ESBD_File_340080_RFP 23RFP55 Specifications.pdf

REQUEST FOR PROPOSAL (RFP)

WILLIAMSON COUNTY TEXAS

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Williamson County Texas

REQUEST FOR PROPOSALS

Proposal Reference Number: 23RFP55

PROJECT TITLE: COMPUTER-AIDED DISPATCH, MOBILE

DATA SYSTEM, LAW ENFORCEMENT RECORDS

MANAGEMENT SYSTEM AND ASSOCIATED INTERFACES

PROPOSAL CLOSING DATE: 3:00 P.M.(CST), 11/30/2023

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Table of Contents

1. INTRODUCTION

1.1. PROJECT OVERVIEW

1.2. NOTIFICATIONS OF ERRORS OR OMMISSIONS

1.3. CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ)

1.4. FORM 1295 CERTIFICATE OF INTERESTED PARTIES

2. RFP WITHDRAWALS AND/OR AMENDMENTS

2.1. RFP WITHDRAWAL

2.2. RFP AMENDMENTS

3. RESPONDENT NOTIFICATION OF RESTRICTIVE REQUIREMENTS

4. BACKGROUND INFORMATION

4.1. CURRENT CONDITIONS/TOOLS

4.1.1. CAD System

4.1.2. Hardware

4.1.3. CAD/RMS Interfaces

4.1.4. Discipline Modules

4.1.5. Mobile Data System

4.1.6. 9-1-1 Answering Equipment

4.1.7. Logging Recorder

4.1.8. Radio Dispatch Consoles

4.1.9. Absolute (formerly NetMotion)

4.1.10. Text/Alphanumeric Paging

4.1.11. Emergency Medical, Fire Dispatch and Police Dispatch

4.1.12. EMS and Fire Station Alerting

4.1.13. State and National Database Integration

4.2. MUNICIPALITIES SERVED AND FUTURE GROWTH

4.3. LAW ENFORCEMENT

4.3.1. Current Conditions/Tools

4.3.2. Law Enforcement Records Management System

4.4. FIRE AND EMERGENCY MEDICAL SERVICES

4.4.1. Fire/EMS Records Management System

4.5. GEOGRAPHIC INFORMATION SYSTEM DATA

4.5.1. Current GIS Layers

4.5.2. GIS Integration and Updates

4.6. SERVERS AND DATABASE

5. RESPONDENT’S MINIMUM QUALIFICATIONS

5.1. PROOF OF FINANCIAL STABILITY

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5.2. RIGHT TO AUDIT

5.3. PROOF OF EXPERIENCE

5.4. COMMITMENT TO USE CASE DEMONSTRATION EVALUATION

6. SCOPE OF SERVICES

6.1. EXHIBITS

6.1.1. Appendices

6.2. PROJECT MANAGEMENT AND SCHEDULE

6.3. COMMUNICATIONS MANAGEMENT

6.4. IMPLEMENTATION STAFF

6.5. TRAINING

6.5.1. Training Guidelines

6.5.2. Training and Test Environments

6.6. DOCUMENTATION

6.7. SOFTWARE ESCROW

6.8. WARRANTY PROVISIONS

6.9. GENERAL MAINTENANCE PROVISIONS

6.10. SYSTEM MAINTENANCE AND SUPPORT

6.11. TECHNICAL CENTER SUPPORT

6.12. FAILOVER SOLUTION AND FILE BACK-UP/FILE RECOVERY

6.13. FEDERAL, STATE AND/OR LOCAL IDENTIFICATION INFORMATION

7. HARDWARE

7.1. GENERAL SYSTEM REQUIREMENTS

7.1.1. System Design

7.1.2. Virtualized Server Environment

7.1.3. Services Related to Hardware and Software Installation

7.1.4. Standard Operating Systems and Other Software

7.1.5. Networking

7.1.6. Hardware Alternatives

7.2. HOST SERVER REQUIREMENTS

7.2.1. Hardware Requirements

7.2.2. Storage Area Solution

7.2.3. Concurrent System Operations

7.3. APPLICATION SERVER DEFINITION AND REQUIREMENTS

7.4. END-USER WORKSTATION REQUIREMENTS

7.4.1. Desktop Hardware and Software

7.4.2. Mobile Computer Hardware and Software

7.4.3. Tablet/Smartphone Devices

8. PERFORMANCE CRITERIA

8.1. PERFORMANCE REQUIREMENTS

8.2. TESTING

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8.2.1. Functional Acceptance Testing

8.2.2. Integration Testing

8.2.3. Initial System Acceptance

8.2.4. Go-live and 30-Day Reliability Test

8.2.5. Final System Acceptance

8.3. ONGOING SYSTEM PERFORMANCE

8.4. SYSTEM PERFORMANCE PROFILE

8.5. SYSTEM RESPONSE TIMES

8.6. TRANSACTION MAXIMUM RESPONSE TIME FOR CAD AND MAPPING

8.7. TRANSACTION MAXIMUM RESPONSE TIME FOR CAD AND MDS

8.8. COMPUTER SYSTEM AVAILABILITY

8.9. SUPPORT AND MAINTENANCE REQUIREMENTS

8.10. SOFTWARE ERRORS

8.11. ERROR REPORTING

8.12. TECHNICAL SUPPORT CENTER

8.13. SOFTWARE MALFUNCTION SEVERITY LEVEL DEFINITIONS

8.13.1. Severity Level 1

8.13.2. Severity Level 2

8.13.3. Severity Level 3

8.13.4. Severity Level 4

8.13.5. Workaround

8.14. RESPONSE TIME CREDITS

9. CONTRACT TERMS AND CONDITIONS

9.1. PROCEDURES

9.2. CONTRACT ASSIGNMENT

9.3. CONFIDENTIALITY AND SECURITY

9.4. DELAYS

9.5. DELIVERY FAILURES

9.6. INSURANCE

9.7. BONDING REQUIREMENTS

9.7.1. Contract Payment and Performance Bonds

9.8. INDEMNIFICATION

9.8.1. Software Infringement

9.8.2. Death and Personal Injury Provisions

9.8.3. No Waiver of Sovereign Immunity and Powers

9.9. SAFETY

9.10. AMERICANS WITH DISABILITY ACT COMPLIANCE

9.11. EMPLOYMENT DISCRIMINATION BY RESPONDENTS PROHIBITED

9.12. DRUG-FREE WORKPLACE

9.13. CONFORMING EMPLOYER SEXUAL HARASSMENT POLICY

9.14. IMMIGRATION REFORM AND CONTROL ACT OF 1986

9.15. SUBSTITUTIONS

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9.16. BACKGROUND CHECKS AND OTHER STATUTORY REQUIREMENTS

9.17. CONDITION OF ITEMS

9.18. WORKMANSHIP AND INSPECTION

9.19. EXEMPTION FROM STATE SALES AND FEDERAL EXCISE TAX

9.20. ORDERING, INVOICING AND PAYMENT

9.21. PAYMENTS TO SUBCONTRACTORS

9.22. TERMINATION

9.23. CONTRACTUAL DISPUTES

9.24. SEVERABILITY

9.25. APPLICABLE LAWS/FORUM

9.26. NOTICES

9.27. COUNTERPARTS

9.28. TITLE TO GOODS AND RISK OF LOSS

9.29. INDEPENDENT RESPONDENT

9.30. LIENS

9.31. GRATUITIES/BRIBES

9.32. FINANCIAL PARTICIPATION

9.33. COMPLIANCE WITH APPLICABLE LAW

9.34. COMPLIANCE WITH SB 252

9.35. TERM OF CONTRACT AND OPTION TO EXTEND

10. EVALUATION OF PROPOSALS: SELECTION FACTORS

10.1. PROPOSAL EVALUATION AND CONTRACT AWARD PROCESS:

10.2. COMPLETENESS:

10.3. AMBIGUITY:

10.4. ADDITIONAL INFORMATION:

10.5. PARTIAL CONTRACT AWARD:

11. PROPOSAL SUBMISSION FORMAT AND CONTENT

11.1. PUBLIC INSPECTION OF PROPOSALS

11.2. PROOF OF RESPONDENT’S MINIMUM QUALIFICATIONS

11.3. EXHIBIT A – CAD/MOBILE FUNCTIONAL SPECIFICATIONS MATRIX

11.4. EXHIBIT B – LERMS FUNCTIONAL SPECIFICATIONS MATRICES

11.5. EXHIBIT C – PRICING FORMS

11.6. APPENDIX D – WILLIAMSON COUNTY SECURITY ADDENDUM

11.7. EXPLANATION OF CLARIFICATIONS/EXCEPTIONS

11.8. MOBILE CONNECTIVITY/AVL

11.9. GIS/MAPPING

11.10. INTEGRATED CAD/MOBILE AND LERMS SOLUTION

11.11. RADIO CONSOLE INTEGRATION

11.12. REMOTE ACCESS TO CAD

11.13. ACCESS TO CENTRALIZED PRE-PLANS AND OTHER CRITICAL DATA

11.14. FIRE/EMS UNIT PROBLEM STATEMENTS

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11.14.1. Static Run Card Recommendations

11.14.2. Hybrid Method

11.14.3. Determinant Codes and General Interface to Call-Taking Software

11.14.4. GIS Attribute Modifier

11.14.5. Move-ups/Transfer Assignments/Responsibility

11.14.6. Multi-Task Units/Concurrent Function

11.14.7. Additional Alarms

11.14.8. Recommendations for Apparatus

11.14.9. Multi-Discipline incidents

11.14.10. Display of High Hazard or Special Needs Facilities

11.14.11. Hospital Destination

11.14.12. SOP/SOG/ERG

11.14.13. Geo-fencing capability

11.14.14. Storm Alert/Busy Mode

11.14.15. Divided Highways/Off ramps/Mile markers

11.14.16. Pre-Alert Notification

11.15. LAW ENFORCEMENT SPECIFIC PROBLEM STATEMENTS

11.15.1. Interagency Data Sharing

11.15.2. Media File Storage

11.15.3. Police to Citizen Data Sharing

11.15.4. Data Push to TDEX

11.15.5. Cattle Cards

11.16. CAD-TO-CAD

11.17. ROBUST STATISTICAL ANALYTIC CAPABILITIES

11.18. DESCRIPTION OF SYSTEM

11.19. REFERENCE SITES

11.20. PROJECT APPROACH AND PROPOSED SERVICES

11.20.1. General Project Approach and Project Management

11.20.2. Design, Development, Integration, and Installations Services

11.20.3. Testing, Implementation and Cut Over

11.20.4. Training

11.21. DELIVERY AND IMPLEMENTATION SCHEDULE

12. INSTRUCTIONS FOR SUBMITTING PROPOSALS

12.1. PREPARATION AND SUBMISSION OF PROPOSALS

12.1.1. Submittal Packet – Required Content:

12.1.2. Submittal Deadline:

12.1.3. Proposals Received Late:

12.1.4. Alterations or Withdrawals of Proposal Document:

12.2. PRE-PROPOSAL CONFERENCE AND TIMELINE OF EVENTS

12.3. QUESTIONS AND INQUIRIES ABOUT THE PROPOSAL PROCESS

12.3.1. RFP Clarifications:

12.3.2. Scope of Service Questions:

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12.3.3. Replies:

12.4. FIRM PRICING TIMEFRAME

12.5. SHIPPING QUOTES

12.6. PROPRIETARY INFORMATION

12.7. AUTHORITY TO BIND FIRM IN CONTRACT

12.8. WITHDRAWAL OF PROPOSALS

12.9. WILLIAMSON COUNTY’S PERSONNEL SUPPORT/ITEMS

12.10. SUBCONTRACTORS

12.11. USE OF BRAND NAMES

12.12. RIGHTS OF WILLIAMSON COUNTY

12.13. PROHIBITION AS SUBCONTRACTORS

12.14. PROPOSED CHANGES TO SCOPE OF SERVICES

12.15. MISCELLANEOUS REQUIREMENTS

12.16. NOTICE OF INTENT TO AWARD

12.17. DEBARMENT

12.18. PROOF OF AUTHORITY TO TRANSACT BUSINESS IN TEXAS

12.19. INSURANCE COVERAGE

EXHIBIT A – CAD & MOBILE FUNCTIONAL SPECIFICATIONS

EXHIBIT B – LAW ENFORCEMENT RMS FUNCTIONAL SPECIFICATIONS

EXHIBIT C – PRICING FORMS

APPENDIX A – FORM CIQ

APPENDIX B – REQUIRED STATEMENTS

APPENDIX C – HOUSE BILL 1295 FORM

APPENDIX D – WILLIAMSON COUNTY SECURITY ADDENDUM

1. INTRODUCTION

1.1. PROJECT OVERVIEW

Williamson County, Texas (County) is requesting fixed price proposals with the intent of awarding a contract for a computer-aided dispatch (CAD), mobile data system (MDS), and Law Enforcement Records Management System (LERMS) software to be utilized in emergency communications centers and by emergency responders in the field.

Williamson County expects that CAD, MDS, and LERMS shall be fully functional, currently deployed, and in use in jurisdictions of comparable size and scope. All systems sought under this request for proposal (RFP) must be multi-agency and multi-jurisdictional. Beta systems, or systems undergoing major functional changes or enhancements, are unacceptable for the major components sought in this solicitation. Although the County is interested in implementing systems with a proven track record and implementation history, that does not preclude Respondents from submitting optional proposals that may utilize emerging technologies. Further, if respondents have an alternate solution to any third-party interfaces proposed within this RFP, Williamson County is open to investigating such solutions to minimize the number of third-party systems currently in use.

The successful Respondent(s) shall be capable of providing a fully integrated operational turnkey system that is configurable and includes installation, training, testing, user documentation, and cutover/operational support during post-go-live reliability testing. Respondents must propose system warranty and maintenance to include system update services that include all third-party services and interfaces.

Williamson County recognizes that additional solutions for associated systems may be discovered through this solicitation process. Williamson County reserves the right to explore and evaluate those systems through this process.

1.2. NOTIFICATIONS OF ERRORS OR OMMISSIONS

Proposers shall promptly notify the County of any omissions, ambiguity, inconsistency, or error they may discover upon examining this RFP. The County shall not be responsible or liable for any errors and/or misrepresentation resulting in inadvertently incomplete, ambiguous, inconsistent, or erroneous solicitations.

1.3. CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ)

A person or business and their agents who seek to contract or enter into an agreement with the County are required by Texas Local Government Code, Chapter 176, to file a conflict-of-interest questionnaire (FORM CIQ), Appendix A.

1.4. FORM 1295 CERTIFICATE OF INTERESTED PARTIES

In 2015, the Texas Legislature adopted House Bill 1295, which added Section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the Texas Ethics Commission webpage (www.ethics.state.tx.us) for full instructions and to complete the required steps to create Form 1295, a sample of which is included in Appendix B. Once the form is completed online, printed, and signed, please return the form with your proposal submission.

2. RFP WITHDRAWALS AND/OR AMENDMENTS

2.1. RFP WITHDRAWAL

The County reserves the right to withdraw this RFP for any reason.

2.2. RFP AMENDMENTS

The County reserves the right to amend any aspect of this RFP by formal written addendum prior to the Proposal submittal deadline. It will endeavor to notify all potential Proposers that have registered with the County, but failure to notify shall impose no obligation or liability on the County. Respondents shall be responsible for monitoring the Williamson County bid portal, Bonfire, at Williamson County (bonfirehub.com), for any updates pertaining to the solicitation described herein. Various updates may include addendums, cancelations, notifications, and other pertinent information necessary to submit a correct and accurate response. Williamson County will not be responsible for further communication beyond updating the bid portal.

http://www.ethics.state.tx.us/ https://wilco.bonfirehub.com/portal/?tab=login

3. RESPONDENT NOTIFICATION OF RESTRICTIVE

REQUIREMENTS

It is the County’s intent that this RFP allow competition. It shall be the Respondent’s responsibility to advise the County in writing of any language, requirement, specification, etc., or any combination thereof, that inadvertently restricts or limits the requirements stated in this RFP to a single vendor. Such notification must be received by the County no later than 15 days prior to the date set for acceptance of proposals.

4. BACKGROUND INFORMATION

The Williamson County central offices are located at 710 Main St, Georgetown, Texas, 78626.

The County is part of the Austin-Round Rock-Georgetown metropolitan statistical area, and the County seat is Georgetown. As of the 2020 census, Williamson County had a population of 609,017. The County is 1,134 square miles and is bordered by Bell, Milam, Lee, Bastrop, Travis, and Burnet counties.

The County’s Communications Department is a public safety answering point (PSAP) responsible for answering all incoming 9-1-1 calls for Williamson County, population estimate as of July 1, 2023 – 671,418. The County processes the emergency and non-emergency police and emergency medical services (EMS)/fire calls they are responsible for. They also take the initial 9-1-1 call for other jurisdictions within the County but transfer those calls via phone to the appropriate secondary center.

The Public Safety Communications Center operates 24 hours a day, 7 days a week, 365 days a year (24 x 7 x 365). Incoming 9-1-1 calls are answered by the assigned call taker and processed from that position. The police dispatcher handles the law enforcement calls, and the fire dispatcher handles the EMS/fire calls. They currently have 28 positions. The current minimum staffing varies depending on the time of day but is generally one call taker, six police dispatchers and two EMS/fire dispatchers.

After receipt of the call, dedicated police, and fire dispatchers assign field units to the calls for service. Although Public Safety Communications is configured as a split model with assigned duties (i.e., call taker, police dispatcher, fire dispatcher), all personnel work together as a team and assist each other with overflow work on each shift.

The Williamson County Public Safety Communications Department current staffing is depicted in Table 1. The Public Safety Communications Center utilizes a twelve-hour shift rotation, and each shift has minimum staffing levels as defined in Table 2 below.

Table 1: Current Staffing

Position Count Director 1 Deputy Director 1 Compliance Div. Manager/Evaluator 1 QA/QI Personnel 4 Prof. Standards Division Manager 1 Instructional Coordinator 1 Academy Instructor 1 Operations Manager 2 Office Staff and Payroll Coordinator 2 Telecommunications Supervisor 4 Telecommunications Officers 68

Table 2: Williamson County Emergency Communications Department has the following minimum staffing by shift.

Table 2: Minimum Staffing by Shift

Shift Telecommunicators Supervisors 0600 - 1800 14 1 1200 – 0000 1 0 1800 – 0600 13 1

Table 3: Technology Installed by Position at Williamson County Emergency Communications Department

Table 3: Technology

Description CAD Client Totals

9-1-1 CHE with Mapping

Radio Dispatch Console

Primary Operations Floor 28 12 28 Training Positions 9 8 8 Administrative Positions (office staff area) (IT, Support Services) 20

Backup Positions

Description CAD Client Totals

9-1-1 CHE with Mapping

Radio Dispatch Console

Remote Installs (County access) Total CAD Clients

Laptop Installed Mobile Data Clients (MDCs) for PD

Total All Clients 57

4.1. CURRENT CONDITIONS/TOOLS

Technology support for the ESOC is provided by the Williamson County Department of Information Technology Services (ITS) staff, including the geographic information systems (GIS) and CAD system administration. The GIS data set is developed in-house and maintained by the ITS GIS Division.

4.1.1. CAD System

Williamson County Communications originally installed and went live with its existing CentralSquare OneSolution system in 2011. The system software is multi-jurisdictional and multi-disciplined. The CAD software was updated last in 2022 to Version 21.2.0.2001. Currently, the County operates the present system under an enterprise license configuration. The County seeks to modify this model with a new state-of-the-art CAD, as indicated later in this document.

The workstations operate on Windows 10; the servers are Windows 2016 and 2019.

Location Validation within the current CAD system utilizes street centerline data maintained by GIS Division/Addressing staff. Updates to GIS data are also done by the ITS, which converts surrounding areas' data and consumes it.

The number of recorded CAD events logged by Communications over the past three years is included in Table 4. Fire departments handle EMS events, and Communications also send calls to private medical services when needed.

Table 4: CAD Event Volume

CAD Events 2020 2021 2022

Law 331,272 307,919 292,992

Fire 43,824 50,523 49,856

EMS 34,557 39,388 37,425

Total 409,653 397,830 380,273

4.1.2. Hardware

The current CAD system is housed in virtual servers, all using Microsoft Server 2016 or better, and managed in a VMWare environment that is version 7.0 or better. Client PCs run Windows

10. External users access the network through a demilitarized zone (DMZ); a 10 gigabyte (GB) fiber between datacenters with dark fiber is also available. Currently, the public safety network is not segmented but is in progress. Furthermore, there is no current feasible backup center, which is also in the works for FY24. The proposal should include production CAD, training, and test environments. Proposals should include all hardware necessary for the systems to run proficiently in a public safety setting and network and hardware architecture requirements and descriptions.

4.1.3. CAD/RMS Interfaces

There are multiple existing CAD interfaces that are critical and/or necessary for the communications center. Table 5 identifies all interfaces within the current CAD system, and Table 6 identifies all interfaces within the current record management system (RMS).

Table 5: Current CAD Interfaces

CAD Interfaces

9-1-1 automatic number identification (ANI)/automatic location identification (ALI) ImageTrend Elite Fire RMS

Hiplink CentralSquare ONESolution Law RMS

Text to 9-1-1 (desired interface) PulsePoint

Purvis fire station alerting NICE Logging recorder

CAD Interfaces

Automated Secure Alarm Protocol (ASAP) to PSAP Alarm notification TLETS/NCIC1

First Due Fire Records Management System (FRMS) Everbridge notification (desired interface)

Unify (CAD to CAD) Deccan Live Move-Up Module (LiveMUM)

Solacom 911 Phone System ESO/Firehouse FRMS

Motorola Radio MCC 7500E(s) Emergency Records System FRMS

ONESolution Mobile Computing (MCT) ONESolution MCT Mobile Field Reporting

(MFR)

ESO ePCR2 ProQA

Active 911 (desired interface) FirstWatch

Table 6: Current RMS Interfaces

RMS Interfaces

CryWolf false alarm management software National Incident-Based Reporting System

(NIBRS)

Computer Aided Dispatch (CAD) TDEX

4.1.4. Discipline Modules

The County utilizes the same CAD for three discipline modules—law enforcement, fire, and EMS and Mental Health.

4.1.5. Mobile Data System

County agencies and their partner agencies use the CentralSquare OneSolution MCT mobile application, purchased in 2011, which is integrated with the CAD system. Approximately 950 mobile data computers (MDCs) are deployed as vehicle-mounted laptops in various law enforcement and fire vehicles. The CAD system interface to the mobile data platform enables

1 Texas Law Enforcement Telecommunications System Access/National Crime Information Center 2 Electronic Patient Care Reporting data or silent dispatch of CAD events. The mobile data application provides adequate functionality, including one-button status changes and messaging to other units and the communications center. In addition, for law enforcement operations, the mobile data application provides TLETS/NCIC queries through an interface.

Table 7: Mobile Data Computers

Mobile Data Computers

Discipline Count

Law Enforcement 443

Fire Department 457

EMS 50

Total 950

Mobile units are equipped with Verizon or First Responder Network Authority (FirstNet) air cards through an in-vehicle router or internal to the computer/tablet. County ITS supports hardware for County agencies, but the other city/ESD agencies are responsible for providing their hardware support. County ITS does support the CAD/RMS/MCT software for all agencies on our system.

Newer models have cellular modems for law enforcement. Automatic vehicle locator (AVL) is utilized for closest unit dispatching for fire and EMS; law chooses not to use closest unit dispatching. Viewing the location of units on the mobile mapping application and automatic routing capability for in-vehicle map-based routing to the event dispatched is desirable.

Each public safety agency and its partner agencies have data and have procured and maintained their own mobile data hardware. Agencies would like access to legacy data and even the capability to pull it into the new system when a follow-up or break in a case occurs. Respondents must provide minimum specifications for mobile hardware that detail what is required for optimum system performance (i.e., Central Processing Unit [CPU] speed, random-access memory [RAM], hard drive storage). Further, Respondents should specify how their mobile data application performs over a Long-Term Evolution (LTE) commercial wireless connectivity in their proposal.

4.1.6. 9-1-1 Answering Equipment The Center uses Solacom call handling equipment (CHE), a 9-1-1 phone system. The equipment was installed in 2013 and is maintained and supported by the Capital Area Council of

Governments (CAPCOG)/AT&T. The CHE is used to answer all incoming calls, both 9-1-1 and ten-digit emergency, to place outgoing calls, and for one-button call transfers.

The equipment can receive Enhanced 9-1-1 (E9-1-1) call data through Solacom. An interface to the CAD system allows for the transfer of ANI/ALI data into the CAD event entry screen, which provides the ability to display the location of wireline calls, Phase I wireless tower locations, and Phase II wireless callers on the CAD map. Currently, the CHE has 74 administrative lines that ring into the communications center.

The 9-1-1 CHE provides instant recall recording (IRR) through the phone system. The radio system provides its own IRR. Currently, there is an RS232 Serial to Internet Protocol (IP) connection; ANI/ALI is converted by CentralSquare software and displayed in CAD.

Table 8 below provides the incoming telephone call volume for the past three years.

Table 8: Incoming Telephone Calls

Phone Calls Type 2020 2021 2022 Average

9-1-1 Wireline/non-emergency

97,448 112,405 115,419 108,424

9-1-1 Wireless 106,338 125,430 117,869 116,546

TOTAL 203,786 237,835 233,288 224,970

4.1.7. Logging Recorder

The Center uses a NICE Inform Professional Version 9 digital logging recorder that records incoming 9-1-1 trunks, telephone lines and radio traffic. Currently, 29 channels are being utilized.

Staff use remote monitoring and playback software to review recordings for investigations and quality assurance. Currently, the NICE logging recorder is integrated with the CAD system.

4.1.8. Radio Dispatch Consoles

The Public Safety Communications Department and its partners use a P25 Motorola radio system with (28) Motorola MCC7500 and (8) MCC7500E radio dispatch consoles installed approximately 10 years ago. The 7500s are in plans for replacement this year and the addition of seven more consoles. The radio system is Project 25 compliant and is a trunked radio network.

The radio consoles are updated via monthly software updates.

If someone activates an emergency button, the system automatically switches the unit to the emergency alert channel as designated by the County. However, the unit location does not map via the GIS mapping system.

4.1.9. Absolute (formerly NetMotion)

Absolute is a software application used to help manage mobile data connectivity and provide a mobile virtual private network (VPN) solution. The application provides secure connectivity between the mobile server and the MDCs. This technology also enables mobile users to roam seamlessly in multiple network environments, including commercial cellular data (LTE) and local wireless “hotspots.” The software application is Federal Bureau of Investigation (FBI) Criminal Justice Information System (CJIS)- and Health Insurance Portability and Accountability Act (HIPAA)-compliant and supports encryption.

4.1.10. Text/Alphanumeric Paging

An additional feature within the CAD system is a paging interface via Hiplink that allows text to be sent to various user agencies.

4.1.11. Emergency Medical, Fire Dispatch and Police Dispatch

The National Academies ProQA emergency medical dispatch (EMD), emergency fire dispatch (EFD), and emergency police dispatch (EPD) must interface to CAD in the Respondent’s solution to assist in call handling and determining criteria and pre and post-arrival instructions.

4.1.12. EMS and Fire Station Alerting

Currently, Williamson County utilizes Purvis Fire Station alerting. The system was installed in 2015, with an upgrade occurring in 2022.

4.1.13. State and National Database Integration

TLETS the Texas Law Enforcement Telecommunications System (TLETS), is the system that provides authorized agencies with access to criminal justice information and databases. The system is administered by the Texas Department of Public Safety (DPS) and provides access to the following databases: TLETS also provides the DPS and local criminal justice agencies with access to the Texas Crime Information Center (TCIC); DPS’ Computerized Criminal History System (CCH); DPS’ Driver License System (DLS); The Department of Motor Vehicles’ Registration Title System (RTS), TexasSure – the Financial Responsibility Verification Program (FRVP) and Texas Parks and Wildlife (TPWD).

TLETS was not designed just to provide criminal justice information to law enforcement agencies within the State of Texas. TLETS was also intended to form a vital component of the National Crime Information Center (NCIC) operated by the Federal Bureau of Investigation (FBI) in Clarksburg, West Virginia. NCIC maintains computer files of information provided by each of the fifty states. TLETS users in Texas can access NCIC files through TLETS, just as users in other states can access NCIC files through their own states' systems. Thus, TLETS provides criminal justice information from across the country to Texas law enforcement agencies and, at the same time, provides criminal justice information from Texas to law enforcement agencies across the country.

The existing CAD system does provide an interface to TLETS/NCIC at all positions within the Center, but it does not parse as much information into the call as they would like. Currently, there is a limited CAD system interface that runs vehicle and driver data, but some data must be cut and pasted separately into the Subject and Vehicle call data that cannot be imported directly into the CAD event. A requirement of an interface between CAD and TLETS/NCIC will be mandatory.

Access to TLETS/NCIC is available to the agencies via MDCs to query records only. The MDS provides an interface to TLETS/NCIC through the same interface shared by the CAD system.

4.2. MUNICIPALITIES SERVED AND FUTURE GROWTH

The selected system must be sized appropriately to meet specified performance criteria and accommodate any future workload increases based on the potential for additional communities and/or agencies to join the Public Safety Communications Department. The system must be sized to ensure that sufficient storage capacities exist not only for initial data requirements but also to meet projected increased volume from the agencies currently dispatched. The system must be scalable and capable of having its storage capacity easily and economically increased to meet changing operational needs or expanded system functionality. The system will have the capacity to load a separate instance of the software to test and train prior to an upgrade.

Based on the potential for adding additional communities and/or agencies and to accommodate average annual volume increases, the County seeks to procure a system capable of handling 600,000 annual events at a minimum. The system should be capable of expanding the number of existing dispatch positions/workstations that are currently in use. This capacity would provide the future expansion capability necessary to accommodate additional user agencies, their associated activity volumes, and the future functional needs of the CAD and MDC systems. The procured CAD/MDC and RMS systems should be scalable to accommodate 150% growth.

4.3. LAW ENFORCEMENT

There are 15 law enforcement agencies dispatched by the Public Safety Communications Department.

Table 9: Law Enforcement Agencies

Law Enforcement Agencies Williamson County Sheriff’s Office Florence Police Department

Hutto Police Department Liberty Hill School Police Liberty Hill Police Department Round Rock ISD Police Granger Police Department Constables Pct. 1-4

Thrall Police Department Hutto ISD Police Department Jarrell Police Department Jarrell ISD Police Department

4.3.1. Current Conditions/Tools

Both law enforcement and fire agencies use numerous systems and tools to assist with daily duties and activities. These include, at a minimum, event-viewing applications, records management databases, MDS and state-required/controlled databases.

4.3.2. Law Enforcement Records Management System

Currently, several law enforcement agencies utilize the ONESolution RMS system Version 22.4.0.2003, which interfaces with the CAD system. Event data is transferred from CAD after the event is closed. In addition, the CAD system has the capability of running numerous queries against the RMS database for subjects and vehicles, some of which are run in parallel with queries sent to TLETS/NCIC.

4.4. FIRE AND EMERGENCY MEDICAL SERVICES

The agencies providing fire/EMS services and dispatched by the Public Safety Communications Department are listed in the table below:

Table 10: Fire/EMS Agencies

Fire/EMS Granger Fire Department Taylor Fire Department Jarrell Fire Department Hutto Fire Department

Liberty Hill Fire Department Weir Fire Department

Fire/EMS Sam Bass Fire Department Leander Fire Department Williamson County ESD 7 Jollyville Fire Department Williamson County EMS Williamson County ESD 10 Haz Mat/Fire Marshall Office of Emergency Management

4.4.1. Fire/EMS Records Management System

Williamson County fire agencies use ImageTrend Elite, First Due, ESO (Firehouse), and Emergency Records Systems software for Fire RMS, and EMS utilizes ESO for ePatient Care Reporting.

The FRMS provides various modules, including National Fire Incident Reporting System (NFIRS) incident reporting, training, supply inventory, pre-plans, hydrants, building inspections, personnel, equipment inventory, system inspections, and fire investigations.

4.5. GEOGRAPHIC INFORMATION SYSTEM DATA

4.5.1. Current GIS Layers

Williamson County utilizes enterprise GIS-based Esri software, holds and maintains the GIS dataset for the County and consumes GIS data from surrounding communities in Esri enterprise software. The same GIS dataset is used in the MDS and remote workstations throughout the organization.

There are various features and image layers available to the CAD system mapping in the Center.

Some of the common layers available include the following:

• Address points

• Streets

• Waterways

• Places of interest

• Municipal boundaries

• Police beats

• Fire/EMS districts

4.5.2. GIS Integration and Updates

GIS data is updated on a regular basis on dispatch workstations. Respondent’s CAD system must have a tightly integrated and robust GIS mapping capability. It is expected that the proposed system will provide the means to update dispatch workstations, mobile, and remote terminals with no interruption or impact on CAD function. A mapping system that utilizes ESRI data with no conversion process is preferred. The new system should provide for the County IT staff to update GIS data at their discretion with no vendor intervention. Respondents should provide a means of checking updates in a test environment prior to pushing to a live environment. The Respondent should also provide any tools for the necessary conversion of current ESRI data into an acceptable data format in their CAD system.

4.6. SERVERS AND DATABASE

The preferred database platform is Microsoft SQL3 Server. The County is seeking a system architecture that optimizes performance yet efficiently utilizes server hardware to provide a training, test, and production environment for all systems.

The new CAD system shall leverage Active Directory to reduce the number of different logins/passwords that users need to remember.

5. RESPONDENT’S MINIMUM QUALIFICATIONS

Respondents, including any subcontractors, must demonstrate that they have the resources and capability to provide the materials and services requested and shall meet the minimum qualifications contained in this section. Although detailed responses or solutions for some of the items contained in this section are required in Section 11, these minimum qualifications are introduced here to ensure Respondents can meet them before proceeding further. All Respondents must submit the documentation indicated below with their proposal. Failure to provide any of the required documentation shall cause the proposal to be deemed non-responsive and rejected.

5.1. PROOF OF FINANCIAL STABILITY

A. Audited financial statements for Respondent’s last three fiscal years are required. Financial statements shall include, at a minimum, the balance sheet, statement of retained earnings, income statement, and any notes to the statements.

B. If the date of the financial statements provided in A. above is more than three months from the date in which the County requests the information, then Respondents also must provide interim financial statements consisting of a balance sheet and year-to-date income statement, as of two months prior to the date of the County’s request.

3 Structured query language

C. Evidence is required—by certification from the Chief Financial Officer or an authorized signing officer of the Respondent—regarding the accuracy of any financial information provided.

D. Formal certification is required—on Respondent’s stationery signed by the owner or authorized officer of the company—indicating that the proposing firm has not filed for bankruptcy in any form, nor are there any current intentions of filing any type of bankruptcy proceedings. In the event a Respondent has or is considering filing bankruptcy of any type, formal certification will take the form of a written explanation of such filing, complete with history and current status.

E. If any proposal is submitted by a joint venture, then the specific financial information requested may be required from each member of the joint venture, as determined by the County.

F. If a Respondent or subcontractor is a subsidiary of another company, then the specific financial information requested is also required from the parent company.

G. The County shall not disclose any financial information received from Respondents to the extent permitted by law.

5.2. RIGHT TO AUDIT

Respondent agrees that Williamson County or its duly authorized representatives shall, until the expiration of three (3) years after termination or expiration of the services to be performed, have access to and the right to examine and photocopy any and all books, documents, papers and records of Respondent, which are directly pertinent to the services to be performed or goods to be delivered for the purposes of making audits, examinations, excerpts and transcriptions.

Respondent agrees that Williamson County shall have access during normal working hours to all necessary facilities and shall be provided with adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. Williamson County shall give Respondent reasonable advance notice of intended audits.

5.3. PROOF OF EXPERIENCE

Respondents shall demonstrate experience—a minimum of five years is required—in providing the level of services required to successfully deliver and deploy an operational CAD/MDS and LERMS solution for organizations of a similar size and scope to that of Williamson County (i.e., comparable operational size, population served, and CAD event volume).

As indicated in Section 11.18, Respondents shall include with their proposals a minimum of five recent comparable implementations and locations where the system, including the software elements being solicited in this RFP, has been in use, the number of years in use, the software and various modules in use, and any other pertinent data to demonstrate the deployment serves as an acceptable comparable reference location. The list shall include the agency name, person to contact, address, telephone number, email address, description of work performed, installation date, installed applications, version numbers (if applicable), average annual CAD events, implementation timeframe and whether the system was delivered on schedule.

5.4. COMMITMENT TO USE CASE DEMONSTRATION EVALUATION

As described in Section 10, the County will be utilizing use case demonstrations in its evaluation process. During such demonstrations, Respondents selected to advance to this phase will be required to demonstrate their solutions to the evaluation team and invited stakeholders. Use cases will include CAD and mobile data scenarios on day one and LERMS solutions on day two.

Respondents must demonstrate a high level of integration across the product suite.

6. SCOPE OF SERVICES

All proposals must be made based on the requirements contained herein. All Respondents must be able to provide the requirements detailed in this section. EXHIBITS There are three exhibits that must be completed by each CAD/MDS and LERMS Respondent and submitted with its proposal package. They are Exhibits A through C, as noted below.

• Exhibit A – CAD and Mobile Data System Functional Specifications Matrix

• Exhibit B – Law Enforcement RMS Specifications Matrix

• Exhibit C – Pricing Forms

NOTE: Proposal submittals must contain PDF versions of the completed matrices and an electronic version of the Excel file with each completed matrix.

Exhibits A and B shall be completed by Respondents to ensure that the specifications Williamson County publishes are understood. Correspondingly, Respondents are certifying that they will deliver the functionality by indicating “Function Available,” will not provide the functionality by indicating “Function Not Available,” or that they take “Exception” to a specification and document the reason for their exception in the comments field. Responses provided by Respondents to any exhibit, section or subsection of this RFP will be contractually binding and will be incorporated into the contract by reference.

Exhibit C pricing form must be used for all proposal submissions.

6.1.1. Appendices

Appendices A through C must be completed and submitted by the Respondent.

6.2. PROJECT MANAGEMENT AND SCHEDULE

The successful Respondent shall assign a Project Manager (PM) as a primary point of contact who has the necessary qualifications and staffing support to ensure the successful performance of the project tasks and to ensure that the project schedule and milestones are met. This PM will report to a County PM and will be required to be onsite at the County during significant project events—such as installation of the core system and any optional capabilities purchased—at intervals during system testing and system go-live. All risks will be mitigated or eliminated, where possible, and any downtime will be minimized to adhere to the scheduled project timeframes as planned.

The responsibilities of the successful Respondent’s PM shall include the management and timely execution of all tasks and activities required, based upon an agreed-upon statement of work (SOW), project plan, and project schedule that will result in the successful completion of the design, integration, testing, cutover, and acceptance of the proposed system and related services, as defined in this RFP and resulting contract. Project management shall include, at a minimum:

• Project coordination

• Task oversight and milestone completion

• Project meetings with minutes

• Schedule updates

• Progress reports

The successful Respondent’s PM shall have full responsibility for organizing, scheduling, and conducting technical and/or management meetings required for the successful completion of the work defined in the scope of services. At a minimum, one project management (progress) meeting shall be held every two weeks or as otherwise mutually agreed. Status reports will include, at a minimum, tasks completed to date, outstanding tasks/items with estimated completion date, and items requiring resolution with estimated completion date.

The County will designate a team consisting of a PM and a group of key stakeholders to work with the successful Respondent’s PM. The successful Respondent’s PM shall coordinate and assign project tasks identified as key to the success of the project with CAD and RMS staff and stakeholders. In addition, the successful Respondent’s PM shall coordinate all technical project tasks between the Respondent’s technical personnel and those of CAD and RMS.

The successful Respondent’s PM shall be responsible for consensus building among the various stakeholders and for obtaining design approvals, system inputs, agreements, etc., from all agencies and stakeholders involved in or affected by the implementation of this system. This task requires close and continuous liaison with dispatch operations staff, emergency responder representatives, and supporting ITS personnel from the County. The ability of the successful Respondent’s PM to collaborate among all stakeholders will ensure that the requirements of the system and the needs of the participating agencies are met in all phases of the project.

The project kick-off meeting shall be held within 15 business days after contract execution. The successful Respondent’s PM must collaborate with the County PM prior to the kick-off meeting to ensure that the content of the kick-off meeting meets expectations. Within 10 business days following the kick-off meeting, the successful Respondent’s PM shall provide a detailed project schedule that sets forth the various project phases, tasks, and milestones, with definitive start and completion dates. In addition, the successful Respondent’s PM shall be responsible for providing weekly updates for approval by the project core team.

The successful Respondent’s PM shall provide a project schedule with an effective start date established by the project core team during contract negotiations. For the purposes of a Respondent’s proposal, a project schedule shall be included in the proposal with an anticipated start date of January 2024. This project schedule shall include, at a minimum, the following major milestones:

1. Hardware readiness test

2. Software configuration and installation

3. System administrator training

4. Functional testing

5. Interface testing

6. Integration testing

7. Delivery of documentation

8. Training schedules

9. 30-day reliability testing

10. System acceptance

6.3. COMMUNICATIONS MANAGEMENT

Respondents, their respective PMs, and all their personnel and agents agree to use the Purchasing Manager as a single point of contact for all official communications during the bidding phase and up to the contract award. This precludes the Respondent’s team from interacting and collaborating with County personnel and any other County executive official or leadership. All communication during the time the project is at bid must be submitted in Bonfire or to the Purchasing Manager. Outside communication will result in disqualification.

6.4. IMPLEMENTATION STAFF

The successful Respondent’s implementation staff shall be fully trained and certified by the manufacturer(s) of the system(s) proposed; training shall be current. In addition, all key implementation staff shall be experienced in similar installations. Resumes shall be provided for all implementation staff, including references for recent customer sites. Williamson County reserves the right to reject the resumes and request additional resumes prior to the commencement of activity on the project to ensure satisfaction with equivalency of skills and experience.

The personnel assigned to this project, as identified in a Respondent’s proposal, will remain on the project for the duration, which includes during go-live and a reasonable time thereafter. If, for any reason, the individual(s) identified are no longer employed by the company, the successful Respondent will be responsible for ensuring that any substitute personnel have comparable skills and experience.

If problems occur with the successful Respondent’s personnel, the County PM will notify the successful Respondent in writing and shall specify the reasons for dissatisfaction. If the successful Respondent does not resolve the problem within seven days from the date of notice, the Respondent shall remove such a person and promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of removal. If the removal occurs within a two-week period after project commencement, there will be no cost incurred by the County.

The County shall be entitled to remove individuals working on any project for any of the following grounds: (i) unsatisfactory performance that causes negative operational impact at Communications or the agencies that causes the project team to commit additional resources to avoid operational impact; (ii) dishonesty or belligerent conduct; (iii) lack of compatibility with County staff, or (iv) violation of County rules or policies. Upon such written request, the County PM and the successful Respondent shall decide on a course of action to resolve any problems within categories (i) and (iii) above. There shall be no opportunity to resolve problems involving categories (ii) or (iv) above.

The successful Respondent is responsible for ensuring that any substitute personnel have comparable skills and experience. Resumes for substitute personnel must be submitted in advance for approval by the County, which reserves the right to interview substitute personnel prior to commencement of activity on the project.

6.5. TRAINING

The successful Respondent shall provide the necessary training for system administrators, dispatch staff, selected agency personnel and management personnel, as well as MDS and Web CAD trainers, assuming a Web CAD solution is offered. The successful Respondent’s Training for the CAD system administrators, dispatch staff, and management personnel must be delivered directly by the successful Respondent’s training staff to these target audiences. A train-the-trainer approach is acceptable for MDS and Web CAD, training for emergency responders, as well as law enforcement and fire command staff.

Training for LERMS must be delivered directly to all law enforcement personnel utilizing the system.

Sufficient training is defined as that level of training that enables the end user to proficiently perform the duties associated with the utilization of the system or, for system administrators, maintenance of the system. End-user training and corresponding training materials must be designed for the intended target audience, i.e., call takers, dispatchers, management personnel, system administrators, as well as MDS and Web CAD end users, if applicable. This will include training end users and trainers on the functions and features of each module applicable to their position to ensure that they effectively can utilize the system or train other personnel on the use of the system.

The successful Respondent will be required to prepare training manuals for each training session, including one (1) paper copy and one (1) electronic copy for review prior to the training.

The County reserves the right to reproduce training materials for internal purposes only.

Respondents’ proposals shall include related costs for training materials, e.g., reference guides, tutorials, and related CDs.

The following onsite training is required:

• System administrators training

• Telecommunicator training

• Supervisor training

• Management training (assuming there may be report generation or data accessed by this group only)

• MDS train-the-trainer training

• LERMS training

• Web CAD train-the-trainer training (for non-dispatch personnel)

The number of trainees will be determined by the project management team.

6.5.1. Training Guidelines

The general training approach required by agencies in the County is as follows:

1. Targeted successful Respondent-delivered training for specialized functions, e.g., system administrators and technical support personnel for general systems administration and operations, and select staff for application operations, data entry and data maintenance.

2. Targeted successful Respondent-delivered user training for all call takers/dispatchers, supervisory staff, and management personnel.

3. Targeted successful Respondent-delivered training for all law enforcement personnel on the LERMS system.

4. Identification of train-the-trainer staff—as determined between the successful…