354-PD25-34 Cary Computer Aided Dispatch System Replacement 2025.pdf

v.04.15.24

REQUEST FOR PROPOSALS

RFP #354-PD25-34

Project Title: Computer Aided Dispatch (CAD) System Replacement Project

Issue Date: Monday, April 14, 2025

Due Date: Friday May 30, 2025, at 2 PM ET

Issuing Department: Cary Police Department

Direct all inquiries concerning this RFP to:

Carolyn Hemming

Police Operations Project Manager

Email: carolyn.hemming@carync.gov

Table of Contents

1 REQUEST FOR PROPOSALS

1.1 Introduction

1.2 Purpose and Background

1.3 Notice to Vendors Regarding RFP Terms and Conditions

1.4 RFP Response Timeline

1.5 Proposal Questions

1.6 Proposal Submission Requirements and Contact Information

1.7 Rights to Submitted Material

2 PROPOSALS

2.1 Request for Proposal Document

2.2 Evaluation Criteria

2.3 Proposal Evaluation Process

2.4 Final Selection

2.5 Contract Term

2.6 Invoices

2.7 Notice to Proposers Regarding RFP Terms and Conditions

3 SCOPE OF SERVICES

5 REFERENCES

INSTRUCTIONS TO VENDORS

TOWN OF CARY PRINCIPAL CONTRACT

APPENDIX

APPENDIX A – Operational Use Cases APPENDIX B – CAD Detailed Requirements APPENDIX C – CAD Technical Requirements Response APPENDIX D – CAD Services Requirements Response Form APPENDIX E – CAD Interfaces List APPENDIX F – Bidder Cost Proposal Template APPENDIX G – Glossary of Terms

1 REQUEST FOR PROPOSALS

1.1 Introduction

This RFP is an invitation to Bidders to submit Proposals for the provision of a replacement Computer Aided Dispatch (CAD) System to support the processing of 9-1-1 calls for service (CFS) by the Town of Cary’s Public Safety Answering Point (PSAP or ‘Cary 9-1-1’) and its regional first responder partners, as further described in, and in accordance with, this document.

This RFP is issued by the Town of Cary, on behalf of:

The Town of Cary 9-1-1

Town of Cary Police Department

Town of Cary Fire Department

City of Apex Fire Department

Town of Morrisville Police Department

Town of Morrisville Fire Department

1.2 Purpose and Background

The Town of Cary is looking to replace the current Computer Aided Dispatch (CAD) system with a fully functional, upgraded and contemporary system, leveraging and integrating new technologies and providing streamlined interoperability with emergency communication centers in surrounding jurisdictions.

The current CAD system lacks the stability required to provide responsive, reliable customer service. The system is cumbersome to navigate and utilize, has limited functionality, and requires multiple actions to obtain information that is more easily accessed in up-to-date systems. High availability (HA) is a key requirement moving forward and the current system experiences workstation and system availability issues, hindering responsiveness to citizens, fire responders and police officers in the field.

The Town of Cary seeks an innovative solution that allows for increased and expedient integration of new applications and platforms to support the quick response and rapid deployment of cutting-edge services across various current and future, integrated public safety platforms and entities.

1.2.1 Current State Context

Cary 9-1-1 is the primary 9-1-1 center for emergency calls for service (CFS or ‘call’) for the Town of Cary and Morrisville Police as well as Cary, Morrisville, and Apex Fire Departments. The request to dispatch EMS units is communicated from Cary 9-1-1 to Raleigh Wake Communications.

The figure below describes a high-level summary of the Town of Cary 9-1-1’s operational context.

Figure 1. Operational CAD Context Model

Each call is appropriately managed and directed to align with the required needs and appropriate services.

Fire services for Cary, Morrisville, and Apex are dispatched from Cary’s 9-1-1 communications center

Cary 9-1-1 acts as a pivotal centralized hub utilizing a unified CAD platform for dispatching each agency

Cary and Morrisville Police Service calls are received through the Cary 9-1-1 PSAP and are transferred to a Police Dispatcher who will dispatch the call using the unified CAD system

Police Calls for Apex Police are handled by Apex Police Department internally, while Fire calls are handled by Cary 9-1-1 internally

Ambulance service calls received by Cary 9-1-1 are transferred to Raleigh Wake 9-1-1 Communications via a CAD-to-CAD interface and then dispatched by Raleigh Wake

Table 1. Relevant CAD Statistics for Bidder Attention

Relevant Statistics Total Calls for

Service*:

202,563

Total Desktop CAD Users:

Total Mobile CAD Users:

Cary PD: 125,871 Cary FD: 14,241 Apex FD: 4,837 Morrisville FD: 3,513 Morrisville PD: 54,101

Cary PD: 35 Cary FD: 15 Apex FD: 10 Morrisville FD: 7 Morrisville PD: 57

Cary PD: 199 Cary FD: 245 Apex FD: 46 Morrisville FD: 61 Morrisville PD: 120

*Including self-initiated calls for service

The figure below describes a summary of the Town of Cary 9-1-1’s technical context as it relates to CAD.

Figure 2. Current State Technical Context Model

Calls for service are transferred from the Cary 9-1-1 Motorola Vesta/Viper System into Cary’s Central Square ‘One Solution’ CAD system.

Police/Fire calls and data being collected are directly viewed and transferred from the CAD Call

Taker to the respective CAD Dispatcher

EMS Calls received within Cary 9-1-1 are relayed via a CAD-to-CAD interaction. Depending on the need or requirements, there is interaction between Cary Fire and Wake County initiated through the CAD-to-CAD interaction

Police Calls for Apex Police are handled by the Apex Police Department internally, while Fire and EMS are transferred to Cary 9-1-1 for Fire and Raleigh Wake for EMS

For Fire and EMS calls, ProQ/A is utilized to support scenario / criteria-based questioning.

Currently, ProQ/A is not used for Police, but the replacement CAD system is expected to provide guidance and protocols for Police call taking to promote greater consistency across Call Takers.

Stakeholders utilize various CAD configurations, including CAD-to-CAD, MDT (Mobile Data Terminals), and stationary situational CAD displays

The successful Bidder is expected to provide a new CAD system for Cary 9-1-1 and Mobile CAD for Cary Police, Morrisville Police as well as Cary Fire, Morrisville Fire, and Apex Fire Departments.

1.2.2 CAD Replacement Vision

The CAD replacement project aims to equip the communities of Cary, Morrisville, and Apex with a dynamic, data-driven, and scalable CAD solution that enhances public safety and improves operational efficiency for each resident and business through regionalized interoperability.

The following principles, identified by the Town in collaboration with its stakeholders, are requirements for the Bidder’s proposed solution approach. Bidders are encouraged to describe in their proposals specifically how their proposed CAD Systems will support the Town and its partners achieve these objectives.

Table 2. CAD Replacement Guiding Principles

Information Sharing

The CAD platform should foster cross-agency cooperation wherever possible.

Flexibility The CAD platform should be flexible and adapt to the unique needs of departments and functionality across the 3 municipalities (Apex, Cary, Morrisville).

Data- Driven

The CAD platform should be able to provide robust data validation, reporting, and analytics tools to enable data-driven decision-making and improve situational awareness.

Scalability The CAD platform should be able to grow and scale with the future needs of the 3 municipalities and be capable of regionalized interoperability.

Resilience The CAD platform should provide systems and infrastructural redundancy to prevent single points of failure.

Mobility The CAD platform should support remote access and a cloud-based platform.

Simplicity / User Friendly

The CAD platform should be intuitive and easy to use (i.e., simple user experience).

1.3 Notice to Vendors Regarding RFP Terms and Conditions

It shall be the Vendor’s responsibility to read the Instructions, the Town’s terms and conditions contained within the Town’s Principal Contract, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this

RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 1.5 Proposal Questions. If the Town determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The Town may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Principal Contract that have been addressed during the question submission period. Other than through this process, the Town rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer. By execution and delivery of this RFP Response, the Vendor agrees that Vendor is prepared to enter into a contract in the form of the Principal Contract should Town selects Vendor’s proposal and that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

If a Vendor desires modification of the terms and conditions of this solicitation, including any term or condition contained in the Principal Contract, it is urged and cautioned to inquire during the question period, in accordance with the instructions in this RFP, about whether specific language proposed as a modification is acceptable to or will be considered by the Town. Identification of objections or exceptions to the Town’s terms and conditions in the proposal itself shall not be allowed and shall be disregarded or the proposal rejected.

1.4 RFP Response Timeline

The RFP process shall adhere to the following schedule:

Note: All times shown as Eastern Time (ET).

1.5 Proposal Questions

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date. The Town will not entertain any further questions after the due date. Written questions shall be emailed to Carolyn.hemming@carync.gov by the date and time specified above. Vendors should enter “RFP #354-PD25-34: Questions” as the subject for the email.

Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the Town’s response, and any additional terms deemed necessary by the Town will be posted in the form of an addendum to the North Carolina Electronic Vendor Portal (eVP), https://evp.nc.gov/solicitations, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any Town personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

1.6 Proposal Submission Requirements and Contact Information

Submittal Requirements and Contact Information Electronic responses ONLY will be accepted through the NC eVP website. Proposals must be clearly marked with name of the submitting company, the RFP number and RFP title. Proposers must submit one

(1) electronic version, submitted as a viewable and printable Adobe Portable Document File (PDF), on or before the submittal due date and time provided in Section 1.4. Submissions that do not comply with the stated submission method will be deemed non-responsive. The Town reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Any requirements in the RFP that cannot be met must be indicated in the proposal. Proposers must respond to the entire Request for Proposals (RFP). An incomplete proposal may be eliminated from consideration at the discretion of Cary.

Proposals must follow the format as defined in Section 2 PROPOSALS.

RFP Process Date and time RFP posted Mon, April 14, 2025 Proposers Written Questions Due Thurs, May 1, 2025 Town Responses to Proposers questions Thursday, May 8, 2025 Proposal Submission Deadline Fri, May 30, 2025 2 pm Possible Demonstrations and/or additional evaluation As Needed Contract Award TBD -August 2025 Contract Effective Date TBD - September 2025 https://evp.nc.gov/solicitations/

1.7 Rights to Submitted Material

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by Proposers (other than materials submitted as and qualifying as trade secrets under North Carolina law) shall become the property of the Town when received and the entire proposal shall be subject to the public records laws of the State of North Carolina except where a proper trade secrets exception has been made by the Proposer in accordance with the procedures allowed by North Carolina law.

The Town reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this Request for Proposal.

2 PROPOSALS

Responses must follow the format outlined herein. The Town may reject as non-responsive at its sole discretion any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any substantive way from the required format. Proposal responses shall be organized in the following manner:

1. Cover Letter/Letter of Intent

Introduction letter with intent as it may pertain to the Request for Proposal.

2. Corporate Background and Experience This section shall include background information on the organization and should give details of experience with similar projects. A list of five (5) references (including contact persons and telephone numbers) for which similar work has been performed in the past three years shall be included, and the list shall include all similar contracts performed by the Proposer in the past five years. The evaluators will randomly select at least three of these references, but the evaluators reserve the right to contact all the references listed, if information from the three references contacted warrant further inquiry. The failure to list all similar contracts in the specified period may result in the rejection of the Proposer’s proposal. The evaluators may check all public sources to determine whether Proposer has listed all contracts for similar work within the designated period. If the evaluators determine that references for other public contracts for similar contracts were not listed, the evaluators may contact the public entities to make inquiry into Proposer’s performance of those contracts and the information obtained may be considered in evaluating Proposer’s proposal.

3. Financial Statement The Proposer shall provide the following financial information:

Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR,

Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), performance bond, personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

Recent shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the Town with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The Proposer’s failure to provide any of the above-referenced financial statements or failure to submit all the requested financial statements may result in the rejection of the Proposer’s proposal and rejection is more likely to occur if other Proposers provide financial documentation in compliance with the foregoing provisions. Proposers are also encouraged to explain any negative financial information in its financial statements and are encouraged to provide documentation supporting those explanations.

All financial information, statements and/or documents provided in response to this proposal requirement shall be kept confidential, IF THE PROPOSER COMPLIES WITH PARAGRAPH 13 OF

THE GENERAL INFORMATION ON SUBMITTING PROPOSALS BY MARKING THE

FINANCIAL INFORMATION, STATEMENTS AND/OR DOCUMENTS CONFIDENTIAL.

4. System Capabilities & Functionality The Proposer shall provide a comprehensive description of how their system meets the functionality and capabilities required for this project. This should include detailed explanations of the system's features, performance, and relevant technical specifications. The Proposer should clearly demonstrate how their solution aligns with Section 1.2.1. Current State Context and 1.2.2. CAD Replacement Vision, addressing required functionalities and providing evidence of the system's ability to fulfill the project’s needs effectively. All functionality and capabilities included as part of the RFP response must be available and fully operational at the time of implementation; proposed features that are in development or planned for future release will not be considered as meeting the requirements.

Responses submitted within the appendices will be referenced and used as the basis for evaluating this area of the proposal.

5. Project Understanding, Approach and Schedule This section shall include, in narrative, outline, and/or graph form the Proposer's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

6. Team Organization, Experience and Certifications/Qualifications This section must include the proposed staffing, deployment and organization of personnel to be assigned to this project. The Proposer shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

7. Cost Proposal Appendix F The Cost Proposal shall be submitted and contain:

• TOTAL COST: A total not to exceed / fixed price representing the maximum amount for all work

/ products / services delivered, broken out as follows:

o Base System Software with description of functionality (Material only) o Recommended Optional Software Add-ons (Material only) o Professional Services to Implement Base System (excluding Training) o Professional Services to Implement Options / Add-ons o Professional Services to provide Training o Software Maintenance Agreement Years 1, 2, 3, 4, 5 o Other associated costs o Assumptions (no cost information required)

NOTE: Bidders are required to use the Cost Proposal template provided in Appendix F.

Appendices B, C, D and F are required submissions.

2.1 Request for Proposal Document

The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 Evaluation Criteria

This is not a bid. There will not be a public bid opening. Proposals will be evaluated based on the following criteria:

Criteria

(a) Weight

(b) Score (0-3)

(a) x (b) Weighted Score

Cover Letter/Letter of Intent 0 Corporate Background & Experience 15 Financial Statement 0 System Capabilities & Functionality 45 Project Understanding, Approach & Schedule 15

Team Organization, Experience & Certifications/Qualifications

Cost Proposal 10 Final Score 100

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

2.3 Proposal Evaluation Process

The Town shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP.

The Town will conduct a One-Step evaluation of Proposals:

Proposals will be received from each responsive Vendor in a sealed envelope.

All proposals must be received by the issuing agency not later than the date and time specified on the cover sheet of this RFP.

At that date and time, the envelope containing the proposals from each responding firm will remain sealed and opened at time of review. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussion with any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Proposals will generally be evaluated according to completeness, content, and experience with similar projects, ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed in 2.2 EVALUATION CRITERIA, above.

Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the Town reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the Town.

2.4 Final Selection

Proposals will be reviewed after opening and will be ranked in order of choice. A recommendation will then be presented to the Town Manager for approval to negotiate a contract with the #1 choice and, if unsuccessful, to then pursue negotiations with the #2 choice. All Proposers will be notified of their standing immediately following Town’s decision. Price quoted must be held firm for 90 days after the RFP is due.

The Town reserves the right to make an award without further discussion of the proposal submitted. The Town shall not be bound or in any way obligated until both parties have executed a contract. The Town also reserves the right to delay the award of a contract or to not award a contract. The RFP may be awarded by individual task or total proposal, whichever is most advantageous to the Town of Cary.

The general conditions and specifications of the RFP and the selected proposal, as amended by agreement between the Town and the selected Proposer including e-mail or written correspondence relative to the RFP, may become part of the contract documents. Failure of the awarded Contractor to perform as represented may result in elimination of the Contractor from competition or in contract cancellation or termination.

Possible Demonstrations and/or additional evaluation Demonstrations or additional evaluation will be on an as-needed basis only.

2.5 Contract Term

The Contract shall have an initial term of 5 years, beginning on the date of contract award (the “Effective Date”).

The Town shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two additional one-year terms. The Town will give the Vendor written notice of its intent whether to exercise each option by a duly authorized amendment.

2.6 Invoices

a) Invoices must be submitted to the Town of Cary Accounts Payable in email on the Contractor’s official letterhead stationery and must be identified by a unique invoice number. All invoice backup reports and spreadsheets must be provided in electronic format.

b) Invoices must bear the purchase order number to ensure prompt payment. The Vendor’s failure to include the correct purchase order number may cause delay in payment.

c) Invoices must include an accurate description of the work for which the invoice is being submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor.

2.7 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the Instructions, the Town’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP, and comply with all requirements and specifications herein. Proposers also are responsible for obtaining and complying with all addenda and other changes that may be issued in connection with this RFP.

3 SCOPE OF SERVICES

The Bidder is expected to provide appropriate technology and services for the project management, design/configuration, on-site implementation and training of a replacement CAD System, as well as ongoing support and maintenance for 5 years after go-live and system acceptance, with options for up to 2 additional 1-year contract extensions. The scope of requirements are detailed in this RFP document and 7 appendices. It is expected that implementation of this technology be conducted on-site, on location in Cary, North Carolina. Take this into consideration when preparing a response to this RFP.

The replacement CAD System will facilitate the processing of 9-1-1 calls for service (CFS) by the Town of Cary’s Public Safety Answering Point (PSAP) with its regional first responder partners as described in the Use Cases provided in Appendix #A, the Detailed Functional and Non-Functional Requirements provided in Appendix #B, the Technical Specifications in Appendix #C, Service Requirements in Appendix #D and Interfaces in Appendix #E.

The CAD System is expected to allow the Town of Cary and its partners to achieve the following objectives:

Eliminate redundant and time-consuming call-taking processes, optimizing operational effectiveness.

Improve the delivery of emergency services to the public.

Support improved decision-making through increased data availability, quality, and accuracy shared electronically between Cary 9-1-1 and its partners.

Leverage modern technology to support this life-critical emergency communications and first-response operational landscape with a robust, resilient platform that can evolve and scale to meet future growth.

The figure below describes Cary’s minimum expectations for CAD system capabilities. Each capability is further described by one or more detailed requirements provided in Appendix #B. This model is not intended to prescribe or dictate how Bidders’ CAD systems are designed or specified, nor does it preclude Bidders from proposing capabilities that may not appear in this model. The model is intended to establish a minimum threshold for desired CAD functionality. Vendors are encouraged to highlight innovations to any of these minimum capabilities and/or any additional capabilities proposed.

Figure 3. Expected CAD System Capabilities

Use Cases are provided in Appendix #A for informational purposes, describing how the CAD is intended to function in various scenarios and the specific objectives the Town is intending to achieve through its implementation. Please note that Use Cases are NOT intended to prescribe a technical solution or prescribe how the solution functions, they are intended to help Bidders understand what the Town is trying to achieve for each capability. It is the Bidders' responsibility to propose an optimal solution that will meet their stated goals. Note, the Use Cases will be used as an input to demonstrations in the subsequent procurement stage, should Bidders be invited to participate.

Detailed Functional and Non-Functional Requirements are provided in Appendix #B.

Bidders are required to provide responses to each requirement using the response format provided (described in the attachment) together with any narrative responses alongside any requirements where Bidders feel it will help the Town understand their proposed solution and/or response to any given detailed requirement better.

Technical Requirements are provided in Appendix #C. Bidders are required to provide written responses to each item in this attachment to help the Town gain some specific insight into the Bidder’s proposal and their perspectives as it relates to priority domains and technical attributes associated with the Bidder’s proposed solution.

Services Requirements are provided in Appendix #D. Bidders are required to provide an acknowledgement with the expected services and note any modifications or additions, where desired, for the Town to consider.

Interfaces required to be delivered with the replacement CAD System are defined in Appendix #E.

4 COST PROPOSAL/EXECUTION OF PROPOSAL

By submitting this proposal, the potential contractor certifies the following:

• This proposal is signed by an authorized representative of the firm.

• The cost and availability of all equipment, materials, and supplies associated with performing the services described herein have been determined and included in the proposed cost.

• All labor costs, direct and indirect, have been determined and included in the proposed cost.

• The potential contractor has read and understands the conditions set forth in this RFP to include TOC general conditions/service terms, any addenda, and all attached exhibits and agrees to them with no exceptions.

By:

(Signature)

Name:

(Printed)

Title:

Date

5 REFERENCES

Offeror must supply (5) five references with Public Safety operations of similar or greater complexity as the Town of Cary’s for which CAD services have been performed during the past (3) three years.

Offerors are cautioned to provide accurate reference information. References will be checked during evaluation period.

OFFEROR: _________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________

Reference # 1

Agency or Firm Name: ________________________________________________________

Business Address _____________________________________________________________

City: ______________________________ State: ________ Zip Code: _____________

Phone Number: (____) ______________________ Fax Number: (____) ________________

Email Address: ______________________________________________________________

Reference # 2

Agency or Firm Name: ________________________________________________________

Business Address _____________________________________________________________

City: ______________________________ State: ________ Zip Code: _____________

Reference # 3

Business Address ____________________________________________________________

City: ______________________________ State: ________ Zip Code: _____________

Reference # 4

Business Address _____________________________________________________________

City: ______________________________ State: ________ Zip Code: _____________

Reference # 5

Business Address ____________________________________________________________

City: ______________________________ State: ________ Zip Code: _____________

INSTRUCTIONS TO VENDORS

1. READ, REVIEW AND COMPLY: It shall be the Vendor’s responsibility to read this entire document, review all enclosures and appendices, and any addenda thereto, and comply with all requirements specified herein, regardless of whether appearing in these Instructions to Vendors or elsewhere in this RFP document. All criteria requested in this RFP and appendices must be complete.

2. ACCEPTANCE AND REJECTION: The Town reserves the right to reject any and all proposals, to waive any informality in proposals and, unless otherwise specified by the Vendor, to accept any item in the proposal. If either a unit price or an extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

3. BASIS FOR REJECTION: The Town reserves the right to reject any and all offers, in whole or in part, by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered, non-compliance with the requirements or intent of this solicitation, lack of competitiveness, error(s) in specifications or indications that revision would be advantageous to the Town, cancellation or other changes in the intended project or any other determination that the proposed requirement is no longer needed, limitation or lack of available funds, circumstances that prevent determination of the best offer, or any other determination that rejection would be in the best interest of the Town.

4. EXECUTION: Failure to sign EXECUTION PAGE in the indicated space will render proposal non-responsive, and it shall be rejected.

5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this solicitation or those in any resulting contract, the order of precedence shall be (high to low): (1) The Principal Contract Terms, (2) RFP Terms, (3) Instructions in INSTRUCTIONS TO VENDORS, and (4) Vendor’s Proposal.

6. INFORMATION AND DESCRIPTIVE LITERATURE: Vendor shall furnish all information requested and, in the spaces, provided in this document. Further, if required elsewhere in this proposal, each Vendor must submit with their proposal sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous proposal or available elsewhere will not satisfy this provision. Proposals that do not comply with these requirements shall be subject to rejection without further consideration.

7. MINORITY WOMEN BUSINESS ENTERPRISES (MWBE): The Town invites and encourages participation in this procurement process by minority women business enterprises (MWBE) in accordance with North Carolina General Statute 143-129.

8. DIVERSITY AND INCLUSION: The Town encourages vendors to have a diverse and inclusive project team involved in all aspects of this project.

9. CONFIDENTIAL INFORMATION: To the extent permitted by applicable statutes and rules, the Town will maintain confidential trade secrets that the Vendor does not wish disclosed. As a condition to confidential treatment, each page containing trade secret information shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the Vendor, with specific trade secret information enclosed in boxes or similar indication. Cost information shall not be deemed confidential under any circumstances. Regardless of what a Vendor may label as a trade secret, the determination whether it is or is not entitled to protection will be determined in accordance with G.S. 132-1.2. Any material labeled as confidential constitutes a representation by the Vendor that it has made a reasonable effort in good faith to determine that such material is, in fact, a trade secret under G.S. 132-1.2. Vendors are urged and cautioned to limit the marking of information as a trade secret or as confidential so far as is possible.

10. COMMUNICATIONS BY VENDORS: In submitting its proposal, the Vendor agrees not to discuss or otherwise reveal the contents of its proposal to any source, government or private, outside of the using or issuing agency until after the award of the Contract or cancellation of this RFP. All Vendors are forbidden from having any communications with the using or issuing agency, or any other representative therein, concerning the solicitation, during the evaluation of the proposals (i.e., after the public opening of the proposals and before the award of the Contract), unless the Town directly contacts the Vendor(s) for purposes of seeking clarification or another reason permitted by the solicitation. A Vendor shall not: (a) transmit to the issuing and/or using agency any information commenting on the ability or qualifications of any other Vendor to provide the advertised good, equipment, commodity;

(b) identify defects, errors and/or omissions in any other Vendor’s proposal and/or prices at any time during the procurement process; and/or (c) engage in or attempt any other communication or conduct that could influence the evaluation and/or award of the Contract that is the subject of this RFP. Vendors not in compliance with this provision may be disqualified, at the option of the Town, from the Contract award. Only those communications with the using agency or issuing agency authorized by this RFP are permitted.

11. WITHDRAWAL OF PROPOSAL: A Proposal may be withdrawn only in writing and actually received by the office issuing the RFP prior to the time for the opening of Proposals identified on the cover page of this RFP (or such later date included in an Addendum to the RFP). A withdrawal request must be on Vendor’s letterhead and signed by an official of the Vendor authorized to make such request.

Any withdrawal request made after the opening of Proposals shall be allowed only for good cause shown and in the sole discretion of the Town.

12. INFORMAL COMMENTS: The Town shall not be bound by informal explanations, instructions or information given at any time by anyone on behalf of the Town during the competitive process or after award. The Town is bound only by information provided in this RFP and in formal Addenda issued through the eVP website.

13. COST FOR PROPOSAL PREPARATION: Any costs incurred by Vendor in preparing or submitting offers are the Vendor’s sole responsibility; the Town will not reimburse any Vendor for any costs incurred prior to award.

14. VENDOR’S REPRESENTATIVE: Each Vendor shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's proposal.

15. SUBCONTRACTING: Unless expressly prohibited, a Vendor may propose to subcontract portions of the work to identified subcontractor(s), provided that its proposal clearly describe what work it plans to subcontract and that Vendor includes in its proposal all information regarding employees, business experience, and other information for each proposed subcontractor that is required to be provided for Vendor itself.

16. INSPECTION AT VENDOR’S SITE: The Town reserves the right to inspect, at a reasonable time, the equipment/item, plant, or other facilities of a prospective Vendor prior to Contract award, and during the Contract term as necessary, for the Town determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the Contract.

TOWN OF CARY PRINCIPAL CONTRACT

Any Vendor whose proposal is selected by Town shall be expected to enter into the following Principal Contract with Town. As stated in section 1.3 of this RFP, any Vendor who submits a response to this RFP certifies by making said submittal that it has reviewed this Principal Contract and, at the time of submittal, is prepared to enter into this Principal Contract should its proposal be selected. Also as stated in section 1.3, Vendor should use the question procedure described in section 1.6 to address any questions Vendor has about the Principal Contract prior to making its submittal. Notwithstanding anything to the contrary contained in Contractor’s Proposal, the terms and conditions of the Principal Contract and the RFP, if any, apply and take precedence and control over inconsistent, ambiguous or contrary terms and conditions in Proposal. However, if Proposal imposes a more stringent standard or obligation on Contractor then the more stringent standard or obligation shall apply.

Principal Contract Terms

These Principal Contract Terms (the “Contract” or “PCT”) are entered into as of the “Effective Date” by and between the Contractor identified below (“Contractor”) and the Town of Cary, a North Carolina municipal corporation (“Cary”). Contractor and Cary are referred to individually as a “Party” and collectively as the “Parties.”

SIGNATURES

Contractor and Cary hereby agree to be bound by the following contractual terms contained within these PCT and its Attachments:

Contractor:

By:

Signature

Printed Name

Title

Town of Cary:

By:

Signature

Printed Name

Title

This instrument has been preaudited in the manner required by Local Government Budget and Fiscal Control Act.

Deputy Finance Officer Date

TERMS

1. Parties

Contractor Legal Name: _______________________________________ Mailing Address: _______________________________________ Primary Contact: _______________________________________ Email: ______________________________________ Phone: ______________________________________

Cary Primary Contact: ______________________________ Mailing Address: P.O. Box 8005 Cary, NC 27512-8005 Email: ______________________________ Phone: ______________________________

2. Type of Services:

☐ Professional or Consulting Services ☐ On-call Professional or Consulting Services ☐ Goods or Purchase Order ☐ Technology Agreement (Software, hardware, technology support services) ☐ Temporary Personnel ☐ PRCR Instructor/Entertainer Agreement ☐ Other: _____________________

3. Term of Contract (also see Paragraph 9):

Effective Date: ☐ Actual date: _______________ ☐ Date of last signature execution

Length of Term: ____________[months/years]

Renewal Term, if applicable:

☐ None ☐ 1 year renewal extension at Cary’s option ☐ 2 year renewal extension at Cary’s option ☐ 3 year renewal extension at Cary’s option ☐ Other ____________________

4. Total Contract Amount: $_______________

5. Contract Amount to be expended during current fiscal year: $ _______________

6. Payment Terms/Schedule (also see Paragraph 12):

☐ No more often than Monthly, 30 days after invoice

☐ Lump sum paid at __________________ (event or milestone) ☐ As set forth in SOW

7. Attachments to this Principal Contract Terms Sheet

☐ Attachment A: SOW (General) ☐ Attachment B: Insurance Provisions (minimum insurance requirements) ☐ Attachment C: Public Records Indemnification ☐ Attachment D: Information Technology Services Terms and Conditions (IF APPLICABLE) ☐ Attachment E: Reimbursable Expenses (IF APPLICABLE)

8. Scope. Contractor shall perform or provide the services, goods, or other bargained-for benefits (“Services”) as described in the PCT, the attached Scope of Work (“SOW”), any additional or amended SOWs executed by the Parties pursuant to the PCT, and/or any duly-executed written amendment (“Amendment”) to the PCT. Cary has no obligation to execute any SOW, Amendment, or additional agreement with Contractor.

9. Term; Termination; Suspension.

a. The term of the PCT shall begin as of the Effective Date, and, unless sooner terminated in accordance with the provisions in this PCT, shall end following the Length of Term indicated herein (the “Initial Term”). At Cary’s option, the PCT may be extended as indicated in paragraph 2 (the “Renewal Term”, and, together with the Initial Term, “Term”) by written notice.

b. Cary may order Contractor in writing to suspend, delay, or interrupt all or any part of the Services for the convenience of Cary. In the event Contractor believes that any suspension, delay, or interruption of the Services ordered by Cary may require an extension of the Term or an increase in the level of staffing by Contractor, it shall so notify Cary and propose an amendment to this Contract, which shall be effective only upon the written approval of Cary. A suspension, delay, or interruption of the Services requested by Cary shall not terminate the

PCT.

c. The PCT or any individual SOW may be terminated by Cary and for its convenience upon ten (10) days’ written notice to Contractor.

d. After thirty (30) days’ written notice to the other party of its material breach of the PCT or any individual SOW, the PCT or any individual SOW may be terminated by the noticing Party, provided that the other party has not taken all reasonable actions to remedy the breach.

e. Upon termination of the PCT or any individual SOW for any reason, Contractor shall be paid that portion of its fees and expenses that it has earned for Services satisfactorily completed to the date of termination under the PCT or applicable SOW, as appropriate, less any costs or expenses incurred or anticipated to be incurred by Cary due to breach or errors, omissions, or mistakes of Contractor.

f. In the event of termination for the convenience of Cary or by reason of a material breach by Cary of the PCT or any individual SOW, Contractor shall be paid that portion of the total compensation for the PCT or individual SOW, as appropriate, that it has earned to the date of termination, plus an amount equal to (i) five percent (5%) of total compensation earned to date of termination; or (ii) Contractor’s unearned total compensation, whichever is less; less any costs or expenses incurred or anticipated to be incurred by Cary due to breach or errors, omissions, or mistakes of Contractor. The Parties intend that these liquidated damages constitute compensation, and not a penalty. Contractor expressly agrees that harm caused by Cary under this Section 9(f) would be impossible or very difficult to accurately estimate, and that the liquidated damages are a reasonable estimate of the anticipated or actual harm that might arise. Contractor further expressly agrees that said compensation is fair and appropriate as liquidated damages for any and all costs and damages it might incur as a result of such termination. Payment of damages under this Section 9(f) is Cary’s sole liability and entire obligation and Contractor’s exclusive remedy for any Cary breach.

g. Termination of any individual SOW shall not result in termination of the PCT or any other pending or ongoing SOW, unless expressly set forth in the notice of termination associated with such terminated SOW. Notwithstanding the Length of Term that may be indicated herein, the PCT shall remain in effect until the completion of the last SOW then in effect under the PCT.

h. Upon expiration or termination of the PCT for any reason, Contractor shall promptly comply with any and all terms for the dissolution of the PCT that may be contained in any applicable SOW and the following general terms:

i. Deliver to Cary all documents, work product, and other materials, whether or not complete, prepared by or on behalf of Contractor in the course of performing the Services and expend such additional effort as may be necessary to provide to Cary professionally certified and sealed reports and such other information and materials as may have been accumulated by Contractor in the performance of the PCT, whether completed or in process.

ii. Return to Cary all Cary-owned property, equipment, or materials in its possession or control, including, but not limited to, all documents and tangible materials (and any copies) containing, reflecting, incorporating, or based on Cary’s Confidential Information as defined in Paragraph ____ of the PCT, or, upon Cary’s written request, permanently delete all of Cary’s Confidential Information from its computer systems.

iii. Remove any Contractor-owned property, equipment, or materials located on Cary property.

iv. Provide reasonable cooperation and assistance to Cary upon Cary’s written request in transitioning to an alternate provider, if applicable.

v. On a pro rata basis, repay all sums paid in advance for any Services which have not been provided.

vi. At Cary’s discretion, complete any other termination requirements.

10. Responsibilities of Contractor.