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Jefferson County E911 Request for Proposal CAD and Mapping Software System Louisville, Georgia 08/01/2016 ---PAGE BREAK--- Contents 1 1 2 3 Current Service Project System Configuration and 4 Data 4 Technical Cover Transmittal Table of 6 6 6 Software 7 Support and Technical 7 8 Introduction Jefferson County E911 hereby requests that vendors submit proposals to the agency at Louisville, Georgia for a CAD and mapping software system. These proposals shall provide all of the material requested herein, including detailed cost proposals for the necessary hardware, software, and services. A vendor’s failure to follow any of the provided instructions may result in rejection of the vendor’s proposal. ---PAGE BREAK--- 1 Jefferson 911 reserves the right to overlook any errors or omissions on the part of the vendor during the RFP process. Jefferson 911 is seeking to replace its existing CAD and mapping system. Jefferson 911 is looking for a contemporary, completely integrated solution that is one application, with one database, provided by one vendor. In addition, Jefferson 911 would like the CAD and mapping solution vendor to not only provide but also to maintain the software, servers, and server operating systems under the vendor’s standard maintenance and service agreement. Contacts All communications regarding this RFP should be directed to: Jim Anderson EMA Director P. O. Box .658 Louisville, Ga. 31082 [EMAIL REDACTED] 478- 625-4102 No vendor employee or consultant shall contact anyone else at Jefferson 911 for purposes of soliciting information about this RFP, the evaluation of the proposals, or the selection process until after such time as Jefferson 911 announces its intent to award the contract or otherwise completes the RFP process. Dates August 1, 2016 9:00 a.m. RFP is released to vendors. August 15th, 2016 5:00 p.m. Questions are due from vendors via email. August, 22, 2016 5:00 p.m. Answers are due back to vendors via email. September 1, 2016 2:00 p.m. Sealed proposals are due from vendors and opened. September 15, 2016 2:00 p.m. Vendors are notified of the intent to award the contract. Deliverables As of the date specified in the Dates section for the proposals to be due, the vendor must submit the following to the person specified in the Contacts section: One bound original Two bound copies One electronic copy on CD or flash drive The sealed package which contains the proposals must note the following prominently on the outside of the package in addition to address or mailing labels: ---PAGE BREAK--- 2 Vendor name RFP name Proposal due date and time The proposal shall follow the structure specified in the Content section. ---PAGE BREAK--- 3 Profile Jefferson E911 provides dispatch and emergency services to Jefferson County and all cities within. The county includes a population of approximately 16,500 people. The Jefferson County E911 Center consists of 12 personnel, who are anticipated to use the new system as follows: Dispatch Seats 3 Support/Administrator Seats 1 Jefferson 911 needs a contemporary, easy-to-use public CAD and mapping system to provide straightforward access to information and otherwise streamline the agency’s processes. Current System At present, Jefferson 911 is using InterAct CAD. This system has been in place for 5 years. Currently, the server operating system is past its serviceable life and cannot be upgraded. ---PAGE BREAK--- 4 Service Requirements Project Management The vendor must provide a dedicated project manager as part of the project. This person will be responsible for interacting directly with his or her counterpart here at Jefferson 911 for the duration of the project. System Configuration and Setup The vendor must provide detailed system configuration and setup services to Jefferson 911 as part of this project. These services are necessary to ensure that the new system is configured to match the processes and workflow of Jefferson 911 to reduce the learning curve and improve the rate of adoption by the users. Training The vendor must provide custom training on the new system to all users. This training may be a mix of train-the-trainer and end-user training, as agreed upon by the vendor and Jefferson 911. Jefferson 911 will provide the training facilities, workstations, network, etc. which are required for the training. The vendor will provide training which is specific to both the products on which the users are trained and the processes and workflows with which the users are already familiar. Training shall be performed using a copy of Jefferson 911’s data which has been converted from the existing system. Data Conversion The vendor must include data conversion. The databases to be converted include InterAct CAD. The vendor will work with Jefferson 911 to determine the precise process (including data verification and testing) which will be used to perform the data conversion. All data must be converted before go-live and must be available to the users on the new system at that time. ---PAGE BREAK--- 5 Technical Requirements Functional and technical requirements are in the attached Excel spreadsheet: Jefferson County 911 CAD Requirements.xlsx. The vendor must complete this spreadsheet as part the proposal. Failure to answer all of the requirements in accordance with the provided instructions may result in rejection of the vendor’s proposal. ---PAGE BREAK--- 6 Content The vendor must provide its proposal in accordance to the structure and content specified in the following sections: Cover Page This must include the vendor’s name and contact information, as well as the name of the RFP, the vendor’s contact person for the proposal, and the date the proposal is due. Transmittal Letter This must be provided on the vendor’s letterhead and must be signed, in ink, by a person who is authorized to commit the vendor to the representations within the proposal. The signer must be one of the following: A current corporate officer, partnership member or other person specifically authorized to submit a proposal A person authorized to bind the vendor as reflected by an accompanying corporate resolution, certificate or affidavit The transmittal letter must include the following: A statement that the vendor has not and will not attempt to influence any other party to bid or not bid on the RFP A list of all addenda to the RFP, including the vendor’s statement that any responses required by those addenda have been made within the proposal A list of any sub-contractors who will be used for the project A statement that the proposal will be valid for 6 months from the due date Failure to provide a properly signed transmittal letter in accordance with the provided instructions will result in rejection of the vendor’s proposal. Table of Contents This must include a paginated list of the information provided within the proposal. Qualifications This must include a minimum of the following information: Company Overview – Current context, history, philosophy/approach to doing business, sectors in which the vendor does business, financial status and company health, current number of agencies under maintenance and support, number of agencies who are no longer customers Benefits – How would working with the vendor be to Jefferson 911’s particular benefit? References This must include a minimum of 5 references of a similar size and scope to Jefferson 911. Each reference must include the following information: ---PAGE BREAK--- 7 Agency name and address Contact person with email and telephone number Date agency became a client Products purchased The vendor must ensure that all information for the references is current and that the contact person is willing to provide a reference. References are likely to be checked by phone and will require a minimum of 10 to 15 minutes of the contact person’s time. Software Overview This must include a brief overview of the software solution, including how all of the products and modules work together. Implementation This must include both an overview of the general implementation process as well as timeline which shows the major milestones of the project from contract signing all the way through system acceptance. Training This must include both an overview of the general approach to training as well as a sample training plan. Support and Maintenance This must include a complete description of the maintenance and support services which are offered by the vendor as part of this proposal. Technical Requirements This must include the completed Jefferson County 911 CAD Requirements spreadsheet and any extended explanations which may be needed for the vendor’s answers to particular requirements. Pricing This must include detailed pricing for the software, hardware and services included in this proposal. In addition, 24x7x365 maintenance costs must be included for five years. ---PAGE BREAK--- 8 Evaluations Jefferson 911 reserves the right to select the proposal which best meets its needs, regardless of the cost of that proposal relative to other proposals received. The evaluation process will begin after the proposals are due and is anticipated to take several days. During this review process, the evaluators may request additional clarifying information from the vendor. Evaluation criteria include the following: Completeness – Did the vendor provide everything which was requested and in the proper format? Functionality – Does the proposed solution include the functionality which is essential to Jefferson 911? Cost – Does the proposed solution provide the needed functionality at a reasonable cost to Jefferson 911? As part of the evaluation process, the evaluators may request site visits and demonstrations or oral presentations (in person or via teleconference) on the part of the vendor.