs describe the systems that are expected to be included in the Proposer’s solution:

Computer Aided Dispatch (CAD) – Portage County and Requesting Agencies desire a Law Enforcement and Fire/EMS CAD application integrated with other System Application Components and meeting the functional and performance requirements identified in this RFP. The CAD solution should also include real-time mapping, Automated Vehicle Location (AVL), and support the identified interfaces. Additionally, the CAD configuration must address system redundancy factors, and incorporate backup, failover and recovery solutions. The training environment must mirror the live environment.

Mobile Data Computer System (MDC) – Portage County and Requesting Agencies desire a Mobile application with real-time mobile mapping and AVL functionality. The Mobile application must be fully integrated with CAD and the proposed Automated Reporting System to ensure a seamless transition from incident management to case reporting, and to allow field access to hazards, premises information, and call details for situational awareness.

Law Enforcement Records Management Systems (RMS) – A Law Enforcement Records Management System is requested that can provide a broad range of functionality including tracking arrests, training, personnel, civil document tracking, and property/evidence data. The system should have tools to assist with data integrity and accuracy, and users should be able to access multiple databases from a single query, as well as easily develop reports and analyze data. Further, as the RMS will be used by several law enforcement agencies, it must support a multi-jurisdictional configuration

Field Based Reporting System (FBR) – The Field Based Reporting application should allow field users to complete law enforcement reports in either a mobile or a desktop environment and submit those reports electronically to the RMS. At a minimum, the FBR software should provide for the pre-population of report forms, member agency-defined workflow for online routing of reports, supervisor receipt and review of reports, editing and re-routing of reports, case assignment/management and automatic report distribution. Like RMS, FBR will be used by several law enforcement agencies; therefore, it must also support a multi-jurisdictional configuration.

Jail Management System (JMS) – Portage County and Requesting Agencies desire a JMS to manage bookings and inmate housing, tracking, and incidents as well as support other duties required as part of corrections operations.

Vendors must describe the failover process of the proposed solution, including the estimated time for the failover process to complete.

The proposal will include the capability of remote workstations that are web-based and will include a description of the solution for remote web-based access

4.2.6. Data Migration

Complete legacy data migration will be required, from the current TriTech systems to the selected Vendor’s system, including CAD, RMS, and Jail. This also includes photo and document attachments within the system. The County understands that intermediate steps may be required. This function includes system tables and historic data. The County expects that data migration will be completed prior to go-live.

System table data migration will occur prior to the start of system configuration.

The County expects that the migrated data will be available to all workstations and integrated with the selected system application.

4.2.7. Required Documentation.

The bidder will provide a network diagram with the proposal for the proposed system.

Prior to final system acceptance, the successful Bidder will provide an as-built network diagram for the installed system components.

The successful Bidder will provide a complete database schema and data description for all data elements for all components and data sets.

The successful Bidder will provide a complete set of application User’s Guides prior to the start of User training.

The successful Bidder will provide a complete set of system Administrative guides prior to the start of Administrator training.

The final copies of User and Administration guide will be provided prior to system go-live.

The successful bidder will provide a complete set of interface operation and administration guides prior to Final System Acceptance.

The successful bidder will provide all documentation and licenses that came with all software purchased for use in this system, e.g., third-party and operating system licenses.

The successful bidder will provide a complete set of operation and administration guides related to backup and recovery processes prior to Final System Acceptance.

All documentation and reference materials are updated with each version release.

The successful bidder will provide a complete set of release notes and resulting changes to documentations prior to each system version update.

4.2.8. Implementation & Training Requirements

Portage County expects that the selected vendor will provide customized training to each agency regarding the use and configuration of the system and associated interfaces. The training will include operational and functional training to all users from each agency; train-the trainer sessions selected from each agency; and administrative training to each agency’s administrative staff, which covers all aspects of operating and managing systems.

All vendor provided training will be completed prior to system go-live and on the application version to be implemented.

4.2.9. Warranty

The following requirements are applicable to all maintenance and repair services supplied by Vendor or Vendor’s subcontractors, both under and outside of warranty.

Vendors shall warrant that all components supplied by the Vendor and the integration thereof will be free from defects in material, design and workmanship for the warranty and maintenance period purchased.

Vendors shall provide a minimum one-year warranty period from the date of final system acceptance. Vendors shall warrant that all components supplied will be free from defects in material, design and workmanship for the warranty period and any extended warranty or maintenance period purchased. This warranty shall cover all parts, labor and travel necessary to affect a repair related to any and all components supplied under this contract.

During the warranty period, Vendors must provide support services 24 hours a day and seven days a week (24 x 7) for critical applications. This service must be available any hour of the day. A Web-based trouble reporting system shall be available for non-critical issues. Vendors or their subcontractors must have the ability to access the system remotely using the County’s secure VPN facility for troubleshooting and to perform system diagnostics.

Vendors also shall provide a detailed statement of warranty exclusions. The County reserves the right to reject any proposal based upon stated exclusion of warranties.

4.2.10. Maintenance and Support

Vendors must provide support services 24 x 7 for critical applications. This service must be available any hour of the day. Portage County expects that a Web-based trouble reporting system will be available for non-critical issues and is the preferred method for reporting non-critical issues.

Vendors or their subcontractors must have the ability to access the system remotely using the County’s secure VPN facility for troubleshooting and to perform system diagnostics.

For all critical system problems reported, Vendors shall provide an immediate response to the incident and shall initiate corrective action no longer than 30 minutes from time of notification.

Within two hours of any major failure, reporting personnel must be either onsite or logged into the system to analyze the cause of the problem and to effect corrective action. Equipment or components required onsite for emergency maintenance must be specified and provided.

In all instances of a critical system failure, the Vendor must affect corrective action within one hour of problem reporting or escalate the problem to their senior support staff for their immediate resolution, at no added cost to the County.

Vendors shall warrant that the system supplied under any contract will be operational and available

99.999 percent of the time during the warranty and support periods. The warranty period or support period will be extended on a day-for-day basis for each day the system performance falls below this level.

The cost of the support and maintenance periods will be itemized on the Cost Data Forms (Attachment G). The County reserves the right to purchase one or more additional years of support.

The proposed system must include, at a minimum, a first-year warranty, and specify the availability of a multi-year support and maintenance agreements.

Operating software updates for corrections, enhancements and refinements to purchased capabilities shall be provided by the Vendor as part of the price for maintenance for those years in which the County has purchased maintenance from the Vendor. The software components purchased by the Vendor must be purchased in the name of the County, and the licenses transferred to the County at system acceptance.

There shall be no system downtime for routine maintenance or system backups. Vendors must explain in detail any required (scheduled) system processes that may require downtime.

The cost of software upgrades should be included in the annual maintenance plan.

The County reserves the right to accept or reject any proposed services, Vendors, and/or the use of any proposed service facilities, at the sole discretion of the County.

4.2.11. Project Status

During the project, until final acceptance, the proposer project manager will submit regular status reports covering the following:

• Progress

• Resources Expended

• Problems encountered

• Goals attained

• Project Status Calls and Meeting Summaries

4.2.12. Testing and Final Acceptance-

Portage County and Requesting Agencies shall require the vendor to conduct a final acceptance test in conjunction with Portage County representatives. The purpose of acceptance test shall be to demonstrate to the satisfaction of Portage County and Requesting Agencies that all components of the software system(s) function as specified.

Final acceptance of the system if based upon the system operating as expected in the anticipated operated environment. The vendor, in cooperation with the Requesting Agencies, shall perform testing as described below:

1. No less than (45) days prior to the start of final testing the vendor will provide to Portage County a detailed test plan outlining expected results and how each software component will be tested to ensure full operational functionality.

2. Within 14 days after completion of final testing the vendor will provide a report outlining the results of the testing and a plan and timeline to remedy any deficiencies.

3. Testing shall include every component of every required system, including interfaces and any hardware provided by the vendor. Testing will also include all third-party interfaces utilized and ancillary program modules.

4. Portage County and Requesting Agencies will conduct a ninety (90) day operational test of the system.

This test shall be compromised of normal, everyday utilization by the Requesting Agencies.

5. In the event of known software/hardware issues prior to testing, the vendor shall communicate the issues and the planned remediation to Portage County.

5. Proposer Information and Solutions Submit response under Tab 3 of proposal - see section 2.4 for proposal submittal format.

5.1. Proposer References

Proposer must supply references of three firms to which similar products/service have been provided within the past five years to a comparable sized institution or company. If contacted, all those references must verify that a high level of satisfaction was provided. Please try to include at least one reference from the State of Wisconsin

5.2. Organization Capabilities

Provide a Company profile. Also include a description of the organization’s capabilities providing similar services to those required. Be specific and detail no more than three projects/contracts: description of work, dates, locations, challenges and results.

5.3. Staff Qualifications

Identify key staff your organization/company will assign to fulfill the contract requirements. Detail who would be contract manager(s), etc. Provide a synopsis describing the educational and work experience for each of the key staff who would be assigned to the project/program. Detail the number of hours for each key staff member that you estimate will be needed to fulfill the contract requirements.

5.4. Hardware and Software System Overview-In addition to addressing the contract requirements from 4.2.1-4.2.7 in your response to this section please also include information pertaining to the below inquires:

5.4.1. Specify how may current public safety agencies have purchased the vendor’s software in the last 5 years, 10 years, etc. respectively.

5.4.2. Provide a detailed overview of the proposed system. Include a list of all proposed modules included in the system and identify if any are priced optional.

5.4.3. Describe the Database structure. Do all system modules query a single database? Describe the internal interfaces, if any, between proposed modules.

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

5.5. Implementation & Training- In addition to addressing the contract requirements from 4.2.8 in your response to this section please also include information pertaining to the below inquires:

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

5.5.2. Describe the vendor’s training services during implementation

5.5.3. Describe all vendor training services after implementation

5.5.4. Describe the methodology and schedule for data conversion from the current system

5.5.5. Provide a detailed list of documentation that will be provided to support the implementation and use of the requested software and what formats it will be available in. Also provide brief descriptions of the what documentation is and what areas of the Requesting Agencies they are meant for.

5.6. User Licenses

5.6.1 Describe the proposed licensing structure (user, concurrent, site etc) and the number of proposed licenses for each proposed component that requires a license.

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-defined privileges, specify whether the requesting agencies will be able to grant unlimited view-only licenses to outside departments, such as the District Attorney’s Office, without incurring additional license fees

5.6.4 If outside agency view-only licenses are permitted, what is the term limit of such licenses prior to having to purchase additional licensing?

5.7. Warranty, Maintenance, and Support- In addition to addressing the contract requirements from 4.2.9-

4.2.10 in your response to this section please also include information pertaining to the below inquires:

5.7.1. Describe how Requesting Agencies receive new enhancements, releases. Indicate if the Requesting Agencies are required to update their system when a new enhancement is released.

5.7.2. When an enhancement becomes available, and an Agency elects to retain a previous release, define how long the vendor will provide maintenance for the original release.

5.7.3. Describe the vendor’s standard support services.

5.7.4. Describe in detail, the offered warranty and any available extended warranty. This description must include a description of support services and system upgrades to be provided. The names, addresses, telephone numbers and contact person for all service facilities must be identified in the proposal

5.7.5. Describe a detailed statement or warranty exclusions. Note: (Requesting Agencies reserve the right to reject any proposal based upon stated exclusions of warranties.)

5.7.6. Describe vendor’s support services and response time for critical system failure

5.8. Status Reports, Testing, and Final Acceptance- In addition to addressing the contract requirements from 4.2.11-4.2.12 in your response to this section please also include information pertaining to the below inquires:

5.8.1. Indicate how often and what formats the vendor uses to inform the Requesting Agencies of Status Reports and updates.

5.8.2. Indicate if the structure the county provided will work for testing and final acceptance. Please also indicate if you, the provider, has a set structure that is different for testing and final acceptance? If so, please provide your timetable and structure for that process.

6. Cost Proposal

6.1. General Instructions for the Cost Proposal and how it will be Scored All prices must be quoted in U.S. Dollars.

Purchasing will score the cost proposals by prorating with the lowest cost proposal given the highest score.

The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.

Lowest Cost Proposed Constant _ X Maximum Points Assigned to Cost = Score Other Proposed Cost

6.2. Format for Submitting Cost Proposal.

Use Attachment G Cost Proposal. Submit one marked original plus one copy. Seal in an envelope and submit within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the name of proposer.

6.3. Fixed Price Period

The awarded contractor must hold the accepted prices and/or costs for the entire contract period. The county is also requiring that you hold the prices firm on your bid for up to 240 days during the testing and implementation period of the software. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between the County and the Contractor.

6.4. Payment-Payments shall be made as follows:

25% After contract execution and approval of project plan 25% After delivery and installation of software solution 25% Upon Go-Live 25% After Final Acceptance, completion of outstanding issues (or an agreed upon plan for remediation) and delivery of documentation

If the bidder has a structure different from above, they may include that as part of their cost proposal. This can then be negotiated at the time of contract acceptance and execution.

ATTACHMENT A

SIGNATURE AND AUTHORITY AFFIDAVIT FORM

PROPOSING COMPANY NAME: _________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

Address: __________________________________________________________________________ City _____________________________ State ________ Zip + 4 _______________________ Number of years in Business _______

Name the person to contact for questions concerning this proposal.

Name ___________________________ Title ______________________________ Phone ( ) _______________________ Toll Free Phone ( ) __________________________ Fax ( ) _______________________ Email Address ___________________________

In signing this proposal, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, having familiarized themselves with the conditions affecting the cost of the work, having read completely the requirements, hereby proposes to perform everything required and to provide and furnish labor, materials, equipment, tools and all other services and supplies necessary to produce in a complete and workmanlike manner all of the materials or products described in the project relating to this proposal.

I further certify that I have carefully examined the proposal documents and all terms herein, and site where the work is to be done and have no agreements to prevent the completion of said work.

Signature Title

Name (type or print) Date

This firm herby acknowledges receipt / review of the following addendum(s) (If any)

Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

ATTACHMENT B

REFERENCES

Proposer: _______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name: _________________________________________________________________________ Address (include Zip + 4) ____________________________________________________________________ Contact Person: ____________________________________ Phone No. __________________________ E-Mail Address: __________________________________________________________________________ Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________ Address (include Zip + 4) ____________________________________________________________________ Contact Person: ____________________________________ Phone No. __________________________ E-Mail Address: __________________________________________________________________________ Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________ Address (include Zip + 4) ____________________________________________________________________ Contact Person: ____________________________________ Phone No. __________________________ E-Mail Address: __________________________________________________________________________ Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________ Address (include Zip + 4) ____________________________________________________________________ Contact Person: ____________________________________ Phone No.