RFP 065.25 - Public Safety Software.pdf

RFP 065.25 Rev. 2024.21.11 CDD

REQUEST FOR PURCHASE

RFP 065.25

Pitkin County Regional Emergency Dispatch Center

(PCREDC)

REQUEST FOR PURCHASE

For Public Safety Software

The Pitkin County Regional Emergency Communications Center (PCREDC), in cooperation with Gunnison/Hinsdale Combined Emergency Telephone Service Authority (GHCETSA), is requesting written proposals from qualified companies or professionals to provide an integrated Public Safety Software solution. This solution will encompass a Computer Aided Dispatch (CAD) system, Law Enforcement Records Management System (LERMS), Fire Records Management System (FRMS), Law/Fire Mobile Dispatch, Field-Based Reporting, and Corrections. Our intent is to gather comprehensive information from Public Safety Software vendors, engage in a collaborative dialogue regarding our agency's goals, and evaluate the products being offered.

The primary objective of this RFP is to identify and purchase a comprehensive public safety software solution tailored to meet the unique needs of PCREDC, GHCETSA, and their User Agencies. We invite Public Safety Software partners to present their solutions and work with us to create a long-term partnership.

We understand that a 'one-size-fits-all' solution may not exist, and successful implementation will require thoughtful integrations and collaborative efforts with the selected vendor to ensure the continued success and evolution of our CAD Dispatch, Law and Fire Records Management, Law and Fire Mobile, and Corrections systems.

More information is available online at www.BidNetDirect.com/Colorado.

Any and all questions or requests for clarification must be submitted by 4:00 PM MT on May 9, 2025.

Questions and requests for clarification will only be accepted via email to procurement@pitkincounty.com.

Proposal documents must be uploaded to the BidNet Direct website prior to 2:00 PM MT May 23rd, 2025.

Published in the Aspen Daily News: May 12, 2025 and May 19, 2025.

1.0 General Conditions

Covering 975 square miles, Pitkin County is located in the heart of the White River National Forest, surrounded by the spectacular peaks of the central Rocky Mountains. Pitkin County is located in Colorado, and the county seat is Aspen. Pitkin County includes the communities of Aspen, Snowmass, Woody Creek, Old Snowmass, Meredith, Thomasville, Redstone, and portions of the town of Basalt. As public servants, we work in the public trust to ensure the quality of life and experience in Pitkin County for present and future generations.

Organizational Values: Pitkin County embraces the following values to promote public trust and confidence in County Government.

Stewardship: We strive to leave our natural environment, community, public assets, and organization in better condition than we found them for current and future generations.

Ethics: We hold ourselves to high standards of honesty and dependability in the conduct of County business.

Excellence: We are committed to providing quality services that are accessible, accurate and innovative to meet our community’s needs.

Collaboration: We work together as employees and with citizens and other government, non-profit and private sector organizations helping each other succeed in promoting and achieving the public’s goals.

Open Communication: We are committed to listening to our citizens and partners and to giving accurate and timely information.

Positive Work Environment: We appreciate dedicated and knowledgeable employees and support their professional and personal growth.

Additional information about the county can be found on the county’s website at https://pitkincounty.com.

Covering 3,260 square miles, Gunnison County is located in the heart of Colorado's Western Slope, surrounded by the breathtaking peaks of the central Rocky Mountains. Known for its rugged landscapes, abundant natural beauty, and outdoor recreation opportunities, Gunnison County offers a diverse environment that supports both adventure and tranquility. The county seat is Gunnison, and the area includes vibrant communities such as Crested Butte, Mount Crested Butte, Almont, Marble, Pitkin, Ohio City, and Somerset.

Adjacent to Gunnison County, Hinsdale County is known for its scenic alpine terrain and historic charm. Hinsdale is one of Colorado's least populated counties, offering a remote yet welcoming atmosphere. The county seat, Lake City, is a picturesque town that serves as a hub for outdoor enthusiasts and history buffs alike. Together, Gunnison and Hinsdale Counties form a unique region committed to preserving their natural resources and supporting a thriving future for residents and visitors. As public servants, we are dedicated to preserving the unique character and natural resources of both counties while enhancing the quality of life for all, ensuring a prosperous future for generations to come.

https://pitkincounty.com/

Organizational Values: GHCETSA embraces the following values to foster public trust and excellence in service delivery:

Professionalism: We uphold high standards of conduct, ensuring integrity, respect, and accountability in all we do.

Speed: We are committed to delivering timely and efficient services that meet the urgent needs of our community.

Accuracy: We strive for precision in our operations to ensure the reliability and effectiveness of our emergency responses.

Collaboration: We believe in the power of teamwork, working alongside local agencies, citizens, and stakeholders to achieve shared goals.

Safety: The safety of our community and our personnel is our top priority, guiding every decision and action we take.

Diligence: We remain vigilant and proactive in our approach, ensuring thoroughness in all aspects of our work to provide consistent, high-quality service.

MISSION: The Gunnison/Hinsdale Combined Emergency Telecommunications Authority (GHCETSA) is a collaborative organization jointly owned by local public safety agencies. We provide telecommunications infrastructure, manage the Gunnison Regional Communications Center public safety answering point, and offer emergency dispatch and related services in support of the public, police, fire, and paramedic services. Our mission is to be a leader in rural emergency communications by delivering superior service to our community, responders, and employees.

Additional information can be found on the GHCETSA website at https://www.gunnisonco.gov/departments/dispatch/index.php

1.1 This RFP intends to move forward into a purchasing process by engaging in an in-depth conversation with our agencies and partners to find the best software to grow and meet today's and future challenges. Specifically, this RFP aims to secure a vendor to provide Public Safety Software for the Multi-Agency Communications Center, including Computer Aided Dispatch (CAD), Law Enforcement Records Management System (LERMS), Fire Records Management System (FRMS), Jail Management Software (JMS), and Mobile Data Software (MDS).

1.2 Infrastructure

Pitkin County Regional Emergency Dispatch Center (PCREDC) and its user agencies, in partnership with Gunnison/Hinsdale Combined Emergency Telephone Service Authority (GHCETSA) and its user agencies, strongly prefer a cloud-native solution over a hosted or virtual client-server model. While not a strict requirement, a cloud-native approach is highly favored. Vendors proposing a hosted or virtual client-server solution must outline a clear timeline and transition plan toward a cloud-native solution, which will be reviewed during the purchasing phase.

1.3 Questions

a. Any questions concerning this RFP should be directed to Pitkin County Procurement at: Procurement@PitkinCounty.com.

b. Questions may be submitted until 4:00 PM MT on May 9, 2025.

1.4 Information regarding this Request for Purchase (RFP) can be obtained by visiting Bidnetdirect.com.

1.5 Submittals are due on the date and time below, local time, at which time only the names of the vendors and the total dollar amount of proposals will be published on PCREDC & GHCETSA’s website. All dates below are subject to change as needed, with any changes to schedule(s) being issued via a formal addendum published to the Bidnetdirect.com solicitation page. The single point of contact for this project is Procurement@PitkinCounty.com .

a. RFP issued 05/1/2025

b. Questions due 05/09/2025 4:00 pm MT

c. Response to questions 05/14/2025

d. Vendor’s proposal due 05/23/2025 2:00 pm MT

e. Offer Evaluation, Interviews, and Negotiations, as necessary Summer 2025

f. Selection Summer/Fall of 2025

g. Contract Award Anticipated Fall of 2025 for an effective project start date of 01/01/2026

1.6 At no point are interested or prospectively interested Vendors allowed to contact anyone at PCREDC, GHCETSA, or any of the User Agencies listed in the RFP regarding this project other than the designated single point of contact listed above, and violation of this rule may result in disqualification from this process and a rejected bid. Extra caution is provided to any vendor currently doing business with PCREDC & GHCETSA & its user agencies for any other work to avoid an actual or perceived conflict of interest. If the Vendor is currently doing business with PCREDC & GHCETSA & its user agencies and must communicate with them for that separate purpose, that communication should be managed through the National Public Safety Group’s representative, listed below. Any questions of impropriety are grounds for rejection from this project, as any sign of a corrupt process cannot taint this process.

1.7 The vendor guarantees that all software and services provided will be available immediately upon contract signing based on the anticipated schedule above or as specifically agreed upon if a phased approach is accepted.

1.8 Vendor guarantees that all software and services will be provided by the Vendor’s employees, not temporary Vendors, independent Vendors, or any other 3rd party unless explicitly outlined and scoped in the project

a. This excludes software or interface work for the software being interfaced to, which the awarded vendor of this RFP does not own.

mailto:Procurement@PitkinCounty.com

1.9 PCREDC & GHCETSA, at its sole discretion, reserves the right to accept or reject any proposals, in whole or in part, if they are deemed to be in the best interest of PCREDC & GHCETSA.

1.10 PCREDC & GHCETSA, while looking to partner in this RFP project, may choose to separate the project at its discretion and choose to purchase independently based on the best application for their user agency needs.

1.11 Corrections or additions to proposals are acceptable after submission until the proposal deadline date and time listed in Section 1.5 above.

1.12 PCREDC & GHCETSA reserves the right to ask follow-up questions after submission to clarify responses as needed.

1.13 Proposals will preferably be for software, hardware, and services only. The vendor's travel costs would be included in these costs but not separated out or billed as individual costs.

1.14 Any Vendor may withdraw its proposal by written request at any time prior to the time set for the opening of proposals.

1.15 Vendor requirements:

a. Has been in business for over two years

b. Has owned and maintained products offered to PCREDC & GHCETSA & its user agencies in this proposal for over two years (not a recent acquisition to meet needs of

RFP)

c. Has extensive knowledge of public safety software projects involving the above projects

d. Specific knowledge and expertise in the interoperability of disparate software systems being interfaced or integrated

e. The Project Manager must have extensive experience in similar public safety software projects.

1.15.e.1 The Project Manager will require approval by the agency 1.15.e.2 Any project management staff changes will require the agency's approval

f. A cancel-without-cause clause is mandatory for the contract with the awarded vendor

1.16 Equal Opportunity

During the performance of this contract, the Vendor agrees as follows:

a. The Vendor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the vendor's normal operation. The Vendor agrees to post notices in conspicuous places available to employees or applicants for employment, setting forth the provisions of this nondiscrimination clause.

b. The Vendor shall also not discriminate against any handicapped person in violation of any state or federal law or regulation and shall post notices setting forth the provisions of this additional nondiscrimination clause in conspicuous places, available to employees and applicants for employment.

c. The Vendor, in all solicitations or advertisements for employees placed by or on behalf of the Vendor, will state that such Vendor is an equal opportunity employer.

d. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this article.

e. The Vendor will otherwise comply with all other applicable provisions of local, State, and Federal law.

1.17 PCREDC & GHCETSA does not discriminate against faith-based organizations.

1.18 Drug-Free Workplace

During the performance of this contract, the Vendor agrees to

a. Provide a drug-free workplace for the Vendor’s employees

b. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Vendor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition.

c. State in all solicitations or advertisements for employees placed by or on behalf of the Vendor that the Vendor maintains a drug-free workplace.

“Drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Vendor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispersion, possession or use of any controlled substance or marijuana during the performance of the contract.

1.19 Proposals Binding one hundred eighty (180) days

a. Unless otherwise specified all formal proposals submitted shall be binding for one hundred eighty (180) calendar days following the closing date unless extended by mutual consent by both parties.

2.0 Permits

2.1 The Vendor shall, at his own expense, secure any business or professional licenses, permits, or fees required by PCREDC & GHCETSA or the State of Colorado

3.0 CJIS Requirements

3.1 The Vendor, its officers, agents, and employees, in the performance of this Agreement, who will be working on this project MUST be registered under the CJIS Vendor Program with the State of Colorado, complying with all rules and regulations outlined in the Policy and procedures outlined in the program: https://cbi.colorado.gov/sections/cjis-security/cjis-vendor-management-program

3.2 Vendors must already be registered under the CJIS Vendor Program in Colorado before contract signing to ensure compliance with state regulations https://cbi.colorado.gov/sections/cjis-security/cjis-vendor-management-program

4.0 Codes & Standards

4.1 The Vendor, its officers, agents, and employees, in the performance of this Agreement, shall comply with all applicable statutes and laws of the United States and the State of Colorado, the Charter and ordinances of PCREDC & GHCETSA, and the applicable rules and regulations of the agencies of each.

5.0 Responsibilities of PCREDC & GHCETSA includes the full implementation and acceptance of the following solutions from preferably a single source software vendor that provides single sign on capabilities:

5.1 Computer-Aided Dispatch for Law Enforcement, Fire and EMS

5.2 Law Enforcement Records Management Software (LERMS)

5.3 Jail Management Software

5.4 Mobile Data Software

5.5 Fire Records Management Software (FRMS)

a. Bidding FRMS is not mandatory to be able to bid

b. If this option is not offered by the vendor, they can partner with a company to bid all

c. Companies that provide FRMS can provide a proposal for only FRMS

d. Interfaces to 3rd party FRMS solutions are required if a FRMS solution is not proposed

5.6 See Section 14 for Technical Specifications

5.7 All work to be performed by the software provider with no 3rd party or sub-vendors

a. Does not include work required by a 3rd party to interface to the 3rd Party’s system

6.0 Vendor’s Relationship to PCREDC & GHCETSA

6.1 Subcontracting

The vendor may only subcontract services to be performed hereunder with the prior approval of

PCREDC & GHCETSA. If approved, no such approval will be construed as making PCREDC & GUNNISION 911 a part of, or to, such subcontract or subjecting PCREDC & GHCETSA to the liability of any kind to any subcontractor. No subcontract shall, under any circumstances, relieve the Vendor of its liability and obligation under this Contract, and despite any such subcontracting, PCREDC & GHCETSA shall deal through the Vendor, and subcontractors will be dealt with as representatives of the Vendor. The vendor guarantees that all software and services provided will be available immediately upon contract signing based on the anticipated schedule above or as specifically agreed upon if a phased approach is accepted.

6.2 Assignment

The Vendor shall not assign or transfer any of its rights, duties, benefits, obligations, liabilities, or responsibilities under this Contract without the written consent of PCREDC & GHCETSA;

provided, however, that assignments to banks, trust companies or other financial institutions for the purpose of securing bond may be made without the consent of PCREDC & GHCETSA. If allowed, assignment of this Contract shall not be valid unless the Assignment expressly provides that the assignment of any of the Vendor's rights or benefits under the Contract is subject to a prior lien for labor performed, services rendered and materials, tools and equipment supplied for the performance of the work under this Contract in favor of all persons, firms, or corporations rendering such labor or services or supplying such materials, tools and equipment.

7.0 Responsibilities of PCREDC & GHCETSA

7.1 PCREDC & GHCETSA designates Jeremy Duncan, PCREDC's Public Safety Technology

Manager, to act as its representative regarding the services to be rendered under any subsequent Agreements. Such person shall have complete authority to transmit instructions, receive information, interpret, and define PCREDC & GHCETSA's policies and decisions regarding the Vendor's services for the project.

7.2 Shall assist the Vendor by placing all available information pertinent to the project at his disposal.

7.3 Guarantee access to and make all provisions for the Vendor to enter upon public and private property as required for the Vendor to perform his services under this agreement.

7.4 Furnish all required approvals and permits from all governmental authorities having jurisdiction over the project and such approvals and consents from others as may be necessary for the completion of the project.

7.5 Give prompt written notice to the Vendor whenever PCREDC & GHCETSA observes or otherwise becomes aware of any development that affects the scope of the Vendor’s services.

7.6 PCREDC & GHCETSA, while looking to partner in this RFP project, may choose to separate the project at its discretion and choose to purchase independently based on the best application for their user agency needs.

7.7 The Vendor, its officers, agents, and employees, in the performance of this Agreement, who will be working on this project MUST be registered under the CJIS Vendor Program with the State of Colorado, complying with all rules and regulations outlined in the Policy and procedures outlined in the program.

8.0 Insurance/Indemnification

8.1 The Vendor, prior to commencing work, shall provide at his own expense, the following insurance to PCREDC & GHCETSA evidenced by certificates of insurance. Each certificate shall require that notice be given, thirty (30) days prior to cancellation or material change in the policies, to the Public Safety Technology Manager and the Director of 911. To note, no change can be made for a reduction in coverage for any mandates listed in this RFP.

a. Workers Compensation including Occupational Disease and Employer’s Liability Insurance: The Vendor shall take out and maintain during the life of the Contract, Workers’ Compensation and Employer’s Liability Insurance for all of his employees to be engaged in work on the project under this Contract in an amount of $1,000,000 and no less than the minimum allowed by the State Corporation Commission, and in case any such work is sublet, the Vendor shall require the Subcontractor (if approved) similarly to provide Workers’ Compensation and Employers’ Liability Insurance for all of the latter’s employees to be engaged in such work.

b. Comprehensive General Liability Insurance: The Vendor shall maintain during the life of the Contract comprehensive general liability insurance as shall protect him and PCREDC & GHCETSA and its officers, agents, employees, and consultants representing PCREDC & GHCETSA from claims for damages for personal injury, including death, as well as from claims for property damage, which may arise from operations under the Contract, whether such operations be by himself or by any Subcontractor, or by anyone directly or indirectly employed by either of them. The amount of such insurance shall be not less than a combined single limit of $1,000,000.00 per occurrence on bodily injury and property damage and $2,000,000.00 aggregate on completed operations. The comprehensive general liability insurance shall provide the following:

● Comprehensive

● Premises – Operational

● Products/Completed Operations Hazard

● Contractual Insurance

● Independent Vendor and Subcontractor

● Broad Form Property Damage

● Personal Injury

c. Automobile liability insurance with minimum combined single limits of $1,000,000.00 per occurrence. This insurance shall include bodily injury and property damage for the following vehicles:

● Owned Vehicles

● Non-owned Vehicles

● Hired Vehicles

d. Professional liability insurance appropriate to the Vendor’s profession in an amount no less than $1,000,000 per occurrence. This coverage may be written on a “claims made” basis and must include coverage for contractual liability. The professional liability insurance required by this Agreement must be endorsed to be applicable to claims based upon, arising out of, or related to services performed under this Agreement or any subsequent agreements for annual maintenance or SaaS fees for the same system. The insurance must be maintained for at least 3 consecutive years following the completion of Vendor’s services or the termination of this Agreement and any subsequent agreements for additional years of annual maintenance or SaaS fees on the same system.

e. Cyber Liability: At all times during the performance of the Services under this Agreement, and any subsequent agreements of annual maintenance or SaaS fees for this system, Vendor shall maintain cyber liability insurance with limits of $3,000,000 per occurrence, providing protection against liability for: (1) privacy breaches (including liability arising from the loss or disclosure of confidential information no matter how it occurs); (2) system breach; (3) denial or loss of service; (4) introduction, implantation, or spread of malicious software code; and (5) unauthorized access to or use of computer systems. Cyber liability insurance shall not include any exclusion or restriction for unencrypted portable devices or other media. Cyber liability insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon PCREDC & GHCETSA except ten (10) days shall be allowed for non-payment of premium.

f. Required Endorsement: Additional Insured: PCREDC & GHCETSA, its officials, officers, employees, and agents shall be additional insureds.

8.2 The Vendor shall be solely responsible and liable for the accuracy and completeness of all work performed hereunder and hereby agrees to indemnify, defend and hold harmless PCREDC & GHCETSA, its officers, employees and consultants representing PCREDC & GHCETSA, from and against any and all claims, demands, actions, suits and proceedings arising out of, based upon or caused by the negligent acts, omissions or errors of, or the infringement of any copyright or patent, by the Vendor, its officers, agents, employees or subcontractors, in the performance of this Agreement. The approval or acceptance by PCREDC & GHCETSA of any work performed by the Vendor, its officers, agents, employees or subcontractors, under this Agreement, or any part of such work, shall neither constitute nor be deemed a release from the responsibility or liability of the Vendor, its officers, agents, employees or subcontractors, for the accuracy, completeness, timeliness, and competency thereof, or negligence with respect thereto, nor shall such approval or acceptance constitute or be deemed an assumption by PCREDC & GHCETSA of the responsibility and liability for the accuracy, completeness or competency of such work, or any negligence in the performance thereof.

8.3 PIGGYBACK CLAUSE - Unless otherwise prohibited by Local, State or Federal law, any public body may participate in, sponsor, conduct, or administer a joint procurement agreement on behalf of or in conjunction with one or more other public bodies, or public agencies or institutions or localities of the several states, of the United States or its territories, the District of Columbia, the U.S. General Services Administration, The state of Colorado, Pitkin County and Gunnison County for the purpose of combining requirements to increase efficiency or reduce administrative expenses in any acquisition of goods, services, or construction. A public body may purchase from any authority, department, agency, or institution of the Agency’s contract even if it did not participate in the request for proposal or invitation to bid, if the request for proposal or invitation to bid specified that the procurement was a cooperative procurement being conducted on behalf of other public bodies.

9.0 Evaluation Procedure

A The Selection Committee, composed of representatives from PCREDC and GHCETSA, will review all submitted proposals. Each proposal will be evaluated based on how well it meets agency needs, using the following weighted criteria on a 1-10 scale (as further described below): Features and Functions (35%), Vendor Experience & References (20%), Responsiveness & Customization (10%), Implementation Methodology & Plan (10%), Future Maintenance & Service/Product Roadmap (10%), Support and Timeliness (5%), Vendor Stability & Financial Strength (5%), and Knowledge of Colorado Requirements (5%).

After scoring, the committee will shortlist the two or more highest-rated firms. These firms may be invited to an interview to present their proposals, demonstrate their software, and answer questions.

These sessions will foster an open discussion about agency needs, system workflows, technologies, and functionality, as well as the long-term vision for the proposed solutions. The ultimate goal is to select a partner whose software enhances productivity and efficiency for user agencies while providing scalability for future growth.

SELECTION COMMITTEE

Communications between the Proposer and any member of the selection committee during the selection process, except when and in the manner expressly authorized by the Request for

Proposals, is prohibited. Violation of this restriction is grounds for disqualification from the process.

Voting Members of the Selection Committee:

Nonvoting counsel to the Selection Committee:

-Jeremy Duncan -Brett Loeb -Parker Lathrop -Mike Tracey -Dave Heivly -Aaron Munch -Jodie Chinn -Chris Wilson -Jared Hooks -Robert Weisbaum -Gabe Muething -Richard Cornelius

-Pitkin County Attorney -Pitkin County Procurement -GHCETSA Attorney -City of Gunnison IT

Proposals received will be evaluated using the following weighted criteria (on a 1-10 scale):

● Grading Criteria for RFP Responses:

o Features and Functions (35%)

▪ How well does the proposed solution enhance efficiency and safety for PCREDC & GHCETSA public safety agencies?

▪ Future scalability and innovation.

o Vendor Experience & References (20%)

▪ Relevance and success of past projects within the last 3 years in CAD, RMS, JMS, Fire RMS, and Mobile systems.

▪ Positive client references.

▪ Total Cost of Ownership (TCO) over five years, including licensing, maintenance, and upgrade costs o Responsiveness & Customization (10%)

▪ Vendor’s ability to meet specific needs and adjust solutions as requested/ required o Implementation Methodology & Plan (10%)

▪ Clear and proven implementation approach with a sample plan tailored to public safety needs.

▪ Realistic project timelines and post-implementation support response times

▪ Defined escalation procedures and assigned account managers o Future Maintenance & Service/ Product roadmap (10%)

▪ Long-term service commitments and system upgrade plans to meet the needs of the project o Support and Timeliness (5%)

▪ Realistic project timelines and strong post-implementation support response times.

o Vendor Stability & Financial Strength (5%)

▪ Financial stability and company history, verified by third-party sources.

o Knowledge of Colorado Requirements (5%)

▪ Familiarity with Colorado’s public safety software regulations and standards.

● Structured Pricing Details & Payment Schedule

To ensure cost transparency, vendors must submit itemized pricing that includes software and hardware costs, licensing, maintenance, and support fees, along with any infrastructure-related expenses. A milestone-based payment schedule will be followed, with 20% of the total cost due upon contract signing, another 20% due upon system installation, 50% payable upon completion of training, and the remaining 10% upon full system acceptance. This structured payment approach aligns financial obligations with project progress, ensuring accountability at each stage.

Proposals should cover software, hardware, and services only, with vendor travel costs included in these figures rather than itemized or billed separately o Please provide a cost breakdown for Pitkin County and Gunnison County separately

• Data Ownership & Exit Strategy

This RFP explicitly states that the agency retains full ownership of all records, ensuring that vendor relationships do not compromise data accessibility or control. Vendors must outline an exit strategy detailing how data will be transferred back to the agency upon contract termination, including acceptable formats and procedures for ensuring a seamless transition. Additionally, vendors must specify whether there are any costs associated with data retrieval or exportation. The exit strategy must include provisions for securely handling sensitive data, ensuring compliance with all relevant regulations and maintaining the integrity of historical records. This requirement safeguards the agency’s ability to retain and manage its data independently of any vendor.

● References

a. A list of all software vendor projects from the last three years that involve CAD, RMS, JMS, Fire RMS, and/or Mobile software should be included.

10.0 Award Procedures

The selection committee will evaluate proposals based on the proposed system’s quality, functionality, and value. Preliminary project costs will be reviewed to ensure that they fall within the project's scope but will not influence initial grading unless total cost is found to be unfeasibly beyond the expected range. The committee will recommend the top-ranked respondents, and PCREDC and GHCETSA may invite shortlisted firms for interviews or demonstrations if necessary.

Once the top-ranked firm is selected, a detailed cost assessment will be conducted during contract negotiations. Final costs will be refined and agreed upon, ensuring alignment with the project scope and long-term needs. PCREDC and GHCETSA reserve the right to award without interviews if a firm is clearly the most qualified, but there is no obligation to award a contract if the proposals do not meet the agencies' requirements. The final award will be contingent upon successful negotiation of the agreement, including the finalized cost and terms of service.

Format of Proposals An electronic copy must be submitted and received by the proposal submission deadline.

10.1 Proposals must be submitted by the proposal deadline in Section 1 above.

10.2 Late proposals will not be accepted, regardless of cause or reason. Any late proposal will not be considered. The Vendor is responsible for ensuring their bid is received on time. Any bid will be held; however, in the event all on-time offers are unacceptable, at which time, it is PCREDC & GHCETSA’s option to consider the late offer(s).

11.0 Proposals will include:

11.1 Cover letter from Vendor stating why PCREDC & GHCETSA should use Vendor’s firm

a. Include a statement that the one who signs the letter has the authority to submit the proposal offered to PCREDC & GHCETSA.

b. Include a statement that the vendor is willing to provide an onsite demo

11.2 Detailed description of the Vendor’s firm to include:

a. Full name, address, telephone, and email address of the organization

b. Name and position of all corporate officers

c. Name of account representative and how long they have been at your company

d. Date Established

e. Background of firm and all services offered by the Vendor

f. Number of employees

g. If the Vendor works outside of the United States

h. Ownership type (public company, partnership, subsidiary, sole proprietorship, etc.)

i. If incorporated, state of incorporation must be included

j. Provide Proposer’s Annual Report for the previous two. Proposer must also include independently audited financial statements for the most recently completed fiscal year (ex: Balance Sheet, Profit and Loss Statement, and Income Statement). If audited financial statements are not available, please provide un-audited financial statements along with a certification from the Proposer’s accountant that the information accurately reflects the Proposer’s current financial status. If the Proposer is a sole proprietorship, please provide Schedule C of the Internal Revenue Service forms as well as a certification from the owner and the accountant that the information accurately reflects the Proposer’s current financial status.

k. If multiple owners, percentage of ownership by owner

l. Mission statement and goals of the company

11.3 PCREDC & GHCETSA desire a cloud-native solution. Please provide detailed information on your platform's architecture and database, regardless if it is cloud or not.

11.4 How do you incorporate agency feedback into your solution design/roadmap?

11.5 What is your process to implement software updates? What is the frequency of updates?

11.6 What is your organizational vision for Public Safety CAD/RMS/Mobile/JMS in the next three to five years?

11.7 Response to technical specifications - See Exhibit B

11.8 Explanation of how your firm will approach each stage of the project – your methodology for:

a. Discovery

b. Project plan – provide Sample Project Plan for our Scope of Work

c. Include what project planning tools your company uses for the project plan and communications.

d. Implementation practices

e. GIS approach

f. Pre-Go-Live performance and load testing

g. Training methodology

h. Go-Live set up and support

i. Post Go-Live delivery of outstanding deliverables

j. Cybersecurity practices and any audits that have been performed

11.8.j.1 Include if any of the software provided at your firm has been compromised by ransomware or hacking of any type

11.9 The Vendors must submit a detailed project plan that outlines the system design and configuration phase with milestone deliverables. The integration and testing timeline must include interoperability testing with existing systems to ensure seamless functionality. Vendors must also provide a comprehensive training schedule for agency personnel, ensuring all users are proficient before system deployment. Additionally, final acceptance testing is required before full deployment, followed by a post-deployment support period with ongoing system evaluation to address any operational issues that may arise.

a. Vendors are expected to propose an implementation schedule based on their experience with similar public safety software deployments. This schedule should outline the estimated duration of each project phase, including system design, integration, testing, training, and deployment. The proposed timeline should reflect realistic implementation milestones based on best practices for public safety software projects. Vendors must also describe any dependencies or potential risks that could impact the schedule and provide mitigation strategies to address them. This schedule should detail estimated timelines for system configuration, integration, testing, training, and final deployment. The proposed schedule must ensure that key project milestones align with agency needs and operational requirements. Any deviations or delays from the proposed schedule must be clearly justified and addressed in the vendor’s project management plan.

11.10 References - should include:

(Please include All current Colorado agencies)

a. Date of contract

b. All agencies implemented and sold in the last 3 years

c. Date(s) of go live (Dates if phased approach)

d. State

e. Agency

f. Contact name, rank, email, direct phone

g. Number of end users

h. Number of agencies using system

i. Products used

j. Calls for service per year

k. Number of Jail beds

11.11 List of all contracts in the last 5 years which were canceled and state the reasons.

11.12 List of any litigation, arbitration, or civil disputes with any public safety agencies and your firm, your owners, or your employees

a. A statement signed by a representative of your firm that your answer to this request is true and accurate – preferred owner, attorney, or C-level executive to sign.

11.13 Cost proposal to include:

a. All costs for the purchased system to be fully implemented

b. Ongoing costs for an additional 4 years to include the annual increase percentage, which cannot exceed 3%

c. Any hardware recommendations and costs

d. Infrastructure requirements outside of scope may be required, e.g., wired or wireless bandwidth requirements, recommended number of monitors, etc.

e. Outline any future costs after go-live for updates, upgrades, and platform changes

11.14 Outline service level agreement for all levels of support from minor questions to catastrophic failures of CAD. Include:

a. Explanation of support tiers

b. Support day and times for all products

c. Emergency support provisions

d. What constitutes a response of onsite support?

e. Specifically, describe procedures if CAD and/or Mobile crashes

f. Does anything include additional fees outside of maintenance costs?

g. Escalation procedures

h. If there is any difference in support according to the amount of maintenance paid yearly?

i. After Hours Support

11.14.i.1 Please explain your after-hours support tier, including the levels of support provided, response times, availability, and any associated costs.

11.15 Vendors are asked to provide information on any service outages experienced in the past five years due to cyber incidents, ransomware, third-party vendor issues, or system monitoring challenges. This should include a brief description of the incident, its duration, and how it affected customers. Additionally, vendors should outline the steps taken to resolve the issue, any improvements made to security and system monitoring, and measures implemented to prevent similar occurrences in the future. This information will help assess a vendor’s approach to reliability and cybersecurity preparedness.

11.16 Company’s completed contract with all necessary addendums for review

a. Include Insurance Certificate (PCREDC & GHCETSA is not required to be on the COI for RFP but will be required for the contract.)

b. Include how milestone payments are offered by your firm Example:

11.16.b.1 1) Contract Signing 20% of contract value 11.16.b.2 2) System Installation Completed 20% of contract value 11.16.b.3 3) Training Completed 50% of contract value 11.16.b.4 4) The System Accepted 10% of the contract value

c. The list of employees to be involved in the project includes:

d. Short Bio

e. Experience

f. Their specific role in the project

g. How long they have been at your company

h. List of all projects they have worked in the last years

11.17 IRS W-9 – signed and dated within 3 months of submission

12.0 A piggyback clause will be required to be in the agreement, such as:

12.1 Piggybacking. To the extent allowed, if at all, by the laws of the State of Colorado, that any public procurement unit, within or without the State of Colorado, is permitted under applicable law to purchase services, supplies, materials, equipment, and other personal property under the terms of a contract entered into by another awarding or sponsoring public procurement unit pursuant to the process commonly known as “piggybacking,” the Parties hereby consent thereto and, to the extent permitted under applicable law, hereby extend this option to other public procurement units for the items and services that are the subject of this Agreement.

Governmental entities wishing to use this Contract will be responsible for issuing their own purchase documents/price agreements, providing for their own acceptance, and making any subsequent payments. Vendor shall be required to include in any Contract entered into with another agency or entity that is entered into as an extension of this Contract a Contract clause that will hold harmless PCREDC & GHCETSA and their employees from all claims, demands, actions, or causes of actions of every kind resulting directly or indirectly, arising out of, or in any way connected with the use of this Contract. Failure to do so will be considered a material breach of this Contract and grounds for immediate Contract termination. PCREDC & GHCETSA makes no guarantee of usage by other users of this Contract.

13.0 Agency facts to assist in your proposal, which includes agencies involved in the consortium, number of users, etc. See Exhibit A – “AGENCY INFORMATION”

14.0 Technical Specifications – See Exhibit B – “TECHNICAL SPECIFICATIONS” in the RFP package.

15.0 A complete and signed Proposal Form must accompany any and all proposal submissions; see below Proposal Form template included as Exhibit C – “Proposal Form” which provides for the Vendor to indicate their lump-sum pricing estimate, a Vendor Contact person, and an attestation of receipt of any and all issued addenda.

16.0 A sample contract has been included for review as Exhibit D – “CONTRACT TEMPLATE” and requested contract revisions, if any, must be uploaded as a separate file with any changes clearly highlighted. Template Contract change requests will not be reviewed until scoring has been completed and, as such, any information that could be considered material to your proposed response to the solicitation should not be included in the sample Contract.

Exhibit A Agency Information

See attached spreadsheet with user Agency counts and interfaces.

Exhibit B Technical Specifications

See attached spreadsheet.

PROPOSAL FORM

Proposal Time: 2:00 PM MT Proposal Date: May 23, 2025

From:

Phone E-mail Address:

To: THE PITKIN COUNTY BOARD OF COMMISSIONERS c/o Procurement 530 E Main Street, Suite #304 Aspen, CO 81611

For: RFP 065.25 – Public Safety Software for the PCREDC

Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer having examined this Request for Purchase (RFP), including familiarization of the site and/or the conditions of the proposed Service environment, including the availability of materials and labor hereby proposes to furnish all labor, materials, supplies, applicable permits, services, and supervision required to provide a completed product as detailed in this RFP and adjoining documentation for the estimated sum of:

Fee Schedule(s) for this project and any applicable work that may not have been included in the Scope of Work but may be necessary for successful completion must be included in the proposal documents.

It is further understood that the right is reserved by the County to reject any and all proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10) days from specified time for receiving proposals.

The Proposer acknowledges receipt of Addenda Nos. .

The right is reserved to waive any informalities and to reject any Proposal.

(Type/Print name under all signatures)

Dated this day of , 2025

(Corporate seal) PROPOSER:

SIGNATURES: If the proposal is being submitted by a Corporation, the Proposal Form should be signed by an officer, i.e. President or vice-president. The signature of the officer signing shall be attested to by the secretary and properly sealed. If the proposal is being submitted by an individual or a partnership, the proposal shall so indicate and be properly signed.