Attachment A - Addendum 1 - RFI 758 1900000026.pdf

Addendum 1 – May 31, 2019 Refer To:

II. RFI Process

COMMONWEALTH OF KENTUCKY

Request for Information (RFI)

For

Geographical Information Systems (GIS) Integration Solution / Supplemental Data Portal

Solicitation # RFI 758 1900000026

Date of Solicitation Release: May 30, 2019 Date of RFI Close: June 10 7, 2019 at 3:30 p.m.

Issued by The Finance and Administration Cabinet

On Behalf Of Kentucky 911 Services Board

Commonwealth Buyer:

Jay Dutta

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services New Capitol Annex

702 CAPITOL AVE RM 096

FRANKFORT KY 40601

(502) 564-0983 Fax: (502) 564-6013 Jay.Dutta@ky.gov mailto:stephanier.williams@mail.state.ky.us

I. Introduction

The Commonwealth of Kentucky has identified four (4) unique tasks which will build the required foundation for the development of the state’s Next Generation 9-1-1 (NG911) system as part of a federally-funded NG911 grant program. These components provide the cornerstones in which the future acquisition of Emergency Services IP network (ESInet) and related NG911 Core Services will be integrated.

The Kentucky 911 Services Board’s Advisory Council and Public Safety GIS Integration Committee have identified specific needs within the Commonwealth that must be met in order to move forward with NG911 implementation and enhancing 9-1-1 services throughout the state.

The four (4) primary tasks or projects identified for the Kentucky Federal Grant Plan were selected for their: importance to local public safety answering points (PSAPs) ability to operate in today’s current 9-1-1 environment while integrating directly into the future NG911 system, timeliness to be completed within the stated funding window (July 1, 2019 – March 31, 2022), and adherence to the Federal Grant Requirements.

Currently only two project elements will be addressed in this RFI and they are as follows:

1) Public Safety GIS Integration Solution NG911 moves GIS databases from a PSAP display reference to the analytical cornerstone for call routing. A proven solution to pull together disparate PSAP-provided datasets required for NG911 is the foundation for system operation. The recommended service would provide solutions to integrate/concatenate local data, provide quality assurance/quality control (QA/QC), and redistribute end products to the 9-1-1 community and other end users through the Commonwealth Office of Technology’s Kentucky OGI Clearinghouse.

2) Statewide 9-1-1 Supplemental Data Portal The promise of NG911 includes a robust redundant IP network, call routing by GIS, and the push of supplemental data to every PSAP. Supplemental data is defined as information beyond the traditional automatic number identification and automatic location identifier (ANI/ALI) associated with Enhanced 9-1-1 calls. Until recently, identified data has been restricted to user profiles, facility layouts and images but is quickly expanding to include hybridized location information and video. A unified supplemental data portal used across the state would greatly enhance location identification, enable information transfers across jurisdictional (local access and transport area (LATA) and political) boundaries, provide unique uniform training opportunities, while being fully independent of individual PSAP CPE, carrier, CAD, and mapping solutions. The portal would integrate multiple supplemental data services into one interface, while using GIS data from the OGI Clearinghouse as the base reference.

This RFI contains preliminary information to serve as a platform for reaction and discussion with the vendor community. The requirements in this RFI are in no way final or represent what may be contained in an RFP. This issuance does not constitute a commitment to issue a bid or award a contract or to pay any costs incurred in preparation of a response to this request. Furthermore, the Commonwealth requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

II. RFI Process

This RFI invites vendors to participate through a written response OR a verbal demonstration. Please note, the vendor may choose the response type (written or oral) and only one response is necessary an in-person meeting to provide information on one or both plan elements to the 911 Services Board’s Public Safety GIS Integration working group.

Written Responses and Inquiries All responses, questions, and inquiries concerning this RFI should be directed in writing to the Commonwealth Buyer for this RFI.

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services New Capitol Annex

702 CAPITOL AVE RM 096

FRANKFORT KY 40601

(502) 564-0983

Jay.Dutta@ky.gov

Verbal Demonstrations Interested parties are encouraged to submit in writing to the buyer of record given above by June 6, 2019 no later than 1:30 p.m. Eastern Time (ET) to be scheduled for verbal demonstrations. The Commonwealth will respond to these responses June 7, 2019 with a schedule to which the vendor will be given the opportunity to provide a verbal demonstration. Verbal demonstrations will take place June 10, 2019. Vendors will be given one (1) hour to present and thirty

(30) minutes to answer questions if the said vendor chooses to address one (1) mailto:stephanier.williams@mail.state.ky.us element of this RFI as detailed is Section 1, Introduction. Vendors will be given one and one half (1 ½) hours to present and thirty (30) minutes to answer questions if the said vendor chooses to address both elements of this RFI as detailed in Section 1, Introduction.

A supplemental date will be provided by issuing an Addendum to this RFI if more time is required to accommodate all vendors interested in verbal demonstrations.

Location as follows

Kentucky Office of Homeland Security 200 Mero Street, Room C117

Frankfort, KY 40622

DATE: Monday, June 10, 2019 TIME: 8:30am TBD

VENDORS MUST NOTIFY JAY DUTTA ON ATTENDENCE BY 1:00

1:30 PM ON JUNE 6, 2019 TO ATTEND SCHEDULE VERBAL

DEMONSTRATIONS. EVERYONE MUST BE PRE-REGISTERED

TO ATTEND.

This RFI is being issued by:

Finance and Administration Cabinet, Office of Procurement Services

Written Responses and Inquiries:

Vendors may and are encouraged to submit to Finance on June 10, 2019 written information responses addressed in Section III. General Requirements B. and submit the day of meeting on June 10, 2019 to the Finance Buyer.

Any questions and inquiries concerning this RFI should be directed to the Finance Buyer during the meeting for this RFI.

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services New Capital Annex

702 CAPITAL AVENUE RM 096

FRANKFORT KY 40601

(502) 564-0983 jay.dutta@ky.gov

From the issue date of this RFI until the responses are due, vendors shall not individually communicate with any Commonwealth staff concerning this RFI except as referenced above.

III. General Requirements A. The 911 Services Board is seeking input from potential vendors regarding two project elements that the Board is seeking to acquire through a federal grant, should funding allow. The focus of this document is to gather information to be utilized in determining the feasibility of establishing the plan elements, a cost estimate of these elements, and the process/procedure for selecting a contractor to perform the plan elements.

The Vendor should feel free to discuss any other items that might be of importance to the Commonwealth that will help provide information concerning these issues. The Vendor should keep in mind while preparing a response that the Commonwealth is more interested at this time in gathering information, comments and suggestions for the potential development of a Request for Proposal and contract rather than the particular items to be included in the contract.

Additional information on the GIS Public Safety Integration Solution plan component:

NG911 moves GIS databases from a PSAP display reference to the analytical cornerstone for call routing. A proven solution to pull together disparate PSAP provided datasets required for NG911 is the foundation for system operation. The recommended solution will provide processes to integrate/concatenate local data, provide quality assurance/quality control (QA/QC), and redistribute end products to the 9-1-1 community and other end users through the Commonwealth Office of Technology’s Kentucky OGI Clearinghouse.

Currently, every PSAP within Kentucky is responsible for the acquisition, maintenance, and standardization of four (4) required GIS Datasets as outlined within the National Emergency Number Association (NENA) Standard for NG9-1-1 GIS Data Model, (NENA-STA-006.1-2018). Each of these layers are REQUIRED within the NG911 architecture and securing this information from the local sources is essential to the continuous integrity of the core geographic data required for geo-routing of emergency calls.

To meet the established timelines and provide local jurisdictions ample opportunity to meet current and future requirements. The Kentucky 911 mailto:jay.dutta@ky.gov

Services Board approved and accepted the NENA Standard for NG9-1-1 GIS Data Model (NENA-STA-006.1-2018), Section 3 GIS Data Model Layers “Required,” as minimum requirements for PSAP certification within Kentucky. This recommendation more specifically defines GIS data currently required for PSAP certification while adding “Site/Structure Address Points” as a required dataset and provides milestones for each data element, as outlined below.

PSAP Boundary October 31, 2019

Emergency Service Boundary October 31, 2019

Road Centerlines July 1, 2020

Site/Structure Points July 1, 2021

Provisioning Boundary* n/a

*Not a PSAP requirement, KY 911 Services Board to obtain.

Table 1: Required NG911 Datasets

In order to compile the submittals from the 115 unique PSAPs, the Board is seeking to identify a GIS integrating service to perform a data aggregation, preparation and maintenance solution that is configurable to the needs of the end user, the individual PSAPs, whom have a wide range of GIS knowledge and local resources to perform the required tasks. A user-friendly interface for both GIS and non-GIS trained personnel is required to perform data submittal, validation and quality control.

Figure 2: GIS Data Integration and Distribution

As depicted in Figure 2, GIS data is compiled by individual PSAPs with varying degrees of resources and expertise (PSAPs A, B, & C). Data is submitted via a web interface to the middleware solution who in turns provides quality control (QC) in regard to geospatial integrity and dataset formatting. One-on-one tutorial and coaching for each PSAP may be required to conform individual submittals to meet the national standards.

Once each piece has met acceptable standards, the middleware solution provider will compile an aggregated dataset for the entire Provisioning Area (i.e. the entire Commonwealth of Kentucky).

The final statewide dataset for each layer (as listed in Table 1) will be integrated into the existing State GIS Clearinghouse to be distributed to every public safety entity in the state, including individual PSAPs. This data can be imported into existing PSAP mapping solutions and will be available through the state developed Portal, as outlined within the “Statewide 9-1-1 Supplemental Data Portal” description below.

Also, the Clearinghouse will be the designated Provisioning Authority for NG911 Core Services and submit these essential datasets to the Core Services provider, to be integrated into the location validation function (LVF), emergency services routing proxy (ESRP) and related services.

The implementation of other layers housed within the Clearinghouse will be also be available to each PSAP to assist with locating emergency calls and dispatching required first responders. Such layers currently include railroads, trails, mile markers, roadways, streams, dams, pipelines, etc.

and are maintained by assorted state and federal agencies.

Additional information on Statewide 9-1-1 Supplemental Data Portal plan element:

The promise of NG911 includes a robust redundant IP network, call geo-routing, and the push of supplemental data to every PSAP. Supplemental data is defined as information beyond the traditional ANI/ALI associated with Enhanced 9-1-1 calls. Until recently, identified data has been restricted to user profiles, facility layouts and images but is quickly expanding to include hybridized location information and video. A unified supplemental data portal used across the state would greatly enhance location identification, enable information transfers across jurisdictional (LATA and political) boundaries, provide unique uniform training opportunities, while being fully independent of individual PSAP CPE, carrier, CAD, and mapping solutions. The portal would integrate multiple supplemental data services into one interface, while using GIS data from the OGI Clearinghouse as the base reference.

Supplemental data presented to PSAP personnel is best secured via linking the ANI/ALI provided through the 9-1-1 network to external data clearinghouses and/or data centers. The ANI (or pANI) provides a ‘key’ to securing additional information related to the emergency call.

However, often these solutions required direct integration into proprietary customer premise equipment (CPE), computer aided dispatch (CAD) or other on-premise software solution and are presented as an afterthought or only occasionally because every call does not contain additional information beyond ANI/ALI. Such integration can be expensive for individual PSAPs, requiring software and/or hardware upgrades and additional network connectivity.

Current system configuration, as outlined in Figure 3, requires multiple interconnections at the PSAP on top of the traditional links to the Selective Router and ALI database. Today’s design is heavily reliant on CPE providers to integrate into their existing products while solutions that use external data warehouses or clearinghouse lobbying for desktop space on a crowded console.

It is not uncommon for dispatchers to ‘toggle’ through multiple windows to review data presentations from multiple sources to pinpoint additional information. This arrangement suppresses the use of supplemental data within the PSAP and degrades the service that everyone expects.

Figure 3: Current 9-1-1 Voice and Data Paths to PSAP

The goal of a Supplemental Data Portal is to present all supplemental data within one user interface on a single monitor. Every 9-1-1 call will be validated for Hybrid Enhanced Location information that is currently only available on upgraded smartphone devices, every text-to-911 call will be integrated and mapped accordingly, links to building footprints and automated external defibrillator (AED) locations will be graphically displayed, and user supplied profiles will be presented within the same interface. These initial services are already available to PSAPs but only deployed by local PSAPs with the technological understanding and financial means to launch them into their existing environment.

The state’s portal will provide a uniform, standards based, integrated solution to every PSAP in the state, supported by the selected providers and governed by the 911 Services Board. A uniform approach will deliver advancements to PSAPs with limited resources while integrating everyone onto one platform will raise 9-1-1 service levels for all PSAPs, allowing transfer of voice, data, and enhanced information while setting the groundwork for statewide public education programs and telecommunicator training.

Figure 4: Proposed 9-1-1 Voice and Data Paths to PSAP Portal

As depicted in Figure 4, all current and future supplemental data providers would integrate into a new dedicated monitor which would present the portal without interfering with traditional Call Handling Equipment (CHE) and CAD displays, which will continue to receive all 9-1-1 voice calls. The portal will use the provided ANI to retrieve supplemental data from various providers and present this information along with the original and enhanced locations (when available) to the telecommunicator. The combination of user profiles, text-to-911, hybrid location enhancements, and facility diagrams from various individual callers creates an active user interface where alone each piece of information is hidden or ignored when presented in low volume trickles.

Finally, the map-centric display model used by the portal will use geographic datasets pulled directly from the Kentucky Office of Geographic Information Clearinghouse. As outlined above within section “Public Safety GIS Integration Solution,” locally produced statewide datasets of PSAP Boundaries, Emergency Service Boundaries, Road Centerlines, and Site/Structure Address Points required for NG911 will form the base layers for the portal. Additionally, aerial photos, mile markers, streams, railroads and similar PSAP requested layers that are maintained by various state agencies and reside within the Clearinghouse will be available. This allows a robust mapping solution for every PSAP while they only provide the required NG911 datasets for their local jurisdiction. The retrieval and display of mapping data from the Clearinghouse into the portal are transparent to the individual PSAPs while updated datasets are integrated via cloud services as they are available.

B. The Vendor is encouraged to address the following issues “at a minimum” as they prepare a response to this RFI:

Firm information Name of company Address/Telephone Number Contact Person Brief History of company Length of Time in Business Firm Brochures, Literature if available

Experience with service or products to be provided as described in this document

How should the RFP be structured so as to ensure that the Respondents and the Commonwealth understand what is required for service or products to be provided?

Other RFI information needed for response to provide complete needed information, see highlighted examples below

What kind of statistics, documentation, information, etc. will be necessary for the Commonwealth to furnish to the successful Respondent? What will be the impact on the program if some or all of this information is not readily available or not available?

What goals should the Commonwealth seek to achieve by establishing a GIS integration solution and/or statewide supplemental data portal?

What should the criteria be in the RFP for the Commonwealth to evaluate a successful GIS integration solution and/or statewide supplemental data portal? What guarantees, if any, should a Respondent be prepared to give on its final product?

What equipment should be covered under an equipment maintenance management program? What equipment should not be covered under such a program?

If you believe it is not feasible to establish an equipment maintenance management program, what are your suggestions for the Commonwealth in its quest to develop a program to more effectively manage the maintenance of its equipment?

What kind of experience with a GIS integration solution and/or statewide supplemental data portal should be required of Respondents if the Commonwealth issues a RFP?

What kind of reference requests would be helpful to the Commonwealth in understanding the financial condition and ability of the Respondents?

What kind of time frame should be envisioned for a successful GIS integration solution and/or statewide supplemental data portal?

What is an estimated price range for GIS integration solution and/or statewide supplemental data portal? What are the assumptions made for this estimated price? How is pricing calculated (per PSAP, per seat, total population, combination)?

What type of, and how many, personnel should a Respondent be expected to provide for a GIS integration solution and/or statewide supplemental data portal?

How should payment to the successful Respondent be structured? What kind of documentation should be required of a Respondent when submitting bills for payment?

What kind of information and or reports should the Commonwealth expect to receive during the term of GIS integration solution and/or statewide supplemental data portal?

How should the evaluation of potential RFP Responses be conducted?

Are there any further clarifications or additional areas for discussion to be included?

How long would it take to prepare a response to a GIS integration solution and/or statewide supplemental data portal Request for Proposal?

C. Response Format

The purpose of this section is to describe the format the vendors should use in responding to this RFI. The Commonwealth is very interested in your comments, ideas and opinions concerning the most cost effective and efficient methods for acquiring a GIS integration solution and/or statewide supplemental data portal.

The Sections that should be included in your response to the RFI are:

a. Transmittal Letter

The transmittal letter should be in the form of a standard business letter and should be signed by an individual authorized to bind the vendor. It should note if any proprietary information has been included and the name, address, phone number, fax number and E-mail address of the vendor’s contact.

b. Response Itself The Response should address the specific questions raised above, as well as give the requested information on the Respondent firm. Please provide hard responses with sections organized in the same order as the RFI. Sections need to be labeled with the section headers used in the RFI. In addition, please feel free to make any comments, observations, or suggestions that may assist the Commonwealth in its decision to draft a Request for Proposal, and the contract terms that may result from the Request for Proposal.

c. Proprietary Information The vendor should place all confidential data, in order, under separate cover clearly marked confidential. All data should be titled and reference the question the information is related to.

D. Additional Information Responses may be subject to Kentucky Open Records Law pursuant to the provisions of KRS 61.870 et. seq.