Worth County CAD RFP (Amendment I) 11_1_23.pdf

WORTH COUNTY, GEORGIA

Request for Proposal

(RFP) COMPUTER

AIDED DISPATCH

SYSTEM

WORTH COUNTY BOARD OF COMMISSIONERS

October 30, 2023

REQUEST FOR PROPOSALS

Includes Amendment I

RE: Computer Aided Dispatch (CAD) System

The Worth County Board of Commissioners is accepting sealed proposals for a Computer

Aided Dispatch (CAD) System.

Sealed proposals will be accepted at the Worth County Board of Commissioners Office until

Tuesday, November 28, 2023 at 2 p.m., at which time the proposals will be publicly opened and read aloud. Proposals must be in a sealed envelope plainly marked in the lower left-hand corner “Sealed Proposal – Computer Aided Dispatch (CAD) System” and addressed to the

County Clerk, Angela Harrah at 201 N. Main St., Suite 30, Sylvester Ga. 31791. Proposals will not be accepted after the called time.

The RFP is on file for review during normal business hours and may be obtained by sending a request to the Worth County Board of Commissioners, 201 N. Main St., Suite 30, Sylvester, GA. 31791. The RFP may also be obtained from the Worth County Board of Commissioners website at www.worthcountyboc.com.

Any questions regarding the RFP may be directed to Nicole Jones, Administrative Liaison, at

229-776-8246.

The County reserves the right to reject any or all proposals when it is determined that the rejection of one or more of the proposals is in the best interest of the County. It is the policy of the County to promote equal opportunity, regardless of race, color, religion, sex, familiar status, handicap, or national origin.

Thank you for your interest in doing business with Worth County.

http://www.ccnoregionaljail.org/more/bidprojects

Computer Aided Dispatch (CAD) System

Table of Contents

1.0 OVERVIEW

1.1 RESPONSE INSTRUCTIONS

1.2 VENDOR INFORMATION FORM …………………………………………………………………………………………………………………………………………………………..4

1.3 INSURANCE CERTIFICATION(S)

1.4 COMPLETE AGREEMENT

1.5 VENUE

2.0 GENERAL CONDITIONS

2.1 SCOPE OF SERVICES

2.2 CONDITIONS

2.3 WORKMANSHIP

2.4 MATERIALS

2.5 SUBCONTRACTORS

3.0 WORTH COUNTY BACKGROUND

3.1 BACKGROUND ON COUNTY

3.2 WORTH COUNTY E - 911

3.3 WHAT THE COUNTY REQUESTS .............................................................................................................................. 8-10

4.0 FIRM BACKGROUND

4.1 FIRM BACKGROUND (INCLUDING SUBCONTRACTORS)

4.2 ROLES AND RESUMES OF KEY STAFF (INCLUDING SUBCONTRACTORS)

4.3 REFERENCES

4.4 PROJECT MANAGER

4.5 PROJECT MANAGEMENT METHODOLOGY

4.6 PROJECT PLAN

4.7 PROJECT SCHEDULE

4.8 STATUS UPDATES

5.0 GENERAL REQUIREMENTS

5.1 FAULT TOLERANT

5.2 ENCLOSURE

5.3 SYSTEM/ARCHITECTURE ................................................................................................................................................... 13-15

5.4 MINIMUM INTERFACES.................................................................................................................................................... 16,17

5.5 WORKSTATION REQUIREMENTS

5.6 DATA CONVERSION

6.0 FEATURE SPECIFICATION REQUIREMENT

6.1 FEATURE SPECIFICATION PART 1 .......................................................................................................... 18-20

6.2 FEATURE SPECIFICATION PART 2 .......................................................................................................... 20-22

6.3 FEATURE SPECIFICATION PART 3 ...........................................................................................................22,23

7.0 ADDITIONAL REQUIREMENTS

7.1 ACCEPTANCE TESTING AND CUTOVER ........................................................................................................................... 23,24

7.2 WARRANTY/MAINTENANCE/SUPPORT

7.3 TECHNICAL SUPPORT ....................................................................................................................................................... 24,25

7.4 SPARES PROVISIONING

7.5 TRAINING ............................................................................................................................................................................ 25,26

7.6 DOCUMENTATION .............................................................................................................................................................. 26,27

7.7 PRICING

1.0 OVERVIEW

1.1 Response Instructions

The Proposal Response shall be divided into two sections: 1) Technical and 2)

Pricing. Five (5) copies each of the Technical Response (with one stamped as original) Five (5) copies each of the Pricing Response (with one stamped as original) are to be submitted.

The proposal shall be organized as follows:

(1) Proposal

(2) Guaranty

(3) Federal Work Authorization Form

(4) Vendor Information Form

(5) W-9

(6) Previous Experience

(7) Attachments (i.e., ATP, Schedule, Resumes, etc.)

Amendment I: (3) Federal Work Authorization form and (5) W-9 are omitted.

The submittal must provide a point-by-point response to the items contained within this RFP. After each stated requirement, the proposer must state:

a. Comply or Understood - meaning the Proposer’s submittal unequivocally meets the requirement;

b. Clarification - meaning the Proposer’s submittal does precisely meet the

Specification’s requirement(s) and added information is provided to show where the requirement has been exceeded. A clarification without a suitable explanation shall be ranked as an exception in the proposal’s evaluation;

c. Exception - meaning the Proposer’s submittal does not meet a specific

RFP requirement.

1.2 Vendor Information Form

The response must include a completed Vendor Information Form, which is included in this RFP, and failure to do so may result in the disqualification. Do not use a substitute form.

1.3 Insurance Certification(s).

Liability and Workers Compensation Insurance Certification(s) are due within ten

(10) business days of award.

The Contractor, and any subcontractors, shall purchase and maintain insurance that will protect the Contractor, any subcontractors and Worth County, Georgia 9-

1-1, against all claims arising from the operation of the work or the execution of this contract. The WORTH COUNTY, GEORGIA E-911, their officers, agents and employees shall be named as additional insured parties.

Insurance shall be in the minimum amounts set forth below:

Personal injury, each person $ 1,000,000.00

Property damage, each person $ 1,000,000.00

Personal injury and property damage, each occurrence

$ 1,000,000.00

1.4 Complete Agreement

This RFP, the response, all attachments, any addenda, the Purchase Order, the

Notice to Proceed, and any contract shall constitute the complete agreement between the proposer and the County.

1.5 Venue

The venue for any litigation arising from this RFP shall lie in Worth County, Georgia.

2.0 GENERAL CONDITIONS

2.1 Scope of Services

Contractor shall provide all labor, materials and equipment necessary to perform the work described within this RFP.

2.2 Conditions

By submitting a response, the proposer acknowledges and consents to the following conditions relative to the submission of a response.

a) Agree to the conditions as set forth in this RFP with no exceptions and confirms that the response was prepared by an authorized representative of the firm, that the costs and availability of all material and supplies associated with performing the project have been determined, and that all labor costs associated with the project have been determined, including all direct and indirect costs.

b) Failure to submit all required forms and to provide all requested information shall be cause for the rejection of the response. However, the County reserves the right to decide, on a case by case basis, in its sole and absolute discretion, whether to reject such a response as non- compliant.

c) All proposals received and opened 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 the County. All such materials shall remain the property of the County and will not be returned to the proposer.

d) Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the project, including without limitation, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When requested, contractor shall provide County with satisfactory proof of compliance.

e) Contractor shall not be considered an employee of Worth County, nor shall

Contractor be within protection or coverage of the County’s Workers’

Compensation Insurance, Health Insurance, Liability Insurance or any other insurance that the County from time to time may have in force and effect.

f) Failure to begin project within 10 (ten) business days of the issuance of the

Notice to Proceed & Purchase Order may result in the Award being withdrawn and offered to the next-ranked propose. In this instance, the original Contractor shall be held responsible for any resulting additional purchasing and administrative costs in addition to any other remedies the

County may have; shall not be considered in the re-advertisement of the project; and may not be considered in future solicitations for the same type of work unless the scope of work is significantly changed.

2.3 Workmanship

All proposed workmanship supportive of the RFP must conform to normal and accepted standards for the telecommunications industry. All installation and equipment work are to be installed by or under the supervision of the Contractor.

The Contractor must completely remove and properly dispose of residue due to its work on a daily basis, return the site to a useable state and will be responsible for the cost of repairing all damage caused by the Contractor or its Sub- Contractors during the CAD System installation.

The County will reserve the right to halt any installation process due to poor workmanship, housekeeping, scheduling, work interruptions, etc. Work halts that are the result of poor workmanship will not relieve the Contractor of their responsibility to conform to the installation time requirements as stated by Contract.

2.4 Materials

All equipment, except with the expressed written permission of the County, must be new and unused, and meet telecommunications industry standards. The

County will reserve the right to reject and require the return, at the Contractor's expense, of all components which are defective. Such rejections and/or returns will neither validate nor invalidate the remainder of any Contract. Rejections of material for cause will not provide an extension of time to the Contractor in the performance of contracted requirements.

2.5 Subcontractors

It is intended that a single Proposer will have total turnkey responsibility for the proposed County project to assure a fully operational system. Therefore, any

Proposer desiring to use Sub-Contractor(s) must include within their RFP

Response a list and description of potential, qualified Sub-Contractor(s). Both vendors and subcontractors must be able to pass a background check, if required by Worth County.

3.0 WORTH COUNTY BACKGROUND

3.1 Background on County

Worth County is located in the southwest portion of the state. The County has a population of 20,824, and is the home of the municipalities of Sylvester, Poulan, Sumner, and Warwick. Worth County is surrounded by Tift County, Colquitt

County, Mitchell County, Dougherty County, Lee County, Turner County and Crisp

County, and covers 575 square miles.

3.2 Worth County E-911

Worth County, Georgia E-911 handles emergency service calls for all of Worth

County. The County’s Public Safety Answering Point (PSAP) resides in Sylvester and provides 9-1-1 services to over 20,000 residents. The PSAP has 12 full-time dispatcher positions that occupy three console positions with the fourth console position open. The call volume in 2022 was 46,417 calls for service.

The PSAP dispatches for the Worth County Sheriff’s Office, Sylvester Police

Department, Poulan Police Department, and Warwick Police Department. The

PSAP also dispatches for Worth County EMS, and four manned Worth County

Fire/Rescue Stations, eleven volunteer County Fire Stations, Sylvester Fire

Department and monitors the Worth County Board of Education Bus channel.

3.3 What the County Requests

The County is requesting proposals for a Computer Aided Dispatch (CAD) system. The current environment is as follows:

• 4 CAMA trunks;

• 4 administrative lines (3 admin and 1 fax);

• 9 radio channels

• 3 full time dispatch/Call taker positions; 1 part time dispatch/Call taker position

• NexLog740DX recording system (current); Quality Recording Solutions

• Worth County Sheriff’s Office now uses : Eagle Reporting

• Worth County E-911 would like to push data out to the Mobile Data

Devices;

Worth County also requests:

• Pricing detail to be included for all hardware and software along with warranty details. If hardware is not provided by the proposer, they should provide hardware specifications in their response and note that hardware must be obtained by Worth County.

• Contractor will provide 1 year maintenance after expiration of warranty and pricing for each additional year, for a total of 5 years. As an option, the

Contractor may provide 5-year maintenance costs, if paid up front.

• Optional pricing to be included for 2 laptops equipped with CAD software for emergency events.

• Optional pricing to have someone clean up their MAP data.

• MAP data services. Describe the process for cleaning up existing MAP data.

The County also requests that the proposer address the following:

• The ability to enter historical data or other data i.e.: pictures and building plans, etc.

• The ability to automatically show deputies, EMS, and fire units assigned to a location.

• The ability to include primary and secondary agencies, resources.

• The ability to ensure mapping is updated regularly and all locations are in CAD correctly.

• The ability to integrate parcel locations and building images per location and tax assessor site.

• The ability to generate Fire and EMS run numbers automatically

(not duplicate) and renew numbers for each year with option to cancel or recycle run numbers.

• The ability to generate case numbers for Law Enforcement

Agencies when requested (not duplicate) and renew numbers for each year with option to cancel or recycle case numbers.

• The ability to include city and zip code for each address in system.

• A field that can display a gate code, key locations, safety concerns, medical information, key holder information, etc.

• A Training system about CAD for new employees.

• A direct way of calls to be reviewed without numerous steps.

• The ability for deputies, fire and EMS to have access to view comments on calls for service if mobile CAD is an option.

4.0 FIRM BACKGROUND

4.1 Firm Background (including Subcontractors).

Include the year the firm was incorporated, main and branch office locations, and number of full-time and part-time employees assigned to the types of services requested in this RFP.

4.2 Roles and Resumes of Key Staff (including Subcontractors).

Identify each key staff member’s responsibilities for this project and the approximate percentage of their time that would be devoted to this project. Provide resumes summarizing professional experience and education of key staff. Include individual’s summary, certifications, and licenses. Prepare an organizational chart indicating the hierarchical roles and lines of communication of key staff and

Subcontractors.

4.3 References

The proposer shall include at least five references where they have successfully implemented the proposed software/hardware solutions with the contact names and telephone numbers with implementation within the past five years.

4.4 Project Manager

Proposer will assign a Project Manager as a single point of contact between Worth

County’s Project Representative. Proposer’s Project Manager shall be approved by the County or designee prior to assignment. W o r t h County reserves the right to request replacement of the Proposer’s Project Manager at any time during the project. Project Manager may be required to be onsite in the County during periods of Installation and implementation failure, ATP and System Cut over, as required by Worth County’s Project Representative.

4.5 Project Management Methodology

Proposer shall describe their project management methodology to ensure the overall project’s success and completion. Proposer shall also address how they intend to maintain schedule and mitigate risk on a project of this scope and complexity.

4.6 Project Plan

Proposer will be required to submit a true project plan/schedule within ten business days of a signed contract and notice to proceed from Worth County.

4.7 Project Schedule

Proposer must submit as part of their RFP submittal a project schedule, assuming a (date) start date. The schedule must include tasks, deliverables and also highlight major project milestones. The proposed Project Schedule should include shipment dates for all deliverables, taking into account an assumed time period required by the County to review and accept each shipment. The schedule should be based on a realistic appraisal of current and anticipated workloads. The

Contractor’s Project Manager will be required to submit an updated schedule every

30 days until the project has been successfully completed.

4.8 Status Updates

The Proposer’s Project Manager will be required to submit a weekly status report to Worth County and their representatives.

5.0 GENERAL REQUIREMENTS

5.1 Fault Tolerant

Proposer’s solution shall be of fault tolerant design and engineered specifically for the NG9-1-1 emergency response environment. Qualified vendors shall provide and install a turnkey solution for a Computer Aided Dispatch (CAD) System with integrated GIS Mapping for 4 positions. The NG CAD system will continue to operate undeterred by a software or hardware failure. In the event of a failure, backup must be in place for critical system components.

Failure of a CAD system hardware or software shall not impact call taking, dispatching, or CAD processes. There shall be no loss of in-progress operations.

When normal operations have resumed after a failure, there shall be no impact to call taking, dispatching, and supervisory functions.

The proposed system must be designed to use distributive architecture to ensure that no single component failure causes system non-availability. Critical functions must be supported by multiple subsystems that are completely independent. In the event of a failure, any transactions taking place should not be terminated.

Proposer must describe the failover process for the proposed solution. Proposer shall explain how proposed system prevents downtime and failover. Proposers must also explain the minimum and maximum specifications for the system hardware comprising of fault tolerance and redundancy. Finally, proposers should describe the plan for reliability.

5.2 Enclosure

Proposers shall determine sizes/dimensions available to accommodate the

Proposer’s proposed equipment, Proposers are encouraged to conduct necessary on-site inspections. Such on-site inspections shall be coordinated and conducted by the County.

All supplied common/network equipment shall be installed within a lockable upright enclosure designed for the purpose of protecting electronic equipment from tampering. The enclosure shall incorporate the necessary cooling fans as needed to support reliable 24/7/365 operation within an HVAC conditioned room environment.

5.3 System/Architecture

A. Worth County requires any software or systems proposed to be fully tested and deployed in live operational environments of comparable size or larger.

B. Proposers shall provide layout drawings, photographs or other illustrations as may be necessary to fully describe the configurations proposed in response to these Specifications. Vendor shall describe model proposed and associated components. Diagrams and specifications must be included.

C. The CAD system must be based upon current, proven technology that adheres to current industry standards. Proposed solution must comply with all American National Standard Institute (ANSI), Association of Public-

Safety Communications Officials (APCO) standards.

D. The system must be of the most current functionality at the time of installation. System shall be the most recent version available for installation that meets the requirements of this RFP.

E. System must be multi-jurisdictional, multi-discipline, multi-agency, multi-

PSAP CAD system with integrated MAP system.

F. The proposed system must be flexible and expandable to meet future functional requirements and allow additional PSAPs to join the system if needed.

G. The proposed solution must comply with National Emergency Number

Association (NENA) Next Generation 9-1-1 (NG9-1-1) capabilities of accepting and processing location protocol Presence Information Data

Format-Location Objects (PIDF-LO) and various data such as text, audio, video, x/y coordinates as presented to the CAD and 9-1-1 network interface.

H. The proposed system shall provide an intuitive user interface for accessing stored data and to allow secure access to long- and short-term historical data for reporting purposes.

I. The proposed system shall provide a robust reporting interface. Proposers will describe reporting capabilities.

J. The proposed system must have a high degree of unique configurability for each participating agency to include their individual workflow, security, and business rules.

K. Vendors shall outline architecture of proposed solution including system management, system logging, network load balance, database mirroring, failover, etc.

L. The crucial nature of a CAD system requires the proposed solution must be capable of a minimum 99.999 percent uptime. Uptime is defined as the availability of the application to the end user. Extended downtime so that upgrades, maintenance, and application software enhancements can be performed is unacceptable.

M. Vendors shall propose Windows operating system that is industry standard, and the latest version certified on the Vendor’s system.

N. Vendors shall describe processor type, speed, amount of memory, operating system, speed, network speed, and pertinent specifications.

O. Commercial-Off-The-Shelf (COTS) components shall be utilized.

P. System databases must support the use of Microsoft SQL server.

5.4 Minimum Interfaces

A. Proposer must provide real time access to database content;

B. Proposer must have radio system interface;

C. Proposer must be able to access State, local, and federal crime databases including GCIC/NCIC and allow for quick attachment of responses to the call;

D. Proposer must provide 9-1-1 Interface (ANI/ALI) and must include VOIP, NG9-1-1, and Phase I and II integration;

E. Proposer must have Alarms Interface;

F. GIS;

G. Proposer must have Scheduling Programs and Staffing Interface;

H. Proposer must have Time Synchronization Interface;

I. Proposer must have Notification (email, SMS, alpha numeric paging)

Interface;

J. Proposer must have Records Management System (RMS) Law and Fire

Interface;

K. Proposer must have Automatic Vehicle Locator (AVL) Interface;

L. Proposer must have option of Field Based Reporting System (FBR) Law and Fire Interface;

M. Proposer must have Emergency Information Database for Household

Information Interface;

N. Proposer must have Logging Recorder Interface (Current Recorder: DSS

Recorder);

O. Proposer must have Master Clock Interface;

P. Proposer must have option to interface for Mobile Data Computer

(MDC) and Mobile Dispatching Interface;

Q. Proposer must have Text Messages Interface;

R. Proposer must have Fax interface;

S. Proposer must have Email interface;

5.5 Workstation Requirements:

A. Worth County requires workstations for four positions of CAD and

Integrated Mapping.

B. Vendors must provide hardware, if needed, for dispatch workstations or indicate if solution only provides software and include specifications for all hardware.

C. Vendors shall propose high quality, high resolution monitors a minimum of eight (8) 35 +/- inch screens for call takers, dispatchers, and supervisors and provide optional prices for larger screen sizes and include specifications.

D. The proposed system shall support laptop or desktop workstations.

5.6 Data Conversion:

A. The current CAD, EZ911 (Ryzyliant) is at end of life for Worth County.

Vendors shall describe the process for legacy data conversion, if available and detail the specifications and requirements/pricing. The system is 10 years old and Worth County received 46,417 calls for service in 2022.

6.0 FEATURE SPECIFICATION REQUIREMENT

6.1 Feature Specification Part 1

A. Proposer’s solution shall encompass the following features, at a minimum: System must have ability to dispatch based on Call Type, Call

Location, Call Priority, and Required Resource.

B. System must be able to dispatch resources from another participating agency.

C. System must display Event and Incident data.

D. System shall check for duplicate incidents.

E. System must be able to update Incident Status.

F. System must be able to allow for a Secondary Incident Location.

G. System must have capability to query incident location for prior incidents even if the caller location is different.

H. MAP should accept state routes regardless of spelling the word or abbreviations.

I. System must be able to receive call data from 9-1-1 Interface, TDD/TTY, or text to 9-1-1.

J. System shall allow for Worth County to choose fields for capturing call data by Agencies and shall include X/Y coordinates; X/Y/Z coordinates;

Incident type code; Incident location and any changes; priority; caller name; location; contact information; zone; proximity; Incident status times; dispatched units; primary/secondary; notes.

K. System must allow multiple personnel to work on a single incident.

L. System shall have Premise Information and Hazards.

M. System shall define incident disposition codes by agency, agency type, and participating agency.

N. System shall support unlimited number of disposition codes.

O. System must maintain contractor list rotations like wrecker rotation and provide history.

P. System must support data entry by command line or mouse.

Q. System must support external data sources and data from neighboring jurisdictions.

R. System must support multiple monitor configurations.

S. System must have Automated Logging and Notes.

T. System must allow attaching multiple types of files to an incident.

U. System must prevent attaching executable files to avoid viruses.

V. System must have customizable screen layouts.

W. System must be able to query Integration (GCIC NCIC)

X. Status times must be displayed.

Y. X/Y/Z Coordinates must be able to correspond to an actual address.

Z. Wireless 9-1-1 calls must be able to capture X/Y Coordinates, X/Y/Z

Coordinates, nearest street and closest street.

6.2 Feature Specification Part 2

A. Must be able to refresh or re-bid X/Y coordinates over the length of the call.

B. Comments added to a call after the call has been dispatched must be automatically updated.

C. System must be capable of exporting to email, HTML, Mapping.

D. System must be able to enter a location by street addresses;

commonplace names; address ranges or block numbers; zones;

landmarks; intersections; street aliases; building aliases; X/Y

Coordinates.

E. System must show potential matches when entering common place or business names.

F. System should be able to display recommended units by ESN.

G. System must be able show active calls and units on CAD MAP display and allow dispatchers to modify status.

H. System shall be able to record multiple arrival times associated with different statuses.

I. System must integrate MAP into CAD starting at call receipt until end of

CAD incident.

J. MAP must have ability to turn layers on and off and support the addition of satellite imagery as additional MAP layers.

K. MAP must have access to additional information associated with a location displayed on MAP by clicking on links.

L. System must validate addresses and display closest address matches based on Phonetic spelling, block ranges, building names, commonplace names, business names, landmarks, intersections.

M. System must allow dispatcher to log, correct, and forward to the administrator all locations that fail geofile validation.

N. When entering a street name, system shall present aliases cross streets, and address ranges.

O. System must translate call location to appropriate geographical boundary.

P. System will make unit recommendations and give dispatcher ability to override when needed.

Q. System must provide event history of address/incident.

R. System must have capability of broadcasting messages between positions.

S. System must have safety timers.

T. Dispatchers shall have ability to dispatch units by recommendation, selecting unit, or can select which units to dispatch.

U. Safety timers must be associated with Unit Status, Incident Priority, and

Incident Type.

V. System must keep time stamping for all activities.

W. Time stamp shall include current date and time, workstation and dispatcher IDs.

X. System must have time synchronization to a master clock.

Y. CAD system must have ability to have audible and visual alerts for alarms and flags.

Z. System must have capacity to present users with any alerts associated with License plates, Driver’s License number, person, or location.

6.3 Feature Specification Part 3

A. Incident history must be available when querying an address or creating an incident.

B. System must be able to show premise information with incident and be able to tie calls to previous calls based on premise, persons, or vehicles of current call.

C. System must allow searches for premise information on address, partial address, block ranges, business names, business aliases, apartment buildings, common place names, sub addresses.

D. System must alert for notifications of prior incidents from a location.

E. System must be able to create BOLO.

F. System shall allow for unlimited stacking for pending calls for service.

G. System must be able to schedule, modify, and cancel events.

H. Run numbers must generate automatically for some agencies and for others generate when requested and be able to cancel or recycle or renew.

I. System must have Rostering/Scheduling.

J. An audit Log must be available in the system. Explain audit log.

K. System must have different levels of security. Describe levels.

7.0 ADDITIONAL REQUIREMENTS

7.1 Acceptance Testing and Cutover:

Vendors must provide an Acceptance Testing Plan (ATP) with their proposal.

If the Contractor’s installed solution does not perform in accordance with the

Contract, as verified by acceptance testing, a punch list will be developed by the Consultant and submitted to the Contractor for corrective action. A 30-day

“burn-in” after the successful completion of the ATP, shall commence on the first day of live system cutover. If a major failure occurs during this burn in period, the Contractor shall complete necessary repairs and the burn in period will restart for 30 days. The final Acceptance Testing Plan, it’s various test elements, and what constitutes a major versus a minor failure will be determined during contract negotiations with the Successful Proposer.

7.2 Warranty/Maintenance/Support:

The Contractor shall provide qualified personnel to install and test all elements of the new system. Proposers shall provide a representative acceptance test plan, whose scope will be negotiated as part of Contract Negotiations and shall be inserted as a component part of the Contract.

A. The system shall be maintained by qualified, factory trained personnel.

B. Remote Monitoring must be provided for the proposed system.

C. The system shall be supported by both preventative maintenance and demand maintenance. The purpose of preventative maintenance is to ensure system integrity and to identify problems prior to system failure.

Demand service is one where an expedited repair action is required to restore system functionality, in whole or part.

D. Proposers shall describe the elements their preventative maintenance service will entail, inclusive of the frequency of such inspections.

E. The proposed CAD system equipment, workmanship, and functionality as provided by contract and installed by the Contractor shall be warrantied for a period of twelve months following the successful conclusion of the

Acceptance Test Plan.

7.3 Technical Support

During the warranty period, and any future maintenance support the County might purchase, the Contractor shall make available a 24/7/365 hotline for emergency technical support.

If a problem occurs that cannot be addressed remotely, the proposer needs to include on-site service response by the Contractor’s qualified repair technicians.

All minor system defects shall be addressed within 48 hours of the initial contact with the proposer. All major system defects, including failures that are major in nature, shall be addressed within 4 hours.

Proposers must have an emergency response capability that includes having someone on-site within 4 hours of a major fault, and able to support 24/7/365. A

Contractor’s failure to respond to an emergency condition, depending upon the circumstance, may result in a penalty as prescribed by the Contract. The scope of the penalty remedy shall be mutually determined during contract negotiations.

7.4 Spares Provisioning

The Contractor shall have a sufficient spare parts quantities on-hand to conduct essential mission-critical repairs. In no case shall any spare part for Contractor-installed equipment be unavailable for more than 24 hours. Proposers shall describe in their Proposal Submittal current methods employed for supplying repair personnel with adequate spare parts to support fielded CAD equipment. Where current methods fail to support this Specification’s requirement, Proposers shall describe what changes in process would be made to ensure a compliant parts support response.

7.5 Training

Worth County considers training to be of paramount importance. The Proposer shall provide comprehensive training programs for Operators and Administrators.

The system's operation and administrative courses shall provide the necessary skills for everyday system operation and call reporting activities. The maintenance course shall enable service technicians (Contractor) to monitor overall integrity, functionality, network security and to conduct efficient problem troubleshooting and resolution.

Training shall be offered in multiple sets of classes. One set will be in the morning, and the other set in the evening. The proposer will also be required to provide refresher training, at the County’s discretion, 60 days after the County has started using the new CAD system. The refresher training should also be offered in a morning and evening class.

The Proposer must identify in their RFP Proposal all direct or indirect costs necessary for all training. If there are other training options, or classes, the County should consider, please include those as well. The Proposer must also provide screen shots (high res JPGs) of all CAD screens on a CD or jump drive. This is so

Worth County can incorporate them into their own future training program.

7.6 Documentation

The Contractor, as part of its work, shall provide submittals at various stages of the work. Prior to any on-site construction, the Contractor shall conduct a design review meeting that shall minimally include:

A. A Project Time Line; Plan Level Drawing(s) depicting the location of equipment; functional description of the CAD System; depiction of WORTH

COUNTY, GA E-911 and Contractor Responsibilities during the installation

Phase.

B. The Contractor shall meet with WORTH COUNTY, GA E-911 to review the

Acceptance test Plan prior to actual test commencement. This meeting will delineate tasks, the actual test process and will establish the process for the identification and resolution of punch list items.

C. The Contractor will submit, with project’s successful conclusion, a complete set of As-Built documentation to minimally include:

D. As-Built Plan Level Drawing(s); Installation/Maintenance Manuals for all supplied equipment; System Administration Manual; Position Operator

Manual & Training Templates; Completed Acceptance Test Results;

Completed Punch List Submittal.

7.7 Pricing

Pricing shall be provided in a sealed envelope with the proposal. Detail price breakdown shall be provided each line item detailed to include:

A. Cost of hardware breakdown

B. Cost of software breakdown

C. Warranty detail

D. Cost of one year maintenance after the expiration of initial warranty and each additional year for 5 years (pay per year).

E. Cost of five (5) year maintenance after the expiration of initial warranty if paid up front with contract

F. Optional pricing for AVL, Mobile, and RMS software

G. Optional pricing for 4 laptops loaded with software for emergency evacuation events.

H. Optional pricing (if the service is offered) to clean up Worth County’s existing MAP data. Proposers should provide a description of this service.

Note: ”County will use GIS mapping system for Tax appraisal and E-911 interchangeably”.

I. Optional pricing (if the service is offered) to have someone maintain their

MAP data. Please provide a description of this service.

VENDOR INFORMATION FORM

(INSERT NAME OF PROPOSAL) 2023

Worth County, Georgia

Legal Name of Business:

Any other names by which the business is known:

1. Company Name:

2. Street Address:

City/State/Zip:

3. Mailing Address:

City/State/Zip:

4. Type of Business (corporation, partnership, etc.):

5. Primary Contact:

6. Office Phone: Fax:

Other Phone:

7. E-mail:

8. Company Website:

9. Tax ID and State where issued:

10. Has your company ever been debarred from doing business with any federal, state, or local agency? Yes No

If “yes”, please state the agency name, dates and reason for debarment.

(THIS FORM M UST BE COM PLETED AND RETURNED W ITH PROPOSAL PACKAGE. DO NOT USE A SUBSTITUTE FORM .)