Addendum 1 RFP LU214-26-001 Dispatch Services.pdf

OPTIONAL PRE-BID CONFERENCE REGISTRY

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RFP# LU214-26-001 TITLE: Dispatch Services Contract Officer:

Cherri Shideler

DATE: 03/13/2026 TIME: 2:00PM

REPRESENTATIVE’S PRINTED NAME: Cherri Shideler

REPRESENTATIVE’S SIGNATURE:

NAME OF FIRM: Longwood University ADDRESS OF FIRM: 201 High St. Farmville VA 23909

EMAIL: shidelercm@longwood.edu

TELEPHONE NUMBER: 434-395-2283 FACSIMILE NUMBER:

OTHER:

REPRESENTATIVE’S PRINTED NAME: Michael Mariannino

REPRESENTATIVE’S SIGNATURE:

NAME OF FIRM: Longwood University ADDRESS OF FIRM: 201 High Street Farmville VA 23909

EMAIL: marianninomb@longwood.edu

TELEPHONE NUMBER: 434-395-2831 FACSIMILE NUMBER:

REPRESENTATIVE’S PRINTED NAME: Diane Carroll

REPRESENTATIVE’S SIGNATURE:

NAME OF FIRM: Get ResQ911

ADDRESS OF FIRM:

EMAIL:

TELEPHONE NUMBER: 303-506-7249 FACSIMILE NUMBER:

REPRESENTATIVE’S PRINTED NAME: Justin Rowe

REPRESENTATIVE’S SIGNATURE:

NAME OF FIRM: Strategic Account Executive

ADDRESS OF FIRM:

EMAIL:

TELEPHONE NUMBER: 443-680-8090 FACSIMILE NUMBER:

OTHER: mark43.com

Addendum 1 – Questions and Answers

RFP 214-26-001 – Dispatch Services

Longwood University

Date: March 24, 2026

This addendum provides official responses to questions submitted regarding RFP 214-26-

001. Offerors should consider these responses in preparing their proposals. All other terms and conditions of the RFP remain unchanged.

Questions and Answers

Operational Staffing & Training

1. How many live, concurrent call-taking dispatch positions does the University expect the contractor to staff at any given time?

Longwood anticipates sufficient dispatch personnel to ensure continuous coverage at all times, including coverage during breaks and extended call durations. This may include supervisory staff as appropriate. Contractors should also have the capability to scale staffing during critical incidents or periods of increased call volume. At a minimum, at least one (1) dispatcher per shift with backup support is expected. Offerors are encouraged to describe their proposed staffing approach and may propose models that meet or exceed these coverage expectations.

2. How many total personnel (dispatchers and supervisors) will require initial training on university-specific protocols and systems?

Longwood does not specify an exact number of personnel at this time. All personnel assigned to dispatch operations, including dispatchers and supervisory staff, will require initial training on university-specific protocols, procedures, and systems. Offerors should propose training approaches that can accommodate the full range of personnel involved.

3. How many personnel will require training in the Quality Assurance (QA) processes and software?

The University does not specify the exact number of personnel at this time. All personnel involved in dispatch operations and quality assurance activities shall receive training on applicable QA processes and supporting software. Offerors should propose scalable training approaches to accommodate variations in staffing.

4. Is virtual training acceptable for onboarding and ongoing training, or is in-person training required?

Virtual training is acceptable where appropriate. Certain components of onboarding or operational readiness may require in-person training, subject to University approval.

Call Volume & Infrastructure

5. Can the University provide estimated annual call volumes broken down by category (e.g., Medical, Fire, Police, and Facilities/Service), including historical data and time-of-day distribution?

The table below represents the best available call volume data currently maintained by the University and should be used as the authoritative dataset for proposal development. The University does not maintain detailed daily or time-of-day historical call records beyond what is provided.

Table 1 – Estimated Annual Call Volumes (2025)

Call Category Estimated Annual Volume

Notes

Medical <= 40 Low-frequency medical responses; calls occur throughout the day.

Fire ~ 30 Primarily alarm-related responses; actual fire incidents are rare.

Police ~ 1,000-1,300 Includes patrol activity, traffic, reports, and property checks;

higher activity during evenings and overnight.

Facilities/Service ~3,500-4,300 Largest call category; includes door access, alarms, elevator issues, maintenance, and routine checks; peaks during normal business hours.

6. Regarding the physical or virtual dispatch workstations:

a. How many backup or redundant stations are required?

Longwood will not provide infrastructure or support for backup or redundant workstations. The configuration and number of backup or redundant stations are at the contractor’s discretion. Technical redundancy is required for the virtual radio system or radio interface, including battery backup in the event of outages or equipment failures.

b. How many training stations are required, if any?

Longwood will not provide infrastructure or support for training stations. The configuration and number of training stations are at the contractor’s discretion.

7. What peak demand scenarios (e.g., academic calendar events, athletics, emergencies) materially increase dispatch workload?

Peak demand scenarios include major campus and community events such as Commencement, athletic events (e.g., basketball games), Homecoming/Alumni Weekend, Spring Weekend, Oktoberfest, Move-In/Move-Out periods, Admissions Open Houses, and local celebrations (e.g., Heart of Virginia Festival, Fourth of July, Rock the Block). Offerors should propose staffing and operational plans that account for these predictable workload fluctuations and any potential surge periods caused by severe weather or other emergencies.

Staffing Model & Personnel Qualifications

8. What is the current staffing model (positions per shift, roles, supervisory structure) used by the incumbent contractor?

The current staffing model includes a full-time dispatcher providing 24/7 coverage for the University Police Department (LUPD). This position handles all emergency dispatch duties, monitors University alarm and security systems, and receives and processes non-emergency calls directed to the LUPD. Offerors should propose a staffing model that ensures continuous coverage, accounts for supervisory oversight, and meets all service requirements outlined in the RFP.

9. What aspects of the current dispatch operation are working well, and where does the University see the greatest opportunity for improvement?

Strengths of the current approach include a shared system, regional cohesiveness, and established knowledge of the university and its practices. Longwood seeks improvements in service consistency, resilience, scalability, reporting, and continuity while maintaining high standards of safety and responsiveness.

10. Are there required certifications or minimum qualifications for dispatch personnel (e.g., APCO or other public safety credentials)?

The Farmville Emergency Communications Center (ECC) will continue to serve as the regional PSAP, and PSAP dispatchers are subject to applicable laws and regulations regarding minimum training and certifications. Contractor personnel who are not performing PSAP functions are not subject to these specific requirements. Offerors should describe any certifications or training their personnel possess and how they will meet operational and quality requirements outlined in the RFP.

Technology Environment

11. What specific Computer-Aided Dispatch (CAD) system is currently in use for call processing?

Longwood and the Farmville Emergency Communications Center (ECC) both use CentralSquare (Zuercher) as their CAD/RMS system for call processing.

12. What specific telephone recording system is currently in use?

Longwood does not operate in-house dispatch services and therefore does not maintain a telephone call recording system. Offerors should propose any necessary recording capabilities as part of their solution.

13. What systems must the contractor integrate with (e.g., CAD/RMS, telephony, alarms, radio systems), and will technical access be provided during transition?

The contractor will be expected to integrate with university and campus systems, including but not limited to:

o CentralSquare RMS/CAD o VCIN o Meraki Camera System o Emergency Fire Alarm, Elevator, and Trouble Alarms o Access Control System o Regional Radio System (Motorola) o ALERTUS System (beacons, panic buttons, etc.)

o Rave Emergency Communications

Technical access to these systems will be provided during the transition period to enable integration and training. Offerors should describe their approach to system integration and any assumptions regarding technical access.

Legal & Compliance / Data

14. If the Farmville Emergency Communications Center is unavailable, is the Contractor expected to serve as the absolute backup for primary 911 call answering?

In the event the Farmville Emergency Communications Center (ECC) is unavailable due to technical issues or a critical incident, Longwood may require the contractor to provide temporary coverage for emergency calls until Farmville ECC operations are fully restored. Offerors should describe their approach to supporting continuity of emergency call handling under such conditions.

15. What categories of University Data will the contractor handle (e.g., law enforcement data, student records, call recordings), and what are the required retention periods?

The contractor may handle the following categories of university data:

• Law enforcement data

• Call recordings

• Student records

• Other operational data necessary to perform dispatch and related services

Data retention periods are governed by the Library of Virginia records retention schedules and applicable University policies. Offerors should describe how their proposed solution will securely handle, store, and retain these data types in compliance with all applicable laws and regulations.

Service Levels & Commercial Structure

16. Are the stated service level requirements (e.g., call answer times and escalation timelines) tied to penalties, service credits, or liquidated damages?

The RFP outlines service level requirements, including call answer times and escalation timelines. Any penalties, service credits, or liquidated damages related to these requirements will be applied in accordance with the terms of the contract.

Offerors should propose their approach to meeting the service level requirements and describe how they will monitor and ensure compliance.

17. What pricing format is preferred (fixed monthly, per-call, FTE-based, or hybrid), and should offerors align to a specific structure?

Longwood prefers a fixed annual pricing structure for the services outlined in the RFP. Offerors should align their proposals to this format. Optional alternative pricing formats (e.g., monthly, per-call, or hybrid) may be submitted separately only for additional services or peak-period coverage. Pricing must include all costs associated with providing the required services.

18. Should transition and implementation costs be proposed as a separate line item or embedded within Year 1 pricing?

Transition and implementation costs should be clearly identified as a separate line item in the proposal, distinct from the fixed annual pricing for ongoing services.

Offerors should provide sufficient details to show how these costs support the successful startup and implementation of the services.

19. Is an onsite presence required for any portion of dispatch operations, or is a fully remote/centralized model acceptable?

A fully remote or centralized dispatch model is preferred. Offerors may propose an onsite presence if needed to meet operational or service requirements, but proposals should clearly justify any deviations from the fully remote model.

20. Should pricing assume only Longwood University usage, or include scalable pricing for potential cooperative participation by other entities?

Pricing should assume Longwood and University-affiliated use, including Athletics, contracted janitorial service providers, University events and ceremonies, University Police, Environmental Health & Safety, and Facilities. Offerors may optionally provide scalable pricing for additional cooperative participants; however, proposals will be evaluated based on pricing for university and affiliated units. Any optional cooperative pricing should be clearly identified and separate from the primary proposal.

21. Are there any language support requirements (e.g., Spanish or other languages) for dispatch operations?

The University does not currently mandate specific language support requirements.

Offerors may describe multilingual capabilities as value-added services.

ATTACHMENT C

Small, Women and Minority-owned Businesses (SWaM) Utilization Plan

Bidder Name: Preparer Name: _

Date: _

Is your firm a Small Business Enterprise certified by the Department of Small Business and Supplier Diversity (SBSD)? Yes No

If yes, certification number: Certification date: _

Is your firm a Woman-owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (SBSD)? Yes No

If yes, certification number: Certification date:

Is your firm a Minority-Owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (SBSD)? Yes No

If yes, certification number: Certification date:

Is your firm a Micro Business certified by the Department of Small Business and Supplier Diversity (SBSD)?

Yes No

If yes, certification number: Certification date: _

Instructions: Populate the table below to show your firm's plans for utilization of small, women-owned and minority-owned business enterprises in the performance of the contract. Describe plans to utilize SWAMs businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc.

Small Business: "Small business "means a business, independently owned or operated by one or more persons who are citizens of the United States or non-citizens who are in full compliance with United States immigration law, which, together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years.

Woman-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more women, and whose management and daily business operations are controlled by one or more of such individuals.

For purposes of the SWAM Program, all certified women-owned businesses are also a small business enterprise.

Minority-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more minorities or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more minorities and whose management and daily business operations are controlled by one or more of such individuals. For purposes of the SWAM Program, all certified minority-owned businesses are also a small business enterprise.

Micro Business is a certified Small Business under the SWaM Program and has no more than twenty-five (25) employees AND no more than $3 million in average annual revenue over the three-year period prior to their certification.

All small, women, and minority owned businesses must be certified bv the Commonwealth of Virginia Department of Small Business and Supplier Diversity (SBSD) to be counted in the SWAM program.

Certification applications are available through SBSD at 800-223-0671 in Virginia, 804-786-6585 outside Virginia, or online at http://www.sbsd.virginia.gov/ (Customer Service).

http://www.sbsd.virginia.gov/(CustomerService)

ATTACHMENT C

Small, Women and Minority-owned Businesses (SWaM) Subcontracting Plan

Procurement Name and Number: Date Form Completed:------

Listing of Sub-Contractors, to include, Small, Woman Owned and Minority Owned Businesses for this Solicitation and Subsequent Contract (If Applicable)

Bidder I Proposer:

Firm Address Contact Person/No.

Sub-Contractor's

Name and Address

Contact Person & Phone

Number

SBSD

Certification Number

Services or Materials

Provided

Total Subcontractor Contract Amount

(to include change orders)

Total Dollars Paid Subcontractor to date (to be submitted with request for payment from

LU)

2.

SWaM Utilization Subcontracting Plan (003).pdf