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rms rfp add 1

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									City of Battle Creek 2012-017R Records Management System Addendum 1

                                                CITY OF BATTLE CREEK

                                                          ADDENDUM 1

                                                          RFP#: 2012-017R

                                            TITLE: RECORDS MANAGEMENT SYSTEM

                                             ADDENDUM ISSUED: JANUARY 26, 2012


The following changes, additions and deletions have been provided:



CHANGE the deadline for questions from January 20, 2012 to February 14, 2012. Time
remains the same. Please email all questions to clhuff@battlecreekmi.gov



CHANGE the proposal due date from January 30, 2012 to March 1, 2012. Time and
location remain the same.



CHANGE the tentative schedule (found on page 3 of the RFP) to read:

       Proposal Reviews:            March, and first part of April
       Product Demonstrations:      Weeks of April 23rd, May 30th, and May 7
       Final Decision:              First week of June
       Notifications of award:      Mid June


REPLACE available on our website as Excel Worksheet, Addendum 1.

       Section 6.0, Software Requirements Checklist
       Section 7.0, Hardware Workstation Sheet
       Section 8.0, Price Sheet


CHANGE the following clause to Section 3.0, Special Terms and Conditions

3.4 PAYMENT: Payment shall be made monthly, at the end of each project, or at agreed upon
    milestones within 30 days following the submittal of a correct invoice for goods received or work
    performed. The City will consider progress payments, based on monthly payment for work
    completed or proposed and accepted percent complete milestones. Please provide your
    proposed payment schedule on the revised Price Sheet, Addendum 1. No payment shall be
    issued prior to services rendered and the presentation of a proper invoice.
City of Battle Creek 2012-017R Records Management System Addendum 1
ADD the following clause to Section 3.0, Special Terms and Conditions


3.6 PIGGYBACK for AGENCIES NOT LISTED IN THIS RFP: Vendor agrees that other
agencies located in Calhoun County, including and also and not listed on this RFP, may
desire to award a contract in response to this Request for Proposals. The successful
contractor shall provide to these agencies similar prices and discounts, and upon the same
terms and conditions pursuant to the terms of this contract, for a period of one year from the
date of contract award. Such agreement may or may not involve the City of Battle Creek as a
host site. Any liability created by contracts made against this agreement shall be the sole
responsibility of the agency, not the City of Battle Creek.



ADD the following clause to Section 3.0, Special Terms and Conditions


3.7 CONTRACT AWARD: The vendor agrees that the City may purchase only its own law
enforcement and Fire Department modules, and that County, Sheriff, and CAD may or may
not be purchased. Vendors should price accordingly. If it’s decided to purchase the additional
modules, the resulting contract may or may not involve the City of Battle Creek. Vendor
agrees to hold final pricing as a result of this RFP for those agencies specified in this RFP for
three calendar months after contract award with the City of Battle Creek. After that three
calendar months, vendors shall provide similar prices and discounts, and upon the same
terms and conditions pursuant to the terms of this contract, to those agencies listed in this
RFP for an additional nine calendar months (i.e., to expire concurrently with 3.6, Piggyback
Clause).


Per request, pre-proposal conference attendees provided below:


          Name            Company                         Email                    Phone      Ext
Sarah Lee         Core Technology         sarah@coretechcorp.com              517-627-1521    544
Mark Lepley       New World Systems       mlepley@newworldsystems.com         248-269-1000   1411
Jason Bernard     Alert Public Safety     jbernard@alertpss.com               616-889-1642
Jeff Smith        Sungard                 jeff.smith@sungardps.com            336-885-0911
Gordon Webb       Motorola                gordon.webb@motorolasolutions.com   517-525-3606
Tony Sereda       Motorola                tony.sereda@motorolasolutions.com   440-241-6771
Brad Wilcox       Calhoun County          bwilcox@calhouncountymi.gov         269-788-0991
Tina Rasey        CCCDA                   trasey@calhouncountymi.gov          269-781-9701
Jill Fish         CCCDA                   jfish@calhouncountymi.gov           269-781-9709
Jeff Troyer       CCCDA                   jtroyer@calhouncountymi.gov         269-781-9713
Bill Woodward     BCFD                    wjwoodward@battlecreekmi.gov        269-966-3557
John Chrenenko    BCPD                    jtchrenenko@battlecreekmi.gov       269-966-3322
Larry Hausman     BCFD                    ljhausman@battlecreekmi.gov         269-966-3520
Kathy Schley      BCPD                    ksschley@battlecreekmi.gov          269-966-3368
Chris Huff        City of BC Purchasing   clhuff@battlecreekmi.gov            269-966-1646
City of Battle Creek 2012-017R Records Management System Addendum 1
CHANGE the Submittal Requirements (found on page 8 of the RFP) to read:


4.2 SUBMITTAL REQUIREMENTS (provide the following documents in a SEALED envelope/box):

 A. One (1) original, unbound, reproducible and single-sided (e.g., ready to insert into a copier with no
    clips, staples, bindings, cardstock, dividers, brochures, business cards, etc.) copy of the following, in this
    order:

       1. Your proposal organized as follows:
                WORK PLAN & PROPOSED SYSTEM
                FIRM QUALIFICATIONS
                PERSONNEL QUALIFICATIONS
                CHECKLIST, printed copy, Section 6.0
                HARDWARE WORKSTATION SHEET, printed copy, section 7.0
                PRICE SHEET, printed copy, Section 8.0
       2. SIGNED and completed offer section on the Offer and Acceptance Form, Section 8.0
       3. Completed Contract Compliance forms contained in Attachment A
       4. Completed DBE forms contained in Attachment B, if applicable
       5. Any alternates you are proposing, clearly identified
       6. Copy of any of your specific contract form that you would like to request be incorporated into this
          contract.
       7. Provide references, if possible, of three agencies within a 2-3 hour drive radius from Battle Creek.


     Do not separate, divide, mark, staple, clip, or bind, any of the above documents. If these instructions are
     unclear, please contact the person listed in section 1.4 (page 3), Pre-Proposal Assistance.

 B. TEN (10) complete and bound copies of A, above. These copies will be distributed to the selection
    committee, and should appear professional and organized.. These copies should have a table of
    contents, page numbers, dividers, and clearly marked sections. Committee members usually have many
    proposals to evaluate; if information is difficult to find, it could be overlooked. Organize your proposal as
    per section 4.3 below.

 C. ONE (1) EXCEL version of the CHECKLIST (section 6.0) on USB stick or disc, in EXCEL format, not pdf.

 D. ONE (1) EXCEL version of the HARDWARE WORKSTATION SHEET (section 7.0), provided on USB
    stick or disc, in EXCEL format, not pdf.

 E. ONE (1) EXCEL version of the PRICE SHEET (section 8.0), provided on USB stick or disc, in EXCEL
    format, not pdf.
City of Battle Creek 2012-017R Records Management System Addendum 1
REPLACE the original Submittal Checklist with the one below:

____One (1) original, printed, unbound, reproducible and single-sided of your complete proposal, the
    contents of which are listed in section 4.2 and 4.3

     Do not separate, divide, mark, staple, clip, or bind, this portion of your submittal. If these instructions are
     unclear, please contact Chris Huff at clhuff@battlecreekmi.gov

       ____Your proposal organized as follows:
                 WORK PLAN & PROPOSED SYSTEM
                 FIRM QUALIFICATIONS
                 PERSONNEL QUALIFICATIONS
                 CHECKLIST, Section 6.0
                 PRICE SHEET, Section 7.0
       ____SIGNED and completed offer section on the Offer and Acceptance Form, Section 8.0
       ____Completed Contract Compliance forms contained in Attachment A
       ____Completed DBE forms contained in Attachment B, if applicable
       ____Any alternates you are proposing, clearly identified
       ____Copy of any of your specific contract form that you would like to request be incorporated into this
             contract, with the understanding that the City may opt to not sign this agreement.
       ____Provide references, if possible, of three agencies within a 2-3 hour drive radius from Battle Creek.
        ___ Complete copy of this RFP and any addenda as issued by the City
       ____Completed Appendix of Business and Technical Requirements

____Ten (10) complete and bound copies of the above. These copies will be distributed to the selection
    committee, and should appear professional and organized. These copies should have a table of contents,
    page numbers, dividers, and clearly marked sections. Committee members usually have many proposals
    to evaluate; if information is difficult to find, it could be overlooked.

____ONE (1) Electronic EXCEL version of the CHECKLIST, provided on USB stick or disc, in EXCEL
format, not pdf.

____ONE (1) Electronic EXCEL version of the HARDWARE WORKSTATION SHEET, provided on
USB stick or disc, in EXCEL format, not pdf.

____ONE (1) Electronic EXCEL version of the PRICE SHEET, provided on USB stick or disc, in
EXCEL format, not pdf.
City of Battle Creek 2012-017R Records Management System Addendum 1
VENDOR QUESTIONS SUBMITTED AND CITY RESPONSE:

1. In the section below can you expand on who “all departments” are?

Section 5.2 DESCRIPTION OF WORK TO BE PERFORMED: The objective of City of Battle Creek is to obtain
an integrated Records Management system (RMS), Computer Aided Dispatch System (CAD) mobile dispatch
system, Field Based Reporting (FBR), Fire Records Management, and Jail Management System (JMS) that
provides an integrated solution for all departments using a single vendor who provides all services, including
hardware, software, installation, training, conversion, and other services as required.

Other agencies in addition to the City of Battle Creek are Calhoun County Sheriff Department, Calhoun County
Jail, Calhoun County Consolidated Dispatch Authority.

2. Why is the City of Battle Creek looking to obtain a CAD and mobile dispatch system when they are
dispatched by the Calhoun County Consolidated Dispatch?

It’s in The City of Battle Creek’s best interest to have the one vendor for all of our data and functions, so that we
have a complete solution. Since The City of Battle Creek’s RMS data comes from the original call taker
(CCCDA). The City of Battle Creek would prefer to not have multiple interfaces if we don’t have to, so we want
to look at a complete solution.

3. What is the purpose of providing employee counts for the County Sheriff and CAD Dispatch when
they are separate departments from the City of Battle Creek? Are those departments (County Sheriff
and Calhoun County Dispatch) included in this RFP as well?

Employee counts are provided in this RFP to give the Vendor basic information about the size of each individual
organization. Information is included from County Sheriff and CAD Dispatch because we have a long term goal
as well. Jail (JMS) is part of the County. Computer counts include workstations for report writing, stationary and
mobile units will be used. The type of workstations used:

         Agency               Battle Creek Police      Battle Creek Fire       Calhoun County            CCCDA
                                 Department              Department
Number of Employees                   138                      87                     690                   33
Workstations                                                                                          9 Consoles, 3
                                                                                                         Admin
   Desktops                            39                       1                      77
   Laptops                             21                       2                      0
  Thinclients                        15                       8                      18
      OS                       Windows XP SP3          Windows XP SP3            Windows XP           Windows XP
Mobile Data Computers/              (45)                     (9)                    (14)                 180*
AVL, mapping, silent
dispatch
   Make/Model/OS             Dell XFR D630    Motorola ML900   Acer/Windows XP
                           Windows XP SP3    Windows XP SP3
* This number includes the 45 BCPD MDC, 14 County and 9 BCFD MDC


4. What system(s) is data required to be converted from?

      Agency            Battle Creek Police      Battle Creek Fire       Calhoun County               CCCDA
                           Department              Department
Current Data                   AS400                                        FSG LEMS              Motorola Print
Platforms                                                                    (AS400)                Trak CAD
                                                                                                   GIS Data Set/
                                                                                                  ESRI shape file
City of Battle Creek 2012-017R Records Management System Addendum 1
5. Pricing section, under LAW RMS Services, as well as the other sections, there are several things that
appear only in the pricing section but they are not described in the actual RFP.
            a. What is the Online Learning Management System Activation? We are looking for an online
                training tool so it can be used for the officers (on the price page). Alternative/continuous
                learning tool that can be used 24/7.
            b. What is the Online Learning Management System Annual Subscription Per User? Annual online
                learning tool fee for continuous learning.

6. Pricing Section, the Law, Jail and Fire sections ask for pricing for legacy data conversion but
additional information is needed to fulfill this:

           a. What is the system to be converted for the LAW RMS Legacy Data Conversion? AS400
           b. What is the system to be converted for the Jail RMS Legacy Data Conversion? FSG LEMS
              (AS400)
           c. What is the system to be converted for the Fire RMS Legacy Data Conversion? FireTools

7. This is more of a comment, but the entire pricing section appears to be copied from a quote from a
specific vendor based on the naming of things such as Online Learning Management System Activation
which sounds like a vendor’s actual line item versus something generic being requested such as online
learning or training materials.

       The price sheet did not come from another vendor

8. Is there currently a virtual environment configured? If so, please describe VMware

       ESX 4.1 update 2
9. For any remote sites please provide each site’s function.

       Remote sites function the same as the main site.

10. What are the bandwidth specifications of the network connections to these remote locations?

     Agency           Battle Creek Police    Battle Creek Fire        Calhoun County         CCCDA
                         Department            Department
                        T1 1.5 Mbps           DSL 1.5 Mbps               10 MB
                        Fiber Optics 1        Fiber Optics 1             100 MB
                             Gbps                  Gbps


11. Can the City please provide clarification regarding the inclusion of a hard copy of the Checklist?
Under the Submittal Checklist on Page 2 it is listed under items to include; however, under 4.2 Submittal
Requirements on Page 8 the requirement is not included (where it is referred to within Section 4.3).

       We do need this. See earlier clarifications in the addendum.

12. On Page 2’s Submittal Checklist a requirement is stated to include a “Complete copy of this RFP and
any addenda as issued by the City”; however, in the 4.2 Submittal Requirements on Page 8 it is not
listed. If the information is to be included, does the City want a blank copy of RFP or a completed line-
by-line response to the entire document?

       This requirement has been removed. See earlier clarifications in the addendum.

13. If the City wishes responders to include a completed Appendix of Business and Technical
Requirements, please provide the document.


       This requirement has been removed. See earlier clarifications in the addendum.
City of Battle Creek 2012-017R Records Management System Addendum 1
14. Is there a Microsoft Active Directory in place? If so, will all affected workstations/laptops have
authenticated access to the centralized servers?
         Yes City of Battle Creek


15. Is the LAN infrastructure able to provide at least 100MB/sec throughput to the desktop?
         Yes


16. Can a diagram of the network as it relates to this project be provided? If so, this should include the
connections related to any remote site. It can be provided to the successful bidder.

       All sites are connected either via fiber optic cabling or T1 connection


17. Is there currently a running instance of Microsoft SQL in the environment? If so, what version?
         Yes SQL 2008, SP3


18. Is there a SAN installed? If so, please describe model and specifications of HDD speed, number of
spindles and connectivity used.
         Equallogic PS6000, PS6000E and PS4000E


19. Is there a NetClock installed?
         We use Microsoft Windows Net Time


20. Is there server rack space available?
         Yes


21. Is there power conditioning with UPS support?
         Yes


22. Is there a preference of hardware vendor?
         Dell but the solution must be VmWare compatible


23. Would you prefer a virtual or physical hardware design? V
       Virtual


24. Please describe the manufacturer and model number of any AVL device currently being used in the
mobiles.
        For MDT’s we use a Dell XFR D620 in most patrol cars. AVL device ties into County dispatch system
        and use Trimble technology for the GPS.


25. Is there currently any remote/offsite location for disaster recovery? If so, what is the bandwidth
available to that location?
         Connected to our DR facility via fiber

26. Please describe any backup solution currently in place.
        Simpana by Commvault


27. Personnel Administration – 8 – ‘Module should interface with the current L.E.A. training database’
City of Battle Creek 2012-017R Records Management System Addendum 1

          · What functionality does the L.E.A. training database currently provide the City of Battle
          Creek?      L.E.A program tracks all training classes and courses attended by department personnel.
          The L.E.A program allows for the ability to print certificates and reports of the training completed by
          personnel at the BCPD.
          A description of the functional purpose and goals of the interface with the selected vendor’s
          system. See above. So that we don’t need to make duplicate entries.
          · A description of the functional purpose and goals of the interface with the selected vendor’s
          System
          · Is an API or any other documentation available regarding preferred interface methodology if
          needed? There is no API document available.
          · Database platform of application to be interfaced with: Access 2003


28. New World LOGOS – Impound/Towed Vehicle section – 17 - ‘Program will interface with City of Battle
Creek’s New World LOGOS.’ For the New World LOGOS interface, will Battle Creek please provide the
following:

        Remove this requirement.


29. ATAC – Crime Mapping section – 22 – ‘Interface with ATAC (Automated Tactical Analysis of Crime -
Bair Software)’ For the ATAC interface, will Battle Creek please provide the following:
         · A description of the functional purpose and goals of the interface with the selected vendor’s
         System ATAC is in use by our Crime Analyst. ATAC provides powerful crime pattern analysis,
         predictive analytics, crime mapping and reporting to crime investigations and intelligence analysis.
         ATAC assists analysts in pattern identification, data mining, analysis and prediction of serial events,
         and communicating vital information efficiently. Currently, the data for the analysis comes directly
         from the AS400. BCPD wants to pull from all data sources (narrative, name file, etc.)
         · Whether or not the product is already in use by Battle Creek . Yes, this software is currently in
         use by the BCPD.
         · Is an API or any other documentation available regarding preferred interface methodology if
         needed? No, there is no API document available. Bair software has interfaced with most of the
         major RMS systems.
         · Database platform of application to be interfaced with: Access 2000


30. Technical Information section - 33.4 – ‘System should provide an application interface for accepting
data from any Department’s application as well as passing data to their applications.’ Could the City
please expand on ‘any Department’s application’? Will other departments be utilizing the same system
or are the systems different?

        Remove line item 33.4 from Section 6.0, Requirements worksheet.

31. What is your funding source.

General fund and grant funded


32. Is there any leeway on the performance bond

        No, but see beginning of addendum as it relates to progress payments that may apply in light of having
a performance bond.



THIS ADDENDUM MUST BE ACKNOWLEDGED ON THE OFFER TO CONTRACT FORM IN THE SOLICITATION OR YOUR BID
MAY BE DEEMED NON-RESPONSIVE.

								
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