1.1 BACKGROUND INFORMATION
Georgia Gwinnett Co llege (GGC), the 35th member of the Un iversity System of Georgia, is a premier 21st
century four-year liberal arts institution. GGC opened its doors to an inaugural junio r class in 2006 and has
expanded to enroll fresh men beginning in Fall 2007. Located in Lawrenceville, GA, GGC is less than an
hour away fro m downtown Atlanta. GGC provides targeted baccalaureate-level degrees that meet the
economic develop ment needs of the growing and diverse popu lation of the northeast Atlanta metropolitan
region. Sustained enrollment is estimated at 10,000 students.
1.2 DEPARTMENT B ACKGROUND
The Georgia Gwinnett Co llege Office of Public Safety plays a critical ro le in the mission of Georg ia
Gwinnett College by providing safety and security for the campus so that it may in turn perform its vital
functions. This document provides the vision, direction, goals and objectives for the Depart ment.
Our vision fo r 2008-2015 is to become a recognized national benchmark in innovative and professional
campus policing. We will be recognized as leaders in our profession by providing quality service through
collaborative working partnerships within our co mmunity. We will establish a comprehensive approach to
homeland security providing leadership and coordination with local, state and federal agencies to promote a
safe and secure campus.
The Office o f Public Safety is co mmitted to the College‟s mission of providing access to targeted
baccalaureate level degrees that meet the economic development needs of the growing and diverse
population of the northeast Atlanta metropolitan reg ion. This will be accomp lished by providing essential
support services that create a safe and secure physical environ ment in a professional, cost-effective, and
We Serve - We Protect - We Care
The Office of Public Safety is responsible for providing a safe and secure educational environment for the
entire Georgia Gwinnett College campus.
As a member of the campus community, we are committed to working on partnerships with all
organizations and with each other to identify and resolve issues that impact campus safety.
We will encourage participation and input from all leve ls of our organization and all individuals and
groups on campus.
As a law enforcement agency, we are committed to nurturing the public trust by holding ourselves
accountable to the highest standards of professionalism and ethics.
We dedicate ourselves to professional law enforcement service through an open system of
communication, partnerships, self improvement, enhanced operational procedures and the utilization of
problem solving methods and strategies.
24 hours/7 days a week/365 days a year
2.0 PROJ ECT S UMMARY
The Office of Public Safety is requiring a single point of contact from Selected Vendor for ALL issues. The
Selected Vendor will provide a project manager that will be dedicated to this project throughout the
The Office of Public Safety has a preference for a Microsoft Windows operating system. There is no
particular preference as to brand of hardware. The main desire is to improve performance with additional
functionality afforded by an “off the shelf” police records management system (RMS). The Office of Public
Safety wishes to procure the best available solution. Custom solutions will not be considered. The College
reserves the right to select all (entire public safety suite) or selected portions of the public safety suite (just the
RMS). A vendor with a proven solution and successful history will warrant prime consideration. An excellent
reputation for support and service is required. The selected Vendor will have been conducting business in
the development and/ or sales of police management systems for a period of mo re than four years. The
Vendor will be primarily engaged in the provision of software systems for public safety agencies.
Any reference to model and/or make/ manufacturer used in this do cument‟s specificat ions is descriptive, not
restrictive. It is used to indicate the type and quality desired. Design, strength, quality of materials and
workmanship must conform to the highest standards of manufacturing and engineering practice. A ll
equipment/accessories must be new and unused, unless otherwise specified, in first -class condition and of
current manufacture. Refurbished equipment will not be accepted.
The Office of Public Safety is seeking to employ the train the trainer approach. The supervisor and staff
administrator(s) shall be capable of training new employees and providing refresher training during the course
of a year. The Vendor will provide onsite training and one trainer during the system cutover. The Vendor will
provide one trainer after cutover for a period of two days, with a follow-up visit two weeks from cutover.
3.0 SCHED ULE OF EVENTS
4.0 SCOPE OF WORK
This section sets forth the basic services that the successful bidder is expected to fulfill in the performance
of the contract. Any Bid that fails to meet all of the Mandatory Tasks may be rejected.
To obtain records and police management software that allows for more efficient and effective dispatching
of officers; allo ws officers to type reports, archive reports, retrieve informat ion for statistical data, house
informat ion for GCIC/NCIC/FBI monthly and annual reports. It will also prepare Student Right to Know
and Campus Security Reports that all higher education organizat ions are required to send to the Department
of Education annually and automated UCR reporting to the State of Georgia. The Office of Public Safety is
seeking to employ the train the trainer approach. The supervisor and staff administrator(s) shall be capable of
training new employees and providing refresher training during the course of a year. The Vendor will provide
onsite training and one trainer during the system cutover. The Vendor will provide one trainer after cutover for
a period of two days, with a follow-up visit two weeks from cutover.
MANDATORY GOODS/S ERVICES
The following items are MANDATORY for all qualifying Bids. Georgia Gwinnett Co llege reserves the
right to conduct telephone interviews (of Offeror customer), on -site interv iews (to Offeror customer sites),
and requires an Offeror presentation to verify co mpliance with these requirements. All offerors are
required to provide the Agreement to Mandatory Project Specificat ions for each requirement listed below.
The police management software package shall be easy to use and require min imal windows and
keystrokes. It must emp loy a user-friendly design for computer aided police management with a
dispatching windows that easily distinguish unit status, calls fo r service, and call detail.
Bidders shall provide a minimu m of 5 site licenses. The Georgia Gwinnett College reserves the right to
award this project in part or whole, as it sees in the College‟s best interest. It is the Bidder‟s responsibility
to inspect the facilities and provide all necessary equipment.
18.104.22.168 Dispatching system will d isplay a list or queue of open calls including active,
pending, and/or all calls and include details about each.
22.214.171.124 Must allow the user to perform the following system functions with a single
keystroke or mouse click:
□ Assigning a unit status
□ Selecting a unit
□ View alerts
126.96.36.199 System will have the ability to prompt the user to enter a beginning and
ending odometer reading for each unit assigned to a particular call. Users will not
be able to edit this informat ion. An example of this would be a male officer
transporting a female.
188.8.131.52 Must allow a user to manually add and create new calls for service, in the
event a call is officer init iated or received via a method other than the 911
184.108.40.206 System will provide agency specific and/or custom status assignments.
220.127.116.11 Must displays status times for the units assigned to a call and contains
descriptions for each of the following fields: unit, depart ment, time dispatched,
time enroute, time on scene, time left scene, time arrived at secondary location,
time unit indicated it was busy but available for another call, and time unit was
removed fro m call.
18.104.22.168 Must provide Lookup function, which allo ws user to access another database
to lookup, add, or edit informat ion associated with a particu lar call. User can
choose from a limited database which shows only informat ion pertinent to the
selected call or fro m all databases which include medical, hazards, preplanned, fire
plan, images, ALI, tows, BOLO, emergency phone, evacuations, historical,
landmarks, user data, zones, warrants, tickets, and civil papers.
22.214.171.124 Must allow user to view historical calls and reports in detail including injury,
complaint, in progress (IP), incident report (IR), ten code, priority, call owner,
dispatch zone, class, fire grade, jurisdiction, ESN, incident location, apt/suite,
floor/bldg., city, bad ALI data, wait, time out, EMS run zone, unit, caller name,
fire run zone, telephone, how, weapons, categories, alarm code, alarm type, call
number, answering position.
126.96.36.199 Must allow user to assign one or more Incident numbers case numbers to a
call. When a call co mes into the call taker/dispatcher requiring three separate
responders to a scene (police, fire and rescue) and ends up being a police “case”,
all responders incident numbers will be added to the police case number.
188.8.131.52 Must provide ability to designate that an incident report is required based on
any complaint type and will transfer the call detail automatically to RMS to create
an OCA nu mber.
184.108.40.206 System must allow for the additional call entry methods by which the agency
receives calls. For examp le, the agency may receive a transferred call fro m
another agency or a walk-in.
220.127.116.11 System will prov ide ability to support functions (dispatching, unit
recommendations, and etc) for multip le Police, Fire and EMS agencies.
18.104.22.168 The proposed system shall provide and accept the following nu mbering
□ number only
□ literal and number
□ number and literal
□ year and number
□ year and month and number
□ year and month and day and number
The automatic SEQUENCE RESET options should include:
□ only manual changes
□ each day at midnight
□ first day of month at midnight
□ first day of year at midnight.
22.214.171.124 Must allow user to enter landmarks instead of addresses and validates them
against a list of valid land marks. The entered land mark is then converted to a real
126.96.36.199 Must standardize data entry by providing pull-down selection menus
whenever possible. All pull down style menus will respond to a type first
command, i.e. if the users type the letter “A” the pull down list will move to the
first entry beginning with the letter “A”.
188.8.131.52 System must allo w for entry or pull down lists displaying TEN Codes as
used by the agency. System will allow “TEN” codes to be created with any
combination of nu mbers and letters. Ten codes database allows the user to set the
default time for auto matic co mmun ication checks which keep track of the last time
that units communicated with the dispatcher and, after a user defined time limit
(according to the unit‟s status and complaint type), display an alert.
184.108.40.206 System must actively save data entered automatically when the user moves
fro m field to field. User shall not be required to press any keys to save data.
220.127.116.11 All equip ment must comp ly with any and all applicable Federal
Co mmunicat ions Commission Regulations, Part 68 and Part 15, sub -part J. Bidder
shall provide all electrical requirements to allow the Georg ia Gwinnett College to
properly size the UPS system it will procure to support this system.
18.104.22.168 The system must be capable of comp lete dial-up remote diagnostics and
22.214.171.124 Data management procedures and tools shall provide for the constant update
and monitoring of all the databases within the system. The subsystem shall insure
that the many changes made to various data bases will get the request for
emergency service answered quickly and the most appropriate emergency
responder on the way to the correct location.
126.96.36.199 System shall require each user to enter a password to log into the
188.8.131.52 The software shall use password protection to prevent unauthorized access to
designated administrative sections, menus or modules within the system.
184.108.40.206 The system shall utilize event and unit status timers to monitor units as a call
progresses. The system shall notify the operator of overdue conditions.
220.127.116.11 System shall include fully functional context sensitive online help that can be
searched on key words or concepts.
18.104.22.168 The Selected Vendor will provide all necessary admin istrative training and
assistance in imp lementing the system. The Georgia Gwinnett College will p rovide
direction and information to comp lete this process.
22.214.171.124 A main menu must provide the ability to edit necessary databases and tables,
as needed, with the proper access permissions.
126.96.36.199 The system must provide an informative screen upon receipt of a new call
which allo ws the users to view call informat ion as detailed below:
□ Calling party name
□ Calling party phone number
□ Co mplaint as provided by the caller
□ Status of the complaint or activ ity (in progress, left scene, in jury, etc)
□ Ho w the call was received (E911, W-E911, Ad min, transfer, preplanned, officer
initiated, alarm co mpany, etc)
□ Dispatch zone
□ Fire zone
□ EMS zone,
□ Ten code
188.8.131.52 System will have built in rolodex and frequent contact lists .
184.108.40.206 Must allow only the system admin istrator(s) to: view existing user profiles,
add new users, modify user profiles, mod ify user passwords, and delete user
220.127.116.11 Must prevent unauthorized users from accessing data on the 'Front-end' by
using code within the programs. In addit ion to the user name and password
required to log into Windows, a front-end user name and password are required to
run the program.
18.104.22.168 Must utilize a co mb ination of Windows, SQL Server and “front-end”
security to provide users a secure method of accessing applications.
22.214.171.124 System must have narrative feature, wh ich allows info rmation to be added in
free form that can be spell checked and upon entering is NOT editable and
automatically time stamped with the users ID. Text will be able to be imported
fro m other M icrosoft Windows based software applications. If the report gets sent
back to the reporter, that person who has entered the information shall be capable
126.96.36.199 System will prov ide responses within 2 seconds, 98% of the time for
frequent functions- status updates, changing the value of a field, d isplay of drop
down list, edit call informat ion, wrecker rotations, and unit suggestion.
188.8.131.52 System will prov ide responses within 4 seconds, 98% of the time, for mo re
in depth functions- records queries, address lookups, warrant searches, site history,
and geo lookups.
184.108.40.206 As a condition of the support agreement the Vendor will keep the Co llege
compliant with state standards; electronic interfaces, electronic forms, etc. for no
220.127.116.11 The software must provide an evidence/property module capable of tracking
all evidence and property information and show a direct relationship with an
incident report, pawn record, etc. Th is should also have the ability to print off an
evidence report which contains general informat ion as well as the chain of custody
and final d isposition report.
18.104.22.168 The software must provide automatic cautions for Outstanding Criminal
Papers, Outstanding Civ il Papers, Registered Sex Offenders, Prior Arrests,
Incarceration in the jail, and an individual caution that is user defined that will
warn anyone accessing a name being used from any module.
22.214.171.124 The software must provide a Sex Offender Module that records and tracks all
Sex Offenders registered in the system.
126.96.36.199 The software must provide a case management module that allo ws a
supervisor to assign and track all incidents and arrests entered into the database.
This will allo w the supervisor to change case assignments, view supplements,
check case status changes, change case statuses, change report statuses such as
pending correction or review, and notify the supervisor if the report has not been
validated for GIBRS requirements.
188.8.131.52 The software must be able to electronically submit GA data to GCIC
including all requirements GCIC provides .
184.108.40.206 The software must also contain a search engine for each individual module
where each field can be queried including narratives. This search must also have
the ability to add criteria such as date ranges, etc. for more specific searches.
220.127.116.11 The vendor must have at least one hundred certified agencies using their
software and submitt ing IBR data to its reporting state successfully.
18.104.22.168 The software must provide summary reports for each module that are pre-
fabricated to give the agency key informat ion at their fingertips.
22.214.171.124 The software must also provide an easy-to-use validation process such as
clicking on the validation error and being immed iately forwarded to the
appropriate field on the report. There must also be mult iple levels of security fro m
errors. Th is would include supervisors being notified of non -validated reports.
126.96.36.199 The system will use coding to show different call types FIRE, POLICE and
188.8.131.52 System will provide easy to view alerts for locations with a previous call
history and allow the call taker/dispatcher to review this info rmation.
184.108.40.206 The proposed system will provide tools that simplify d ispatching of units. It shall
offer tools and visual displays that enable the dispatcher to readily identify unit status.
System will be capable of assigning mu ltiple units by department, zone, type, or pro ximity
with a control key and mouse click entry, similar to the mu ltiple item selection feature
offered in standards MS Windows.
220.127.116.11 Must allow units to be assigned with a status of “dispatched”, “enroute”, “on
scene” or allow the user to create custom statuses.
18.104.22.168 US ER SCREENS and INTERFACE
22.214.171.124 Must provide toolbar, wh ich allows the user to quickly access the primary
dispatching and call handling functions.
126.96.36.199 Must provide an easy to identify tool or menu bar with functions for adding new
188.8.131.52 Must provide a separate units window, which d isplays unit status - on scene,
available, etc. This must also show in an either/and/or scenario allowing users to view all
available, all d ispatched, all on scene for each department‟s units.
184.108.40.206 Must allow user to view a sequential log of unit activity for a call, which includes
call nu mber, unit, time, status, department, type, comments, odometer start/end, operator,
and position fields.
220.127.116.11 Upon entering a vehicle or person into the system a (BOLO) feature will p rovide an
audible and/or visual alert to the call taker/dispatcher, if the information entered closely
matches a person or vehicle in this database.
18.104.22.168 Must automatically remind call taker/dispatcher of overdue calls (calls not
22.214.171.124 System will use Windows XP based workstation software and the equivalent server
126.96.36.199 Users will have some flexib ility to adjust windows colors and schemes, as allowed
by the administrator.
188.8.131.52 A windows type of tool bar, with icons, shall be availab le to allow the user to
quickly access numerous functions including new call, miscellaneous call, handling shift
changes, bringing units on duty, taking units off duty, performing a ro ll call, changing the
patrol area, changing the appearance of browse windows, displaying separate windows for
traffic calls, refresh, and commun icating with mobile units.
184.108.40.206 The system will import the dispatch, Query information and pre-fill all data that is
available where applicable. The system must provide for over-ride capability for any pre-
220.127.116.11 UNIT HANDLING and DISPATCH FUNCTIONALITY
18.104.22.168 Must display which units are assigned and which ones are available for a call with easy
to distinguish visual icons or color-coded text.
22.214.171.124 System must display information about the units, their responsibilities, and current
126.96.36.199 System will allow the user to view fields such as; include unit ID, special type,
indicator, overdue units, patrol, complaint code, complaint description, call street, call
number, ten code, USR, priority, last log entry, officer Ids, warn ing time -out, call city,
station, kind, and department.
188.8.131.52 Must allow user to control which types of units are displayed: all unit s within user's
agency responsibilities, only EMS units, only fire units, only police units, only rescue units,
only first responder units, only units defined the "other" category, available units in selected
category, assigned units in selected category, and/or all units in selected category.
184.108.40.206 Must allow user to locate a unit ID with one mouse click.
220.127.116.11 Must allow user to check for overdue units.
18.104.22.168 Must automatically update unit status with the appropriate picture icon or text when a
unit is assigned to a call.
22.214.171.124 Units shall have calls stacked in their pending queue, such as animal control.
126.96.36.199 System will ask for verification when user tries to assign a busy or assigned unit to
another call and gives the option of queuing the unit back on the original call.
188.8.131.52 System will provide the ability to use graphical icons in place of text to differentiate
the unit types.
184.108.40.206 Users will be able to see all of the units assigned to the selected call and provides user
with additional data including time unit has been at its current status, indicator icon, unit
type, department, call nu mber, ten code and special type.
220.127.116.11 Must automatically update when a new unit is assigned to display all units that are
18.104.22.168 System must have easy access to allow for adding or viewing no tes for the selected
unit, viewing the unit log, and locating a unit ID.
22.214.171.124 Must allow user to add, edit, or view notes for the selected unit
126.96.36.199 System shall provide an activity log for a specific unit including date, time action was
logged, department, co mments associated with action, operator who logged the action,
jurisdiction, record nu mber and all user-defined (non-call) and call-related statuses.
188.8.131.52 The Office of Public Safety will have the ability in a system database allowing the user
to enter a description of the unit as well as any special characteristics the vehicle possesses.
184.108.40.206 System will provide user defined Comp laint type instructions for answering a certain
type of complaints.
220.127.116.11 System will provide the ability to create Dispatch zones that allows the user to group
patrol areas and the agencies responsible for the patrol areas.
18.104.22.168 Dispatch zone database shall provide a field in which the user enters the name of the
zone being entering as well as a field for a more co mplete description of the zone. This
allo ws the agency to run reports on a specific zone.
22.214.171.124 Dispatch zones database will allo w the system administrator to define dispatch zones
based on any criteria that meet the needs of the agency. Activity level, time of day, and type
of area (business, residential, rural) are all factors that might play a ro le in defin ing zones.
126.96.36.199 Dispatch zones database will capture the following fields: zone, description,
jurisdiction, and boundaries.
188.8.131.52 Must provide a number of buttons which access available options within the overdue
units window including finished, reset, complaint type, unit, call details, refresh, reset all,
and clear the warn ing fields.
184.108.40.206 Must allow a displayed unit to be filtered based on any combination of unit, date,
action, and/or department.
220.127.116.11 Must notify dispatchers of over due units with a non -intrusive alert that does not
override current window or function the dispatcher may be using.
18.104.22.168 The Office of Public Safety will have the ability to enter and view the unit's home
street address and city. The Office of Public Safety may also enter any general, helpful
comments about the unit.
22.214.171.124 DISPATCH S YSTEM DATA TAB LES and S YSTEM CODES
126.96.36.199 System will allo w the user to define codes for priority levels to assign to calls either by
call type or user initiated setting.
188.8.131.52 System will provide the option of defining alarm grade codes used to indicate the
severity of a fire, and alarm types for alarm codes being added to an internal ALI.
184.108.40.206 System shall provide a code table for cit ies or municipalit ies and displays in a drop
down list where necessary.
220.127.116.11 System will allow the user to define codes for all valid reference types to include other
tickets, tags, citation, etc. with calls.
18.104.22.168 System will allow the user to define codes for all call classifications such as general
police, escort, fire, or t raffic.
22.214.171.124 System will allo w the user to define codes for each valid call disposition to be used
when clearing a call.
126.96.36.199 System will allow the user to define codes for statuses on equipment.
188.8.131.52 System will allow the us er to define codes for the valid ethnic groups to be used when
entering personal information about individuals.
184.108.40.206 System will allow the user to define codes for demographic features including eye
color, hair colo r, hair length, hair style, race, and sex codes.
220.127.116.11 System will allow the user to define codes for the valid classifications for internal ALI
entries such as business and resident.
18.104.22.168 System will provide drop down or pull down lists where feasible to enhance the speed
of data entry.
22.214.171.124 System will allow the user to enter the priority of complaint types used to determine
the order of calls.
126.96.36.199 System will allow the user to enter a unique five-character code for each unit within the
unit‟s database. There is also a field for a run nu mber which, when marked, gives a unit a
unique sequential nu mber for each run.
188.8.131.52 System will allow the user to define codes for patrol areas used to assign shifts of units.
This may also be known as response areas and/or dispatch areas.
184.108.40.206 System shall provide question and answer formats that can be created by the agency to
assist in handling a call properly.
220.127.116.11 System shall provide tools for defin ing the shift codes the agency assigns to its shifts.
18.104.22.168 VEHICL E and BOLO’S
22.214.171.124 The Be On the Lookout (BOLO) system will alert the call t aker/dispatcher to
suspicious persons or vehicles that match criteria entered into the system.
126.96.36.199 Must allow user to choose if vehicles are towed, stolen, damaged, or BOLO.
188.8.131.52 Must include the following fields for working with vehicles: vehicle year, make,
model, color, state, vehicle tag, vehicle year, type, general comments, vehicle identification
number, vehicle o wner, and jurisdiction.
184.108.40.206 Wrecker database must provide a field that records if the co mpany responded to the last
time it was called, and tells the date and time of the last call.
220.127.116.11 Must provide BOLO form when appropriate which includes keywords, category, auto
purge, jurisdiction, vehicle description, plate, state, year, make, model, style, doors, color
top, color bottom, vehicle identification number, prefix, first name, middle name, last name,
suffix, alias, race, sex, date of birth, age range, height, weight, eyes, hair co lor, hair style,
hair length, social security number, driver's license number, state, comments, contact, and
18.104.22.168 A BOLO Database must allow the user to enter vehicle, license, and personal
informat ion for vehicles, plate nu mbers, and individuals.
22.214.171.124 BOLO database must provide fields and allows informat ion to be entered that allows
the system to provide a HIT or alert if similar data is enter by another system user.
126.96.36.199 BOLO database will enable the user to view the full name or aliases of any individual
associated with a vehicle in question.
188.8.131.52 BOLO database must provide a field to enter an indiv idual's vehicle operator's l icense
number and the state that issued the operator's license.
184.108.40.206 BOLO database will provide a field allowing the user to enter any comments pertaining
to a BOLO.
220.127.116.11 BOLO database will automatically record the name or ID of the person who entered
each record and the date and time the record was created.
18.104.22.168 BOLO database will track the name of the person who should be contacted regarding
22.214.171.124 E911 INTERFACE
126.96.36.199 System shall accept and display the 10/20 ANI caller/cell tower location informat ion as
defined as Phase I of the FCC Final Order CC Docket 94-102 and as delivered via the CPE and
keep this informat ion as part of the call record.
188.8.131.52 Must have the ability to accept, display and translate X and Y coordinates delivered
fro m the E911 network solution provider and/or customer premise equipment (CPE) into a valid
location on an integrated map display.
184.108.40.206 As part of Phase II wireless implementation the CAD shall have the ability to accept
and/or generate a “rebid” or “redip” of a wireless callers ALI information via the 911 CPE. The
CAD shall be able to append to the call, the new location informat ion and NOT generate a new
220.127.116.11 Must provide electronic interfaces to the current or proposed Plant MAARS Vesta
system whereby all data must be parsed into useable and identifiable fields and displayed as part
of the CAD record.
18.104.22.168 Must provide nearly instantaneous (within five seconds) graphic display of caller and
unit locations, and the surrounding areas when used with mapping software.
22.214.171.124 EXTERNAL INTERFACES, NUMB ERING SCHEMES and REPORTS
126.96.36.199 System will provide a working and integrated alphanumeric paging interface, the
Selected Vendor must have site able to demonstrate this feature.
188.8.131.52 Call numbers database must indicate the call nu mber on all unit logs.
184.108.40.206 Call numbers database must allo w the user the option to use the call nu mber as the OCA
220.127.116.11 Call nu mbers database must allow the user the ability to create multiple OCA's for each
18.104.22.168 Call nu mbers database must allow the user to control the information in the call number
and if and how the sequence is reset.
22.214.171.124 CAD will provide a variety of call reports including, but not limited to the following:
◦ Unit act ivity
◦ Response times
◦ Call time to Dispatch time
◦ Call time to Arrival time
◦ Call time to Clear time
◦ Dispatch time to Arrival time
◦ Arrival t ime to Clear t ime
◦ Calls for service
◦ Officer activ ity
◦ Call Detail
126.96.36.199 Must provide printing of call statistical data in a variety of graphical formats such as
Gantt charts and bar graphs.
188.8.131.52 The Vendor must provide the ability to extract data from its RMS to produce a
mandated CLEA RY report.
184.108.40.206 Must allow user to print query informat ion according to user-defined report formats.
220.127.116.11 Must allow user to preview or print an operations report consisting of all the data
entered for a call. It is divided into the following topics: call detail information, call vehicles,
call locations, call log, call t imes, units assigned, call persons, wrecker tows, OCA nu mbers,
department numbers, call dispositions, and call co mplaints.
18.104.22.168 The software must provide a motor vehicle accident module that is interfaced with a
drawing package or allo w the user to specify a drawing package that interfaces with the
software. The software must also have capabilit ies of creating and storing templates within the
22.214.171.124 SYS TEM S EARCHES and QUERIES
126.96.36.199 System will offer co mplete or partial phrase searches, untitled topic searches, similarity
searches, and displays matching phrases within the system files.
188.8.131.52 Must allow entry of unlimited persons, vehicles, dispositions, and narratives for a call.
184.108.40.206 Must provide an alert or warning to the call taker/dispatcher to special conditions
including hazards through internal ALI.
220.127.116.11 Must allow user to find a record by searching on a value field.
18.104.22.168 System must have audit trail that tracks all changes made and is able to provide a record
22.214.171.124 ADDITIONAL CALL HANDLING, RES PONS E FEATUR ES & MIS C.
126.96.36.199 System software must provide spell-check option which checks the spelling of a
section of text and offers suggestions for misspelled words, allows you to ignore the word,
ignore the word every time, replace it with a suggestion, add a word, and replace it every time.
188.8.131.52 Must allow user to find a record by searching on a value for a field.
184.108.40.206 System must allow the Office of Public Safety to enter a preplanned call for service
that can be saved, modified, and printed. These are typically used for funeral escorts, parades,
prisoner transports, or other activity. System will allow for these to reoccur as often as desired,
pop up at specified times, days, or month.
220.127.116.11 Preplanned calls will require and provide for entry of; location, jurisdiction, name,
phone, complaint, ten code, priority, class, planned, date and time, day of week, expires,
response scenario, screen name for the event, comments, date entered, entered by, and free text.
18.104.22.168 Planned call database will not display calls in the Browse Call window until the user
definable time period, so will not clutter the screen until they need to be handled.
22.214.171.124 Co mplaint types must be user-defined such that each one has an associated priority,
class, ten code, and responding department.
126.96.36.199 Co mplaint types database must allow the user to indicate which groups, and how many
units from each group, should respond to each type of call.
188.8.131.52 When designating the compliant types, the system must be able to be setup to wait a
specific number of minutes, if the call is not dispatched, before it warns the call taker/dispatcher
that the call is still pending.
184.108.40.206 Co mp laint type‟s database must allow the user to enter the number of minutes the
system is to wait for the status of an assigned unit to ch ange before warning the
220.127.116.11 Co mplaint type database will allo w the Office of Public Safety to indicate what
special units are required fo r a call as well as how many units from each group should respond.
18.104.22.168 System will provide a database table to allo w the Office o f Public Safety to specify
whether or not the internal Orig inating Case (OCA) nu mber must be used to assign a number to
a call and which series of OCA nu mbers to use. It shall consist of the following fields:
◦ department name
◦ category (police, fire, other or EMS)
◦ internal OCA
◦ number setup
22.214.171.124 Fire run cards database must allow an agency to enter special instructions and
recommend specific units for d ifferent addresses.
126.96.36.199 System will check the Internal ALI for informat ion about locations and any special
conditions that might exist at locations associated with a call. The system will p rovide an impo rt
and maintenance tool that allows the Office of Public Safety to compare and update using phone
company provided ALI data.
188.8.131.52 Internal ALI will allo w the Georgia Gwinnett College to add or attach additional
informat ion for a part icular address. Information such as photos, hazards, site plans, med ical
alerts and etc. System will als o have time and date this informat ion entered and have the ability
to set alerts for the data to be updated or periodically verified.
184.108.40.206 The system will provide a rolodex type contact management database allows the user
to enter a primary and secondary phone numbers for contacts.
220.127.116.11 Contacts database will allow the user to enter comments and information about the
contact, reasons for contacting this person, or any additional useful details.
18.104.22.168 Contacts database will allow the user to view, modify, or delete lo cation contacts
(people who should be notified of incidents at the associated location).
22.214.171.124 Must allow CAD users to view the RMS warrant information that corresponds with a
call's address for the following fields: served, date served, how served, warrant nu mber, date
entered, date received, how received, warrant type, date returned, warrant beat, disposition, case
number, o fficer ID, officer name, o ffense, and user-defined fields.
126.96.36.199 System users will receive automatic notification of people with outstanding warrants
upon entering the individual‟s name.
188.8.131.52 The software must provide a master search function, which searches behind all
modules for in formation. Th is would include a search containing all or partial informat ion and
„sounds like‟ searches.
184.108.40.206 The Selected Vendor must place an updated (updated annually or after a major
system change) copy of the SYSTEM “software” and all application code in escrow with a
bank, archives or secure records facility for use in the event of the vendor‟s
liquidation/dissolution or failure to fu lfill contractual obligations. A plan of action for the
Georgia Gwinnett Co llege to acquire the code must be submitted in writing with the Bid
220.127.116.11 RECORDS MANAGEMENT S YSTEM
18.104.22.168 The Office o f Public Safety is seeking a records management system (herein noted as
RMS) that will allow the police depart ment to share information with the call takers/dispatchers
as well as internally within the department. System will p rovide the required Geo rgia state
formats for incident and motor vehicle reporting.
22.214.171.124 System will integrate with dispatching, whereby data entered in CA D will be used to
begin incident reports in RM S, and will be shown in the master name database.
126.96.36.199 System must have the ability to provide imaging module that allows the Office of
Public Safety to perform line-ups, mug shots, and crime scene evidence using standard windows
formats- jpg, b mp, ocx, eps, pcx, wmf, etc.
188.8.131.52 System will provide support for TWAIN co mpliant devices and imaging tools to
include digital cameras, scanners, and camcorders.
184.108.40.206 System will offer the ability to use the software on a laptop or PDA device to perfo rm
field-reporting functions and has the ability to transfer data via wired or wireless to the in -house
system located at the police department.
220.127.116.11 The software must provide a master name index that tracks all personal in formation,
mug shots, miscellaneous images and involvement history for a name. The master name index
should interface with all modules and be capable of being updated fro m any location tha t
requires name information as well as keep track of all prio r residence and employ ment
18.104.22.168 System will generate the IBR report required by the State in electronic format that is
able to be sent via floppy diskette, CD ROM or Internet E Mail.
22.214.171.124 System will fo llo w the state specific/agency specific forms for data entry minimizing
126.96.36.199 System will validate IBR data, provide an error report and allow for corrections to be
made prior to submission to the state.
188.8.131.52 Must provide unlimited narratives depending on hardware storage capacity.
184.108.40.206 Must produce a lineup fro m the images in the system using any combination of
specified criteria including: height, which must also allo w the user to define additional qualifiers
(plus or minus inches), weight, wh ich must also allow the user to define additional qualifiers
(plus or minus pounds), age, which must also allow the user to define additional qualifiers (plus
or minus years), build, social security number, date of b irth, eye color, hair color, hair style, hair
length, facial hair, skin, sex, race, and glasses worn.
220.127.116.11 Must interface any proposed software package with a color inkjet or co lor laser
18.104.22.168 Must include audit trail function to display the specifics of each change made to a
record including the date and time of the change, who made the change, and the before and after
value of the field. This function will also work on the approval process for all electronic
reports. The audit informat ion will be able to be queried by report nu mb er, user, date etc.
22.214.171.124 Must maintain informat ion, wh ich populates automatically whenever possible,
including: ju risdiction, folder nu mber, case number, number of vict ims, primary offense, date
incident, total solvability weight, date approved, approved by, operation method, offense tract,
case description, address, investigate (drop down box), close case (checkbox), case status (drop
down box), case disposition (drop down box), date cleared, except clear code (drop down box),
date exceptional clear, and inc ident narrative (memo field ).
126.96.36.199 System will provide a wide selection of statistical reports able to be generated from
IBR data. These reports will be ab le to be generated fro m current data as well as
archived/historical data. Examples can be provided upon request. (a signed non-disclosure
form will be required).
188.8.131.52 Mini mum Requirements for Police Records Management Software
184.108.40.206 The software must use the industry standard database query engine.
220.127.116.11 The software must provide permission standards for each user for intra -departmental
database access, which can be defined by an ad min istrative supervisor.
18.104.22.168 The vendor must have the ability to submit data electronically to GCIC (Geo rgia
Crime Information Center) fulfilling all o f the requirements GCIC provides.
22.214.171.124 The vendor must have at least one hundred certified agencies using their software and
submitting IBR data to its reporting state successfully.
126.96.36.199 The software must provide a master search function which searches behind all
modules for information. This would include a search containing all or part ial info rmation and
„sounds like‟ searches.
188.8.131.52 The software must also contain a search engine for each individual module where
each field can be queried including narratives. This search must also have the ability to add
criteria such as date ranges, etc. for more specific searches.
184.108.40.206 The software must also have the capability of attaching a mug shot to each arrest that
is entered by using any TWAIN compliant device.
220.127.116.11 The software must have the capability to attach mult iple images to a record such as an
incident report, evidence/found property record, pawned items, motor vehicle accident reports
or any of the modules provided.
18.104.22.168 The software must also provide an easy-to-use validation process such as clicking on
the validation error and being immediately forwarded to the appropriate field on the report.
There must also be mult iple levels of security fro m errors. Th is would include supervisors
being notified of non-validated reports.
22.214.171.124 The software must provide a master name index that tracks all personal information
including aliases, physical features, involvement history, indiv idual cautions, ID nu mbers, MO
characteristics, known biases, med ical conditions, indiv idual notes, and mug shots. The master
name index should interface with all modules and be capable of being updated from any
location that requires name informat ion. The module must also layer all prior name, residence
and employ ment info rmation for search capabilit ies.
126.96.36.199 The software must provide automatic cautions for Outstanding Criminal Papers,
Outstanding Civ il Papers, Registered Sex Offenders, Prior Arrests, Incarceration in the jail, and
an individual caution that is user defined that will warn anyone accessing a name being used
fro m any module.
188.8.131.52 The software must allow the user print preview capabilities of all printable reports
184.108.40.206 The software must be capable of tracking all Georg ia Uniform Citations and have the
capability of creating an arrest fro m the summons record.
220.127.116.11 The software must provide a motor vehicle accident module that is interfaced with a
drawing package or allow the user to specify a drawing package that interfaces with the
software. The software must also have capabilit ies of creating and storing templates with in the
18.104.22.168 The software must provide the capability of record ing, tracking, searching and
creating reports on all criminal papers entered into the database. The Criminal Paper module
must also have the ability to record location of paper, if it is active or not, service notes and mug
shots which are capable of expanding into a large view for laptop convenience.
22.214.171.124 The software must provide the capability of recording, t racking, searching and
creating reports on all civil papers entered into the database. The Civil Paper module must also
have the ability to record location of paper, if it is active or not, service notes and mug shots
which are capable of expanding into a large v iew for laptop convenience.
126.96.36.199 The software must provide an officer‟s activity log that enables the user to record,
track, search and create reports on information collected on a daily basis, such as hours worked,
mileage, fuel used, oil used, etc. The report also must track all activ ities for a shift, exact details
of each activity, notes and images.
188.8.131.52 The software must provide a case management module that allows a supervisor to
assign and track all incidents and arrests entered into the database. This will allow the
supervisor to change case assignments, view supplements, check case status changes, change
case statuses, change report statuses such as pending correction or review, and notify the
supervisor if the report has not been validated for GCIC requirements.
184.108.40.206 The software must provide the capability that allows the user to create a photo line
up based on search criteria defined by the user. The search criteria can be added fro m all of the
fields outlined in the master name files. It must have the ability to also print line -up details,
print line-ups, re-order images to create different line-ups using the same images, and add more
criteria to the same line-up to narrow down searches.
220.127.116.11 The software must provide the capability of recording, t racking, printing and
searching all concealed weapon permits. It must include the appropriate questions or ability to
user define questions for each agency.
18.104.22.168 The software must provide the capability of recording, t racking, printing and
searching all warning t ickets.
22.214.171.124 The software must provide an ordinance ticket module capable of user defined
categories, charges and payment tracking with the ability to print a receipt fro m the software.
This informat ion must also have the capability of being searched, tracked and printed. The
software must have the ability to warn the user upon entering this module if any overdue tickets
are in the system. The user then must have the ability to view or ed it that ticket fro m the
warning bo x.
126.96.36.199 The software must have a human resource module capable of recording emp loyee,
training and vehicle informat ion. Th is would include personal informat ion such as contact info
and tax informat ion, professional information such as date of hire, if the person is a supervisor,
who supervises him/her, vacation and sick t ime, inventory items, absences and tardiness, crea te
and review Personnel Evaluations, salaries, last salary raises and last review dates. The module
must track all training. It must have the ability to warn the user of upcoming training, especially
mandatory train ing, track all upco ming or co mp leted training for each user, print out train ing
reports, schedule training for d ifferent classes specifying if the class is an initial cert ification or
a re-cert ification, track type of weapons and ammunit ion used for firearms training, and edit
training schedules. The module must have the ability to track service performed on vehicles,
track sold vehicles, log mileages and services performed, track costs per item, by vehicle, and
188.8.131.52 The software must allow all look up tables (drop down bo xes) to be user d efined
except for the IBR code lists. The software must allo w the user to add to the IBR code list by
giving the user-defined code an IBR alias for validation purposes.
184.108.40.206 The software must provide a pawned property module capable of recording, tracking,
searching and printing all pawn records. The software must be capable of record ing multip le
pawned items on one record. The module will also be required to flag a user if an item is
entered that has a match or possible match for any recorded property in th e Incident Report
module that has been listed as stolen.
220.127.116.11 GCIC/NCIC Access
18.104.22.168 GCIC/ NCIC Informational queries will be able to be run by name, driver‟s license
number, vehicle license plate and Vehicle Identification Nu mber.
22.214.171.124 Stolen Article, gun‟s, and boat registration information queries will be able to be run
fro m the mobile.
126.96.36.199 The user will be allowed to view all GCIC/NCIC data returned or just the filtered
data, or both.
188.8.131.52 The NCIC response screen must auto scroll to the last bit of information returned .
184.108.40.206 The NCIC Results window must allo w the user to scroll up and down the results
window by selecting the top or bottom of the results window.
220.127.116.11 The NCIC Results window must allow the user to click the right side of the screen to
zoo m the results window between fu ll/half screen modes.
18.104.22.168 Standard Vehicle and Name search fields shall be located on a single screen that
provides for quick query input.
22.214.171.124 Tag run command line area within the application that allo ws the user to run a tag
while viewing any screen in the application.
126.96.36.199 Must have the ability to change the NCIC Response Screen Font fro m with in the
application at anytime.
188.8.131.52 Must have the ability to print the NCIC Response window to any LAN printer or on
the Veh icle p rinter.
184.108.40.206 Must have an audible and visual alert of NCIC possible hit.
220.127.116.11 Other units and CAD must receive a status message identifying the user who
received the NCIC h it.
18.104.22.168 Must have the ability to access Law En forcement Tactical System (LETS).
22.214.171.124 System shall use customer provided cellu lar wireless cards, Data Radio, or 802.11
networks for mob ile Internet/LAN access. Software will notify user if connection is lost, and
will reacquire and update mobile software without user intervention.
126.96.36.199 CAD Functi onality
188.8.131.52 Must have direct Interface to CAD System.
184.108.40.206 CAD status screen must provide active and pending call info rmation, call time, current
status, priority, location of the call, and other responding units.
220.127.116.11 CAD status must provide updates on all units listed active in CAD, the call dispatched ,
and the units status.
18.104.22.168 Must have ability to get details of any given active/pending call or unit.
22.214.171.124 Must have ability fo r the mobile user to Self Dispatch himself to any given call in the
active or pending CAD status table.
126.96.36.199 Must print the results of the CAD screen in the vehicle or on a selected printer within
188.8.131.52 Must have ability to audibly and visually alert the user of CAD.
184.108.40.206 The user must be able to click on the top or bottom left half of the CAD screen to
scroll contents of the CAD window.
220.127.116.11 Must request call times for a given call nu mber.
18.104.22.168 Traffic Stop
22.214.171.124 User must be able to launch a traffic stop by entering the tag number and location to
start a traffic stop.
126.96.36.199 Must have ability to update the CAD system with the traffic stop infor mation.
188.8.131.52 If the unit is equipped with GPS, the traffic stop vehicle location is to reflect the
address the user is located at a user definable interval.
184.108.40.206 The Mobile must have the ability to search the RMS‟s Citations, Warnings, and
Warrants for any name match‟s.
220.127.116.11 The mobile must have the ability to search RMS, and GCIC database with one single
18.104.22.168 If h its in the RMS system are found the user must be supplied with the possibilities to
select fro m. Upon user selection the mobile can transfer images fro m the RMS system to the
22.214.171.124 Must have ability to search the LETS database from the mobile.
126.96.36.199 Must have ability for the computer to read incoming chat messages.
188.8.131.52 System users and room names shall be updated automatically.
184.108.40.206 Must have ability to create user defined roo ms.
220.127.116.11 Must support room broadcast message or select individual users to send messages to.
18.104.22.168 Must provide user definable, canned messages.
22.214.171.124 Must have ability to request detailed information on online users such as phone, and
radio in formation.
126.96.36.199 Must have ability to scroll the chat message window by selecting the top or the
bottom half of the message window (using scroll bars not required).
188.8.131.52 POP based EMAIL must allow user to send and receive email to/fro m any Internet
184.108.40.206 Must be equipped with Outlook type interface.
220.127.116.11 Email must be configurable to allow POP email or Local Email (car to car, car to
18.104.22.168 Must support multip le email attachments up to 100k.
22.214.171.124 Quick keyboard functions must allow us er to use the arrow keys and space bar to
quickly navigate and comp lete an email to multip le users.
126.96.36.199 Built in Address book must have ability to select mult iple users.
188.8.131.52 Vi deo
184.108.40.206 Must have ability to capture in car video of suspect transport, traffic stops, or field
220.127.116.11 Must have ability to playback captured video.
18.104.22.168 Must have ability to take still shots of the video feed.
22.214.171.124 Scale video input window will fit to the screen.
126.96.36.199 Web Browser
188.8.131.52 Built in web bro wser will have the ability to run Active X or Java applets.
184.108.40.206 Must allow End user defined web pages.
220.127.116.11 URL entry section must be removed so that unwanted site access is blocked.
4.3 DES IRAB LE GOODS/S ERVICES
Desirables are those provisions in the technical category of the company‟s bid, which allow considerable
latitude in the Bid among co mpeting organizations. Each of these provisions will be judged as to how well
the company has responded to the special requirements or preferred characteristics/services required.
4.3.1 Vendor should describe how they will p rovide an interface between their
software package and our existing ARMS software package.
4.3.2 Allows another user to enter data into a call being viewed by another user
and system refreshes the data in real time or at min imu m at a preset number of
seconds for refresh. Please define this capability.
4.3.3 Interfaces with GCIC approved RMS system to allow users and the system
to automatically perform searches for warrants, civil papers and incident
informat ion. Please identify which products that are currently interfaced with the
4.3.4 System will use standard non-proprietary development tools (Visual Basic,
Visual C++, Fo xPro, etc) for develop ment of this system. Please disclose tools
used in the development of the proposed system.
4.3.5 It is important that the CAD system screen layout be uncluttered and has a
provision in the event of one module failing that it will not cause the other
windows to fail. Please explain how this will be acco mplished.
4.3.6 System allows the Office of Public Safety to uniquely identify all agencies
with agency specific identifiers. Please provide an explanation of any system
4.3.7 Please describe whether the BOLO database allows an estimated age range to
be entered when the exact date of birth is unknown (this may be added in the note
section in lieu of the field range).
4.3.8 Please identify which E911 telephone systems that are currently interfaced
with the proposed CAD system and allow the Office o f Public Safety to review
before award ing bid.
CM L Rescue Star
Positron Lifeline 100
Zetron Zetron 911
Plant MAARS Vesta
4.3.11 Please identify all standard included reports.
4.3.12 Please explain whether the system allo ws the user to print a report or export it to email.
If the user elects to export the report a series of windows displays from wh ich he/she may select
the format and destination of the file.
4.3.13 Please exp lain whether the system‟s HELP feature Includes a complete glossary,
accessed from each one of the options on the main help menu.
4.3.14 Please explain whether the system‟s HELP feature permits refinement of the "search
database," allowing the inclusion or exclusion of help files, complete phrase searches, untitled
topic searches, similarity searches, and use of matching phrases as user types an entry.
4.3.15 Please explain whether the system‟s fire p lans database includes fields for detailed
informat ion about specific sites such as the gas shutoff box location, electric shutoff location,
alarm Information, and sprinkler bo x location.
4.3.16 Please explain whether the system will supply HAZMAT guidebook online. Preferably,
the system will provide interactive functionality with this tool. When a call is received with
where HAZMAT is involved the system will allow the user to input t his placard ID nu mber or
material name which will then seek the proper handling procedure.
4.3.17 System will provide the ability to create Fire p lans and run cards which detail proper
unit recommendation and suggestion by the CAD system. The fire plans will provide agency
developed procedures for handling fire calls. Please provide sufficient detail to exp lain the
proposed system‟s capability.
4.3.18 Please provide a list of all hardware and peripherals required to operate software.
4.3.19 Please provide screen shot for mandatory 18.104.22.168.
4.3.20 Please describe pull down menus for mandatory 22.214.171.124.
4.3.21 Please describe whether there is a tag run command line area within the application that
allo ws the user to run a tag while viewing any screen in the application.
4.3.22 Please describe whether the CAD Screen may be able to be configured to jump to split
screen mode and show the CAD call on the map if CAD system provides a latitude and
longitude of the call.
4.3.23 Please describe if video has the ability to view and email still shots to other mobile or
LAN based clients.