RFP _ 2026 CAD FINAL3.pdf

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 1

REQUEST

FOR PROPOSAL

COMPUTER AIDED DISPATCH

ISSUING AGENCY White County Board of Commissioners 1235 Helen Highway, Cleveland, GA 30528 Phone: 706-865-2235 Fax: 706-865-1324

ISSUING DATE Friday, May 22, 2026

RFP CLOSING DATE

RFP CLOSING TIME

Friday, June 26, 2026

5:00PM EST

PROJECT NUMBER 2026-WC911-001

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 2

REQUEST FOR PROPOSAL

The White County Board of Commissioners is issuing this Request for Proposal in order to solicit proposals from qualified vendors for the purchase, implementation, configuration, training, support, and ongoing maintenance of a Computer Aided Dispatch software system for White County 911 Communications. The proposed system should provide a modern, reliable, GOVCLOUD-based, and integrated public safety dispatch platform capable of supporting the operational needs of White County 911 Communications, reducing redundant data entry, improving access to critical public safety information, and supporting efficient dispatch operations.

White County 911 Communications currently provides dispatch services for White County, Georgia, and is seeking a contemporary CAD solution that is scalable, user-friendly, and capable of supporting current and future public safety operations. White County’s goal is to transition to a cloud-based system that provides room for future growth and is prepared to support emerging 911 technologies, including Next Generation 911. The selected vendor should provide all necessary services related to implementation, including but not limited to project management, system configuration, data conversion, user training, technical support, software maintenance, and any required interfaces or integrations. Vendors shall submit detailed information regarding their proposed software solution, implementation process, support services, references, and pricing. The scope and required response materials should align with the CAD system needs identified in the solicitation documents.

A Mandatory Pre-Bid Meeting will be held on Monday, June 8, 2026, at 10:00 AM EST. The meeting will be held in person at White County Public Safety Headquarters, 1241 Helen Highway, Ste. 100, Cleveland, Georgia 30528. All vendors, or a designated representative of the vendor, must attend the Pre-Bid Meeting either in person or virtually in order to submit a proposal. See section 1.4 for details.

Sealed proposals will be received by the White County Board of Commissioners Finance Department, 1235 Helen Highway, Cleveland, Georgia 30528, until 5:00PM, Eastern Standard Time, on Friday, June 26, 2026. Late proposals will not be considered nor returned.

The Request for Proposal documents and specifications are available for inspection at the White County Board of Commissioners, 1235 Helen Highway, Cleveland, Georgia 30528, and on the county website at whitecountyga.gov under Bids and RFPs.

Proposals may not be withdrawn for sixty (60) days after the time and date set for closing, except as allowed by the OCGA. White County reserves the right to reject any and all proposals and to waive any technicalities.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 3

SOLICITATION DESCRIPTION

The White County Board of Commissioners and White County 911 Communications are seeking proposals from qualified vendors for a modern, cloud-based Computer Aided Dispatch software system to support emergency communications and public safety dispatch operations in White County.

This solicitation is intended to identify a reliable, scalable, and user-friendly CAD solution that will improve operational efficiency, reduce redundant data entry, support access to critical public safety information, and provide a technology platform capable of meeting the current and future needs of White County 911 Communications. White County is seeking to transition to a cloud-based system that provides room for future growth and is prepared to support emerging 911 technologies, including Next Generation 911.

The selected vendor should be capable of providing a complete solution, including software, implementation, system configuration, data conversion, training, technical support, maintenance, and any necessary integrations or interfaces.

This project is an important investment in the County’s public safety communications infrastructure.

White County 911 Communications serves as a critical link between the public and emergency responders, and the CAD system must support fast, accurate, and dependable dispatching for law enforcement, fire, emergency medical, and other public safety response partners.

The requested system requirements and vendor response information are detailed in Appendix A, which is included as part of this solicitation package. Vendors are required to complete and submit Appendix A with their proposal. Responses provided in Appendix A will be reviewed and used as part of the evaluation and scoring process.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 4

1.0 INTRODUCTION

1.1 Purpose of Procurement

This Request for Proposal is intended to collect proposals from qualified vendors for the purchase, implementation, configuration, training, support, and ongoing maintenance of a Computer Aided Dispatch software system for White County 911 Communications. The proposed system should provide a modern, reliable, and user-friendly platform to support public safety dispatch operations across White County. All system requirements and vendor response items are included as part of Appendix A. Vendors are required to complete and submit Appendix A, which will be used as part of the evaluation and scoring process.

1.2 Schedule of Events

This Request for Proposal shall be governed by the following schedule:

Issuance of Request for Proposal Friday, May 22, 2026

Mandatory Pre-Bid Meeting Monday, June 8, 2026 | 10:00AM

Deadline for written questions Friday, June 12, 2026 | 5:00pm EST

Answers for written questions (Addendum) Wednesday, June 17, 2026 | 5:00pm EST

Proposals Due Friday, June 26, 2026 | 5:00pm EST

Acknowledgement of Proposals Received Monday, June 29, 2026 | 2:00pm EST

1.3 Restrictions on Communications

From the issue date of this Request for Proposal until a contractor is selected and the award is announced, contractors are not allowed to communicate for any reason with any County staff or elected officials except: 1) through the Public Safety Director, who is listed at the contact person in the terms below, 2) through the Finance Director or 3) as provided by existing work agreement(s).

The County reserves the right to reject the submittal of any bidder violating this provision.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 5

1.4 Pre-Bid Meeting

A Mandatory Pre-Bid Meeting will be held on Monday, June 8, 2026, at 10:00 AM EST. The meeting will be held in person at White County Public Safety Headquarters, 1241 Helen Highway, Ste. 100, Cleveland, GA 30528. A virtual attendance option will also be available.

All contractors, or a designated representative of the contractor, are required to attend the Pre-Bid Meeting either in person or virtually in order to submit a proposal. Vendors planning to attend virtually must register in advance using the following link: whitecountyga.gov/CADRFQ-virtualprebid

This meeting will provide an opportunity for vendors to receive additional information regarding the solicitation, ask questions, and review the project requirements.

1.5 Questions & Addenda (Answers)

All questions concerning this proposal must be submitted in writing (email is preferred but mail may be used) to the Public Safety Director no later than Friday, June 12, 2026, 5:00pm EST.

The inquiries must be directed to: David Murphy, Director of Public Safety 1241 Helen Highway, Ste 100, Cleveland, GA 30528 Phone: 706-865-9500 Email: dmurphy@whitecountyga.gov

Any and all emails concerning this solicitation should include the County issued project number and “CAD RFQ” i.e. “Project # 2026-WC911-001 CAD RFQ Question”

No response to inquiries other than written will be binding upon the County. White County reserves the right to issue written addenda to any inquiries that alter the scope of the Request for Proposal.

Addenda shall be posted to the county website, www.whitecountyga.gov under the Bids & RFPs tab no later than Wednesday, June 17, 2026, 5:00pm EST. A signed copy of any addenda shall accompany submitted proposals. Responsive contractors are advised to check the website for addenda before submitting their proposals.

1.6 Bonds

Bid Bonds Not required

Performance and Payment Bonds Not required https://events.gcc.teams.microsoft.com/event/a03088a6-339e-46fc-ac1c-f418cf70da1d@bf5a33b4-70a8-4662-9123-752e2fc61715 https://events.gcc.teams.microsoft.com/event/a03088a6-339e-46fc-ac1c-f418cf70da1d@bf5a33b4-70a8-4662-9123-752e2fc61715

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 6

1.7 Submission of Proposals

One (1) original of the complete signed submittal and three (3) copies must be received no later than Friday, June 26, 2026, 5:00pm, EST. Proposals must be submitted in a sealed envelope stating on the outside, the contractor’s name, address and “2026-WC911-001” to:

Misti Lane, Finance Assistant White County Board of Commissioners 1235 Helen Highway, Cleveland, GA 30528

a. Proposals submitted by fax or electronic mail (email) will NOT be accepted.

b. Hand delivered proposals may be delivered to the above stated address between the hours of 8:00AM and 5:00PM EST, Monday through Friday, excluding holidays observed by the White County Government. For a complete listing of holidays please visit www.whitecountyga.gov.

c. Contractors are advised to allow adequate time for shipping. Many express mail and delivery services do not guarantee overnight delivery by 5:00pm to White County.

Any proposals received after 5:00pm on June 26, 2026, will not be opened.

1.8 Acknowledgement of Proposals Received

Proposals submitted in response to this Request for Proposal will be publicly opened at the date, time, and location listed below. During the opening, the names of the responding firms will be read aloud, and White County will confirm receipt of all required components.

Proposal Opening and Evaluation Monday, June 29, 2026 | 2:00pm EST White County Board of Commissioners Conference Room 1235 Helen Highway, Cleveland, GA 30528

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 7

1.9 Withdrawal of Proposal Due to Errors

Contractors shall have up to forty-eight (48) hours to notify the White County Finance Director or Finance Assistant, in writing, of an obvious clerical error made in the calculation of proposal in order to withdraw a proposal after opening. Proposals may be withdrawn from consideration if the price was substantially lower than the other proposals due solely to a mistake. The contractor shall provide evidence that the proposal was submitted in good faith, and that the mistake was a clerical mistake as opposed to a judgment mistake. The contractor’s original work papers shall be the sole acceptable evidence of error or mistake. If a proposal is withdrawn under this provision, the lowest remaining responsive proposal shall be deemed low bid.

No contractor who is permitted to withdraw a proposal shall for compensation, supply any material or labor, perform any subcontract or other work agreement for the person, or firm to whom the contract is awarded.

Proposal withdrawal is not automatically granted and will be allowed solely at White County’s discretion.

1.10 Determination of Award

Any purchase order or contract awarded pursuant to this Request for Proposal shall be awarded to the responsive and responsible contractor whose proposal is determined to best meet the requirements and specifications set forth in this solicitation and is deemed to be in the best interest of White County.

A “responsive bidder” or “responsive contractor” is a contractor who has submitted a proposal that conforms in all material respects to the Request for Proposal. A “responsible bidder” or “responsible contractor” is a contractor who has the capacity, qualifications, experience, integrity, and reliability necessary to fully perform the contract requirements and assure good faith performance.

The White County Board of Commissioners reserves the right to evaluate all proposals, reject any and all proposals, waive technicalities or irregularities, and determine which contractor should be awarded the project based on the best interest of the County.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 8

2.0 GENERAL TERMS AND CONDITIONS

See Section 1.0 Introduction for submission requirements specific to this Request for Proposal.

2.1 Request for Proposal Amendments

The County reserves the right to amend this solicitation prior to the bid due date. All addenda and additional information will be posted to the County website, www.whitecountyga.gov. It is the Contactor’s responsibility to check the website for addenda before submitting a bid. A signed copy of any and all addenda is to be included with the original proposal submission.

2.2 Proposal Withdrawal

A submitted proposal may be withdrawn prior to the due date by a signed written request to the Finance Director or Finance Assistant.

2.3 Cost for Preparing Proposal

The cost for developing the proposal is the sole responsibility of the contractor. The County will not provide reimbursement for such costs.

2.4 Conflict of Interest

If a contractor has any existing client relationship that involves White County, the contractor must disclose each relationship.

2.5 Vendor Selection

White County reserves the exclusive right to determine which contractor should be awarded the project. The County also reserves the right to reject any or all proposals at its discretion with or without cause.

2.6 Negotiations with Apparent Winner

Prior to awards, the apparent winning contractor will be required to enter into discussions with the County to resolve any contractual differences. These discussions are to be finalized within one

(1) week of notification unless extending the time period is advantageous to the County. Failure to resolve differences will lead to rejection of the vendor’s proposal.

The County reserves the right to negotiate modifications and costs with the successful Contractor provided that no such modifications affect the evaluation criteria set forth herein.

The Contractor shall commence work only after the transmittal of a fully executed contract and Notice to Proceed from the County.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 9

2.7 Contract Terms

The contract for these services shall begin on a date mutually agreed upon by White County and the awarded contractor. The initial contract period shall include the implementation, configuration, training, data conversion, testing, and deployment of the Computer Aided Dispatch system.

Following successful implementation and system acceptance, the contract shall transition into an annual subscription and maintenance agreement. Annual subscription and maintenance costs shall include, but are not limited to, software licensing, cloud hosting, technical support, system maintenance, updates, and any ongoing services included in the awarded proposal.

Any proposed price increase for annual subscription, maintenance, support, hosting, or related services must be submitted in writing to White County no less than 180 days prior to the renewal date. Renewal of the annual subscription and maintenance agreement shall be subject to review and approval by White County.

2.8 Taxes

White County is exempt from taxes; however, the Contractor shall pay all taxes required of them by law. White County cannot exempt others from tax.

2.9 Bid/Proposal Bonds, Payment Bonds, Performance Bonds (if required)

NOT APPLICABLE FOR PROJECT # 2026-WC911-001

2.10 Compliance with Laws

The Contractor will comply with all State and Federal laws, rules, and regulations.

2.11 Cancellation

White County reserves the right to terminate the contract immediately in the event that the Contractor discontinues or abandons operations; is adjudged bankrupt or is reorganized under any bankruptcy law; or fails to keep in force any required insurance policies or bonds.

Failure of the successful contractor to comply with any section or part of the contract will be considered grounds for immediate termination of the contract by the County without penalty to White County. White County shall pay for services rendered up to the point of termination.

Notwithstanding anything to the contrary contained in the contract between the County and the successful contractor, the County may, without prejudice to any other rights it may have, terminate the contract for convenience and without cause, by giving thirty (30) days written notice to the successful contractor.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 10

If the termination clause is used by the County, the successful contractor will be paid by the County for all scheduled work completed satisfactorily by the successful contractor up to the termination date set forth in the written termination notice.

2.12 Rejection of Submissions/Cancellation of Proposals

White County reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of White County. It is also within the rights of White County to reject proposals that do not contain all elements and information requested in this document. White County reserves the right to cancel this Request for Proposal at any time. White County will not be liable for any cost/losses incurred by the Contractors throughout this process.

2.13 Non-discrimination

White County does not discriminate on the basis of race, religion, color, sex, national origin, age, or disability.

By submitting their proposals, all proposers certify to White County and any municipality therein, that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended and comply with Form FHWA-1273, Required Contract Provisions Federal-Aid Construction Contracts.

In every contract of over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor 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 normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

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

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 11

2. The contractor will include the provisions of 1. above in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

2.14 Payment

Contractor shall itemize all invoices in full. The original of the invoice shall be mailed to:

White County Board of Commissioners Attn: Accounts Payable 1235 Helen Highway Cleveland, GA 30528

Payment terms are NET 30 Days. White County and Municipalities therein are exempt from all Federal, State, local and excise taxes. Invoices are to be mailed to the appropriate government agency (County or Municipality) which activated the contract within the County.

A 10% retainage will be held on each invoice until project is 50% complete. A 5% retainage will be held on each invoice thereafter for remainder of project.

Each invoice must include the following information:

1. Date of Invoice

2. Service Performed

3. Billing Period

4. Terms

5. All billable items must me itemized

6. Appropriate Unit of Measure

Contractor must furnish documentation identifying that this work has been completed in accordance with specifications, quantities, and price as set forth in the contract.

Invoices missing any of the information listed above will not be accepted for payment but will be returned to the Contractor for correction.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 12

2.15 Insurance

The Contractor shall be responsible for his work and every part thereof, and for all materials, tools, equipment, appliances, and properties of any and all description used in connection with this project.

The Contractor assumes all risks of direct and indirect damage or injury to the property of persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the Contract, or in connection in any way whatsoever with the contracted work.

The Contractor shall, during the continuance of all work under the Contract, provide the following:

1. Maintain statutory Worker’s Compensation and Employer’s Liability insurance in an amount of not less than $1,000,000.00 to protect the Contractor from any liability or damages for any injuries (including death and disability) to any of its employees, volunteers, or sub-contractors, including any and all liability or damage which may arise by virtue or any statute or law in force within the State of Georgia, or which may be herein after enacted.

2. The Contractor agrees to maintain Comprehensive General Liability insurance in an amount of not less than $1,000,000.00 per occurrence to protect the Contractor, its sub-contractors, and the interest of the County, against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted work. The General Liability insurance shall also include the Broad Form Property Damage Liability endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required.

3. If applicable, the Contractor agrees to maintain Automobile Liability Insurance in an amount of not less than $500,000 per occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles.

4. The Contractor further agrees to protect, defend, indemnify, and hold harmless

White County, its commissioners, officers, agents, and employees from and against any and all liability incurred whatsoever as a result of the work performed pursuant to the terms of this RFQ.

5. The Contractor shall notify the County, in writing, sixty (60) days prior to any change in insurance coverage, including cancellation, non-renewal, etc. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate shall result in suspension of all payments until the new certificate is furnished.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 13

Additionally, contract work may be suspended until the new certificate is furnished to the County.

6. Insurance coverage required in these specifications shall be in force throughout the Contract term. Should the Contractor fail to provide acceptable evidence of current insurance within five (5) days of written notice at any time during the Contract term, the Owner shall have the absolute right to terminate the Contract without any further obligation to the Contractor. Further, the Contractor shall be responsible for the cost of procuring the uncompleted portion of the Contract at the time of termination.

7. Contractual and other Liability insurance provided under this Contract shall not contain a supervision, inspection, or engineering services exclusion that would preclude the County from supervising and/or inspecting the project as to the end result. The Contractor shall assume all on-the-job responsibilities as to the control of persons under its direct employment and of the sub-Contractors and any persons employed by the sub-Contractor.

8. The Contractor and all sub-Contractors shall comply with the Occupational

Safety and Health Act of 1970, and amendments, as it may apply to this Contract.

9. If the Contractor does not meet the insurance requirements of the specifications, alternate insurance coverage satisfactory to the County may be considered. The Contractor shall be responsible for the costs of any and all alternate insurance coverage so obtained.

A “Certificate of Insurance” showing White County Board of Commissioners as the Certificate Holder must be provided prior and incorporated as part of the award contract.

2.16 Project Coordination

The Contractor shall employ and assign only qualified and competent personnel to perform any service or task involved in this project. The Contractor shall designate one such person as a Project Manager, and the Project manager shall be deemed to be the Contractor’s authorized representative, who shall be authorized to receive and accept any and all communications from the County. The County shall name a Project Manager who shall be authorized to generate, receive and accept communication as an authorized representative of the County.

The Contractor hereby agrees to replace any personnel or sub-contractor, at no cost or penalty to the County, if the County reasonably determines that the performance of any sub-contractor or personnel is unsatisfactory.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 14

2.17 County Point of Contact

Contractors can contact David Murphy, White County Director of Public Safety at the below contact information for any questions that are wished to be addressed in addenda. Any unauthorized contact shall not be used as a basis for responding to this Request for Proposal and also may result in the disqualification of the vendor's submittal. Refer to section 1.5 for criteria and procedure to question and answers.

Vendors may not contact any elected official or other county employee to discuss the proposal process or proposal opportunities except: 1.) through the Public Safety Director named herein, or 2.) as provided by existing work agreement(s). This policy shall be strictly enforced, and the County reserves the right to reject the submittal of any vendor violating this provision.

White County Emergency Management Agency Point of Contact:

David Murphy, Director of Public Safety 1241 Helen Highway, Ste 100, Cleveland, GA 30528

Phone: 706-865-9500 Email: dmurphy@whitecountyga.gov

2.18 News Releases by Contractor

As a matter of policy, the County does not endorse the products or services of a Contractor.

News releases concerning any resultant contract from this solicitation shall not be made by a Contractor without the prior written approval of the County. All proposed news releases shall be routed to the White County Clerk for review and approval.

2.19 Severability/Cancellation

It is understood and agreed by the parties hereto that if any part, term, or provision of this Contract is held illegal or in conflict with any law of the State, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Contract did not contain the particular part, term, or provisions held to be invalid.

The County and the Contractor agree to resolve through negotiation or mediation prior to filing any cause of action. The venue for any litigation arising from this contract shall be White County, Georgia.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 15

2.20 Drug Free Workplace

By submission of a Proposal, the Contractor certifies that the provisions of Code Sections 50-24-1 through 50-24-6 of the Official Code of Georgia Annotated, relating to the "Drug-free Workplace Act", have been complied with in full. The Contractor further certifies that:

1. A drug-free workplace will be provided for the Contractor's employees during performance of the contract; and

2. Each Contractor who hires a sub-Contractor to work in a drug-free work place shall secure from that sub-Contractor the following written certification:

3. As part of the subcontracting agreement with Contractor's, Subcontractor's certifies to the Contractor that a drug-free workplace will be provided for the sub Contractor's employees during the performance of this Contract pursuant to Paragraph (7) of Sub-section (b) of Code Section 50-24-3".

4. The Contractor further certifies that they will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the Contract.

2.21 Assignment of Contractual Rights

It is agreed that the Contractor will not assign, transfer, convey, or otherwise dispose of a contract that may result from this proposal or his right, title, or interest in or to the same, or any part thereof, without written consent of the County.

2.22 Indemnity

To the fullest extent permitted by law, the Contractor will indemnify, defend, and hold White County harmless from and against any and all claims, damages, losses, and expenses, including, but not limited to, fees and charges of attorneys and court and arbitration costs, arising out of or resulting from the negligent acts, negligent omissions, willful misconduct, or reckless misconduct of the Contractor or anyone for whom the Contractor is responsible.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 16

2.23 Non-Collusive Bidding

By submitting a response to this Request for Proposal (RFP), the vendor, contractor, or bidder represents and warrants that such proposal or bid is genuine and not a sham or collusive, or made in the interest or on behalf of any person not therein named. The vendor, contractor, or bidder further represents and warrants that they have not directly or indirectly induced or solicited any other vendor, contractor, or bidder to submit a sham proposal or bid, or any other person, firm, or corporation to refrain from submitting. Additionally, the vendor, contractor, or bidder affirms that they have not sought by collusion to secure any advantage over any other vendor, contractor, or bidder. Furthermore, by submitting a proposal or bid, the vendor, contractor, or bidder confirms that no official or employee of White County Government or any municipalities within White County has, in any manner, an interest, directly or indirectly, in the proposal or bid, the contract that may result from it, or any expected profits arising therefrom.

2.24 Open Records

All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America and the open records policies of White County or its municipalities. All such materials shall remain the property of White County and will not be returned to the respondent.

2.25 Georgia Security and Immigration Compliance

To comply with the State of Georgia’s Security and Immigration Compliance Act, all contractors must comply with regulations by completing the provided affidavits relative to the Compliance Act. All applicable affidavits have been included with this Request for Proposal and must be signed and provided with the Proposal submission.

2.26 Appropriation of Funds

The initial contract and any continuation contract(s) shall terminate immediately and absolutely at any such time as there are no appropriated and otherwise unencumbered funds available to satisfy the County’s obligations under said contract(s).

2.27 Documents Deemed Part of Contract

Unless otherwise modified by the Contract, White County’s Request for Proposal and any addendums issued thereto, and the Project Manual containing Specifications and Special Provisions shall be deemed part of the contract. No documentation or information provided by the Contractor shall be deemed part of the contract unless expressly incorporated.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 17

2.28 Accuracy of Work

The Contractor shall be responsible for the accuracy of the work performed and shall promptly correct its errors and omissions without additional compensation. Acceptance of the work by the County will not relieve the Contractor of the responsibility for subsequent correction of errors, the clarification of any ambiguities, or the costs associated with any additional work caused by negligent acts, errors, or omissions by the Contractor or latent defects in the products sold by the Contractor.

At any time during the execution of this contract or during any phase of work performed by others based on data secured by the Contractor under this Agreement, the Contractor shall confer with the County for the purpose of interpreting the information supplied by the Contractor and to correct any errors or omissions. The above consultations, clarifications, and/or corrections shall be made without added compensation to the Contractor. The Contractor shall give immediate attention to these changes so there will be minimum delay to others. The Contractor shall be responsible for errors and omissions and save harmless the County and its agents as provided in this Agreement.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 18

2.29 Ownership

Reports, plans, data, statistics, specifications, and other supporting records compiled or prepared in the performance of the Services required by this Contract, shall be the absolute property of the County and shall not be used by the Contractor for purposes unrelated to this Contract without the prior written approval of the County. Such original documents shall be turned over to the County upon completion of the contract except that Contractor shall have the right to retain copies of the same.

All data entered into, stored in, generated by, or maintained within the CAD system shall remain the property of White County. The vendor shall provide White County with access to its data upon request and shall describe the process, format, timeline, and any associated costs for exporting or transferring data in the event of contract termination, non-renewal, system replacement, or transition to another vendor. The vendor shall ensure that data can be provided in a usable, industry-standard format.

2.30 Condition of Materials

It is understood and agreed that materials delivered shall be new, of latest design, and in first quality condition and must meet building code specifications.

2.31 Continuity of Operations

Construction and installation related to Project # 2026-WC911-001 are expected to be completed in a manner that does not disrupt the 24 hour / 7 day a week operations of Public Safety Personnel. This includes day-to-day operations of all work sites including critical communications facilities.

2.32 Work Hours

Site Work is limited to Monday – Friday 8:00am to 6:00pm unless scheduled otherwise.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 19

3.0 SCOPE OF WORK

3.1 Purpose

The purpose of this project is to strengthen the reliability, efficiency, and operational capability of White County 911 Communications through the procurement and implementation of a modern, cloud-based Computer Aided Dispatch system. The selected system should support emergency communications personnel in receiving, processing, and dispatching calls for service in a timely and accurate manner.

By replacing the current CAD system, White County seeks to improve access to critical public safety information, reduce redundant data entry, support current dispatch workflows, and transition to a scalable cloud-based platform with room for future growth. The system should also be capable of supporting emerging 911 technologies, including Next Generation

911. This project is an important investment in the County’s emergency communications infrastructure and is intended to support the continued delivery of dependable public safety services to the citizens, visitors, and response agencies of White County.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 20

3.2 Scope of Work

The selected vendor shall provide a complete cloud-based Computer Aided Dispatch software system for White County 911 Communications. The vendor shall be responsible for providing all services, software, configuration, implementation, training, support, maintenance, and technical assistance necessary for the successful deployment and continued operation of the system.

At a minimum, the selected vendor shall provide:

• A modern, cloud-based CAD software system capable of supporting emergency communications and public safety dispatch operations;

• Project management and coordination throughout the implementation process;

• System configuration and setup to support White County 911 Communications’ operational workflows;

• Data conversion from the current CAD system, as applicable;

• Training for dispatch personnel, administrators, and other designated users;

• Technical support, software maintenance, and system updates;

• Assistance with any required interfaces, integrations, or connections to related public safety systems; and

• A scalable platform capable of supporting future growth and emerging 911 technologies, including Next Generation 911.

The proposed system shall be reliable, user-friendly, searchable, and capable of improving access to critical public safety information while reducing redundant data entry and supporting efficient call processing and dispatch operations.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 21

4.0 PROPOSAL CHECKLIST

4.1 Tab 1 – Executive Summary

Present a brief, concise summary of the proposal, the proposed CAD solution, and the vendor’s qualifications and capabilities. Include the name, title, address, email, and telephone number of the person authorized to make representations on behalf of the vendor.

The signer of the proposal must declare that the proposal is submitted in good faith, without collusion or fraud, and that the signer has the authority to bind the principal proponent.

4.2 Tab 2 – Company Experience and Qualifications

The vendor shall provide information demonstrating experience and ability to provide, implement, and support a Computer Aided Dispatch software system for a public safety answering point or emergency communications center. At a minimum, the proposal should include the following:

• Company overview and history;

• Organizational chart;

• Description of the vendor’s public safety software experience;

• Experience implementing CAD systems for agencies of similar size and scope;

• Information regarding company leadership and key project personnel;

• Financial stability and ability to support the system for the duration of the contract;

• List of subcontractors, if applicable;

• Certifications, partnerships, or professional qualifications relevant to the proposed solution;

• Description of current customer base, including public safety agencies;

• Any unique services, features, or capabilities the vendor can provide.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 22

4.3 Tab 3 – Software Solution and Technical Capabilities

The vendor shall provide a detailed description of the proposed CAD software system and how it will meet the operational needs of White County 911 Communications. The proposal should describe how the system supports emergency call processing, dispatching, agency response, mapping, reporting, data sharing, and related public safety workflows.

• At a minimum, the proposal should address:

• GOVCLOUD Cloud-based system architecture;

• System reliability, uptime, redundancy, and disaster recovery;

• User interface and ease of use;

• Call creation, dispatching, unit status, and incident management;

• Mapping, addressing, and location-based functionality;

• Reporting and data retrieval capabilities;

• Interfaces and integrations with related public safety systems;

• Security, access control, audit logs, and CJIS compliance;

• Scalability for future growth;

• Readiness for future 911 technologies, including Next Generation 911;

• Mobile or field-user capabilities, if applicable;

• Any hardware, network, or technical requirements required for successful operation.

Vendors are required to complete and submit Attachment A as part of their response.

Attachment A will be used in the evaluation and scoring process.

The proposed solution shall include disaster recovery and continuity capabilities to support continued access to critical CAD system data during a significant service interruption, cloud outage, or other system disruption. The solution shall support a disaster recovery or continuity option that allows for local availability of system data through an on-premises or customer-managed component in the event of a significant cloud service outage. Vendors shall describe their disaster recovery approach, redundancy measures, recovery time objectives, recovery point objectives, and any options available for local or customer-managed data access.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 23

4.4 Tab 4 – Understanding of Project Requirements

The vendor shall provide its interpretation of the needs of White County 911 Communications and explain how the proposed solution will meet those needs. The vendor should use this solicitation, its knowledge, and its experience with similar agencies to demonstrate an understanding of the project.

The response should address how the proposed CAD system will improve operational efficiency, reduce redundant data entry, improve access to critical public safety information, support current workflows, and provide a reliable platform for future growth. The vendor should also describe how the system will support White County 911 Communications in serving law enforcement, fire, emergency medical, and other public safety response partners.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 24

4.5 Tab 5 – Implementation Approach and Project Management

The vendor shall provide a detailed implementation plan for the proposed CAD system. The plan should include the major phases of the project, anticipated timeline, key milestones, vendor responsibilities, County responsibilities, and the process for achieving final system acceptance.

• At a minimum, the proposal should include:

• Project management approach;

• Proposed implementation timeline;

• System configuration and setup process;

• Data conversion process from the existing CAD system;

• Testing and quality assurance process;

• Go-live planning and support;

• Communication plan between the vendor and White County;

• Risk management and issue resolution process;

• Post-implementation support.

The vendor shall identify the project manager and key personnel assigned to the project and describe their experience with similar CAD implementations.

4.6 Tab 6 – Training, Support, and Maintenance

The vendor shall provide a detailed description of training, technical support, software maintenance, and ongoing customer service provided as part of the proposed solution.

• At a minimum, the proposal should include:

• Training plan for dispatchers, supervisors, administrators, and other designated users;

• Availability of train-the-trainer and end-user training options;

• Training materials, user guides, and online resources;

• Technical support availability, including hours of operation and emergency support;

• Help desk procedures and response times;

• Software update and upgrade process;

• Maintenance schedule;

• System monitoring, if applicable;

• Description of any additional costs related to support, upgrades, or maintenance.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 25

4.7 Tab 7 – Past Performance and References

The vendor shall provide a list of similar CAD projects completed within the past five years. Projects completed beyond five years may also be included if relevant. Include any information necessary to determine the vendor’s past performance and ability to perform the anticipated work.

The vendor shall provide at least five (5) references for contracts of similar size and scope, if available. Each reference should include:

• Agency name and address;

• Contact person;

• Contact email and telephone number;

• Date the agency became a client;

• Products or services provided;

• Brief description of the project;

• Current status of the system.

The vendor should ensure that all reference information is current and that the listed contact person is willing to provide a reference. References may be contacted as part of the evaluation process.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 26

4.8 Tab 8 – White County, Georgia Documents

Complete and attach all required White County forms and documents included in this solicitation package. Required documents may include, but are not limited to:

• APPENDIX A – CAD System Requirements and Vendor Response Form

• APPENDIX B – Contractor Information

• APPENDIX C – Contractor Certification, Statement of Non-Collusion

• APPENDIX D – Contractor Reference Form

• APPENDIX E – E-Verify Affidavit

• APPENDIX F – Pricing Sheet Certification

• APPENDIX G – Subcontractors

• APPENDIX H – Addenda Acknowledgement

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 27

5.0 EVALUATION AND SCORING PROCESS

Proposals submitted in response to this solicitation will be reviewed and evaluated by White County. Proposals will first be reviewed for responsiveness and completeness to ensure all required documents, forms, appendices, and proposal sections have been submitted.

Proposals determined to be responsive and complete will then be evaluated using the scoring criteria listed below. White County reserves the right to request clarification, additional information, demonstrations, interviews, or presentations from vendors as part of the evaluation process.

The award, if made, shall be made to the responsive and responsible vendor whose proposal is determined to best meet the needs of White County and is deemed to be in the best interest of the County.

5.1 Pass/Fail Requirements

The following items will be reviewed on a pass/fail basis. Failure to submit required documents may result in the proposal being deemed non-responsive and removed from further consideration.

Requirement Evaluation

Proposal submitted by required deadline Pass/Fail

Required proposal tabs included Pass/Fail

Required White County documents completed and submitted Pass/Fail

Appendix A completed and submitted Pass/Fail

Pricing Sheet completed and submitted Pass/Fail

Addenda acknowledged, if applicable Pass/Fail

Authorized signature provided where required Pass/Fail

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 28

5.2 Scored Evaluation Criteria

Proposals will be evaluated using a weighted point system for a total possible score of 100 points.

Evaluation Criteria Max Points

Software Solution, System Design, Architecture, and Technical Capabilities 30

Implementation Approach, Project Management, and Timeline 15

Training, Customer Support, Maintenance, and System Updates 20

Vendor Experience, Qualifications, Past Performance, and References 15

Pricing Proposal and Five-Year Cost of Ownership 15

Organization, Completeness, and Quality of Proposal 5

TOTAL 100

5.3 Evaluation Criteria Description

Software Solution, System Design, Architecture, and Technical Capabilities – 30 Points

This category will evaluate the proposed CAD system’s ability to meet the operational and technical needs of White County 911 Communications. Evaluation may include, but is not limited to:

• Cloud-based system architecture;

• CAD functionality and ease of use;

• Call creation, dispatching, unit status, incident management, and mapping capabilities;

• System reliability, uptime, redundancy, and disaster recovery;

• Reporting and data retrieval capabilities;

• Interfaces and integrations with related public safety systems;

• Security, access control, audit logs, and CJIS compliance;

• Scalability for future growth;

• Readiness for future 911 technologies, including Next Generation 911;

• Responses provided in Appendix A.

White County Board of Commissioners, Project # 2026-WC911-001 Request for Proposal Page 29

Implementation Approach, Project Management, and Timeline – 15 Points

This category will evaluate the vendor’s proposed approach to implementation and project delivery. Evaluation may include:

• Proposed implementation timeline;

• Project management approach;

• System configuration and setup process;

• Data conversion process from the existing CAD system;

• Testing and quality assurance;

• Go-live planning and support;

• Communication plan with White County;

• Risk management and issue resolution process;

• Vendor and County responsibilities.

Training, Customer Support, Maintenance, and System Updates – 20 Points

This category will evaluate the vendor’s ability to train users and provide reliable long-term support after implementation. Evaluation may include:

• Training plan for…