Appendix F - Bidder Cost Proposal Template.xlsx

XLSX spreadsheet 534 KB Posted Apr 14, 2025

Attached to: Cary Computer Aided Dispatch System Replacement 2025 State and local contract opportunity
Solicitation number: 354-PD25-34
Issued by: Wake County, Cleveland Town, North Carolina

About this file

Written by GovTribe AI · Apr 14, 2025

This document is an Appendix F Bidder Cost Proposal Template for a comprehensive Offender Management System (OMS) for the Philadelphia Department of Prisons (PDP). The RFP solicits a software solution that provides integrated functionality across multiple critical corrections operational areas, including Use of Force, Medical/Behavioral Health Management, Searches and Shakedowns, Escapes and Walkaways, Executive Management Support, Interfaces, PREA Compliance, and Messaging/Alerts. The proposed system must support advanced features like bi-directional medical system interfaces, customizable dashboards for different management levels, electronic warrant tracking, and comprehensive inmate management capabilities.

The cost proposal template requires bidders to provide detailed pricing across several key components: base system software, optional software add-ons, professional implementation services, training services, and five-year software maintenance agreements. The document specifies that vendors must offer firm fixed pricing with explicit assumptions, and breakdown costs for different implementation streams. While specific budget allocations are not completed in this template, the RFP indicates a comprehensive procurement approach that seeks a robust, technologically advanced corrections management platform with extensive integration capabilities across internal and external systems, including interfaces with JNET, CPCMS, biometric devices, and national information sharing standards like NIEM and GRA.

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Other files for this state and local contract opportunity

Other files attached to Cary Computer Aided Dispatch System Replacement 2025, newest first.
File	Type	Posted
354-PD25-34 Cary Computer Aided Dispatch System Replacement 2025.pdf	PDF	Apr 14, 2025
Q&A Addendum CAD Replacement Project 8May2025.pdf	PDF	Apr 14, 2025
Appendix E - CAD Interfaces List.docx	DOCX document	Apr 14, 2025
Appendix G - Glossary of Terms.docx	DOCX document	Apr 14, 2025
Appendix A - Operational Use Cases.pptx	PPTX presentation	Apr 14, 2025
Appendix C - CAD Technical Requirements Response .docx	DOCX document	Apr 14, 2025
Appendix D - CAD Services Requirements Response Form.docx	DOCX document	Apr 14, 2025
Appendix B - CAD Detailed Requirements.xlsx	XLSX spreadsheet	Apr 14, 2025

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13.0 Use of Force

Functional Requirements: Use of Force

	Req #	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Vendor Response
	UF-01	The proposed solution must provide the ability for the receiving officer to enter information from paperwork received from agency.
	UF-02	The proposed solution must provide the ability to capture and/or view information. This should include but not be limited to:

a. Incident Reports (see Incident)

b. Medical Review (See Medical)

c. Film/ Photographs/ Video UF-03 The proposed solution must provide the ability to document that PDP requirements for Use of Force were met. This information should include but not be limited to:

a. Security Response

b. Medical Response

c. Mandatory documentation

UF-04	The proposed solution must have the ability to link the Use of Force report with any other related report (Disciplinary, Incident, etc.).
UF-05	The proposed solution must have the ability to document the use of chemical agents and other means. This information should include but not be limited to:

a. Approvals

b. Authorizations

c. Medical Follow up

UF-06	The proposed solution must provide the ability to query Use of Force data, including the use of chemical agents and other types.
UF-07	The proposed solution must provide the ability to automate the process of issuing equipment.

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17.0 Medical

Functional Requirements: Medical, Behavioral Health

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	MED-01		The proposed solution must have the ability to interface with the medical system that the PDP has implemented. This is the eClinicalWorks Electronic Medical Record.
	MED-02		The proposed solution must have the ability to provide a bi-directional interface with the PDP medical system.
	MED-03		The proposed solution will have the capability to support an interface from the PDP medical system. The information that will be sent from the medical system will include but not limited to:

a. Medical restrictions,

b. Special diets,

c. Watches MED-04 The proposed solution will have the capability to send information to the medical system. This information will include but not be limited to:

a. Intake information

b. Housing information

c. Release information

MED-05	The proposed solution must provide the ability to notify users that a prior medical alert exists for an inmate that is a repeat inmate.
MED-06	The proposed solution must provide for a questionnaire. This questionnaire should be customizable so that it can be used for different purposes.
MED-07	The proposed solution must provide the ability for these questionnaires to be modified without the need for programming.
MED-08	The proposed solution must provide the ability for staff with the appropriate security levels to view medical restrictions, watches and medical orders placed on an inmate.
MED-09	The proposed solution must provide the ability for staff to view KOPs for inmates to include medically approved equipment (i.e. crutches, braces, wheelchairs).
MED-10	The proposed solution must provide the ability to identify inmates with medical alerts as high priority in the intake medical screening queue.
MED-11	The proposed solution must provide the ability to display special medical notices on all inmate information screens to alert users to these special conditions.
MED-12	The proposed solution must provide the ability to enable the medical staff to view the inmate information. This should include but not be limited to:

a. Housing history

b. Current location

c. Reports such as inmates with specific medical alerts

MED-13	The proposed solution must provide the ability to ingest the medical appointment information and update the inmate’s schedule .
MED-14	The proposed solution must provide the ability to create a Behavioral Health Referral form with at least three levels: Emergency (4hrs), Urgent (24hrs) and Routine (5 days) as well as interface with the eCW system.
MED-15	The proposed solution must provide the ability to search Behavioral Health Referrals by inmate name, PP#, and date range.
MED-16	The proposed solution must provide the ability to track and report on the status of Behavioral Health Referrals.
MED-17	The proposed solution must provide the ability to verify that Behavioral Health Referrals have been completed prior to the release of the inmate.
MED-18	The proposed solution should restrict the assignment of KOP medications if the inmate has a “Seriously Mentally Ill” designation. It should enable an override but should capture the name of the person who is doing the override along with the reason for the override.
MED-19	The proposed solution must provide the ability to store pictures related to inmate injuries.

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19.0 Searches_Shakedowns

Functional Requirements: Searches and Shakedowns

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	ISS-01		The proposed solution must provide the ability to define and document processes related to required types of Searches in accordance with the PDP policies and procedures.
	ISS-02		The proposed solution must provide the ability to document type of search:

a. Inmate/ Detainee

b. Cell

c. Common Area ISS-03 The proposed solution must provide the ability to determine and advise the type of Search allowed by policy. This will include but not be limited to the following types:

a. Strip” Search

(i) Booking/Intake

(ii) Exclusions

(iii) Female

b. “Pat” Search

(i) “Safe keep” status

(ii) “Under Suspicion” Searches

c. General – required monthly

ISS-04	The proposed solution must provide the ability for the facility to manage cell searches by creating a random list by shift of cells to be searched based on policy.
ISS-05	The proposed solution must recommend additional searches that need to be conducted based on the results of the current searches.
ISS-06	The solution must provide the ability to enable an authorized user to add additional common areas to the search schedule, if required.
ISS-07	The proposed solution must support the ability to reconcile and ensure that all cells have been searched based on PDP policies and procedures in a given timeframe.
ISS-08	The proposed solution must support the documentation of the results of the cell searches. This should include the list of the officers that conducted the search as well as supervisor. The information must include but not be limited to:

a. Cell Number

b. Officer Name

c. Results

ISS-09	The proposed solution must provide the ability for the facility to manage common area searches by creating a random list by shift of common areas to be searched based on policy.
ISS-10	The solution must provide the ability to enable an authorized user to add additional common areas to the search schedule, if required.
ISS-11	The proposed solution must document any contraband that is found during the cell and common area searches.
ISS-12	The proposed solution must provide the ability to dispose off the contraband that is found.
ISS-13	The proposed solution must provide the ability to initiative an incident report based on the results of the search.
ISS-14	The proposed solution must provide the ability to initiate a misconduct (disciplinary) report based on the results of search.
ISS-15	The proposed solution must have the ability to enter search results by individual cells/locations or by group of cells/locations. This is especially useful when nothing is found in any cell in an entire housing unit.
ISS-16	The proposed solution must have the ability to document a search and create a report based on Housing unit, cell, inmate name, or common area.
ISS-17	The proposed solution must provide the ability to generate reports that are relevant to searches based on user specified time periods (i.e. 30 days, Daily, Yearly).

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24.0 Escapes

Functional Requirements: Escapes and Walkaways

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	ESC-01	ES 01	The proposed solution must provide the ability to document an inmates security risk as it pertains to escapes. It should track inmates whom are suspected of planning or assisting others in an escape attempt, an inmate’s history of escapes, and the seriousness of the escape(s). The solution must also provide alerts which would indicate if an inmate is currently an escape risk and increased supervision is required.
	ESC-02	ES 02	The proposed solution must provide the ability to generate Alerts as a way off flagging inmates as “escape risks”.
	ESC-03	ES 03	The proposed solution must provide the ability to provide inmate related demographic, housing and visitor information and to generate notification and routing alerts to various departments when there is an active event (escape, riot, fire, etc.) in progress per the agency’s documented Emergency Plan.
	ESC-04	ES 04	The proposed solution must be able to generate an “Escape Package” that can be transmitted electronically. This package should contain a intake sheet w/ photo, and all records/information related to visits, mail, and phone.
	ESC-05	ES 05	The proposed solution must provide the ability to document an inmate’s status as a fugitive from the PDP or from another agency (local, other county, state, or federal).
	ESC-06	ES 06	The proposed solution must provide the ability for the fugitive staff to search inmate records.
	ESC-07	ES 07	The proposed solution must provide the ability to provide to the fugitive staff information from the courts on new warrants and warrant status changes in a queue to initiate action and track warrant notes.
	ESC-08	ES 08	The proposed solution must provide the ability to electronically capture, store, view, and remove warrant and detainer information.
	ESC-09	ES 09	The proposed solution must provide the ability to verify that a warrant or detainer has been physically removed from the file and that the court has changed the status of the warrant or detainer from the OMS when that warrant has been served.
	ESC-10	ES 10	The proposed solution must provide the ability to print and transmit electronically warrant and detainer information.
	ESC-11	ES 11	The proposed solutions must provide the ability to record and view incoming extradition information.
	ESC-12	ES 12	The proposed solutions must provide the ability to record and view outgoing extradition information.

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25.0 Executive Management

Functional Requirements: Executive Management Support

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	EMS-01	EM 01	The proposed solution must provide the ability to support the various levels of management at PDP by providing them dashboard views of the operations of the PDP.
	EMS-02		The proposed solution must enable the dashboard view to be personalized to a certain degree. For example, a dashboard view for a Warden of a PDP facility may be different from that of the Dy. Commissioner or Commissioner.
	EMS-03		The proposed solution should support the ability for each Warden or other authorized users to view the key activities in their facility over the past 24 hours. This would include information such as but not limited to:

a. Number of new admissions

b. Number of incidents

c. Number of searches

EMS-04	The proposed solution should have the capability of enabling the view of key activities over the past 24 hours at an enterprise level.
EMS-05	The proposed solution must support the capability of allowing the authorized users of the dashboards to be able to drill down to the specific incident or item to view it in detail.
EMS-06	The proposed solution should support a real time view of the Key Performance Indicators that are identified by PDP.
EMS-07	The proposed solution must provide the ability to analyze data and identify key trends and outliers in any of the KPIs identified above.
EMS-08	The propose solution should support the collection, analysis and display of information to support the Corestar process and Corestar reporting.
EMS-09	The proposed solution must have the ability to support the printing of the Corestar report.

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27.0 Interfaces

Functional Requirements: Interfaces

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	INF-01		The proposed solution must provide the capability to interface with a number of external entity systems as well as internal systems to exchange data (ingest and push).
	INF-02		As described in the Technical Requirements, it is expected that these interfaces will be a combination of those that support the national information sharing standards such as the National Information Exchange Model (NIEM) as well as the Global Reference Architecture (GRA). as well as those that are already there are past of the proposed solution. All vendors are encouraged to list all the existing interfaces that they have with current systems.
	INF-03		The proposed solution must at a minimum support the interfaces that are listed in Appendix A.
	INF-04		The proposed solution must support the ability to send the Prisoner Packet electronically to the Pennsylvania Department of Correction when an inmate is being sent from PDP to the Pennsylvania Department of Correction.
	INF-05		The proposed solution must have the capability to interface with systems such as the Preliminary Arraignment Systems (PARS) using the NIEM and the GRA standards.
	INF-06		The proposed system must have the capability to interface with multiple web services provided by JNET to obtain addition information required by PDP users. A list of potential web services is provided in Appendix B.
	INF-07		The proposed system must have the capability of interfacing with the CPCMS (Philadelphia Court System) to obtain information including but not limited to:

a. Court Documents

b. Court Schedules These information exchanges should use the NIEM and GRA standards

INF-08	The proposed solution must support the ability of the District Attorneys to receive notifications on specific inmates and allow them to view inmate details when required.
INF-09	The proposed solution must support the ability to send re entry information to the external re-entry providers to support the reintegration of inmates back into the community.
INF-10	The proposed solution must support the capability to interface with bio metric devices include fingerprint systems, photo identification systems.
INF-11	The proposed solution must provide the ability to interface with various Commissary, Food vendor system to exchange data with them.
INF-12	The proposed solution must provide the ability to interface with other PDP systems.
INF-13	The proposed solution must provide information to solutions such as GangNet and have the ability to query information from them.
INF-14	The proposed solution must have the capability of querying local, state and federal databases such as NCIC to look up information on inmates and visitors.

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28.0 PREA

Functional Requirements: PREA

	Req #	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Vendor Response
	PR-01	The proposed solution must support all the PREA requirements based on the policies and procedures of the PDP.
	PR-02	The proposed solution must provide for a PREA Screening questionnaire and create a flag for use in housing/ cell assignment based on the inmate being identified as a:

a. Potential predator

b. Known predator

c. Potential victim

d. Known victim PR-03 The proposed solution must support the notification of the alert created to be sent to the appropriate personnel including but not limited to

- PREA Facility Compliance Manager (Deputy Warden of Administrations at each facility)

- PREA Coordinator, Commissioner

- All Deputy Commissioners,

- Medical Director The information that is sent must include Inmate Name, PID#, Age, Race, Facility, Housing, Census, Perpetrator (Male/Female), Victim (Male/Female)

PR-04	The proposed solution must provide an interface to the medical system to being in the information on the PREA Questionnares that are utilized by the medical department.
PR-05	The proposed solution must support the guidelines defined in the PREA Act as defined by the Bureau of Justice Assistance.

Instructions

TOWN OF CARY - CAD SYSTEM REPLACEMENT

RFP# 354-PD25-34

BIDDER COST PROPOSAL

Bidder Name

The Town of Cary requests that Bidders offer their “best” solution(s) that will satisfy the requirements set forth in this RFP. If the proposal includes more than one solution based on the software applications or hosting platforms, there must be a separate cost itemization for each solution proposed.

Please provide a Firm Fixed Price quote for the items listed in the tables below including ALL assumptions and adding rows as necessary:

•	C.1 – Base System Software with description of functionality (Material only)
•	C.2 – Recommended Optional Software Add-ons (Material only)
•	C.3 – Professional Services to Implement Base System (excluding Training)
•	C.4 – Professional Services to Implement Options
•	C.5 – Professional Services to provide Training
•	C.6 – Software Maintenance Agreement Years 1, 2, 3, 4, 5
•	C.7 – Other associated costs
•	C.8 – Assumptions (no cost information required)

Cost Proposal Summary

Bidder Name

Note: This is automatically populated based on the entries to C1-C8.

#	Component	Price $
C1	Base System Software with description of functionality (Material only)	$ - 0
C2	Recommended Optional Software Add-ons (Material only)	$ - 0
C3	Professional Services to Implement Base System (excluding Training)	$ - 0
C4	Professional Services to Implement Options	$ - 0
C5	Professional Services to provide Training	$ - 0
C6	Software Maintenance Agreement Years 1, 2, 3, 4, 5 (TOTAL)	$ - 0
C7	Other Associated Costs	$ - 0
	COST PROPOSAL TOTAL	$ - 0

C1 - Base System SW

Cost Proposal - C1 - Base System Software

Bidder Name

#	Component	Description	Price $	Assumptions
1			$ - 0
2			$ - 0
3			$ - 0
4			$ - 0
5			$ - 0
N*			$ - 0
		C1 Total	$ - 0
*Insert as many needed

C2 - Optional SW

Cost Proposal - C2 - Recommended Optional Software / Modules / Add-ons (Material costs only)

Bidder Name

#	Component	Description	Price $	Assumptions
1			$ - 0
2			$ - 0
3			$ - 0
4			$ - 0
5			$ - 0
N*			$ - 0
		C2 Total	$ - 0
*Insert as many needed

C3 - Base Services

Cost Proposal - C3 - Professional Services to Implement Base System (excluding Training)

Bidder Name

#	Resource Name	Associated Projects / Work Streams	Hourly Rates $	Estimated Hours	Price $
1			$ - 0	0	$ - 0
2			$ - 0	0	$ - 0
3			$ - 0	0	$ - 0
4			$ - 0	0	$ - 0
5			$ - 0	0	$ - 0
N*			$ - 0	0	$ - 0
				C3 Total	$ - 0
*Insert as many needed

C5 - Training Services

Cost Proposal - C5 - Professional Services to Implement Training

Bidder Name

#	Resource Name	Associated Projects / Work Streams	Hourly Rates $	Estimated Hours	Hourly Rates $
1			$ - 0	0	$ - 0
2			$ - 0	0	$ - 0
3			$ - 0	0	$ - 0
4			$ - 0	0	$ - 0
5			$ - 0	0	$ - 0
N*			$ - 0	0	$ - 0
				C5 Total	$ - 0
*Insert as many needed

C6 - Support-Maintenance

Cost Proposal - C6 - Software Support / Maintenance for Years 1, 2, 3, 4, 5

Bidder Name

#	Description	Price $	Assumptions
Year 1		$ - 0
Year 2		$ - 0
Year 3		$ - 0
Year 4		$ - 0
Year 5		$ - 0
	C6 Total	$ - 0

Note: For maintenance and support services, please include an annual price for post-implementation maintenance and support for a further five-year period beyond successful implementation of the proposed solution into a production environment (customer acceptance). Any ongoing maintenance and support (i.e., production services) prior to the completion of all work provided under this agreement should be included in the Professional Services section of the Cost Proposal (C.3).

C7 - Other Costs

Cost Proposal - C7 - Other Associated Costs

Bidder Name

#	Component	Description	Price $	Assumptions
1			$ - 0
2			$ - 0
3			$ - 0
4			$ - 0
5			$ - 0
N*			$ - 0
		C7 Total	$ - 0
*Insert as many needed

C8 - Cost Assumptions

Cost Proposal - C8 - All Cost Proposal Assumptions

Bidder Name

# Assumption Associated Cost Proposal Section(s) (All, or C1, C2, etc)

*Insert as many needed

C4 - Optional Services

Cost Proposal - C4 - Professional Services to Implement Optional Recommended Software / Modules / Add-ons (excluding Training)

Bidder Name

#	Resource Name	Associated Projects / Work Streams	Hourly Rates $	Estimated Hours	Price $
1			$ - 0	0	$ - 0
2			$ - 0	0	$ - 0
3			$ - 0	0	$ - 0
4			$ - 0	0	$ - 0
5			$ - 0	0	$ - 0
N*			$ - 0	0	$ - 0
				C4 Total	$ - 0
*Insert as many needed

31.0 Messaging

Functional Requirements: Messaging (Alerts & Notifications)

	Source	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	NEW	AN - 01	The proposed solution must provide the ability to automatically display critical Alerts on screen and print on lists (e.g., Court Movement list).
	NEW	AN - 02	The proposed solution must provide the ability to automatically track multiple PDP-defined criteria (e.g., medical/psych conditions, high-risk, high-profile, murder charge, escape risk, assault risk, etc.) for an inmate.

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File details come from the government source that posted it. Updated Apr 14, 2025.