Incident Management Application for the Long Beach Fire Department | RFP - TI-24-492 |

Template v11.30.23 | 1

City of

Long Beach Request for Proposals RFP - TI-24-492

Incident Management Application for the Long

Beach Fire Department

Incident Management Application for the Long Beach Fire

Department | RFP - TI-24-492 | Template v11.30.23 | 1

Overview

Summary

The Long Beach Fire Department (LBFD) is seeking proposals from qualified firms for a Mobile Computer

Assisted Dispatch (Mobile CAD) computer program that will provide a real-time interface and two-way mobile communication capability for Fire Emergency

Personnel with the LBFD’s CAD system. The Mobile

CAD will replace LBFD’s existing Mobile CAD program that operates on ruggedized laptop type Mobile Digital

Computers (MDC) also referred to as Mobile Data

Terminals (MDT’s) and Microsoft Windows Operating

System.

Key Dates

Release Date: October 24, 2024

Optional Pre-Proposal Meeting: 10:00 AM, November

7, 2024

Questions Due to the City: 11:00 AM, November 18, Proposals Due: 11:00 AM, December 18, 2024

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

Department | RFP - TI-24-492 | Template v11.30.23 | 2

Official Contact

Anthony Delgado rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach Additional support available for small businesses in Long Beach

Additional support available for small businesses in Long Beach

Additional support available for small businesses in Long Beach mailto:rfppurchasing@longbeach.gov file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov

Incident Management Application for the Long Beach Fire Department

| RFP - TI-24-492 | Template v11.30.23 | 3

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form

Inclusive Business Navigators

The Inclusive Business Navigators Program provides FREE technical assistance in preparing proposals for City of Long Beach contracting opportunities.

In addition, they provide workshops, and business coaching/advising services to Long Beach small businesses. Assistance is available in multiple languages. For more information, please contact Bizcare.

The Inclusive Business Navigators Program provides FREE technical assistance in preparing proposals for City of Long Beach contracting opportunities. In addition, they provide workshops, and business coaching/advising services to Long

Beach small businesses. Assistance is available in (Spanish).

addition, they provide workshops, and business coaching/advising services to Long

Beach small businesses. Assistance is available in (Khmer).

addition, they provide workshops, and business coaching/advising services to Long

Beach small businesses. Assistance is available in (Tagalog).

https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ https://longbeach.gov/economicdevelopment/business-development/inclusive-business-navigators/

Department | RFP - TI-24-492 | Template v11.30.23 | 4

Contents BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

Template v11.30.23 | 5

1. The Opportunity

1.1. Project Summary

The Long Beach Fire Department (LBFD) is requesting proposals from qualified firms to enhance and modernize the Department’s incident management approach. The goal is to improve communication and coordination between personnel and systems, streamlining operations, and increasing efficiency. Furthermore, the Department seeks to improve user experience and manage cost by transitioning from traditional ruggedized Toughbooks to handheld devices, with a strong preference for iOS devices, which is already used within the department. The new solution will provide all of the Computer Aided Dispatch (CAD) capabilities offered in vehicles today, along with additional integrations and data feeds, mobile phone connectivity, and unified response capabilities. This project is viewed as transformative and foundational for the department.

1.2. Background

LBFD currently relies on ruggedized Windows workstations to provide in-vehicle CAD access. The department seeks a more cost-effective solution that leverages handheld devices to reduce cost. The current LBFD MDTs do not allow for interoperability with mutual and auto aid resources. In addition, the MDTs do not offer incident mapping, personnel or resource tracking, integrated tactical worksheets, incident sharing, etc. The department has also begun deploying iOS and iPadOS devices which will enhance flexibility and usability in the field.

The City’s CAD provider is Tiburon 2.9.2 provided by CentralSquare. Additional products in the environment include Electronic Patient Care Reporting (ePCR) provided by DigitalEMS and Digital Fire Prevention capabilities provided by FirstDue. The City’s operating environment is predominantly Microsoft based with Windows Server, SQL Server, and

Azure providing the majority of the Fire Department’s operating infrastructure. The

Department utilizes a fleet of 82 vehicles fitted with LTE routers for connectivity.

1.3. Goals

A new Mobile CAD system will primarily enhance firefighter safety by providing improved on-scene management through precise resource tracking and accountability. It will enable real-time situational updates for Chief Officers and Command Staff, allowing for more effective decision-making and coordination. This advancement will ultimately lead to quicker response times and more efficient emergency management, which will significantly benefit the city and its community by ensuring faster, safer, and more coordinated

Template v11.30.23 | 6 emergency services. Enhanced situational awareness and resource management will also contribute to overall public safety and improved outcomes during critical incidents.

1.4. Award Terms

This contract will be for a period of two years with the option to renew for three additional one-year periods. The total contract term will not exceed five years.

2. Scope of Work

2.1. Description of Services

This request for proposals (RFP) is intended to award a professional services agreement to the firm proposing a Mobile CAD program that most effectively interfaces with the Central

Square Enterprise CAD system (Tiburon 2.9.2) and is fully functional on handheld devices managed via IBM MaaS360 or Microsoft InTune. The new program must meet or exceed the required features below, and meet or exceed the functions of the current Mobile CAD system utilized at LBFD. Additionally, the new program should provide tools for LBFD command staff to manage incidents and to track and account for all personnel assigned to an incident.

The selected firm will be responsible for the design, programming, implementation, project management, and provision of ongoing technical support and training services as needed to meet the project objectives and desired features. The selected firm will be responsible for engaging directly with CentralSquare for the build-out of the integration with Tiburon

CAD.

2.2. Project Management:

The Consultant will oversee the project to ensure it is completed within the allocated budget and timeline while meeting all specified requirements. The project management process will involve several key elements:

2.2.1. Project Schedule

The Consultant is expected to develop and maintain a comprehensive project schedule.

This schedule should outline all tasks, their durations, dependencies, and key milestone dates. It should also include a detailed timeline for each phase of the project, from initial planning to final delivery. The schedule will be regularly updated to reflect progress, address any delays, and adjust timelines as needed to keep the project on track.

2.2.2. Continuous Quality Assurance and Control

The Consultant will implement rigorous quality assurance and quality control measures throughout the project lifecycle. This involves regular reviews and assessments to ensure

Template v11.30.23 | 7 that all project activities meet the required standards and objectives. The Consultant will be responsible for identifying and addressing any issues or discrepancies promptly to maintain high quality and consistency.

2.2.3. Resource Management

The Consultant will ensure that resources are utilized optimally to support project tasks and milestones, avoiding delays and ensuring that the project stays within budget.

2.2.4. Communication and Reporting

The Consultant will provide regular updates, including progress reports, status updates, and any issues or risks that may impact the project. Clear and timely communication is essential to keep all stakeholders informed and engaged.

2.2.5. Risk Management

The Consultant will identify potential risks to the project and develop mitigation strategies to address them. This will help minimize the impact of any unforeseen challenges and ensure that the project remains on course.

2.3. Software Requirements

• Bidirectional, near real-time communication Tiburon Command CAD Application v2.9.2 (A CentralSquare product).

• Ability to function as an incident management application in a mobile application on any platform.

• Ability to view ongoing incident data and CAD notes via native client (iOS or Android) or via browser in real time

• Offline mode to retain incident management function in when encountering extreme network latency and/or loss of connectivity.

• Ability to support Push Notifications for incident dispatch which can be customized using the following, but not limited to, incident type, unit IDs, etc.

• Ability for floor and dispatch personnel to send unit status and comments to CAD.

• Ability to require and log acknowledgment of custom CAD notes (e.g. Wires Down, Possible COVID-19 exposure, etc.

• Ability to create custom checklists based on type of incident.

• Ability to display historical incidents for any incident address with CAD notes.

• Ability to route units to incident address either within the application or launching other navigation applications including but not limited to: Apple Maps, Google Maps, Waze, etc.

• Ability to display location of CAD resources on a map

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• Ability to connect to Esri-based data sources to display geospatial data. Including but not limited to: Street addresses, target hazards, fire hydrants, etc.

• Ability to interface with First Due Pre-Planning Module for incident locations.

• Ability to integrate with Automatic Vehicle Locations (AVL) collected via CradlePoint modem or show unit location using device-based AVL via iPad location.

• Ability to interoperate and share AVL data with surrounding fire agencies including but not limited to: Orange County Fire Authority (OCFA), Santa Monica, Torrance, and

San Bernardino.

• Ability to interface with current staffing application, UKG Telestaff 7.2.9 or higher to roster personnel onto a unit.

• Ability to accommodate ad-hoc reporting, including ability to export to .csv. Ability to integrate with modern data and analytics platforms (e.g. Snowflake, PowerBI, Tableau) highly desirable.

• Ability to integrate radio streams including but not limited to private streams or public streams using Broadcastify.

• Provide Single-sign-on via Microsoft Entre ID.

2.4. Support Requirements

Provide a support model capable of supporting the following priority requirements:

Emergency: Critical/Code business processed cannot be carried out, entire organization is affected, security violation, or CAD integration failure.

• Available: 24 hours a day, 7 days a week.

• Response time after notification: 15 minutes.

Critical: Multiple users are directly affected or serious impact on critical tasks with no workaround available.

• Available: 24 hours a day, 7 days a week.

• Response time after notification: 1 hour.

Routine: Small group of users affected, no serious impact on critical tasks with workaround available.

• Available: Monday through Friday 0730-1630 PST.

• Response time after notification 2 business days.

o 30 business days for low/medium severity issues.

o 10 business days for all others.

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All support requests should be logged, tracked, and monitored for compliance of the above requirements.

2.5. Implementation Requirements

The successful firm is expected to participate in the deployment of the Mobile CAD program software solution. The implementation must address the following requirements:

2.5.1. Technical Requirements

• The Mobile CAD program must be operational around the clock, every day of the year, to support LBFD’s first responders who will be the primary users. It must be scalable and should perform consistently without degradation, regardless of the number of active end users.

• Provide detailed specifications for the hardware and network infrastructure needed to support the Mobile CAD program, including server requirements, storage, and network capacity.

• Ensure compatibility with existing systems, including any necessary dependencies.

The solution must integrate seamlessly with Central Square’s Tiburon 2.9.2 CAD system that’s hosted on-premises.

• Implement robust security protocols to protect data and ensure compliance with relevant standards.

• Outline configurations needed for user access including network access and any other additional software installations or settings.

• Outline configurations needed for user access including network access and any additional software settings.

2.5.2. Documentation and Testing

• Outline the licensing agreement including the number of licenses, types and renewal terms.

• Provide comprehensive user manuals, installation guides, system documentation and support materials including training manuals, troubleshooting guides and FAQs.

• Through testing of the software across all stages of deployment to ensure it meets all specified requirements and identify and resolve any issues before go-live.

2.5.3. Training and Support

• Conduct technical training sessions on installation, configuration, maintenance and administrative functions.

• Provide basic and advanced on-site and online training including interactive tutorials for end users on the functionality of the Mobile CAD program.

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• Include detailed plans for the installation, testing and go-live phases of the Mobile

CAD program.

• Provide ongoing services including helpdesk support, maintenance and updates.

Clearly outline the length of warranties, after-warranty support options, and any associated costs.

2.5.4. Project Plan and Implementation Timing

• Include a comprehensive project plan in the proposal outlining all phases of the project including installation, testing, go-live and acceptance of the new system.

• Define key milestones and a timeline for each phase of the project including initial planning, development, testing and final deployment.

• Describe strategies for managing potential delays or issues during the implementation process.

• Ensure that the proposal includes all aspects of the implementation including technical and end-user training, support services and related technical services.

• Provide a detailed breakdown of all associated costs including installation, training, support and any projected end of life software costs.

2.6. Performance Metrics & Contract Management

2.6.1. Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City, and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties, and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. CAD Integration Bi-directional near real-time integration is required for incident management.

Inbound and outbound data transmission completed in under sixty seconds from source system entry.

Tiburon CAD, mobile CAD solution.

2. Load time Screen loads should load quickly

Sub four (4) second screen loads for all

Application client loaded on handheld

Template v11.30.23 | 11 providing a sound user experience.

Metrics outlining time are for full screen loads, not the initial screen load as part of an asynchronous page load.

native and CAD-connected screens.

Sub seven (7) loads for screens emitting geospatial data from the City’s GIS services.

devices (base model) connected via LTE.

3. End user satisfaction

Qualitative measures of how well the product is performing according to the userbase.

80% (i.e. four out of five stars) or higher.

Internally administered survey post-launch, measured at regular intervals.

4. Average time to resolution

Gauges support staff ability to respond to the

Department’s support needs.

30 business days for low/medium severity issues, 10 business days for all others.

Firm’s support/ticketing system.

2.6.2. Contract Management

LBFD will provide a dedicated project manager through the Technology and Innovation

Department for this effort. LBFD will also provide subject matter experts to help with product design, as well as technology subject matter experts to aid in engineering a robust solution. The Provider will be responsible for providing executive summaries for project progress on a bi-weekly basis. All communication and collaboration for the project will be managed via Microsoft Teams setup by LBFD or the Provider, whichever is mutually agreed upon during kickoff.

Performance Reports:

The Contractor is required to provide detailed performance reports to effectively monitor and evaluate the defined performance metrics:

• CAD Integration - Include data on successful integrations, issues encountered and resolution times.

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• Load Time - Reports should detail how quickly the application loads under different conditions.

• End User Satisfaction - Include results from user satisfaction surveys and feedback.

• Average Time to Resolution - Include details on the time when an issue is reported to when it was resolved.

In addition to providing performance reports, the Contractor should be able to utilize a ticketing system with access provided to TID and LBFD to log and track reported issues.

Regular updates should be provided on the ticket status with details on actions taken to resolve the issue and expected resolution times.

2.6.3. Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed.

3. How We Choose

3.1. Minimum Qualifications

• Qualification to conduct business in the City

• Firm and any subcontractors must not be under suspension or debarment by any

Federal, State, or local government agency.

3.1.1. Preferred Qualifications

• Firm and Firm’s principal staff assigned to the account should possess prior experience in building, maintaining, and integrating cloud-based software systems in a public safety setting. The following characteristics are required at a minimum.

• Firm should have at least 5 years of experience within the last 5 years with supplying similar services to a local government fire department/agency.

• Firm ideally has a minimum of 2 existing clients which are local government fire department/agency.

• Firm and any subcontractors should have knowledge of and experience with

CentralSquare Enterprise Computer Aided Dispatch (CAD) system, Mobile CAD program, and mobile software tools utilized by Fire Department Operations personnel.

• Firm should have resources and ability to provide ongoing system support, troubleshooting, and technical updates as needed to maintain the technical currency of the solution.

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The Respondent must state specifically in the descriptive narrative how your firm meets the minimum qualifications specified above in addition to any and all preferred qualifications that your firm meets or exceeds.

3.2. Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

3.2.1. Written Proposal Evaluation Criteria

CRITERIA Weight

1. Organizational Capacity & Experience

• Track record of successful implementations at other agencies, preferably in Southern California. Knowledge and analogous experience of proposed project team.

• At least one reference must have undergone a successful integration to Tiburon CAD.

• Prior experience with integration points outlined in RFP (Tiburon 2.9.2, FirstDue, Esri, etc.)

40%

2. Method of Approach

• Change management approach, including training and communication.

• Include a detailed project plan in their proposal for the installation of the proposed Mobile CAD program, testing, go-live and acceptance of the new system.

30%

3. Communications & Reporting

• Ability to create and export ad-hoc reports.

• Ability to integrate with widely used data analytics tools (PowerBI, Snowflake, Tablea, etc.)

15%

4. Reasonableness of Cost 15%

Short-listed firms will be invited to demonstrate their software solutions as part of a software demo. Presenters should be prepared to showcase their software and address questions related to their submission.

3.2.2. Software Demo Evaluation Criteria

CRITERIA Weight

1. Functionality

• Demonstrate whether the software meets the core requirements and perform the tasks it’s supposed to.

30%

Template v11.30.23 | 14

2. Usability

• Demonstrate how intuitive and user-friendly the software is.

• Highlight ease of navigation and clarity of user interface.

20%

3. Performance

• Demonstrate software’s responsiveness and stability.

• Demonstrate how well the software handles typical tasks and peak loads.

30%

4. Integration Capabilities

• Demonstrate how well the software integrates with existing applications.

• Demonstrate the ease of data exchange and availability of APIs or connectors.

20%

3.3. Local Preference

• The City shall apply five extra credit percentage points to all local businesses operating a home-based residential business

• The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

• Local Business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the Solicitation response (see Attachment C) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations for all purchases funded in full or a fraction thereof by any tidelands fund, by any grant funds, nor by any funds received from the State of California.

4. Proposal Instructions & Content

4.1. Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date October

24, 2024

Template v11.30.23 | 15

Optional Pre-Proposal

Meeting

11:00 AM,

November

7, 2024

• Microsoft Teams

• https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS

00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.

v2/0?context=%7b%22Tid%22%3a%22313f11c

3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b

3bfa25-3ea6-433d-ba14-

7640fa7588da%22%7d

• Meeting ID: 246 947 399 570

• Passcode: GThKPM

• Dial by phone: +1 213-279-1690,,442656826#

• Phone conference ID: 442 656 826#

Questions due to the

City

11:00 AM,

November

18, 2024

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A December

4, 2024

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM, December

18, 2024

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

TBD • An Evaluation Committee will review Narrative

& Cost Proposals to select the proposal that best meets the needs of the City.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBmNmNkMTctYTU0OS00YzQ2LTllZjctZjVmMTlmNmRjOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%220b3bfa25-3ea6-433d-ba14-7640fa7588da%22%7d tel:+12132791690,,442656826 mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

Template v11.30.23 | 16

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews/ Demos TBD • A demonstration of the full capabilities of the product will be required as part of the demo process.

• The City may interview or request demos from none, one, some or all Proposers.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached.

Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2. Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

Template v11.30.23 | 17

☐ Cost Proposal The Cost Proposal should be prepared using the following process:

• Implementation costs, broken down by deliverable type

(development, project management, etc.)

• Proposed milestone-based payment schedule for implementation costs.

• Annual subscription costs with cost breakdown for key line items, including: support, licenses, maintenance, etc.

Include the cost model used to arrive at subscription (e.g.

per user, per population, etc.)

PROPOSAL APPENDICES

☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

☐ D. Vendor Information Security Assessment (VISA) form

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ E. W-9

☐ F. Business License

☐ G. Proof of Registration with the California Secretary of State

☐ H. Certificates of Insurance

☐ I. Current Contractor’s State License Board print out

☐ J. SOC2 Type2 report

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☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

4.3. Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys. Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

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Can you provide examples of previous projects where your solution has successfully integrated with Tiburon

Command CAD applications or similar systems for bi-directional, near real time communication? Identify any successful implementations (with dates) in Southern

California.

How have you ensured that your application meets real-time data viewing requirements and handles offline modes effectively?

How does your support model address high-priority incidents that impact critical business processes?

Describe your approach to providing 24/7 support, including how you ensure compliance with response times for critical and non-critical issues.

Can you provide details about your established user base for your Mobile Data

Computer (MDC) program, including any referenceable agencies in Southern

California?

Can you confirm that your firm and any subcontractors can meet the insurance requirements specified by LBFD? Please provide details on how you comply with these requirements.

Can you describe your approach and resources dedicated to providing ongoing system support, troubleshooting and technical updates for your solution? How do you ensure the technical currency of the solution is maintained and what processes are in place for addressing support requests and implementing updates?

How many employees does the organization have in total and residing in Long Beach?

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Where are the representative(s) that would service the City’s account located?

Please provide a detailed staffing plan for the project, including the names, titles, and roles of key personnel assigned to the project.

Specify the percentage of their time dedicated to this project and include a brief overview of each individual's relevant experience. Additionally, outline how you will ensure adequate resources and support throughout the project's lifecycle.

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Project Manager

Phone Number

Project Description

Reference 4

Project Manager

Phone Number

Project Description

Reference 5

Project Manager

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Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Is the subcontractor registered with the

California Department of Industrial

Relations? If yes, provide registration number.

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Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have nationally, locally, and residing in Long

Beach?

Where are the representative(s) that would service the City’s account located?

Method of Approach

1. Provide an overview of your solution. Please include reporting and interoperability capabilities.

2. How will you achieve the outcomes and metrics outlined within this RFP?

3. Please provide a work plan or project schedule to convey your approach for implementation.

4. Please describe your approach for creating a near real-time, bidirectional integration with Tiburon CAD 2.9.2 running on a corporate network.

5. Please describe how your solution will mitigate security and integrity concerns for interacting with CAD. What safeguards will you employ to ensure data validity and security?

6. What are your expectations of subject matter experts from the Long Beach Fire

Department, the City’s IT department, and the Fire Department’s vendor ecosystem?

Communications & Reporting

1. Does your platform and/or support team have the ability to capture and report upon system usage patterns at the device level? Example data points can include screen load times, uptime/availability, integration error rate, etc?

Template v11.30.23 | 23

2. Do you propose in-person, hybrid, or remote working meetings? Please describe your approach and make note of any expectations to work across any time zones other than PST/PDT.

3. Describe your process for keeping stakeholders abreast of project milestones, blockers, and general progress.

4. What is the training model offered for end-users and administrators of the system?

5. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

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5. Terms & Conditions

5.1. Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the

City of Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

4. Department / Division: City of Long Beach, Fire Department

5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

6. May: Indicates something that is not mandatory but permissible.

7. RFP: Request for Proposals.

8. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

9. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

10. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

11. MDT/MDC - A Mobile Data Terminal or Mobile Digital Computer is a computerized device used by the Long Beach Fire Department to communicate with a central dispatcher.

12. Mobile CAD - The Computer Aided Dispatch allows the Long Beach Fire Department access to critical information and manage dispatch tasks directly from their

MDT/MDC.

13. ePCR - The Electronic Patient Care Reporting is a digital documentation of patient information during medical emergencies and healthcare incidents.

14. LBFD - Long Beach Fire Department

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15. OCFA - Orange County Fire Authority

5.2. Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from

Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the

Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By

Template v11.30.23 | 26 conducting such analysis, the City shall not be obligated to accept the single proposal.

The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12. Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

13. Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

14. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

15. Proposals may be withdrawn by written notice received prior to the proposal opening time.

16. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other

Contractor or prospective Contractor.

17. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith and without collusion.

18. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

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20. In the event a Proposer received assistance from City staff or a representative of the

City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Proposer’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this contract opportunity. It is solely the Proposer’s responsibility to prepare and submit a response to the RFP.

21. Proposal will become public record after the conclusion of the negotiation process and before final approval by the awarding body unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

22. A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor.

An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

23. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

24. Each Proposer must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed.

The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

Template v11.30.23 | 28 disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the

Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

27. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

28. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

29. The City will not be liable for Federal, State, or Local excise taxes.

30. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal.

Any Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

32. Proposals shall be kept confidential through the negotiation process.

33. No announcement concerning the award of a contract as a result of this RFP may be made…