RFP_CAD-RMS-JMS_2025.pdf

Summit County 911 Center

970.668.8600 ph | 970.668.4097 fx 0227 County Shops Rd | PO Box 4188 www.Summit911.org Frisco, CO 80443

REQUEST FOR PROPOSALS

for

CAD/RMS/JMS System

February 14, 2025

Proposals Due:

Friday, April 4, 2025, 5:00 p.m. MST

Overview

Summit County Government (“County”) is soliciting bids from qualified contractors to provide services for the following: a fully integrated Public Safety Software system that includes Computer Aided Dispatch System (CAD), Mobile Data Computing (MDC), Records Management System (RMS), and Jail Management System (JMS). The

County seeks a comprehensive solution that incorporates best practices and cutting-edge technologies to enhance emergency response and preparedness.

Primary Objectives

• Provide for ease of use to all users and roles through a unified platform suite and consistent user-centric interface

• Minimize duplicate data entry throughout the platform by allowing data to be reused throughout the suite

• Ensure Continuity of Operations in all hazard conditions through a cloud-focused environment

Copies of the request are available at www.SummitCountyCO.gov under ‘Bid Postings’ or by request at the Summit

County 911 Center office. Contact Michael Berry, 911 Director, for additional project information at

Michael.Berry@summitcountyco.gov.

Scope of Services

Contractor shall furnish all labor, transportation, and incidentals necessary to perform the CAD/RMS/JMS implementation and ongoing service.

A competitive bid will include responses to all questions in the Scope Matrix spreadsheet; responses to all questions in the SCG Vendor Accessibility Checklist; and a clear cost proposal including implementation, training, project, and ongoing service costs, itemized module and interface costs, summarized annual costs, and contract life total cost.

Include the descriptions and pricing for any included features or modules as well as any additional optional "value-add" modules, capabilities, or systems that could complement your CAD/RMS/JMS solution. Such optional capabilities will not be considered when evaluating and rating ‘cost’ but may be included as a factor in evaluating the comparative quality and overall qualifications of the submission.

Work shall be completed as set forth in a contract for this project to be negotiated with the County based upon the contractor’s written proposal.

Date and time of service

Service will be performed on an ongoing basis beginning on or about June 1, 2025, with a desired negotiable Go-Live date no later than October 1, 2026. A sample proposed schedule including implementation and training milestones should be included in contractor's written proposal.

http://www.summit911.org/ http://www.summitcountyco.gov/bids mailto:Michael.Berry@summitcountyco.gov

SCG Version 02.22

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising out of the performance of services by Contractor. No later than seven (7) days following the execution of an

Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with certificates of insurance evidencing the types and amounts of insurance specified below:

a. Worker’s Compensation and Employer’s Liability:

i. Worker’s Compensation must be maintained with the statutory limits.

ii. Employer’s liability is required for minimum limits of:

▪ $1,000,000 Each Accident

▪ $500,000 Disease Policy

▪ $1,000,000 Disease Each Employee

b. Commercial General Liability:

i. $1,000,000 Each Occurrence

ii. $2,000,000 General Aggregate

iii. $2,000,000 Products Completed Operations Aggregate

c. Automobile Liability: Contractor will maintain business auto liability coverage covering liability arising out of any auto (including owned, hired and non-owned autos) used in the performance of services under this Agreement.

i. $1,000,000 Combined Single Limit Each Accident

Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be provided to the County upon request. With regard to all insurance, such insurance shall:

• Be primary insurance to the full limits of liability herein before stated and, should County have other valid insurance, County insurance shall be excess insurance only; and

• Not cancelled without thirty (30) days prior written notice to the County.

Proposal Format

Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to effectively evaluate each proposal.

Refinements and Improvements

Applicants should feel free during the proposal submission process to provide any suggestions or comments that might be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this work.

The following pages contain the RFP instructions and owners’ requirements.

Part I - ADMINISTRATIVE INFORMATION

A. Issuing Officer

This Request for Proposals (“RFP”) is issued by Summit County 911 Center. For questions, please contact Michael

Berry, Director, at Michael.Berry@summitcountyco.gov.

B. Purpose

This RFP provides prospective contractors with sufficient information to prepare and submit proposals for consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks outlined in the RFP.

C. Scope

This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.

These are mandatory requirements that must be met to be eligible for consideration.

D. Scheduling

Proposals must be submitted via email to Michael.Berry@summitcountyco.gov at the Summit County 911 Center by

Friday, April 4, 2025, no later than 5:00 p.m. MST. The proposal should outline the schedule for commencement of service.

E. Inquiries and Questions

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of any requirements or schedule a site visit to the properties. Direct all inquiries to:

Michael Berry, Director

(970) 409-4570

Michael.Berry@summitcountyco.gov

Time Schedule:

Friday, February 14, 2025: Request for Proposals publicly advertised and posted on County website

Wednesday, March 5, 2025: Pre-Proposal Meeting online {Teams Webinar link} or in-person at the Summit

County Commons building, 37 Peak One Dr., Frisco, CO 80443

This meeting is optional but highly recommended and encouraged

Tuesday, March 18, 2025: Deadline for all Questions

Friday, March 21, 2025: All Questions, Comments and Responses to Questions posted by the County at Bids and

Proposals on www.SummitCountyCO.gov/Bids

Friday, April 4, 2025: Proposals must be submitted via email to Michael.Berry@summitcountyco.gov no later than 5:00 p.m. MST

Monday, April 28, 2025: Demonstrations and Interviews with short-listed Proposers (week of)

Monday, May 12, 2025: Contract negotiations (week of)

Friday, May 16, 2025: Notice of Award and Unsuccessful Bidder letter (email) to all proposers

F. Instructions for Submission of Proposals

It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with appropriate text in the email subject line and text in the top few lines of the body of the email:

Email Address:

Michael.Berry@summitcountyco.gov

Subject Line Text:

mailto:Michael.Berry@summitcountyco.gov https://events.teams.microsoft.com/event/2504bfea-3b6c-402c-b17d-a18eff21d798@6fe210fb-c133-4ace-8c88-21cb41bf0710 http://www.summitcountyco.gov/bids

<Vendor’s Name> - Proposal for: CAD/RMS/JMS System

Body Text:

ATTN: Michael Berry, Director

Proposal for: CAD/RMS/JMS System

1. Contractor's company name

2. Contact name and phone number

G. Late Proposals

It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the Summit

County 911 Center by 5:00 p.m. MST on April 4, 2025.

H. Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Only actual proprietary or confidential information may be marked as restricted.

I. Response Material Ownership

All materials submitted regarding this RFP become the property of the County and will only be returned at the County's option.

J. Incurring Costs

The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed contract.

K. Acceptance of Proposal Content

The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and such contractor may be removed from future solicitations.

L. Acceptance Time

The County intends to make a proposal selection within 30 business days after the closing date for receipt of proposals.

M. Budget

Costs for performing services must be included in the proposals and should be clearly stated to allow the County to effectively evaluate each proposal.

PART II – PROPOSAL CONTENT

The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor may have about meeting these requirements shall be specifically identified in the proposal.

Scope of Work

Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the services, and any recommendations on improving efficiencies in the process.

Qualifications

Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. If contractor has experience in Colorado, this should be highlighted. Include a brief description of at least three past and current projects. Each summary shall include a brief project description and name, address and phone number of a local contact person involved in the project to be used as a reference. The statement of qualifications should also provide a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification shall be brief but shall include at a minimum the following:

1. Description of projects including implementation year, products and modules, and implementation duration

2. Capabilities (including equipment) and staff

Scope Matrix Spreadsheet

Provide a completed MS Excel file (RFP_CAD-RMS-JMS_Scope-Matrix_{VENDOR}.xlsx) addressing the functionality to be included, possibly included, or not available in the proposed solution.

Vendor Accessibility Checklist

Respond to the questions included in the SCG Vendor Accessibility Checklist indicating the level of conformance with Colorado State Accessibility laws. Include your VPAT Accessibility Report if available.

PART III – PROPOSAL EVALUATION AND SELECTION

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications to conduct this service in a thorough and efficient manner.

Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may arise if any public official exercises any substantial discretionary function in connection with a government contract, purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised

Statutes (C.R.S.) Section 18-8-308 as amended.

Selection Process.

1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities and to re-solicit proposals.

2. The County reserves the right to conduct such investigations of, and discussions with, those who have submitted proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal.

3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.

4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the following criteria when evaluating proposals that includes but is not limited to:

a. Cost;

b. The reputation, experience and efficiency of the Proponent;

c. The ability of the Proponent to perform the contract or provide the goods and services within the time specified;

d. The comparative quality of the goods and services bid;

e. The Proponent’s performance under previous contracts with Summit County;

f. The number and scope of conditions attached to the proposal;

g. The Proponent’s interest in the project, as well as their understanding of the project scope and the specific requirements of Summit County; and

h. The application of all of the above criteria to any sub-consultants, subcontractors or products to be utilized by the Proponent.

5. Contract negotiations will take place with the most qualified contractor. The County reserves the right to incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in writing and negotiations will begin with the next most qualified contractor.