72-PPBW27017 - UNCW RMS & CAD.pdf

STATE OF NORTH CAROLINA

University of North Carolina at Wilmington

Request for Proposal #: 72-PPBW27017

UNCW Records Management System (RMS) and

Computer Aided Dispatch (CAD) solutions

Date of Issue: September 25, 2026

Proposal Opening Date: October 27, 2026

At 2:00 PM ET

Direct all inquiries concerning this RFP to:

Paul Wagoner

Purchasing Specialist, Purchasing Services

Email: wagonerp@uncw.edu

Phone: 910-962-7723

Proposal Number: 72-PPBW27017

Ver: 11/2021

Request for Proposal #

72-PPBW27017

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP#

Note: For your proposal to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://evp.nc.gov/

Emailed responses ONLY via NC eVP will be accepted for this solicitation.

https://evp.nc.gov/

Proposal Number: 72-PPBW27017 Vendor: __________________________________________

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Refer ALL Inquiries regarding this RFP to:

Paul Wagoner, UNCW Purchasing Services wagonerp@uncw.edu

Request for Proposal #: 72-PPBW27017 Proposals are due no later than 2:00 pm ET on October 27, Using Agency: UNC-Wilmington Proposals will be publicly opened via zoom on October 27, 2026 at 3:00 pm ET

Commodity No. and Description:

81110000, Computer Aided Dispatch, and Records Management System

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this proposal is submitted competitively and without collusion (G.S. 143-54), none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter

78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State.

By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

University of North Carolina at Wilmington

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VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at least 90 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of University of North Carolina at Wilmington

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.4 RFP SCHEDULE

2.5 PROPOSAL QUESTIONS

2.6 PROPOSAL SUBMITTAL

2.7 PROPOSAL CONTENTS

2.8 ALTERNATE PROPOSALS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

3.6 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 INVOICES

4.3 FINANCIAL STABILITY

4.4 BACKGROUND CHECKS

4.5 PERSONNEL

4.6 VENDOR’S REPRESENTATIONS

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL REQUIREMENTS

5.2 QUESTIONS TO VENDORS

5.3 TRANSITION ASSISTANCE

6.0 CONTRACT ADMINISTRATION

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6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 POST AWARD PROJECT REVIEW MEETINGS

6.3 CONTINUOUS IMPROVEMENT

6.4 ACCEPTANCE OF WORK

6.5 DISPUTE RESOLUTION

6.6 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING (30%)

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION

LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

ATTACHMENT G: IT SERVICES & SYSTEMS ADDENDUM

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1.0 PURPOSE AND BACKGROUND

The UNC Wilmington Police Department (UPD) desires to acquire a fully integrated software solution for the purpose of replacing our current Computer Aided Dispatch (CAD) and Records Management (RMS) and Field Reporting/Mobile CAD system. The awarded solution must be able to interface with the North Carolina State Bureau of Investigations Division of Criminal Information for reporting of NIBRS crime data, obtaining drivers’ license and vehicle registration information, and interfacing with NCIC. Current data would need a means to be archived, and would be searchable, although not necessarily into the new system. The current solution was acquired in 2021.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

1.1 CONTRACT TERM

The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the “Effective Date”).

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: The E-Procurement fee does not apply to this solicitation. Section entitled ELECTRONIC PROCUREMENT subsections (d) and (e) of the North Carolina General Terms and Conditions do not apply to this solicitation.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General 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. 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 of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State 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 State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through this Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise. 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 that shall be held open for the period required herein (“Validity Period” above).

http://eprocurement.nc.gov/

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By execution and delivery of this RFP Response, the Vendor agrees 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. The State may exercise its discretion to consider Vendor proposed modifications.

2.4 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time Issue RFP State September 25, 2026 Submit Written Questions Vendor No later than 12pm ET on October 8, 2026 Provide Response to Questions State No later than October 12, 2026 Submit Proposals Vendor No later than 2:00pm ET on October 27, 2026 Presentations Vendor Tentatively Early December Contract Award State December 21, 2026 Contract Effective Date State December 21, 2026

2.5 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 “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to wagonerp@uncw.edu by the date and time specified above. Vendors should enter “RFP # 72-PPBW27017 Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and page number.

To facilitate an efficient and equitable question-and-answer process, Vendors should submit questions in order of importance, with their most critical questions listed first. Due to the potential volume of questions received, the University will prioritize review and response to the first five (5) questions submitted by each Vendor. The University reserves the right, in its sole discretion, to respond to or decline to respond to any submitted question and may, at its discretion, respond to additional questions beyond the first five (5) as resources and circumstances permit.

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State 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 the RFP and an addendum to this RFP.

2.6 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this RFP by the specified time and date of opening. The date and time of receipt will be marked on each bid when received. Any bid or portion thereof received after the bid submission deadline will be rejected.

a. All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

b. If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED electronic copy of the bid. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may mailto:wagonerp@uncw.edu https://evp.nc.gov/ https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Feprocurement.nc.gov%2Fnews-events%2Fevp-updates-vendors&data=05%7C02%7Cwagonerp%40uncw.edu%7C69971dae72994750628708df0f2bafd9%7C2213678197534c75af2868a078871ebf%7C0%7C0%7C639246352441896658%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=WxvBm4dWmJcqGt0vo1kg4mUR9pNgVtkC4Fn0GJQEEvs%3D&reserved=0 https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Feprocurement.nc.gov%2Fnews-events%2Fevp-updates-vendors&data=05%7C02%7Cwagonerp%40uncw.edu%7C69971dae72994750628708df0f2bafd9%7C2213678197534c75af2868a078871ebf%7C0%7C0%7C639246352441896658%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=WxvBm4dWmJcqGt0vo1kg4mUR9pNgVtkC4Fn0GJQEEvs%3D&reserved=0

Ver: 11/2021 7 designate information, Products, Services, or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential.

c. If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release an unredacted version if a record request is received.

d. Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s bid(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

e. Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the State’s IPS website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

2.7 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion.

Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:

a) Cover Letter, must include a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.

d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

e) Vendor’s Proposal addressing all Specifications of this RFP to include the responses to Questions to Vendors in

Section 5.2 of this RFP.

f) Completed version of ATTACHMENT A: PRICING

g) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

h) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

i) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE

AGREEMENTS and OMB STANDARD FORM LLL

2.8 ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor’]”. Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered.

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this RFP:

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3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria;

however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled Confidential Information.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

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

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State 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 State.

The proposal from each responding firm will be opened publicly via zoom on October 27, 2026 at 3:00 pm ET.

Vendors wishing to participate in the virtual public opening can attend via the following link:

https://uncw.zoom.us/j/82213439616?pwd=D0bUC7UliOSbVPPUVl0CiAk3NqjD42.1 . Only the Vendor’s name will be announced during the public opening. Interested parties are cautioned that the proposals are subject to further evaluation for completeness and correctness.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for 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.

Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to the State’s eVP website under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

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3.4 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State:

a) Price (30%)

b) Technical Capability (65%)

c) Acceptance of UNCW Terms and conditions without edits (5%)

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.6 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Proposal Questions Section above.

4.1 PRICING

Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s proposal. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 INVOICES

Vendor shall invoice the Purchasing Agency. The following fields shall be included on all invoices, as relevant:

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Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure. In addition:

a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work was performed.

b) Invoices must be submitted to the following address: UNCW, Attn: Accounts Payable, 601 S. College Road, Wilmington, NC 28403. A copy must also be sent to the University Contract Administrator whose information will be provided after contract award.

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

d) Invoices 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 broken out by building (if applicable).

4.3 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.4 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the State.

4.5 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.6 VENDOR’S REPRESENTATIONS

If Vendor’s Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within

Ver: 11/2021 11 such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☐ Contract value in excess of $1,000,000.00

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL REQUIREMENTS

a. Required Features

i. Full NIBRS and North Carolina Reporting Compliance

1. The RMS shall support all applicable federal, state, and local reporting requirements necessary for the agency's law-enforcement operations.

2. Requirements

3. The system shall support current FBI National Incident-Based Reporting System (NIBRS) standards.

4. The system shall support applicable North Carolina State Bureau of Investigation (SBI) reporting requirements.

5. The system shall support applicable North Carolina Administrative Office of the Courts (AOC) reporting requirements.

6. The system shall provide automated NIBRS validation prior to submission.

7. The system shall identify missing, incomplete, or invalid data before submission.

8. The system shall provide error and warning messages identifying the field or data requiring correction.

9. The system shall support electronic submission of required reports to applicable state and federal reporting systems.

10. The system shall maintain an audit history of report submissions, corrections, and resubmissions.

ii. Integrated CAD and RMS The CAD and RMS shall operate as a fully integrated solution or provide real-time, bi-directional synchronization between systems.

iii.Requirements

1. Incidents created in CAD shall automatically populate the RMS.

2. CAD incident information shall transfer without requiring duplicate manual data entry.

3. Officer and unit information shall automatically populate the associated RMS incident.

4. Unit activity and disposition information shall be available within the RMS.

5. CAD-generated incident/case numbers shall automatically transfer to the RMS or be synchronized.

6. Changes made in applicable CAD records shall synchronize with the RMS in real or near-real time.

7. The system shall minimize or eliminate duplicate data entry.

Ver: 11/2021 12

8. The integration shall maintain data integrity and prevent duplicate incidents or records.

iv.CAD Audit Trail and Time Stamps

1. CAD shall maintain an auditable time stamp for all access to CAD records.

2. CAD shall maintain time stamps for all CAD remark entries.

3. CAD shall maintain time stamps for unit activity.

4. CAD shall maintain time stamps for history searches or checks.

5. CAD shall maintain time stamps for premise information checks.

6. CAD shall maintain time stamps for alerts checked or accessed.

7. Audit records shall identify the user/operator associated with the activity.

8. Audit records shall be retained in accordance with the agency's records-retention requirements.

9. Authorized supervisors shall be able to review CAD activity history and audit information.

v. CAD Operations and Dispatch Functionality

The CAD shall provide dispatchers with efficient tools for managing calls, officers, units, remarks, alerts, and other public-safety activities.

1. Officer Status Check

a. The CAD shall provide an officer status check or officer welfare-check alert.

b. The system shall allow the dispatcher to establish a configurable time period for the status check.

c. The dispatcher shall be able to reset the status-check timer without creating a new call or event.

d. The system shall allow the time period to be extended or changed as operational circumstances require.

e. Authorized dispatchers shall be able to disable the status check when it is no longer needed.

f. The system shall provide a clear visual indication when a status check is approaching or has expired.

g. The system shall provide an audible notification if configured by the agency.

h. The agency shall be able to configure the notification method and timing.

i. Status-check activity shall be recorded in the CAD history/audit trail.

2. CAD Remarks and Officer Assignment

a. Dispatchers shall be able to assign or direct a CAD remark to a specific officer/unit number.

b. The system shall clearly identify the officer or unit associated with the remark.

c. The assigned remark shall remain associated with the officer/unit in CAD history.

d. The system shall allow dispatchers to identify which officer/unit received a particular instruction or request.

e. The system shall maintain a time stamp for officer-specific remarks.

f. Officer-specific remarks shall remain searchable as part of the incident history.

3. Command Line and Dispatcher Efficiency

a. The CAD shall provide a functional command-line interface or equivalent rapid-entry functionality.

b. Dispatchers shall be able to create self-initiated calls directly through the command-line or equivalent interface.

c. The system shall support configurable hot keys or keyboard shortcuts for frequently performed CAD functions.

d. Hot keys shall be configurable based upon agency workflow where supported.

Ver: 11/2021 13

e. The CAD interface shall minimize unnecessary mouse navigation and duplicate data entry.

vi. CAD Search, Soundex, History, Premise, and Alerts

The CAD and RMS shall provide fast and intuitive search functionality appropriate for emergency communications and law-enforcement operations.

1. Soundex / Partial Search

a. Both CAD and RMS shall provide Soundex, phonetic, or equivalent intelligent search functionality.

b. The system shall allow users to begin a search by entering the first 3–5 letters or characters, where appropriate.

c. The system shall automatically search and display possible matching:

i. Persons

ii. Addresses

iii. Buildings

iv. Locations

v. Businesses

d. The system shall display possible matches as the user enters search criteria.

e. Users shall be able to select the appropriate result without entering the complete name or address.

f. The search function shall account for common spelling variations and phonetic similarities.

g. The search functionality shall be available from both CAD and RMS.

h. The system shall return search results quickly enough to support active dispatch operations.

i. Search functionality shall respect applicable security and access permissions.

2. CAD History and Reports

a. Authorized users shall be able to search CAD history.

b. Users shall be able to search prior calls for service.

c. Users shall be able to search CAD remarks and unit activity.

d. Users shall be able to search RMS reports from applicable CAD interfaces.

e. Users shall be able to search by address, person, business, case number, incident number, date range, officer/unit, and other appropriate criteria.

f. Search results shall provide access to the underlying incident or report, subject to permissions.

g. The system shall allow users to filter and refine search results.

3. Premise and Alert Information

a. CAD shall provide premise-notes capability.

b. CAD shall provide alert-notes capability.

c. Authorized users shall be able to create, modify, and review premise notes.

d. Authorized users shall be able to create, modify, and review alerts associated with a location, premise, person, or other applicable record.

e. Premise and alert information shall be presented to dispatchers when the associated location or record is accessed during a CAD event.

f. The system shall maintain an audit trail of changes to premise and alert information.

g. The system shall identify the user and time associated with changes to premise and alert information.

h. The system shall provide appropriate controls to prevent unauthorized users from creating or modifying sensitive alerts.

Ver: 11/2021 14

vii. 5. NCIC/DCI Integration and Automated Vehicle/License Processing

The CAD shall provide appropriate integration with applicable state and federal law-enforcement information systems.

1. Requirements

a. The system shall integrate with applicable NCIC/DCI systems.

b. The system shall support automated processing of vehicle tags/registration information where supported.

c. The system shall support automated processing of driver's license information where supported.

d. CAD users shall be able to initiate appropriate queries without unnecessary duplicate data entry.

e. Returned information shall be associated with the appropriate CAD transaction where applicable.

f. The system shall provide appropriate access controls for NCIC/DCI information.

g. NCIC/DCI transactions shall be auditable.

h. The system shall record the user associated with each transaction.

i. The system shall record applicable transaction time stamps.

j. The vendor shall identify any certifications, hardware, software, telecommunications, or licensing requirements.

viii. Cloud-Based Platform

The proposed solution shall be cloud-based or hosted in a vendor-managed environment capable of meeting the agency's security, availability, and operational requirements.

a. The solution shall be accessible through a secure internet connection.

b. The vendor shall identify the hosting environment and data-center location(s).

c. The vendor shall describe system availability and uptime commitments.

d. The vendor shall provide disaster recovery and business continuity capabilities.

e. The vendor shall describe backup frequency and data recovery procedures.

f. Data shall be encrypted in transit and at rest.

g. The vendor shall identify applicable CJIS and other security certifications or compliance frameworks.

h. The vendor shall identify the agency's options for accessing and exporting its data.

i. The vendor shall identify all recurring cloud-hosting costs.

j. The vendor shall describe procedures for service outages and emergency support.

ix. Mobile Reporting

The system shall provide secure mobile access for officers operating in the field.

a. Officers shall be able to create and complete reports from patrol vehicles or other remote locations.

b. Officers shall be able to access assigned incidents and cases from mobile devices.

c. Officers shall be able to upload photographs.

Ver: 11/2021 15

d. Officers shall be able to upload documents and attachments.

e. Officers shall be able to submit completed reports remotely.

f. The system shall support electronic supervisory review and approval.

g. The system shall provide appropriate security controls for mobile access.

h. The vendor shall identify supported operating systems and devices.

i. The vendor shall describe offline capabilities, if available.

x. Evidence and Property Management

The system shall provide comprehensive evidence and property management capabilities, including digital tracking of evidence from intake through final disposition.

1. Evidence Identification and Tracking

a. The system shall allow the agency to assign a unique barcode to each individual evidence or property item.

b. Each barcode shall be uniquely associated with the corresponding evidence/property record.

c. The system shall support barcode scanning to quickly retrieve the corresponding evidence/property record.

d. Barcode scanning shall allow authorized users to populate, update, or verify applicable evidence information without requiring duplicate manual data entry.

e. The system shall support commonly used barcode scanning devices and/or mobile devices.

f. The system shall maintain an auditable history of evidence/property transactions associated with each item.

g. The system shall track the location and status of evidence/property throughout its lifecycle.

h. The system shall support chain-of-custody tracking for evidence/property items.

i. The system shall identify the individual user associated with evidence/property transactions.

j. Record the date, time, user, and disposition/destruction action taken.

2. Historical Evidence Records

a. The system shall allow authorized personnel to manually enter historical evidence and property records.

b. Historical records shall be searchable and associated with the appropriate case, incident, evidence item, and/or property record.

c. Historical records shall be capable of receiving unique barcode assignments.

d. The system shall allow historical records to be entered without requiring the associated case to have originally been created within the new RMS.

e. The vendor shall describe available tools and services for bulk data migration or import of historical evidence/property records.

f. The vendor shall identify limitations associated with importing or manually entering historical records.

3. Digital Evidence Integration

a. The RMS shall provide direct integration with Axon Evidence or demonstrate equivalent supported integration.

b. The system shall support integration with body-worn camera systems.

c. Digital photographs shall be associated with the appropriate incident, case, or report.

Ver: 11/2021 16

d. Digital evidence references shall be associated with the appropriate case.

e. The system shall provide secure access to linked digital evidence.

f. Evidence metadata shall be preserved where applicable.

g. The system shall maintain an auditable chain of custody for physical and digital evidence where applicable.

h. The vendor shall identify all supported digital evidence platforms and integrations.

i. Maintain an audit trail of disposition and destruction actions.

j. Record the date, time, user, and disposition/destruction action taken.

xi. Role-Based Security and CJIS Compliance

The system shall provide security controls appropriate for law-enforcement information and

CJIS

1. requirements.

a. The system shall support applicable CJIS Security Policy requirements.

b. Permissions shall be configurable at an appropriate level of granularity.

c. The system shall restrict access to sensitive information based upon user role and authorization.

d. The system shall maintain comprehensive audit logs.

e. Audit logs shall identify user activity, including access, creation, modification, and deletion where applicable.

f. The system shall support evidence chain-of-custody tracking.

g. The vendor shall describe authentication and password-management capabilities.

h. The vendor shall describe available multi-factor authentication capabilities.

i. The vendor shall describe data encryption at rest and in transit. – What does this mean?

xii. Crime Analysis and Analytical Tools

The system shall provide tools for analyzing incidents, offenses, calls for service, and other public-safety data.

1. Requirements

a. The system shall provide geographic mapping.

b. The system shall support incident mapping.

c. The system shall provide hot-spot analysis.

d. The system shall support trend analysis.

e. Users shall be able to query data using configurable search criteria.

f. Users shall be able to filter and analyze incidents by relevant data fields.

g. The system shall support configurable reports and dashboards.

h. Analytical results shall be exportable for further analysis.

xiii. Clery Act Support The system shall support the agency's applicable Clery Act reporting responsibilities.

1. Requirements

a. The system shall support tracking of Clery geography.

b. The system shall support Clery crime classifications.

c. The system shall allow incidents to be identified for Clery reporting.

d. The system shall provide statistical reporting capabilities.

e. The system shall support export of Clery-related data.

f. The system shall maintain sufficient historical data to support annual reporting requirements.

xiv. Document Management

The RMS shall provide centralized storage, organization, retrieval, and association of case-related documents and media.

Ver: 11/2021 17

1. Requirements

a. The system shall support supplement reports.

b. The system shall support document attachments.

c. The system shall support PDF documents.

d. The system shall support photographs.

e. The system shall support references to digital evidence.

f. Documents shall be associated with the appropriate incident or case.

g. Users shall be able to search and retrieve authorized documents.

h. The system shall maintain appropriate version and audit information.

i. Access to documents shall be controlled based on user permissions.

b. Desired Features

i. AI Transcription and Quality Assurance

The system should provide artificial intelligence capabilities that improve dispatch, reporting, and quality assurance processes.

1. Desired Capabilities

a. AI-assisted transcription of applicable CAD, dispatch, audio, or report information.

b. AI-assisted report preparation.

c. AI-assisted narrative summarization.

d. AI-assisted quality assurance review.

e. Identification of missing or potentially inconsistent information.

f. AI-assisted records search.

g. Case linkage suggestions.

h. Configurable controls governing AI access to sensitive information.

i. Auditability of AI-generated or AI-assisted content.

j. Vendor disclosure of how agency data is used, retained, processed, or stored by

AI services.

k. The system can differentiate officer-specific comments, commands, requests, and assignments from general incident remarks.

ii. Evidence Disposition and Destruction Management

The system should provide automated tools to assist the Property and Evidence Custodian (PEC) and Assistant Property and Evidence Custodian (APEC) in managing evidence disposition and destruction requirements.

1. Desired Capabilities

a. Assign a disposition date to individual evidence/property items.

b. Assign a destruction date to individual evidence/property items.

c. Track the current disposition status of each evidence/property item.

d. Provide searchable and reportable lists of evidence approaching disposition or destruction.

e. Support configurable disposition categories and outcomes.

f. Prevent or flag unauthorized disposition or destruction.

g. Support supervisory or PEC/APEC approval workflows for applicable disposition actions.

iii. Evidence Disposition Notifications

The system should provide automated notifications for evidence items approaching their scheduled disposition or destruction dates.

1. Desired Capabilities

a. Automatically identify evidence items approaching their scheduled disposition or destruction date.

b. Generate automated email notifications to the Property and Evidence Custodian

(PEC).

Ver: 11/2021 18

c. Support notification to the Assistant Property and Evidence Custodian (APEC).

d. Allow administrators to configure notification recipients.

e. Allow administrators to configure notification timeframes, such as 30, 60, or 90 days before the scheduled date.

f. Provide recurring notifications when an item…