R-2476 APD Scheduling Software.pdf

Request for Proposals #R-2476 – APD Scheduling Software

Request for Proposal: R-2476 Categories: 20857, 20863, 20952, 20964, 92045

Date: August 19, 2025

Proposal Deadline: 4:00PM MDT, September 19, 2025, to the Office of Purchasing Services via the Rocky Mountain E-Purchasing System Website

REQUEST FOR PROPOSALS

The purpose of this Request for Proposals (RFP) is to gather and evaluate information from potential Aurora Police Department (APD) scheduling software vendors with the intent to replace the current scheduling software by Telestaff. Specifications are more fully described in Section I, Scope of Work.

Proposal Submittals Proposals shall be submitted electronically only through the Rocky Mountain e-purchasing system website (aka BidNet @ www.bidnetdirect.com/colorado) no later than 4:00 p.m. MDT, September 19, 2025. Please be advised that proposals MUST be submitted through BidNet to be considered responsive. If you need assistance with the registration or bid upload process, contact BidNet’s vendor support at 800-835-4603 or by email to support@bidnet.com . No late proposals will be accepted.

Proposal Note: BidNet file size is limited to 500MB per file. Should a proposal exceed that size, make sure to split the document to accommodate the limitation and upload multiple documents if necessary. For any questions or issues contact vendor support above.

Proposals shall consist of:

APD Scheduling System

Pre-Proposal Conference A non-mandatory pre-proposal conference is scheduled for Tuesday, August 26, 2025, at 1:00 p.m. (MDT) via Microsoft Teams. The purpose of the pre-proposal conference is to provide assistance to interested firms in the interpretation of the Request for Proposal (RFP), Scope of Services, City’s Master Services Agreement, and other technical and contractual matters. Attendance at the pre-proposal conference is not mandatory but highly recommended.

It is requested that those planning to attend the pre-proposal meeting email Jeff Lehmann, Sr. Procurement Agent at jlehmann@auroragov.org with the following information:

Firm name, attendee(s) name(s), email address(es), and workplace phone number(s).

City of Aurora Department of Finance Purchasing Services, Suite 5700 15151 E. Alameda Parkway Aurora, Colorado 80012 Phone: 303-739-7100 www.auroragov.org http://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado mailto:support@bidnet.com http://www.auroragov.org/ http://www.auroragov.org/

Parties interested in attending may do so via Microsoft Teams as follows.

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City of Aurora, Colorado

Questions Written questions regarding this RFP shall be submitted by e-mail to Jeff Lehmann, Sr. Procurement Agent at jlehmann@auroragov.org no later than September 3, 2025, at 4:00 p.m. MDT. Responses to questions will be issued in an addendum to the RFP.

Tentative RFP Schedule (All Times are Mountain Daylight Time) August 19, 2025 Solicitation posted on BidNet Rocky Mountain e-purchasing system

August 26, 2025 Non-mandatory pre-proposal meeting via Microsoft Teams: 1:00 p.m.

September 3, 2025 Deadline for written questions to jlehmann@auroragov.org : 4:00 p.m.

September 5, 2025 (on or about) Responses to written questions posted by addendum on BidNet

September 19, 2025 Proposals are due electronically only via upload to BidNet: 4:00 p.m.

October 3, 2025 (on or about) Notification of short-listed firms

Week of October 13, 2025 Interviews/demonstrations with short listed firms if necessary

October 20, 2025 Best & Final Offers requested (if required)

October 23, 2025 Best & Final Offers due to the Office of Purchasing Services by 4:00p.m. MDT (if required)

October 30, 2025 Selection of Top Ranked Firm https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTRlMWYxYzUtN2Q1Yy00ZWVhLWE1YzUtM2MxYjkwYWRkODlh%40thread.v2/0?context=%7b%22Tid%22%3a%229cf07bc1-6fa2-4d49-bc93-7acced6cc8d7%22%2c%22Oid%22%3a%2278818531-e140-49c2-8253-b7d223478dec%22%7d tel:+17203888447,,434737259 https://dialin.teams.microsoft.com/89e10e7a-cde8-423d-9118-edfc1aabd37b?id=434737259 https://teams.microsoft.com/meetingOptions/?organizerId=78818531-e140-49c2-8253-b7d223478dec&tenantId=9cf07bc1-6fa2-4d49-bc93-7acced6cc8d7&threadId=19_meeting_YTRlMWYxYzUtN2Q1Yy00ZWVhLWE1YzUtM2MxYjkwYWRkODlh@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing mailto:jlehmann@auroragov.org

Selection Process This RFP is being solicited under a multi-step procurement procedure. The first phase requires all vendors to submit priced proposals addressing those items cited in Section II, Proposal Submittal Requirements, of this RFP. Proposals will be evaluated and ranked based on the evaluation criteria outlined in Section III, Evaluation Criteria. During the second phase, interviews and demonstrations may be held with the short-list of vendors, if deemed necessary by the City’s evaluation committee. The evaluation committee reserves the right to rescore short-listed vendors after the interviews and demonstrations. Additionally, the City reserves the right to forgo the second phase of the process and enter in negotiations with the top-ranked vendor.

In the final phase, negotiations will be held with the vendor ranked the highest by the evaluation committee on the basis of the written proposal and interview and demonstrations, if interviews and demonstrations are conducted. The City and the top-ranked vendor will then negotiate the details of the final contract, and Council approval will be requested. Upon Council approval, the contract will be signed, and work may begin. Should the City be unable to reach an agreement with the top-ranked vendor, negotiations will commence with the next ranked vendor. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals. The City reserves the right to exercise a Best and Final Offer (BAFO) in the selection process.

Proposals will be considered only from vendors who are firmly established in an appropriate business, who are financially responsible, and who have the resources and ability to offer services in a professional and expedient manner. The City may request additional information as deemed necessary. Failure to provide such information may result in the proposal being considered non-responsive. The City reserves the right to reject any and/or all proposals, to waive any informalities in the proposals received, and to accept the proposals deemed most advantageous and in the best interests of the City.

Confidentiality Please be aware that proposals submitted to the City in response to this RFP shall be subject to the Colorado Open Records Act, Section 24-72-201, et seq., C.R.S. Any privileged or confidential information in the Vendor’s proposal shall be specifically identified as such by the Vendor. If any information is considered to be confidential, the Vendor shall agree to indemnify the City for any and all attorney fees the City may incur in defending the withholding of such information by signing and returning the letter found as Section VII to this RFP. Should the City receive a request for the release of any information in the Vendor’s proposal in accordance with the open records law, the City will review the Vendor’s proposal, giving consideration to the portions that the Vendor indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential so long as Section VII has been signed and returned by the Vendor along with the proposal. Should the Vendor choose not to sign and return Section VII, all information in the Vendor’s proposal shall be considered releasable by the City. If, in the opinion of the City’s legal counsel, the City is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, the City may disclose such information without liability.

Licenses The successful Vendor, without additional expense to the City, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the prosecution of the services. The successful Vendor and any subcontractors, if applicable, will be required to obtain an Aurora Business License. The successful Vendor shall provide the Aurora Business License number(s) to Jeff Lehmann, Sr. Procurement Agent, within thirty

(30) days of the contract award.

Addenda to the RFP The City of Aurora reserves the right to amend, by addendum or addenda to this RFP, at any time and/or a multiple number of times prior to the date set for receipt of the submission of proposals. Addenda or amendments will only be posted and updated on the Rocky Mountain E-Purchasing System located at http://www.bidnetdirect.com. It shall be the responsibility of Vendors to obtain all addenda from the Rocky Mountain E-Purchasing System. Parties obtaining bid information from other sources do so understanding that their information may be incomplete, inaccurate, or out of date and therefore wholly unreliable from a commercial perspective. Vendors registered for the paid bidding notification service shall be notified either by fax or email depending on the service that they have subscribed to. It shall be the responsibility of prospective Vendors registered for the no charge, no notification service on the Rocky Mountain E- Purchasing System to monitor the Rocky Mountain E-Purchasing System for any addenda. Failure to do so may lead to reliance on incomplete, inaccurate, or out-of-date information when submitting proposals subjecting such proposals to automatic disqualification from consideration. If revisions are of such a magnitude to warrant, in the City of Aurora’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date.

Questions Written questions regarding this RFP shall be submitted by e-mail to Jeff Lehmann, Sr. Procurement Agent at jlehmann@auroragov.org no later than June 20, 2025, at 4:00 p.m. MT. Questions received after this date and time may not be addressed. When submitting questions, please reference the RFP # in the subject line of the email.

CONTACTS DURING THE SOLICITATION PROCESS

ANY QUESTIONS, COMMENTS, OR OTHER COMMUNICATIONS SHALL BE DIRECTED TO THE

ABOVE INDIVIDUALS. NO OTHER CONTACT SHALL BE MADE REGARDING THIS RFP WITH ANY

OTHER CITY STAFF, COUNCIL MEMBERS, AGENTS, CONSULTANTS, ETC. DURING THE RFP

PROCESS. FAILURE TO COMPLY WITH THIS REQUIREMENT MAY RESULT IN THE OFFENDING

VENDOR BEING REMOVED FROM CONSIDERATION.

Acceptance of the RFP By submitting a proposal in response to this RFP, the vendor accepts all the conditions described in this RFP, including the Master Services Agreement, and agrees to abide by all final decisions made by the City.

CITY OF AURORA

Jeff Lehmann Sr. Procurement Agent http://www.bidnetdirect.com/ http://www.bidnetdirect.com/

Inclusions: Section I Scope of Work Section II Proposal Submittal Requirements Section III Evaluation Criteria Section IV Special Conditions Section V Master Services Agreement including

Exhibits B, C, D & E Section VI Request for Business Size Status Section VII Letter of Indemnification for Withholding Confidential Information Section VIII W-9 Request for Taxpayer Identification

Attachments: Appendix 1 Functional and Technical Requirements Appendix 2 Cost Proposal

SECTION I - SCOPE OF WORK

Overview

City of Aurora Background The Aurora Police Department provides service for Aurora which covers over 160 square miles and is in three different counties: Adams County, Arapahoe County, and Douglas County. The city's population was estimated at approximately 400,000 people and is currently the 51st largest city in America and the 3rd largest city in Colorado with expected continued growth in population.

How the APD Operates Established in 1907, the Aurora Police Department (APD) is responsible for providing law enforcement services to a growing, urban/suburban community with unique and ever-changing needs. We strongly believe that the challenges facing the police department can only be addressed effectively by connecting with community leaders, school administrators, members of the business community, nonprofit organizations, other government agencies, neighborhood groups and most importantly, individual residents. It is through this spirit of partnership that we will continue to see further reductions in crime, and we will enhance the quality of life for those who live, work, and play in our city. In 2022, the Aurora Police Department entered into a mutually agreed upon Consent Decree with the Colorado Attorney General’s Office. As a result of this Consent Decree, Aurora is charged with further improving the way that it provides its services to its community. This is occurring through improved policies, modernized systems, enhanced reporting, and greater interaction with the community. The agreement is five years in length.

The Future for APD Operations The future of policing with the APD will be enhanced through the procurement and adaptation of technology that promotes efficiency that will better utilize the APD resources in serving Aurora’s diverse community. These commitments will result in faster and more effective use of resources in response to officer performance and behavior. This requires reliable technology in reporting, investigation, accountability, and personnel management.

1.0 Background and Purpose

APD has an authorized sworn strength of approximately 750 members, with an anticipated increase to approximately 900 members in the next 5-7 years. Additionally, APD currently employs approximately 200 professional staff full-time as well as roughly 30 temporary/contract employees.

APD has long recognized the critical importance of efficient and accurate scheduling and timekeeping to its operations. Historically, the department has relied on a combination of manual processes and legacy software systems to manage officer shifts, overtime, leave requests, and payroll compliance.

While these tools have been serviceable, they have increasingly shown their limitations as the department has grown both in size and operational complexity. Officers, supervisors, and administrative staff have all experienced challenges such as scheduling errors, difficulties in shift swaps, delays in leave approvals, and time-consuming manual data entry. In addition, the evolving needs of modern law enforcement—such as flexible shift patterns, increased accountability, and real-time reporting—have placed greater demands on the department’s scheduling infrastructure. The need to comply with rigorous labor regulations, collective bargaining agreements, and transparency requirements has highlighted gaps in the current system’s ability to provide timely, accurate, and auditable records. Recent feedback from both rank-and-file officers and administrative personnel has underscored the need for a more robust, user-friendly, and adaptable solution.

In response to these challenges, the Aurora Police Department is seeking a new scheduling and timekeeping system designed to streamline workforce management, enhance operational efficiency, and improve overall staff satisfaction. The primary goal is to implement a platform that automates and simplifies complex scheduling tasks, reduces administrative burden, and minimizes the risk of errors in payroll and compliance reporting. The department aims to select a solution that offers intuitive self-service options for officers, real-time visibility for supervisors, and seamless integration with existing HR and payroll systems. By adopting a modern, cloud-based system, the department intends to support more flexible scheduling models, ensure fair and transparent allocation of shifts and overtime, and provide accurate, up-to-date information for decision-making. Ultimately, this initiative is part of the department’s broader commitment to operational excellence, fiscal responsibility, and the well-being of its personnel.

The Business Services Division of the Aurora Police Department and Aurora IT are issuing this RFP to replace the current scheduling/timekeeping system, Telestaff, with a new system. The city is interested in a Scheduling system that meets the needs of the APD but could be expanded to be used by other departments (e.g. Aurora Fire Rescue) under an enterprise licensing arrangement.

City of Aurora requires the Scheduling solution to be a modern, vendor supported, SaaS solution that provides the following high-level capabilities:

• Provide rules-based scheduling for 24/7 coverage

• Provide auto-generated daily duty rosters and real-time staffing views

• Ability to mass-assign or modify schedules, such as operating a patrol bid for over 200 members

• Allow employees to submit time off requests, shift swaps, and overtime/extra duty requests.

• Notify employees when requests are approved or denied

• Support a full audit trail of any actions taken in the system

• Enforce union, HR, organizational policies, and FLSA laws through robust business rules and restrictions

• Accommodate both positive time entry and exception time entry

• Allow for the ability to charge to different cost centers, other departments, etc.

• Integrate with City Payroll and HR systems

• Provide reporting and dashboard functionality

• Provide strong security of information

Not only does the city require a solution based on the requirements of this RFP, but it also requires:

• A complete project management plan and team that leads and coordinates a successful go-live with all divisions involved using the product within the agreed schedule.

• A complete data migration plan of existing Telestaff data to the selected vendor system to include validating items and standardizing diverse naming conventions. Please describe any experience you have in migrating from the Telestaff solution.

• An assessment of current processes and the introduction of best practices in law enforcement scheduling and time keeping. The City is interested in adopting new business processes and industry best practices that would improve productivity as part of this transition.

• A training program that recognizes the city’s requirements and is developed, agreed to by the City of Aurora, and executed and delivered by the vendor.

• A service agreement and security requirements that recognize reliability and state-of-the-art product as company goals.

The requirements of the City of Aurora for support requests based on the urgency and priorities of the city.

Timely support of additional work requests with statements of work, deliverables and cost and timing quotations.

• A long-term, two-way, positive partnership with the vendor in support of the city’s use of the product and reciprocity from the city to the vendor through effective communication.

2.0 Respondent Qualifications

• Vendors responding to the RFP must have had a Public Safety scheduling system management system in use since 2022.

• Vendors must have a minimum of 10 Law Enforcement Agency implementations of the proposed system.

• Vendors responding to the RFP must provide a minimum of 5 references from Law Enforcement agencies using their system, 2 of which are the vendor’s largest implementations, with the remaining 3 being municipal or county agencies of similar size / complexity to Aurora. No more than 1 state or federal agency may be submitted.

Provide at least 5 law enforcement agencies as references, for which it is verifiable that the vendor has deployed its system, and it has been fully operational and used by the agency for at least one (1) year for each of those references.

The vendor must include the contact’s name, title, company, address, telephone number, fax number and e-mail address. All contact information must be current as of the proposal submittal date.

The vendor must provide a comprehensive and clear description of the goods and services provided to the referenced organization, especially as it pertains to the city’s minimum qualifications.

3.0 Hardware

• The City requires a modern, vendor supported, SaaS solution.

• The vendor’s response will include complete details, diagrams, or any additional information the vendor wants the city to review.

o Diagrams could include network, systems, process flow, security, etc.

o Explain how data flows between vendor system and City systems, new hardware, storage, or network equipment that the City of Aurora would be responsible for implementation.

• The vendor will provide details on how they provide their services, i.e. as a reseller, software as a service, or infrastructure as a service, etc.

• The vendor must specify if the city will be required to replace existing hardware, equipment or peripherals. Please confirm whether you have any intention to integrate your solution with existing hardware, equipment and peripherals. If there are any components you think your system needs to integrate with, please specify why.

4.0 Software

The vendor must provide a proven, commercially available solution that meets the City’s requirements through configuration changes, with little or no custom software development required.

• The vendor is required to provide and continuously support for the duration of the implementation and during the subsequent support and maintenance period all required system software.

• This includes ensuring that all system software versions are kept up to date with any required release patches, updates and major releases within a version that is fully supported by the original software Vendor.

• The City is concerned about pre-paying subscription fees before the solution module is used in the production environment. The vendor must include subscription payment milestones in their cost proposal that correlates to the phase of the implementation and the value provided to the City: For example: (no prepayment of annual subscription fees at project kickoff, testing, implementation, only at production go-live).

5.0 Cloud Data Hosting

• If proposing a cloud based hosted solution provide a complete description end to end of data flow and the security provided (application, transfer to host, host).

• Describe the application’s user set-up and authentication procedures. The city uses Okta.

6.0 Ownership of Data

• The City of Aurora will own the data gathered within the selected system. At the end of this contract or at any time the contract ends between the City of Aurora and the vendor, the vendor will provide the ability to transfer all data to the City of Aurora in an open data format.

• Please confirm that the city will own the data stored in the solution.

• Please confirm the mechanism and format by which the city will obtain a copy of their data upon request.

7.0 Complete Solution

• The city is looking for a complete solution from the selected vendor. This includes all hardware, software, security processes and all services required to implement the solution quoted.

• Ongoing support and maintenance should also be provided by the vendor.

• If the vendor is a reseller or outsources any part of the project, the vendor must thoroughly describe the relationship of the vendor with the other resources. In detail, describe how the city will be supported and request support and the response times for resolution of the issue.

• The vendor will provide a working demonstration of the minimum required features and requirements prior to selection. Short listed vendors will be required to provide a working version of their system demonstrating Aurora Police Department’s minimum requirements.

• The vendor may suggest additional features to facilitate a quality product.

• This section should also describe the Vendor’s approach to system modification, configuration and customization of the core system software. The Vendor should explain how they balance the benefits of a standardized, widely used commercial-off-the-shelf product with the occasional need for customization or enhancement. The Vendor should explain how customizations are handled and an estimate of the percentage of the total ongoing (post-implementation) annual software support costs that are typically or should be allocated to customization work (percentage of annual maintenance, not the actual cost) based on the Vendor’s experience with projects of similar size and complexity. The vendor should describe the areas where customization is most commonly needed.

• This section should also describe all the features to which the system allows the Aurora Police Department to configure and customize functionality that it requires that would not require changes impacting the vendor’s product roadmap.

• List and describe any out of box APIs that are provided with your system that APD could benefit from for integration and reporting purposes.

• Implementation: The vendor must describe the overall product implementation approach that it proposes to deploy the products in the timeline provided. Vendor implementation plan should include but is not limited to the following:

o Approach for coordinating/managing all activities related to meeting product implementation deadline dates. Discuss how product implementation can be expedited.

o Processes/measures for controlling cost, schedule and tracking delivery/performance.

o Provide and manage a comprehensive project plan schedule and provide regular project status updates until acceptance of the project by the City.

o Approach to ensure that your performance and deliverables are of high technical quality and expertise.

o The vendor is required to provide a team of qualified professionals with the required skills and experience necessary to deliver the entire solution. The vendor is required to provide a professional Project Manager who will be the City’s single point of contact for the duration of the project.

o The vendor is required to provide the City with clear written expectations for the resource commitments that the vendor needs the City to provide to ensure a successful implementation. The vendor is required to provide the City with a project staffing plan that describes the type of resource and estimated time needed for each City resource that is expected, both during and post implementation. Please break this down by month, by City resource role, and quantity of resources.

o The vendor is required to quote, describe, create a plan for, and execute required data migration from the current system. The city reserves the right to decline vendor-led data migration services after discussions with the vendor about the most efficient and accurate methods.

o The vendor is required to plan and execute all required testing, including, but not limited to, functional, performance and reliability testing for the duration of the project.

• Quality Control: The vendor must provide a quality control plan for maintaining efficiency, effectiveness, and reliability of hardware, video management solution, data hosting and any other services provided.

• Training: The vendor must provide a training plan for all users of the system from both an end user as well as system administration function.

• The Vendor is required to provide all training required for the City to properly and efficiently use and manage the system. The City expects to participate in, but not be responsible for, the development of all required training materials and the delivery of training to end-users and administrative support personnel.

• Support: Following the warranty period, the city expects to enter into a maintenance and support agreement with the vendor. A complete description of support must be included in the vendor’s proposal. The description should define the support provided (on-site, phone or web based) and the hours of operation.

o The Vendor is required to provide full end-to-end support of all system software and hardware.

8.0 Security and Privacy

a. The successful vendor’s organization and staff must comply with the Criminal Justice Information Services (CJIS) requirements for personnel vetting and training if they will have access to the proposed solution or any facilities housing the system components running the solution. The successful candidate’s proposed solution must comply with the requirements of the Criminal Justice Information Services Security Policy (The Policy) and all applicable data privacy and security, legislation, and regulations of any technology used in the proposed solution that collects, transmits and stores Personally Identifiable Information (PII).

b. In the event a candidate’s proposal is selected, they will be required to provide evidence confirming their ongoing compliance on a yearly basis, or in the event of a security incident.

Compliance with CJIS and The Policy is mandatory, as is any compliance with all applicable privacy and security legislation. Submission of a proposal will serve as the candidate’s acceptance that they will provide ongoing confirmation of compliance as required in this section and as part of the City’s MSA; any refusal to comply with this requirement post-submission will result in the candidate’s disqualification.

9.0 MSA Acknowledgement

Selected Vendor will be required to execute the City’s Master Service Agreement (MSA) including all exhibits. A Statement of Work will be produced by the selected vendor and will be incorporated as an exhibit in the resulting contract. Vendors are to review and acknowledge the MSA in their proposal submission.

Any terms and conditions in the contract documents provided that affect your proposed implementation approach or cost proposal should be factored into your proposal before it is submitted.

SECTION II - PROPOSAL SUBMITTAL REQUIREMENTS

This section provides specific instructions as to how responses are to be submitted. To fairly and accurately evaluate each response, Vendors must follow the specific format outlined in this section.

Failure to do so may result in the Vendor’s response being deemed unresponsive and rejected. All proposals shall be valid for one hundred eighty (180) days following the submission deadline unless otherwise agreed to in writing by both the City and the Vendor.

The Vendor is expected to provide a concise narrative response that explains exactly how the Vendor plans to meet the City’s requirements. Where appropriate, the Vendor is encouraged to provide examples of how and where similar requirements are being met (or have been met previously) on other projects. The Vendor should use illustrations, diagrams and/or attach sample material in an appendix to provide additional clarity. The Vendor should use this narrative response as an opportunity to convey their understanding of the requirements in a way that will best meet the City’s needs. It is not sufficient to simply restate the requirement or provide generic boilerplate responses.

The requirements detailed in Section I Scope of Work must be included in the responses below.

Section 1: General Information

Section 1.1: Cover Letter

1. A formal transmittal letter on your official company letterhead that contains the following:

a. Statement of Interest: This statement should indicate your firm’s general interest in, and capability and capacity to perform the project. It should include a summary of any information that you feel might be especially important to the City of Aurora, including how your firm is uniquely qualified to meet the City’s objectives.

b. Statement of Proposal Validity: The proposal must be valid for a minimum of one hundred eighty (180) days from the date of the RFP due date. This shall represent the time during which the proposal is a firm offer, and a Contract may be entered.

c. Statement of Cost: The proposal must include an affirmative statement which represents that all costs related to the delivery of the Services required to satisfy the requirements of this RFP and been included and are clearly disclosed and that no additional fees or charges will be incurred by the City other than those described in the Cost Proposal.

d. Contact Person: Include the name, title, address, telephone number and email address of a single contact person and one alternate for any questions regarding your proposal.

e. Signature of Authorized Representative: An authorized representative of the proposing firm must sign the proposal. The proposals containing the original signatures should be clearly marked as “Originals”.

Section 1.2: Executive Summary The Executive Summary offers the Vendor an opportunity to summarize the key elements of their proposal. The Executive Summary should explain clearly and succinctly how the Vendor is uniquely qualified to support the City’s objectives. Specifically, the Executive Summary should address how the Vendor plans to provide a complete and robust solution as described in Section I Scope of Work. This section should be no more than two (2) pages.

Section 1.3: Vendor Qualifications This section should explain specifically how the Vendor is especially qualified to deliver the best possible solution to the City. This section should not include corporate “boilerplate‟ but instead should emphasize the Vendor’s understanding of the City’s requirements and challenges and how the combined experience and solution offering will best meet those requirements and challenges. This section should be no more than two (2) pages.

Section 1.4: Company Overview In this section, the Vendor should provide a clear picture of the company size, structure, capabilities and financial condition. At a minimum, Vendors should briefly describe the company history, ownership and primary industries served. Vendors should also provide key financial information to demonstrate a history of financial stability. This section should be no more than two (2) pages.

Section 1.5: Market Position and Strategy In this section, the Vendor should provide a clear picture of the Vendor’s market strategy and standing in the marketplace. What makes the Vendor a leader in the market? What is unique and innovative about the Vendor’s solution or customers? How does the Vendor influence the market in a positive way? The Vendor should also describe how the services being provided are a core part of their long-term business strategy and why this strategy uniquely qualifies the Vendor for this work. This section should be no more than two (2) pages.

Section 1.6: Use of Subcontractors In this section, the Vendor should provide an overview of their plans to use Subcontractors.

Vendors should clearly explain the primary roles and responsibilities of each proposed Subcontractor and describe how Subcontractor management and oversight is accomplished.

Vendors are encouraged to include a diagram that clearly shows the relationships between the Vendor and Subcontractor(s).

Section 1.7: Master Services Agreement The City intends to enter into a Master Services Agreement (MSA) with the selected Vendor.

A sample of the City’s MSA is provided in Section V: Master Services Agreement and Exhibits B, C, D & E. Vendors who provide a product and the professional services to implement the product must sign our MSA. If you are the product owner, please submit all objections to language or proposed changes within the MSA or Exhibits B-E in the MSA document or Exhibits B-E using Track Changes. Please submit markups in Word format.

Note: A vendor’s refusal to execute the MSA with the City, or excessive markups changing the intent and/or protections afforded to the City in these document and Exhibits, may result in the response being deemed unresponsive and removed from consideration for award.

Section 1.8 References

PLEASE READ CAREFULLY, INSTRUCTIONS FOR PROVIDING REFERENCES ARE VERY

SPECIFIC AND MUST BE FOLLOWED AS DESCRIBED. FAILURE TO DO SO MAY RESULT

IN THE VENDOR BEING CONSIDERED NON-RESPONSIVE.

In this section the Vendor is required to provide detailed information, using the same content and format of the table below, for the five (5) primary references that the Vendor feels best represent the Vendor’s work with customers that are similar to the City (See Section 2.0 of Section I, Scope of Work, Respondent Qualifications).

These references may be contacted and interviewed by the City evaluation team. The Vendor is expected to have a well-established relationship with the references provided in this section.

If the contact provided is not available, unwilling or unable to participate in an interview conducted by the City, the reference will be considered non-responsive and will be scored accordingly as part of the evaluation.

The information to be provided for each reference includes:

Agency Name Agency Type Est. Number of Total System Users Contact Name Contact Title Contact Phone Contact Email System description, including version numbers. How is this reference particularly relevant to this project?

Implementation date

Section 2: Approach & Methodology

Section 2.1: Implementation Approach In this section, the Vendor should describe how they will perform the tasks required to implement the proposed solution. This section should provide the City with insight into how the Vendor approaches projects such as this one and how this approach is especially beneficial to the City (See Section 7.0 of Section I, Scope of Work, Complete Solution).

Section 2.2: Personnel In this section, the Vendor should describe the project team. The Vendor should identify each of the key project team members and their specific role on the project and provide a brief description of their background and qualifications (See Section 7.0 of Section I, Scope of Work, Complete Solution).

In addition, the Vendor shall provide a list of names, addresses, telephone numbers and date of birth of each subcontractor the Vendor intends to employ in the installation, training and ongoing maintenance with the Proposal. This information will be used to perform background checks of these personnel. The City of Aurora reserves the right to reject any subcontractor and/or subcontractor employee. Should a subcontractor be rejected, the Vendor will be required to provide an acceptable alternate sub-contractor.

Resumes for all the key personnel assigned to this project shall be provided with the proposal.

This section should also include a description of the Vendor’s expectations of City personnel.

The Vendor should describe the types, roles and time commitments that the Vendor will expect of City personnel both during and post implementation.

Section 2.3: Project Management In this section, the Vendor should describe their project management approach and provide insight as to how the project will be managed including the Vendor’s plan for managing cost, schedule, scope and risk. This section should include a high-level project plan including tasks, milestones and deliverables over time and an estimated total project duration from start to live cut-over and post-implementation support.

Section 2.4: Operational Change Management In this section, the Vendor should describe their role in assisting the City with the operational change management aspects that come with the transitioning to a new system. The Vendor should describe the most common types of changes that they have experienced with other similar City’s that have migrated from another platform to theirs and the types of challenges that the City should expect.

Section 2.5: Documentation In this section, the Vendor should describe their approach to system documentation. The Vendor should describe and provide examples of the types of documentation provided (e.g., user, administrator, systems, support, etc.) and how the documentation is maintained and distributed. The Vendor should provide insight as to how documentation is kept current and how it is accessed by various users.

Section 2.6: Testing In this section, the Vendor should describe their approach to system testing. The Vendor should describe the types, levels and frequency of testing. The Vendor should describe their process for developing and recording test cases and how unit and system testing is accomplished; how load, performance and failover testing is accomplished; when and where tests are performed, by whom and using what tools, if any. The Vendor should clearly describe how final acceptance testing is executed and how the final acceptance test plan is developed and agreed to by the City.

Section 2.7: Training In this section, the Vendor should describe their approach to training. Vendor should describe the types, levels, duration and frequency of training including class size and prerequisites, if any. The Vendor should describe how and where training is delivered, by whom and using what tools, materials or aids. The Vendor should describe the training materials used and how they are developed and maintained.

Include the detailed cost of the proposed training plan along with the costs of the alternative training options.

Section 2.8: Warranty In this section, Vendor should describe their warranty and how all hardware, software and professional services are warranted. The Vendor should describe when the warranty period begins, how warranties for different vendors or sub-contractors used by the primary vendor are managed, and any specific exclusions from the warranty period.

Section 2.9: Support & Ongoing Maintenance In this section, the Vendor should describe their proposed approach for providing the City with complete, end-to-end support and maintenance. This section should describe how support is delivered from where, and by whom. The Vendor should describe the process by which software (client and server) is maintained, monitored and upgraded.

The Vendor should describe the trouble reporting process including severity levels, service response times and escalation procedures. The Vendor should describe the role of the City help desk and City personnel in the delivery of support.

The Vendor should explain how customizations are handled and an estimate of the percentage of the total ongoing (post-implementation) annual software support costs that are typically or should be allocated to customization work (percentage of annual maintenance, not the actual cost) based on the Vendor’s experience with projects of similar size and complexity.

The Vendor should also describe how new minor and major releases are delivered and how the operational impact of a new system release is managed.

Section 3: Technical Solution

Section 3.1: Understanding of the Scope of Work In this section, the Vendor should provide a narrative that conveys the Vendors understanding of the City’s environment and how their combination of experience and solution will best meet the City’s objectives.

The City of Aurora will incorporate the vendor response to our RFP into the resulting Exhibit A

- Statement of Work that is negotiated with the awarded vendor. This is necessary to ensure that both parties understand the scope, schedule, cost and assumptions. If awarded the work, do you agree that your response to the RFP will also be incorporated into the Statement of Work and contract.

Found in Scope of Work

Section 3.2: General Requirements The Vendor should provide a detailed description of their proposed solution and how the solution addresses each of the requirements of this RFP. Any diagrams, pictures or other information provided will be helpful as well.

Found in Section 6.0 Ownership of City Data, Section 7.0 Complete Solution Please populate Appendix 1 - Functional and Technical Requirements in the file format provided without modifying the format or tabs.

Section 3.3: Vendor Coordination Responsibilities The Vendor shall be responsible for coordinating the design and installation of the system with the City and the vendor’s subcontractors and suppliers involved in this project.

Section 3.4: System Software In this section, the vendor should provide an overview of all the proposed system software components. Where applicable, the Vendor should provide a diagram or other graphic that clearly shows the relationships between each of the software components. The Vendor should include the vendor’s name, product name, release or version numbers and description/purpose of each distinct software component, including, but not limited to, operating system, database, application servers, administrative tools or utilities and both mobile and desktop software applications. The vendor should make clear how each software component is used to satisfy the requirements of this RFP.

In this section, the Vendor should describe the key technologies and their benefits, including how they are specifically well suited for the demands of a mission-critical environment. The Vendor should explain the current product life cycle and development strategy for the next five years, including any planned upgrade, re-writes or major enhancements.

In this section, the Vendor should also describe how the software is maintained and updated including bug fixes, minor patch, major patch and release management. The Vendor should describe how the software is configured, modified or customized to meet the City’s requirements, where applicable, and how the software is designed to accommodate operational changes that may occur over time.

In this section, clearly define the number of technical environments included in your proposal including the intended use of those technical environments (e.g. DEV, PROD, Sandbox, etc...)

In this section, the Vendor should describe their upgrade and release management strategy.

The Vendor should describe how clients and/or members of the public safety community participate, if at all, setting the development direction and priorities.

In this section, if the vendor is providing a web accessible solution, provide a VPAT or similar attestation that your product suite is WCAG 2.1 AA compliant. If your product suite is not WCAG 2.1 AA compliant, provide narrative on when or whether you plan on becoming WCAG

2.1 AA compliant. Colorado HB21-1110 requires all state and municipal applications used by Colorado constituents to be WCAG 2.1 AA compliant by July 1, 2024.

Found in Section 1.0 Background and Purpose and Section 4.0 Software, Scope of Work

Section 3.5: Hardware and Infrastructure In this section, the Vendor should provide an overview of the proposed system hardware components. Where applicable, the Vendor should provide a table, diagram or other graphic that clearly shows the relationships between each of the hardware components. The Vendor should include the vendor’s name, product name, model numbers and description/purpose of each distinct hardware component, including, but not limited to, clients, servers and any required networking components. The Vendor should make clear how each hardware component is used to satisfy the requirements of this RFP.

In this section, the Vendor should provide a detailed description for data hosting, vendor used, features, access, security while data is in transit from vendor’s application to cloud data storage, data backup, data retrieval.

In this section, the Vendor should describe the minimum network and bandwidth requirements needed to maintain optimal system performance.

In this section, the Vendor should describe how they plan to deliver and maintain the most cost-effective hardware solution which meets the requirements of this RFP.

The vendor should describe the additional equipment that is required for a total solution. To include vendor name, model numbers, descriptions for scanners, printers, and tags.

The vendor should make recommendations for appropriate tags for different types of items.

Found in Section 3.0 Hardware and Section 5.0 Cloud Data Hosting, Scope of Work

Section 3.6: Performance and Uptime In this section, the Vendor should describe how the system has been designed to maintain maximum uptime and system performance. The Vendor should describe how system resilience and protection against hardware and/or software component failure is achieved. The Vendor should describe how system performance and response times are monitored and managed, both as part of the system implementation and ongoing maintenance and support.

In this section, the Vendor should describe how they can deliver and maintain the most cost-effective remote backup/failover site which meets the requirements of this RFP. In addition, discuss your replacement plan for any other related equipment that is obsolete and/or not operable.

Section 3.7: System Retention and Backup In this section, the Vendor should describe how schedule related exhibits are stored (e.g.

documents, PDF’s, video, audio files), maintained, and maximum file capacity (if any). In this section, the Vendor should also describe the process by which the system data is backup and/or protected against the event of system or component failures that result in the loss or corruption of data.

Section 3.8: System Interfaces In this section, the Vendor should describe any required interfaces with City systems. Okta is used for authentication and vendors must have Okta integration.

Section 3.9: Security and Privacy In this section, the vendor should describe their compliance with the security, compliance and regulatory requirements in the scope of work.

The successful candidate will provide evidence that confirms their ongoing compliance with the security and privacy requirements for the solution they are proposing in their submission.

In the event a candidate’s proposal is selected, they will be required to provide evidence confirming their ongoing compliance on a yearly basis, or in the event of a security incident.

Compliance with CJIS and Criminal Justice Information Services Security Policy is…