The City of Davis Records Management System, Computer Aided Dispatch and Mobile System REQUEST FOR PROPOSAL Issue Date: August 10, 2005 Issued by Davis Police Department 2600 Fifth Street Davis, California 95616 Proposals Due: September 9, 2005 - 5:00PM DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Table of Contents PROJECT DEFINITION ..................................................................................................................... 3 GENERAL BACKGROUND .............................................................................................................. 3 MINIMUM FUNCTIONAL REQUIREMENTS ...................................................................................... 4 1. Vendors Instructions.................................................................................................................. 5 2 Agreement................................................................................................................................ 11 3. Company History .................................................................................................................... 12 4. Current Computer System...................................................................................................... 13 5. Interfaces GIS and Data Conversion .................................................................................... 15 6. Training Guidelines ................................................................................................................. 15 7. Maintenance/Support Information ....................................................................................... 17 8. Post Warranty Software Maintenance................................................................................... 18 9. Desireable Features ................................................................................................................ 19 General System Requirements ...................................................................................... 19 CAD System Functions .................................................................................................... 20 Police Records Management Functions....................................................................... 23 Other Required Functions ............................................................................................... 27 Mobile Computer Software ............................................................................................ 27 Mapping ........................................................................................................................... 28 State/NCIC Interface ...................................................................................................... 28 Paging ................................................................................. Error! Bookmark not defined. Fire..................................................................................................................................... 29 Appendix A: Current City of Davis Technical Environment .................................................... 30 2 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Project Definition The Davis Police Department is requesting proposals from qualified Vendors for the furnishing of a fully automated, seamlessly integrated CAD/RMS/Mobile/Fire public safety computer system. General Background The Davis Police Department is a 24 hours, 7 days a week operation that provides police and fire dispatch services to the City of Davis. The Police Department serves a resident population of 64,000. Davis is a very diverse community containing a large residential population with a large university (University of Davis - UCD) bordering the city. The population of UCD is 30,000+ students. The Davis Police Department is authorized 100 full time personnel, which consists of 60 sworn and 40 civilians. For the year 2004, the Police Department Dispatch Center processed 62,878 police events and 7,874 police reports. The Police Department Dispatch Center processed 4,848 fire events. The Davis Police Department is part of a joint consortium with other Yolo County agencies including Yolo County Communications (YCCESA), West Sacramento, Woodland and Winters. The Police Department’s current RMS system installation was completed in 2002. The Police Department’s Visionair system includes RMS and Mobile components. The PRC CAD system installation was completed in 2000 and is our current CAD system. Our intention is to back out of our technical relationship with the Consortium and purchase our own CAD/RMS/Mobile system. Currently we have one police building for CAD/RMS/Mobile installation with our own dispatch center on site where we dispatch for both Davis Police and Davis Fire Department. The Patrol Division currently has 14 marked patrol vehicles with MDC’s installed. Our Dispatch Center has four dispatch/call taking workstations (with anticipated growth to five in the next few years). The daily staffing levels in the dispatch center is 2-3 dispatchers per shift with one supervisor. The Dispatch Center is the backup and alternate answering point for 9-1-1 calls in Yolo County (UCD Police and YCCESA). The Davis Fire Department has 3 fire stations, 53.5 personnel, 18 vehicles. The department has 4 CAD terminals and 3 rip and run CAD printers. Fire currently uses the SunPro (now FireRMS5.0 from Bio-key International) Fire reporting system for their RMS needs. The department has Auto and Mutual Aid agreements with YCCESA fire agencies. The Police Department is working with the City’s IS Division to help implement and support this system. 3 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Minimum Functional Requirements The following are the minimum requirements the Davis Police Department expects the chosen software system to meet: • Computer Aided Dispatch with the ability to dispatch for both police and fire units. • Integrated Records Management System (police only) • Mobile Data System (car-to-car; car-to-CLETS, fire apparatus–to-CAD/fireRMS etc.) • Integrated Field Reporting (police) • Ensure that CAD, RMS, Mobile and all other subsystems are designed to operate as a single seamless integrated system that reduces redundant data entry and improves information flow • Accommodate integration, coordination and regulatory requirements with other regional, state and federal agencies • Address the need for open systems architectures to maximize flexibility, interoperability and portability of systems • Ensure the mobile portion of the system is able to communicate over RF, Wi-Fi, GPRS, or other communications networks • Mapping in Dispatch and mobile AVL • Have the capability to interface with our current Phase II compliant POSITRON 911 telephone system and CLETS • Vendors shall either propose an automated a data transfer process with Fire Department’s RMS system SunPro (now FireRMS5.0 from BIO-key International) or propose a Fire RMS system which is integrated with the CAD system • Have a rip-n-run print feature (fire) at all fire stations • The system must be ODBC compliant • System must be compliant with Justice XML standard 4 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 1. VENDORS INSTRUCTIONS 1.1 Project Schedule START DATE ACTIVITY August 10, 2005 RFP Issued August 23, 2005 9:00 AM Vendor Conference at the Davis PD September 9, 2005 5:00 PM Deadline to Submit Proposals September 10 – October 5, 2005 Rank proposals. Schedule oral presentations/demonstrations October 6 - October 14, 2005 Select Vendor Contract + 45 days (est.) Execute Contract Contract + 12 months Final Acceptance 1.2 BID PROCESS The Davis Police Department will conduct the selection and contract award process in the following manner: 1.2.1 This document will be distributed to all bidders who request it and will be available via the City’s website at http://www.cityofdavis.org/topic/bids.cfm . 1.2.2 A pre-proposal conference will be held August 23, 2005 at 9:00 AM at 2600 5th Street, Davis, CA. The pre-proposal conference is being held to answer the vendors questions and to provide any additional information regarding RFP requirements. Attendance by vendors who intend to respond is recommended. The questions not answered during the conference will be emailed to all vendors within a week of the vendors conference. The conference will include a walk through of the Police Department facilities if vendors are interested. All vendors are encouraged to attend the pre-proposal meeting and to register their intent to participate via email to Lt. Dorothy Pearson at email@example.com at least 3 days before the conference. 1.2.3 Where confidential or proprietary information is required or should prospective developers deem it necessary to submit such matter, each page should be marked in bold type with words “PROPRIETARY DATA.” 5 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 1.2.4 Any information, which was released by the Davis Police Department either verbally or in writing prior to the issuance of this request for proposal, will be disregarded and is not part of this RFP. 1.2.5 All design drawings, plans and proposals submitted in response to the RFP shall be retained by the City and will not be returned. 1.2.6 Responses that do not provide the required information will receive no further consideration. 1.2.7 The Davis Police Department reserves the right to reject any or all proposals or parts thereof and to waive minor irregularities in responses. The Davis Police Department reserves the right to accept the proposal based on criteria other than price. Special attention will be directed to the qualifications of the respondents when awarding this proposal, including software architecture, software features, and past successful installations. 1.2.8 Proposals may be ranked without interviews; hence, vendors are encouraged to submit their initial proposals as comprehensively as possible. 1.2.9 Each proposal will be reviewed and evaluated by a committee designated by the Chief of Police. The committee will initially evaluate the responses based on completeness and adequacy of documentation. If deemed necessary, the City will ask one or more selected bidders questions about their proposals, either in writing or by oral presentation. Demonstrations of the system at a City of Davis location may be requested. 1.2.10 A selected bidder will be chosen for contract negotiations. 1.2.11 Hardware components, if necessary, shall be purchased by the Davis Police Department as specified by Vendor. All proposals must include the recommended hardware to meet the needs of this RFP. If you require specific hardware with your solution, please separate pricing for hardware and software. 1.3 GUIDELINES FOR PROPOSALS: 1.3.1 The proposals should be in an 8 1\2” x 11” format and typewritten. Proposals will be evaluated in accordance with their adherence to project objectives as well as accuracy and completeness in responding to the requirements of this invitation to submit proposals. 6 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 1.3. 2 Vendors shall submit ten (10) complete physical copies and two (2) electronic copy (in WORD), of the proposal. One original shall be signed and dated. Proposals shall be prepared and submitted in accordance with the RFP's instructions and specifications no later than September 9, 2005 at 5:00 PM, Pacific Standard Time. Postmarks will not be accepted. 1.3.3 All ten physical copies and the electronic copy shall be submitted to: City of Davis Police Department, 2600 5th Street, Davis, CA 95616, Attention Lieutenant Dorothy Pearson 1.3.4 It will be the sole responsibility of the vendors to have their proposals delivered to the Police Department before the closing hour and date. Late proposals will not be considered and will be returned unopened to the sender. 1.3.5 All proposals must be valid for a period of 180 days after the RFP due date. Proposals must address all RFP requirements. This RFP is for a complete turnkey system including software, installation, training, plus software maintenance, support and updates for the first year, and hardware or recommendations of hardware. 1.3.6 Computer equipment required for the system is to be specified in detail by the bidder. Hardware components, if necessary, may be purchased by the Davis Police Department. If you supply hardware with your solution, separately price the hardware and software. If you do not supply a hardware solution, make a recommendation for a hardware solution including Brand, size, model, and price. Vendors are requested to price hardware as close to GSA or CMAS (State and Federal price lists) as possible. 1.3.7 The complete name, title and telephone number of the contact person authorized to negotiate and bind the firm contractually must be provided. 1.3.8 Implementation Plan and Implementation Steps (including projected timelines) must be provided. Describe the in detail scope of work proposed. 1.3.9 All requested items should be addressed in the response to the RFP, any options should be included and CLEARLY identified as options. Otherwise, Vendor will be required to provide the item as listed. 1.3.10 Vendors may attach documents substantiating their proposal claims, such as an example system design, example training plans, etc. These attachment documents must be specifically referred to within the proposal 7 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM as appropriate. If reference is made to the attachment documents, the same number of copies of that attachment must be submitted as the number of proposal copies to allow each evaluator access to the referenced material. 1.3.11 The numbering system of your responses must coincide with the order and numbering system of this RFP so the evaluation committee can compare individual sections against other vendors. 1.3.12 Pages are to be numbered, at either the top or bottom of each page, consecutively within each major proposal section. All pages are to include line numbers for ease of reference. Additional "header" or "footer" information (such as company or section title) may be included. 1.3.13 Proposals are to be bound in accordance with the Vendor's standard practice. Each copy, complete with appendices, is to be separately bound. If the proposal is thick, then divide each proposal set into volumes. 1.3.14 All prices and costs in the proposal shall be valid for not less than 180 days from the date of proposal submission. All proposals shall be submitted with a “firm fixed price” for the System. Negotiated prices shall be firm and not subject to increase during the term of the contract between the City and the Contractor unless negotiated by change order. 1.3.15 Contractors shall not be allowed to take advantage of any errors or omissions in this RFP. Where errors or omissions appear, the Contractor must promptly notify the City of the error or omission. Inconsistencies in the specifications must be corrected before proposals are submitted. 1.3.16 The City reserves the right to obtain clarification of any proposal or to obtain any additional information necessary to properly evaluate a particular proposal. Failure of a Contractor to respond to such a request for additional information or clarification may result in rejection of the proposal. 1.3.17 The City shall accept only the latest models of equipment and the latest version of software and operating system in new condition. Used or re- manufactured equipment will not be accepted. 1.3.18 Non-selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the City or that no proposal was accepted. Contractors whose proposals are not accepted will be so notified. Notification of non-selected Contractors will be devoid of any criticism of the proposal and of any implication that the proposal or proposed 8 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM equipment was deficient. Phone calls requesting information as to why one vendor was selected over another will not be accepted. 9 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 1.4 PRICING Pricing information shall be placed in a separate envelope within your main proposal envelope and marked PRICING with the Vendor's name on the outside of the separate envelope. Indicate whether the item is a standard part of RMS/CAD/Mobile or an optional feature. The pricing for the proposed public safety products shall be listed in an itemized fashion. (See the list below for the component parts) License pricing shall be listed by type, i.e. site or seat. Add additional components as needed to meet the minimum requirements of this RFP. ITEM PRICE Standard/Optional Computer-Aided Dispatch Software (Police and Fire) Police Records Management Software Option 1 for Fire Records Management Software (Including modules: Incident reporting, NFIRS edit check and export capability, Personnel Scheduling, Personnel Management, Roster Activity Log/Day Book, Training, Supply and Inventory, Equipment Maintenance, Fire Prevention) Option 2 for Fire Records Management Software - SunPro (now FireRMS5.0 from Bio-key International) Interface Automated Data Transfer Process from CAD to FireRMS5.0(Fire) Mobile Computer Software (Police and Fire) Automated Mobile Reporting Interface with Fire Motorola toning function (fire station and mobile toning (Gold Elite radio system) E911 Interface and Software Digital Imaging Software. (Current Mugshot system is Dataworks) CLETS Interface and Software (Direct Access DOJ to DPD) Or CLETS Interface & Software(Via DOJ toYolo County Access) CAD and Records Mapping Software Mobile Mapping Software 10 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Mobile AVL Property Bar Coding Software Bar Coding Equipment Paging Software (Fire) Auto-Cite Interface Data Transfer CrimeView (from The Omega Group) Data Transfer from FireRMS5.0 or comparable Records Management System to FireView (from The Omega Group) DataWorks Interface and Software Data Conversion - (MNI) GIS Data Conversion Remote Access Software for Vendor access/support Database Software Licensing Software by type, seat or site (specify) Additional Items or Costs Required by Vendor’s Solution (if any, itemize and describe in detail) System Installation Training Project Management First Year Software Maintenance, Support, and Updates Include the cost of purchasing maintenance in advance (type, duration, and discount (if any) Equipment - Include all required servers, all CAD workstations, mobile data terminals, and system admin workstations. (itemize and describe in detail) TOTAL 2. AGREEMENT 2.1 Sample Contract Vendors must supply a sample of their standard contract as an attachment to their proposal. The contract with the selected vendor will be a negotiated contract and will include requirements such as insurance, indemnification provisions to protect the City, possibly liquidated damages for failure to deliver 11 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM the complete system on the date agreed to by the parties, etc. 2.2 Payment Terms Payment to the Vendor will be made at the conclusion of the following milestones: 1) Contract Signing 5% of contract value 2) Hardware Installation Completed 5% of contract value 3) All Software and Interfaces installed and demonstrated to be complete and fully operational 30% of contract value 4) Training Completed 30% of contract value 5) Final System Acceptance 30% of contract value 3. COMPANY HISTORY 3.1 History, Products and Staffing Vendor will provide years in business and overview of products including how many times their company has sold or purchased another company to interface their products. Vendor will also provide how many full-time employees the company currently has including years with the company, and years of CAD/RMS software support and or development. Also indicate whether or not your company sub- contracts with other companies. Include the responsibilities of the sub-contractors. 3.2 Unique Features Identify any unique or distinctive features of your system, which you want the evaluation committee to give particular attention. 3.3 References This section shall include quotes and reference and contact information from current customers. A brief synopsis should be included on at least five customers currently using the proposed software. Within the previous two years, the vendor must have successfully implemented two or more presently operational public safety systems comprising applications similar to those required in this RFP. Include a description of the projects, software installed, and the contact name, title, and City’s address. Include the telephone number of the project director and current System Manager. A more exhaustive list is encouraged, even if accomplished more than two years ago. 3.4 Vendor’s Qualifications and Development Capabilities The Davis Police & Fire Department reserve the right to inspect Vendor’s physical 12 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM plant prior to award. The Davis Police & Fire Department further reserve the right to inspect other agencies currently using Vendor’s products. 3.5 Vendor’s Disclosure Form and Certification Please state whether any of the following events have occurred in the last five years with respect to said Vendor (as its current entity or as a predecessor entity). If any answer yes, explain fully the following: • Whether the Vendor was subject of any order, judgment or decree • Whether said Vendor’s business was the subject of any civil or criminal proceeding in which there was a final adjudication adverse to Vendor • Whether a petition under bankruptcy, insolvency, or receivership was filed by or against Vendor within the last 5 years • Whether the Vendor has: o Supported a program which services were terminated o Supported a program which services were temporarily discontinued which directly arose from activities conducted by the Vendor o Supported a program that required substantial fine refunds that directly arose from program related activities Failure to provide required disclosure, submit officially signed documents or response to all information requested/required by the City will result in the bid declared as non- response. 3.6 Outstanding Request for Change from Current Customers Identify, as of August 2005, how many outstanding Request for Changes/Identified Problems the vendor is currently working on for customers. 4. CURRENT COMPUTER SYSTEM 4.1 Expectations for Environment The City’s IS Division will work with the Davis Police Department to provide support, services, and facilities in support of the system implementation. However, as specified in the RFP, the Vendor must describe specific needs (such as power and air conditioning for equipment) for installing equipment or other turnkey system implementation requirements. Note-The Davis Police Department currently has a conditioned, cooled computer room housing much of the current automation equipment. 4.2 The City of Davis Technical Environment as of 07/01/05 See Appendix A 13 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 4.3 Configuration/Server Information 4.3.1 Redundancy The main computer systems should consist of a fault tolerant redundant system which will seamlessly and automatically switch over to the redundant system (mirrored drives are not an acceptable option for redundancy). Fault Tolerant for CAD and the message switch, if available, should be proposed as an option. The system may operate in an active/standby mode or on a load-sharing basis. However, should one server fail; the other shall be able to handle the entire system load. The vendor should include in their proposal the necessary hardware and software needed to achieve this level of redundancy. As part of the final acceptance of this system, the vendor must demonstrate the systems ability to fail over to the redundant system. 220.127.116.11 Backups The City of Davis currently uses a Tivoli based tape backup system for all of its data on a nightly basis. The vendor shall explain the backup and archival features built into their proposed system and explain how it will work in the current City environment. The vendor will demonstrate the backup and restore feature as part of the final acceptance of this system. 4.3.2 External Communications Equipment The Davis Police Department will provide and install external communications lines and telephone equipment as required to support the proposed system as specified in the Vendor's proposal such as the modem for the regional or state Message Switch. As part of this RFP response, the Vendor shall furnish specifications for any necessary modems or other communications devices necessary to allow the system to communicate with outside sources or integral parts of the system. 4.3.3 Wiring The Davis Police Department shall supply any additional wiring above current network, if necessary 4.4 Operating System and Related Software The City’s current Operating Systems are: File & Print Sharing: Novell 6.X Server: Microsoft Server 2003 Desktops: Microsoft Windows XP with SP2 14 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Database: Microsoft SQL server As part of this RFP, vendors should describe how this environment would fit into their proposed system highlighting any concerns or additions that may be necessary to make their system work as designed. 5. INTERFACES GIS AND DATA CONVERSION 5.1 Interfaces - Explain how you implement your interfaces with other software. Are you able to develop required interfaces before hardware installation? Currently direct software integration could include Positron and CLETS where the data should flow automatically from one system to another and indirectly to FireRMS5.0 (from BIO-key International) and Crimeview where data files are extracted from the system to be used by another. 5.2 Geographic Data — The Davis Police Department will provide an ESRI/ArcView geofile to the selected Contractor who will be responsible for reviewing that file and notifying the City of any deficiencies or problems with that file. The City will update the file accordingly and the Contractor will be responsible for the successful conversion of that file for use with the new system. The Davis Police Department will also specify an individual who will be responsible for resolving any data ambiguities, area boundaries, and assignment rules, etc. The City currently maintains dozens of data layers including a street centerline file (all in ESRI formats) which is available for downloading and inspection from the City’s webpage at http://www.cityofdavis.org/gis/ . As part of the response to this RFP, each vendor is required to outline the processes and costs involved in converting this current data into a useable format for populating and maintaining this proposed system. 5.3 Data Conversion – MNI, arrests, warrants and major system files 6. TRAINING GUIDELINES 6.1 Training Methodology The Vendor shall describe their training methodology and include a projected training plan for the City. Training must be conducted on-site and must be flexible enough to accommodate personnel assigned to shift work, and may require some scheduling of training classes at night and on Saturdays. The Vendor will be required to guarantee the quality and quantity of training. Failure to provide 15 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM adequate training will result in retraining at no additional cost to the City. 16 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 6.2 Personnel to be Trained 6.2 1 The Davis Police Department anticipates the following personnel will be trained: 45 Patrol Personnel – Train the trainers program 10 Investigative Personnel 10 Records Personnel 13 Communications Personnel 2 System Administrators 2 Evidence/Property Personnel 10 Administrative Staff 6.2.2 The Davis Fire Department anticipates the following personnel will be trained: 46 Line Personnel (Captains and Firefighters) – Train the trainers program 3 System Administrators 4 Chiefs 1 Administrative Staff Member 6.2.3 The City’s IS Division anticipates the following personnel will be trained on the technical aspects of the system: 2 IS Technicians 2 IS Analysts/Developers 1 GIS Specialist 7. MAINTENANCE/SUPPORT INFORMATION 7.1 System Acceptance Plan The Vendor should provide a System Acceptance Plan (SAP) for the project and segregate it into tasks/phases that will allow efficient project progress while also providing a means for monitoring the project. The acceptance plan shall include, at a minimum, the ability for the City to operate the proposed system in a live environment for a period of not less than 90 days to ensure all reproducible defects have been repaired and the UCR functions properly and without error or defect for a period of not less than 120 days (three UCR reports). 7.2 First Year Warranty The proposed system (all hardware and software) shall include a minimum one- year warranty at no additional cost. 7.3 Maintenance Agreement The bidder shall describe in detail (or include a sample maintenance support contract) the software support to be provided. Vendor shall bid an optional 24/7 17 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM support for CAD. The Vendor shall provide an 800 number for support. 7.4 Support via Remote Access As part of software support, the bidder's support personnel shall have the capability to connect to the proposed system to investigate problems. If special software or hardware is required on the CAD/RMS system to support this capability it shall be included in the system price as a separate line item and explained here. 7.5 Software Updates The bidder shall describe its software update or upgrade policy. Specifically: - How frequently and under what circumstances is updated software provided? - How will the City be notified of available updates? - What is involved in implementing an update? - Will the City incur any costs from the Vendor to implement updates? - Does the Vendor ever charge for updates or new versions of products licensed to the City? If so, under what circumstances? - How frequently does the Vendor release new or enhanced versions of the software? About how many enhancements would be expected with these new versions? - With new versions, what is the Vendor’s approach to migration from earlier versions? - How many versions will the vendor support? (ex: current minus one) - How much, if any downtime is expected during updates? - What will upgrades do to the customers’ customization (if allowed)? - How are upgrades to the operating system handled? Who is responsible for installing the upgrades? 8. POST WARRANTY SOFTWARE MAINTENANCE The Vendor shall provide a quotation for maintenance of the applications software for the five years following expiration of the software warranty. Describe the particulars concerning this warranty including, if applicable, remote problem diagnosis and correction as well as on-site problem correction and response time. This section shall include Sample License or Maintenance Contracts. 18 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 9. DESIRABLE FEATURES This section delineates the system features we find highly desirable. The list does not include standard features found in most CAD/RMS/Mobile solutions. Bidders shall list all exceptions to the functions specified in this section. Failure to do so may be cause for disqualification. Place the appropriate reference letter in the RESPONSE column of the table. B - Feature is met by Vendor’s base product E - Enhancement required - Base product has this feature or function, but some enhancements will be required to meet the specific requirement. Explain any enhancements required in this Section of your proposal and note the reference number in the Reference column in the table. Cost, if any, must be itemized in the Pricing Section 1.4 also indicate that it is an enhancement. A - Additional enhancement - The Vendor’s base product does not contain this function or feature but it will be added to meet the feature. Cost, if any, must be itemized in the Pricing Section 1.4 also indicate that it is an additional enhancement. N/A - Not available. No immediate plan for future development Use the Reference column for any other comments or explanations for requirements that merit them. The comments and explanations should be included in your response. 9.1 General System FEATURES RESPONSE REFERENCE The system runs on a Windows 2003 Server/XP Professional platform System should be interfaced with DOJ UCR E- CARS (mandated electronic reporting) System has resource warnings (ex: disk, CPU) to assist the system administrator in taking action to prevent the system from going down. 9.1.1 User Features 19 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM The system automatically validates entered data with automatic presentation of valid values when an invalid value is entered. 9.1.2 Commands, Menus, Function Keys, and the Mouse Menu selections extend to one or more sub- menus, where appropriate. Menu selection is available for all functions that are performed by occasional, casual users of the system. Function keys are used to implement commonly used dispatch functions. 9.1.3 Single Point Data Entry Data entered into the system either directly or indirectly is propagated to all relevant screens. Data entered into the system either directly or indirectly is available to all relevant system functions. Once entered, there is no requirement for re-entry of data to satisfy the needs of a different sub- system. All modules of the system are completely integrated. 9.1.4 Call Taker/Dispatcher Functionality The dispatcher receives an audible or visual indication that a new incident has arrived for dispatch. The system is be flexible enough to allow any position to be used for any system function, dispatching, call taking, records. 9.2 CAD System Functions Key to the computer-aided dispatch portion of the system is incident handling. Since this a particularly critical function, it is important that its implementation be as complete and easy to use as possible. FEATURES RESPONSE REFERENCE 9.2.1 Incident Entry 20 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM The incident type validates when entered. The officer initiated activity should support other officer initiated incidents and should not be limited to traffic stops. Upon entry of a vehicle license plate, the CAD system immediately displays a history of recent contacts with the vehicle. Upon entry of a vehicle license plate, the CAD system should look up the person associated with the vehicle and display pertinent information about the person including but not limited to recent contact history, officer safety notations, and arrest, warrants, and suspect information. After initial entry of information, the system can verify the incident location against a geographical database (geofile). The geographical database should be capable of verifying locations entered as street addresses, street names, hundred blocks, place names, and intersections without relying on exact matching of entered location. (Ability to over-ride the Geo-file) Partial street place names and soundex-type matching should be supported. Multiple matches of the entered location should result in a matches list from which the user can select the correct location. The geofile should return the nearest cross street and the standard spelling of the location to facilitate historical retrieval. The system should automatically search its database for previous incident history and should retrieve and display summaries of the recent incidents at the location. The system should automatically search its databases for reporting party information and should retrieve and display summaries of the recent contacts with the reporting party. 21 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM The system should automatically search its databases for premise information unique to the location and should, when available, display a button or icon the user can select to display the information. This record may contain hazardous material information, fire fighting information, the names of emergency contacts (for businesses), special handling information for residents who may be handicapped or elderly or Officer Safety information. The system should search its databases for vehicle history and should retrieve and display (for traffic stops) summaries of the recent contacts with a vehicle whenever one is entered as part of an incident. The dispatcher should be able to display the retrieved information via a short key sequence, a function key, or mouse. Receipt of the E9-1-1 information should cause the CAD system to automatically insert the information into the incident form at the answering call taker position. E9-1-1 Phase II caller location is automatically displayed on the dispatcher’s map. 9.2.2 Incident Handling The incident display should include all times for the incident: call received (pickup of 911), entered, dispatched, en route, on scene, closed and reports should be generated for statistical purposes. The incident display should include all times for each unit assigned to the incident: dispatched, en route, on scene, clear, dispatched-to-on scene, on scene-to-clear, dispatched-to-clear. There should be a way to enter and schedule incidents to appear at a later date and time, either once or periodically. 9.2.3 Unit Recommendation and Dispatch The system should be able to recommend units to respond to both police and fire incidents. 22 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 9.2.4 Unit Handling Functions The system should have a command to return a unit to a clear status but not close the incident the unit which the unit is assigned. The system should have a command to reassign a unit from one incident to another. The system should have a command to dispatch a unit to an incident while simultaneously clearing a unit it is replacing. The system should have an easily entered “pursuit mode” to facilitate entry of continuous narration of vehicle and foot pursuits. In pursuit mode, each time the dispatcher presses ENTER the current entry should be recorded with a time stamp and a new entry line presented. The dispatcher should be able to hold one or more pending incidents for a particular unit with an indication in the incident status display. 9.2.5 Rotation Towing The system should be capable of recommending a vehicle tow company upon request. The tow company recommended should be the next company on a rotating list. The frequency of rotation should be configurable, i.e., each call, daily, weekly, etc. The selected tow company should be recorded in the incident record. 9.3 Police Records Management Functions FEATURES RESPONSE REFERENCE 9.3.1 System Administrative Functions System has a print, edit and view audit trail. Audit trail reports can be printed. Interface with CrimeView and Crossroads 9.3.2 Master Name File 23 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM The Master Name system has separate merge feature for mis-match names. The Master Name merge feature should evaluate additional personnel information such as DOB or social security number to assist with name matching. All data entry fields in Master Name are searchable. The Master Name should have vehicles and associates attached to the record. 9.3.3 Mobile Officer Reports The system should support direct entry of officer reports from information collected in the field by officers. System should be capable of allowing drivers licenses information to be collect from a magnetic stripe on back of Drivers Licenses. A command should be provided to permit easy generation of an officer report number. Pertinent incident information should be transferred to the officer report record from a CAD incident record when it is created. Officer reports should contain a cover sheet - who, what, where, when (a synopsis of the report) Information from officer reports should not automatically propagated to the Master Name file or the system has the ability of creating a merge name feature if the name is added incorrectly. Integral spell checking for narratives and supplements should be provided. The system should allow the user to “cut and paste” text from a word processing program to a narrative/supplement. The officer reports should contain officer/reviewer signoff and report routing. The approval process should allow supervisors and records clerks to attach lists of problems with reports to the report for the officer to correct. 24 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM The officer should be able to individually check off problems as corrected and the supervisor should be able to individually check off corrected items as verified. Once approved, a case must be “locked,” i.e., not subject to change (except for supplementary narratives) except by personnel with sufficient security level. 9.3.4 Case Investigation Management The system should provide a case investigation log by detective, officer, or all cases under investigation with features similar to the officer log report. The system should provide appropriate status and progress reports. 9.3.5 Citations Have the ability to search on any field of the mask. 9.3.6 Vehicles The vehicles database should be built by entries generated by incidents, officer reports, and citations. Vehicle lookup should be possible by entering any field of the mask. A vehicle display should include information about the vehicle (make, model, color, etc.) plus a history of encounters with the vehicle. 9.3.7 Property The system should include a property log that should record each property transaction , including property checked in and out of the property room. (include a description of the method used) Property Audit trail System should automatically transfer information from the crime report to the Property system to reduce redundant data entry. 9.3.8 Bar Coding 25 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Bar Coding software should be completely integrated into the records management system. If proprietary bar coding equipment is required, then include its price on the pricing page. Uses a wireless terminal with wand Allows assigning property to property room “bins” with the wand with the assignment automatically transmitted and entered into the property database Supports checking property in and out Supports creating a list of common reasons for checking out property that can be entered from the bar coding terminal Prints bar code labels singly or in bulk for a case Supports printing on commonly available labels Can print blank labels (with respect to property description) Allows inventory reconciliation 9.3.9 Field Interviews The system should include the ability to enter field contact information into the database as a “Field Interview” with the person information automatically recorded in the Master Name file. 9.3.10 Traffic Collision Reports Meet the fields of the CHP555 form Ability to print the CHP555 form 9.3.11 Other Records Management Files Proposed software includes databases for the following: Gangs Warrants Subpoenas Name Alert File/Flag 26 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM 9.4 Other Required Functions REQUIREMENT RESPONSE REFERENCE 9.4.1 Instant Access to Detail Records The system should support display of detail records (related to the current display). For example, when a master name record is displayed, the person’s history will include references to incidents, officer reports, FIs, citations, etc. The user should be able to quickly and easily display the detail record for any of these associated records 9.4.2 Search Capabilities The system should provide database search capabilities that will allow the user to freely specify search criteria and search any database in the system. A list of matching entries should be created that should be able to be reviewed on screen or printed. 9.5 Mobile Computer Software (Police and Fire) REQUIREMENT RESPONSE REFERENCE Should support touch screen computers, i.e. oversized buttons for frequently used transactions Information is automatically updated with new information entered by dispatcher Access to state and national vehicle and person information databases. One-button unit status reporting updates. Reporting updates from field personnel automatically notify the dispatchers of a status change Officer field access to CAD and records, vehicle, persons and property information. Current active incident summary Current unit status summary 27 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Obtaining officer report numbers Field entry of officer reports with transmission of the reports back to the central computer. Mobile Computer Software that allows the ability to self-assign, has status messaging, and access to premise information, address information, hazmat information and pre-fire plans. 9.6 Mapping FEATURES RESPONSE REFERENCE Map system is compatible with ESRI ArcView map data Map is completely integrated into CAD Map is also integrated into records management E911 calls are immediately located without dispatcher interaction The map displays the locations of active incidents A general-purpose pin mapping facility is included. Describe functionality provided. 9.7 State/NCIC Interface FEATURES RESPONSE REFERENCE Should provide a link to CLETS via the county’s message switch Contractor will comply with all state and federal mandates and reporting requirements no later than the due date required by the state or federal agency (at no additional cost to the City). Supports menu based entry of common CLETS queries from all authorized users Entry mask for ID theft modifies entries and clears. If not currently in place, indicate expected implantation date. Allows command line entry of person and vehicle queries 28 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM From the person display allows running that person with a dedicated button. From the vehicle display allows running that vehicle with a dedicated button. A state queries log is available that list state queries. A separate log of all criminal history queries is available that meets all state requirements. The incident history that is part of the display of an individual incident should include all the queries that have been run for that incident and the requesting officer. The printout includes the text of the associated query and the ID of the unit that ran it. UCR reports produce the “anti-reproductive crime reporting”. If not currently in place, indicate expected implementation date. 9.8 Fire Miscellaneous FEATURES RESPONSE REFERENCE System has EMD protocols or has an interface to an EMD approved vendor “Rip and run” CAD calls to printers at Fire Stations. (Are there specific printer hardware requirements) The incident display should include all times for each fire patient contact, ambulance contact time, defibrillation time, transport time, arrival at hospital time and reports should be generated for statistical purposes. Interface with YCCESA CAD system 29 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM Appendix A Current City of Davis Technical Environment Category Description as of 7/2005 Hardware Servers IBM AS400, DELL Servers, RAID 5 Arrays Workstations Intel (Pentium 4) or greater) Network 10BaseT, ATM, FDDI, Cisco Routers, Switches and Access Points Operating System Server Novell 5.5 and 6.1 (file and print sharing) Microsoft 2000 &2003 server (application servers) Workstation Windows XP Server Applications Development Microsoft SQL , Access, DB2, IIS, Coldfusion Environment End-user Novell Groupwise, Microsoft Applications Office, HTE Network Protocol Ethernet, TCP/IP, NOS Novell for file and print sharing GIS Arc IMS, Arc GIS, MapObjects PD Systems RMS VisionAIR’s VisionRMS CAD PRC Other software DataWorks (Mugshots), CrimeView, Crossroads Fire Systems RMS FireRMS5.0 from BIO-key International (with automated data transfer from PRC CAD to Fire Incident Module) and Additional systems being used are and, CAD PRC Other Software FireView (with data transfer from FireRMS5.0), Quicktel Paging System and Dialogic Communications Corporation Automated Telephone Notification System Miscellaneous Mobile VisionAIR’s VisionMOBILE utilizing Netmotion for connectivity (may be discontinued after leaving current CAD environment) 30 DAVIS POLICE DEPARTMENT REQUEST FOR PROPOSAL PUBLIC SAFETY COMPUTER SYSTEM GPRS Sierra Wireless EDGE 775 modems with Cingular service Wi-Fi Cisco Aironet 1200 Access points & Cisco 3200 series Mobile Access Router in the vehicles Master Voice Mercom Audiolog client Recorder **Current RMS, CAD and Mobile are part of a consortium 31
"Safety Management System Propsal"