RMS JMS CAD RFP Addendum #1

White County, Georgia

ADDENDUM # 1

June 10, 2022

RMS / JMS / CAD System RFP

Project# 2022-RFP-PS05252022

This addendum is issued to change or clarify the proposal documents associated with the

RMS / JMS / CAD System RFP, Issued May 25, 2022.

Note: A signed acknowledgement of this addendum must be received by the

White County Finance Director and attached to your proposal response.

Q1. Will White County allow proposals to be submitted electronically? The intent of this request is to facilitate the agency’s evaluation using digital files.

A1. White County does not accept electronic copies of bid and proposal submissions.

Q2. Page 2 of the solicitation, 1.3 Schedule of Events, states that Vendor RFP responses are due

Tuesday, June 28, 2022. In reviewing the solicitation, we respectfully request questions and deadline extensions of two (2) weeks, which will allow each responding vendor to properly address the scope of requirements, outlined in the solicitation, and will ensure the agency is provided with sufficient detail to make an informed decision for this critical project.

A2. There will be no extension of the deadlines required of this Request for Proposal at this time.

Q3. I’m writing in advance of our additional questions to understand how to address the signed contract requirement in the RFP. I am requesting direction on how to move forward to the concern listed below:

It is not customary for our company to sign a customer contract (included as Appendix C) without including our specific terms, conditions, and licensing agreements as a part of the contract. Our legal department is stating we are not able to sign this contract as presented.

Typically, there is a period after the initial award of the RFP where we would review the contracts together and agree to terms and conditions that are mutually acceptable to both parties.

May we note the signature as an exception to the RFP and include our Ts & Cs and licensing agreements for review by the County should we be selected?

If we don’t provide a signed copy of the contract (Appendix C), are we disqualified?

Please advise on how we should proceed as soon as possible. This is a project we are very interested in pursuing for the benefit of the County, but if we are automatically disqualified for not signing a non-negotiated contract we may have to pass on this opportunity.

A3. Yes, please acknowledge the signature requirement within your submission and note as an exception.

Q4. Section 1.1-Does the County desire the Vendor to supply all server hardware, server-side software?

Section 2.1-Does the County desire the Vendor to supply all hardware and operating software for the

CAD and Mobile workstations?

If so, please provide the total number of mobile and dispatch workstations to be provided by the vendor.

Section 2.4- Data conversion questions:

To facilitate our response to this item, please provide the following information: o Number of Master

Incident records: ________________ ▪ (This includes links to People, Property, Business, Auto, Crash, Citations, etc.) o Number of Master Names records: ________________ ▪ Number of duplicate name records: ________________ o Number of Property records: ________________ o Number of Master

Business records: ________________ o Number of Master Auto records: ________________ o Number of Citations records: ________________ ▪ Number of Jail records: ________________ ▪ (This includes

Active Inmate, Inmate History, Sentence, Bond, Housing, etc.) o Types of data sources: __________

A4. Section 1.1 – Yes

Section 2.1 – Yes – CAD stations 5 + 2 supervisor stations / 4 mobile

RMS stations - 85

JMS stations - 85

Section 2.4 – CAD system will not need data conversion. Will pull data from CAD old system

RMS and JMS systems will need data conversion. Number of records is not available at this time. Please provide pricing based on a quantity scale if needed.

Q5. 1. Does the County have a set budget for this project?

a. If yes, can you share it?

2. How many mobile units will require access to the software?

a. How many law enforcement mobile units?

b. How many fire/EMS mobile units?

3. How many sworn deputies are employed by the County?

4. How many career firefighters does the County dispatch for?

5. How many users will require access to the Accident/Citations software?

6. How many corrections deputies will require access to the software?

7. How many civil clerks will require access to the software?

8. How many civil deputies will require access to the software?

A5. 1. The county does not have a set budget.

2. a – 30 b – 4

3. 51

4. 30

5. 51

6. 34

7. 5

8. 8

Q6. Section 2.0 – Fire/EMS system integration, who is the vendor?

A6. Emergency Reporting (ESO) for White County, City of Cleveland and City of Helen

Q7. 1. What agencies will be participating in the response?

911 Communications Center?

Sheriff’s Office?

Local PDs?

Local FDs?

2. Will the County please provide the following information for each agency that will be participating?

Of the 5 CAD workstations, how many of those are Full Time Dispatcher/Call Taker seats (staffed 24/7/365) Total Number of Dispatchers (FT/PT/Supervisor) Number of Mobile Units Number of Sworn Users Number of Non-Sworn Users

3. Regarding data conversion, what type of information needs to be converted?

CAD records (calls for service, unit dispatch history) RMS records (incident/case reports, property/evidence, warrants, citations) JMS records (jail bookings) Civil records (garnishments, seizures, subpoenas) Administration records (equipment, inventory, fleet management, K9) Personnel records (training, certifications, commendations) Document Management System (DMS) Mugshots Citations Warrants Attachments Any other not listed above

4. Also regarding data conversion, will the County please provide the following information?

Name of the vendor Type of Database Management System (DBMS) Size of attachments

5. Juvenile Complaint w/ updated State of Georgia Juvenile Output Format

Can the County provide more information regarding this Output Format?

6. Bi-Directional LiveScan Interface

What device is the County wishing to interface?

7. Integration with Commissary Systems

What Commissary System is the County wishing to interface?

8. Integration with third party “medical applications” if necessary

What third-party medial application is the County wishing to interface?

9. Medical Priority Interface

What Medical Priority Interface is the County wishing to interface?

10. Juvenile Complaint w/ JUV-96 Standard Output Format

Can the County provide more information regarding this Output Format?

A7. 1. Define response? The Public Safety Director and Sheriff will review the responses to the RFP. The 911 Center dispatches for all agencies within White County including the municipalities of Cleveland and Helen.

2. FOR DISPATCH PSAP – 4 positions are manned most of the time, the 5th position is mainly for surge. We also need two positions for supervisor/admin in the office which maybe web-access.

We have 20 personnel assigned to 911 Staff which includes 4 supervisors and 4 part-time employees.

# of mobile units - 30 / # of sworn officers - 51 / # of non-sworn officers - 34

3. CAD records – TBD, our goal is to enter clean data in the system, and not convert any historical data from the old system. We will maintain the old system through retention period for access to historical records.

RMS / JMS – refer to A4.

4. The current CAD and RMS is provided by Caliber, Harris the old InterAct systems.

5. Sheriff’s Office is unaware of output format

6. Eagle Solutions Live Scan

7. Oasis Commisarry

8. We have not selected a EMD vendor.

9. We have integration with Emergency Reporting (ESO) and RapidSOS.

10. Sheriff’s Office is unaware of output format

Vendor Name: ____________________________________________

Address: ____________________________________________

Email: ____________________________________________

Authorized Signature: ______________________________Date:_________________

Name (Printed):_________________________________Title:____________________