Proposal Guidelines


[PDF]Proposal Guidelines - Rackcdn.com10ba4283a7fbcc3461c6-31fb5188b09660555a4c2fcc1bea63d9.r13.cf1.rackcdn.com...

3 downloads 108 Views 229KB Size

Department of Buildings and General Services

Agency of Administration

Purchasing & Contract Administration 10 Baldwin St. Montpelier VT 05633

[phone] [Fax]

802-828-2210 802-828-2222

www.bgs.state.vt.us

REQUEST FOR INFORMATION

Automated Vehicle Locator System (AVLS) ISSUE DATE:

September 2, 2014

QUESTIONS DUE BY:

September 17, 2014 at 4:30 PM

DUE DATE and TIME:

September 30, 2014 at 3:00 PM

LOCATION OF BID OPENING:

10 Baldwin St, Montpelier

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND AMENDMENTS ASSOCIATED WITH THIS RFI WILL BE POSTED AT: http://bgs.vermont.gov/purchasing/bids THE STATE WILL MAKE NO ATTEMPT TO CONTACT VENDORS WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH VENDOR TO PERIODICALLY CHECK http://bgs.vermont.gov/purchasing/bids FOR ANY AND ALL NOTIFICATIONS, RELEASES AND AMENDMENTS ASSOCIATED WITH THE RFI. PURCHASING AGENT: TELEPHONE: E-MAIL: FAX:

Brian Berini (802) 828-2217 [email protected] (802) 828-2222

Vermont Department of Public Safety | RFI – AVLS

1

Contents 1

PURPOSE .......................................................................................................................................................... 1

1.1 1.2 2

LIABILITY ..................................................................................................................... 1 CONFIDENTIALITY .................................................................................................... 1

BACKGROUND INFORMATION ................................................................................................................. 2

2.1 VERMONT’S NEARLY UNIFORM ENVIRONMENT ............................................ 2 2.1.1 BRIEF SUMMARY OF SPILLMAN and other CAD/RMS within Vermont .......... 2 3

RFI DESCRIPTION .......................................................................................................................................... 5

4

STATEMENT OF WORK ................................................................................................................................ 6

4.1 ANTICIPATED REQUIREMENTS ............................................................................. 6 4.1.1 AUTOMATED VEHICLE LOCATION APPLICATION ........................................ 6 4.1.2 HARDWARE ............................................................................................................ 7 4.1.3 INSTALLATION AND SUPPORT / UPGRADE AND CHANGES ....................... 7 5

REQUESTED INFORMATION ...................................................................................................................... 7

5.1 5.2 5.3 5.4 5.5

COVER PAGE ................................................................................................................ 8 VENDOR QUESTIONNAIRE ...................................................................................... 8 CONTACT INFORMATION ........................................................................................ 8 RFI RESPONSE SUBMISSION.................................................................................... 8 EXPLANATION OF EVENTS...................................................................................... 9

6

VENDOR QUESTIONNAIRE ....................................................................................................................... 10

7

APPENDIX A: COST ESTIMATE WORKSHEET .................................................................................... 11

7.1 8

ADDITIONAL MATERIALS...................................................................................... 11

APPENDIX B: BUSINESS AND TECHNICAL REQUIREMENTS ......................................................... 11

8.1

ENVIRONMENTAL CONSIDERATIONS FOR HARDWARE ............................ 11

Vermont Department of Public Safety | RFI – AVLS

2

1

PURPOSE

This Request for Information (RFI) is issued on behalf of the Vermont Department of Public Safety (DPS) to gather input and obtain information and cost estimates in proceeding with the acquisition of an Automated Vehicle Location System (AVLS). This system should also be appropriate for all law enforcement agencies throughout the State of Vermont. Responses are due for this RFI by 3:00 PM on September 30, 2014. See Section 6 for further information. The DPS intends to evaluate the submissions by respondents to explore AVLS software programs, determine which features and functionality are available, and understand the cost associated with a new system. The DPS shall not be held liable for any costs incurred by the vendors in the preparation of their submission, or for any work performed prior to contract issuance.

1.1

LIABILITY

This RFI is for planning purposes only. It is neither a solicitation notice nor a Request for Proposal. Responses to the RFI are not offers and cannot be accepted by the State of Vermont to form a binding contract. This RFI shall not limit any rights of the DPS, and additionally reserves all its rights including but not limited to its right to elect not to procure the goods and/or services that are the subject of this RFI and its right to procure them from a vendor that has not responded to this RFI. The DPS shall not be liable for any costs incurred by the vendor in preparation of its response. All cost estimates are for planning purposes only and do not constitute a legal bid.

1.2 CONFIDENTIALITY The DPS retains the right to promote transparency and to place this RFI into the public domain, and to make a copy of the RFI available as a provision of the Vermont access to public records laws. Please do not include any information in your RFI response that is confidential or proprietary, as the DPS assumes no responsibility for excluding information in response to records requests. Any request for information made by a third party will be examined in light of the exemptions provided in the Vermont access to public records laws. The solicitation of this RFI does not commit the DPS or the State of Vermont to award a contract. This RFI is for information gathering purposes only and no vendor will be selected, pre-qualified, or exempted based upon their RFI participation.

Vermont Department of Public Safety | RFI – AVLS

3

2

BACKGROUND INFORMATION

The Vermont Department of Public Safety is currently seeking RFI from an experienced and innovative firm for the development and production or implementation of an Automated Vehicle Location System. The vendor / firm must be able to produce references from agencies where their AVL System was successfully rolled out. This proposal will allow the identification of hardware, software, storage, data transfer, and query services with a suggested vendor system. The rapid rate of growth of usage of Vermont roadways and response to calls for service challenges all areas of law enforcement in the State of Vermont. Although the Vermont Department of Public Safety has strived to meet these challenges by requesting additional resources, it feels that a well-designed AVLS application will help leverage its limited resources. The Vermont law enforcement community is made up of the Vermont State Police (VSP), municipal departments, County Sheriff’s departments, and other agencies (such as the Department of Motor Vehicles). The combined efforts of the VT law enforcement community allow about 550 law enforcement officers for road patrol. This number falls well below the national average recommended. Technology is needed to boost officer productivity and improve efficiencies as well as aid in the safety of our officers and emergency response partners. Although initially, the AVLS would be looked at primary by the DPS it is not uncommon for our law enforcement partners to follow suit. Additionally, we seek functionality that would be able to pair disparate AVL systems onto one platform thus providing the ability to view all AVL System equipped resources, regardless of vendor on one single screen.

2.1

VERMONT’S NEARLY UNIFORM ENVIRONMENT

Vermont's Department of Public Safety (DPS) utalizes Spillman as their CAD/RMS System. A Majority of law enforcement within Vermont have migrated to Valcour for their CAD/RMS system. Although not a requirement of DPS, the ability to integrate the AVLS with the Spillman CAD/ RMS as well as Valcour may be a factor considered by other law enforcement partners.

2.1.1

BRIEF SUMMARY OF SPILLMAN and other CAD/RMS within Vermont

Spillman agencies that utilize Mobile Office functionality do so in their vehicles currently by running Spillman Mobile client software on a laptop. The Spillman Mobile software allows for Voiceless CAD, State, National and Local Records queries. The Voiceless CAD option allows officers to get direct access to information necessary to complete assignments without radio contact. Other CAD/RMS systems deployed in Vermont include: CrossWind Technologies (Valcour) While there are some minor variations, the majority of law enforcement agencies serviced by the Spillman system are equipped with a mobile computing environment (MDC) that includes:

Vermont Department of Public Safety | RFI – AVLS

4

MDCs: •



Panasonic Toughbooks CF30 – CF31, Panasonic CF53. VSP is currently testing the Panasonic FZ-GI tablet. (this should be taken into consideration, as the tablet may be the direction in which our fleet of MDCs takes.) o Current Docking Stations for Toughbooks have one to two USB Ports; may need to consider options to increase the number of USB ports in police cruisers Operating Systems: Windows 7 32-Bit or 64-Bit with current versions of Internet Explorer (IE 9-11)

State of Vermont has: 12 State Police Troops, 14 County Sheriff Dept., and 55 Municipal Police Agencies plus 4 other ancillary special law enforcement groups. Air cards: • Boosters: • VPN:

Verizon Wireless Models: 3G, USB760 3G, UM175 3G, UMW190 3G, PC770 3G, 4510L 4G, 4620 4G, USB551L 4G & UML290 4G Wilson Electronics Model 811201 Dual Band 800/1900 MHz Direct Connection Bi-Directional Cell Amplifier

• Netmotion Mobility XE 9.5 and 10

Software: •

The MDCs may be equipped with some or all but not limited to the following software: VZ Access Manager, Netmotion Mobility XE, Spillman Technologies (Summit & Mobile), CCleaner, Google Earth, Internet Explorer, InterVideo WinDVD, Malwarebytes Anti-Malware, Microsoft Streets & Trips 2011/2013, Roxio Easy CD Creator, Watch Guard DVD Manager, ARAS360/HD Crash Reconstruction; Visual

Vermont Department of Public Safety | RFI – AVLS

5

Statement Crash Reconstruction, Terrain Navigator Pro, ELSAG NA License Plate Reader, Microsoft Office 2013 Pro Plus, Symantec Endpoint, X26 Taser

Here are the different law enforcement groups’ breakdowns of equipment. These listed have the MDC Toughbook environment in police cars: • • • •

All 12 state police troops have MDC Toughbook environment. One out of the 14 County Sheriffs do not have any laptops. This agency is: Caledonia CSD. Four out of the 55 municipal police departments do not have any laptops. These Montpelier PD, and agencies are Bradford PD, Middlebury PD, St. Johnsbury PD. There are three ancillary VT special law enforcement groups. o Fish and Wildlife have no laptops. o VT Dept. of Liquor Control has MDC Toughbooks. o VT Department of Motor Vehicles is spilt between two types of laptops:  Enforcement group has MDC Toughbooks.  Investigation group has HP 6730B Laptops.

Docking Stations: Most VSP cars have a Gamber Johnson Pedestal mount and a Gambier or Havis hub. o Docking Station model is NP-Pandock and the Hub is 7160-004. o There are some Gamber Johnson Docking Stations models: Mac Dock MDC. There are a few Dodge Chargers and Chevy Caprices that have a Gamber Johnson Docking Station and a Havis Pedestal Mount. o NOTE: VSP Fleet Services would have to approve of any hardware mounted into the police cruisers. VSP Fleet Services may require the Vendor(s) to install the hardware at their facility. Vermont State Police (VSP): The Vermont State Police (VSP) will be the lead agency in initial testing and deployment of Automated Vehicle Location solution(s). VSP has an organizational structure that supports nearly uniform business practices and has deployed a uniform mobile computing environment.

Vermont Department of Public Safety | RFI – AVLS

6

3

RFI DESCRIPTION

The State is seeking information to support its desire to automate the process of tracking, locating and storing information about the whereabouts of its fleet. The information sought in response to this RFI will assist the State in making a decision regarding long-term strategies for the State’s vehicle tracking system. This RFI has three key objectives:

• • •

Provide prospective respondents with information regarding the statewide project, and, Solicit respondent information to assist the State in determining if identified requirements can be met by available software/hardware COTS (Commercial Off The Shelf) alternatives. Demonstrate a Proof of Concept for Automated Vehicle Location System.

The State is seeking feedback on the information in this RFI and will consider any information, including partial responses, received in response to this RFI. If the State moves forward in the development of an RFP, the RFP process will be open to all respondents regardless of their decision to participate in this RFI. The State envisions that the Automated Vehicle Location System will support the following highlevel goals:

• •

• •



• • •

Provide accountability of all AVL equipped vehicles within the DPS fleet as well as its emergency response partners. Record and retain records of location and speed of all AVL equipped vehicles in a database for up to but not longer than 4 years. There must be a mechanism to set an automated deletion of records as determined by the Commissioner of Public Safety of his/her designee. Provide the ability to create geo-fences utilizing historic data in order to ascertain the location of (a) vehicle(s) during a given time frame. Provide the ability to create a historic “breadcrumb” or “trail” of a vehicle’s location during law enforcement functions such as high-speed pursuits or searches after the fact and the ability to create a map of where the vehicle was, including the “breadcrumb” or “trail” for the purposes of entering the document as evidence in a court case. Provide real time (no more than 5 seconds) locations and identifications of AVL equipped vehicles to other AVL equipped vehicles, dispatch centers, Emergency Operations Center and other pre- determined locations such as supervisor computers. Provide the ability to capture and store the speed of vehicles but also have the ability to limit who has access to view this data. Explore the advantages of providing the tracking of vehicle maintenance data from the OBD II /Vehicle Computer. Utilize existing air cards being used by the vehicles equipped with MDCs or a low cost alternative.

Vermont Department of Public Safety | RFI – AVLS

7



• •

4

Provide for an AVL system will track the vehicle not the computer in the vehicle. This may mean that the air card utilized for the transmission of data for the MDCs may have to be placed in or replaced with another piece of hardware so that both the MDC and the AVL system can utilize the same connection. If possible, we would be able to pair disparate AVL systems onto one platform thus providing the ability to view all AVL System equipped resources, regardless of vendor on one single screen. Provide for an AVL system will track vehicles that do not have a MDC assigned to it. This may be accomplished by utilizing a low data usage cellular aircard, the OBD II /Vehicle Computer or other alternative means of transmitting the location, direction of travel and speed of the non MDC equipped vehicle.

STATEMENT OF WORK

4.1 ANTICIPATED REQUIREMENTS The purpose of this RFI is to determine if there are solutions capable of meeting the State’s anticipated requirements and to determine alternatives for meeting those requirements that are consistent with the overall vision for the VSP and the State. The State’s discovery efforts to date regarding Automated Vehicle Location Systems have resulted in a desire to obtain access to solutions with the following attributes: FUNCTIONAL SPECIFICATIONS FOR AN AUTOMATED VEHICLE LOCATION SYSTEM 4.1.1 1. 2.

AUTOMATED VEHICLE LOCATION APPLICATION Enable dispatchers to view the whereabouts of all AVL equipped vehicles. Enable dispatchers to view the unit number of the vehicle(s) they are watching without having to have a pointer hover over the vehicle to obtain that information.

3.

Enable all AVL equipped vehicles to view the whereabouts of other AVL equipped vehicles. 4. Enable the State Emergency Operations Center to view the whereabouts of all AVL equipped vehicles in one location, on one map, in a vendor agnostic environment. 5.

Utilize existing air card functionality or other low cost alternative to transmit AVL data.

6.

The application must be granular in functionality so that permissions can be granted to some, but not to others to view the speed of the vehicles both real time and historically. Additionally, we should have the ability to modify logins (add / delete), permissions and vehicle display data.

Vermont Department of Public Safety | RFI – AVLS

8

7.

The software application must include the ability for users to view only the zone or zones they wish to view. This should include a user defined viewing of a single or multiple units and/or zones

8.

Utilize the AVL on board diagnostics to send maintenance data via the OBD II sensor. 8.The software application shall operate on Windows XP and above operating systems, along with subsequent Window’s releases. “Apps” that allow for the secure viewing of vehicles equipped with AVL on the iOS and Android platform will be considered as an additional functional application.

9.

A web based application is preferred, however if software is required there will need to be a testing and modifications phase made available to ensure it does not interfere with current applications.

4.1.2

HARDWARE 1. Mounting supports for hardware must be applicable to the current VSP mobile data mounting hardware in place and will be approved by the DPS Fleet Manager. 2. Mounting hardware and associated equipment must not restrict or inhibit officer safety and movement. 3. Hardware devises must be mounted in such a way to ensure officer safety especially in a crash situation. 4. Data transmission must not interfere with other vehicle or emergency equipment operations.

4.1.3

INSTALLATION AND SUPPORT / UPGRADE AND CHANGES 1. Software installation shall utilize an automated ‘self-installer’ process that requires minimal or no DPS IT involvement. 2. Software Vendor shall specify hours and days they are available for customer support. 3. Vendor maintenance plan shall be all inclusive that will not require the agency to pay any fees for changes, modifications, changes, and updates requested by the police agencies throughout the year. 4. Vendor shall provide all necessary training and support documentation. 5. Vendor shall provide all installation and maintenance services if requested. 6. Vendor shall provide AVL software / hardware solutions for vehicles equipped both with and without Mobile Data Computers. 7. Vendor shall have the ability to fully deploy all solutions to a given State of Vermont agency within 30 days of receiving appropriate authorization. 8. Selected vendor(s) will have an opportunity to have their products installed in a proof of concept trial in VSP cars and at VSP dispatch facilities. Such test trials of products could last up to 90 days. 9. Selected vendor(s) will provide pricing for 1) installing the selected AVL solution(s) in all currently existing vehicles as well as 2) training the DPS Fleet Services Section on proper removal and installation of the AVL equipment in vehicles deployed in the future.

Vermont Department of Public Safety | RFI – AVLS

9

5

REQUESTED INFORMATION

Each submission prepared in response to this RFI must include the elements listed below, in the order indicated. The vendor, when presenting the response, must use the following outline: • • • •

5.1

Cover Page Vendor Information Cost Estimates Business and Technical Requirements

COVER PAGE

The first page of the vendor’s RFI Response must be a cover page displaying at least the following: • • • • • • •

Response of RFI Title Vendor’s Name Contact Person Telephone Number Address Fax Number Email Address

All subsequent pages of the RFI Response must be numbered.

5.2

VENDOR QUESTIONNAIRE

Please provide your answers to the stated questions related to the project. Additional information may supplement your answers and must be attached to the RFI response.

5.3

CONTACT INFORMATION

All communications concerning this Request for Information (RFI) are to be addressed in writing to the attention of: Brian Berini Purchasing Agent, State of Vermont, Purchasing and Contract Administration Division, 10 Baldwin St, Montpelier VT 05633. Brian Berini, Purchasing Agent is the sole contact for this RFI Response. Attempts by RFI Responders to contact any other party could result in the rejection of their RFI Response.

5.4

RFI RESPONSE SUBMISSION

CLOSING DATE: The closing date for the receipt of RFI Responses is 3:00 PM

Vermont Department of Public Safety | RFI – AVLS

10

SEPTEMBER 30, 2014. Responses must be delivered To: Brian Berini, State of Vermont, Purchasing and Contracting Department, 10 Baldwin St, Montpelier, VT 05633 prior to that time. RFI Responses or unsolicited amendments submitted after that time will not be accepted and will be returned to the vendor. The responses will be received by purchasing at 10 Baldwin St, Montpelier, VT 05633 and will be passed on to DPS for review. RFI responses must include one (1) electronic copy on Compact Disc (CD) and Three (3) Paper (hard copy) responses must also be submitted. Paper copies must be bound with a staple, binder or other appropriate means such that pages are not submitted loosely. Three (3) copies of the RFI must be delivered to the Purchase Agent. The electronic response made to the narrative portion of this RFI must be in Microsoft Word version 2003 or 2007 compatible format. At least one copy of the Cost Table and Business and Technical Requirements must be made in Microsoft Excel Version 2003 or higher.

5.5

EXPLANATION OF EVENTS 1. Issuance of RFI This RFI is being issued by the State Purchasing Division (SPD) of the General Services Department. Additional copies of the RFI can be obtained from the State Purchasing Division web site http://bgs.vermont.gov/purchasing or directly from the State Purchasing Agent. 2. Deadline for Written Questions Potential respondents may submit questions regarding this RFI. Questions must be submitted in writing, by e-mail, to the Purchasing Agent Brian Berini at [email protected] and must be received by 4:30 PM Eastern Time on SEPTEMBER 17, 2014. 3. Response to Written Questions Any vendor requiring clarification of any section of this proposal or wishing to comment or take exception to any requirements or other portion of the RFI must submit specific questions in writing no later than SEPTEMBER 17, 2014 AT 4:30PM. Questions may be e-mailed to [email protected]ate.vt.us. Any objection to the RFI or to any provision of the RFP, that is not raised in writing on or before the last day of the question period is waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the State’s web site http://bgs.vermont.gov/purchasing/bids . Every effort will be made to have these available as soon after the question period ends, contingent on the number and complexity of the questions.

Vermont Department of Public Safety | RFI – AVLS

11

4. Submission of Responses Three (3) paper copies of the RFI response and one (1) electronic copy on CD should be delivered to the Purchasing Agent no later than 3:00 PM Eastern Time on September 30, 2014. Responses received after the due date and time may not be considered. Responses should be labeled, Response to RFI –Titled –“Vermont Automated Vehicle Locations System” 5. Review and Evaluation of Responses The review and evaluation of responses to the RFI will be performed by DPS and their designees. The evaluation process will take place the week following the response due date. During this time, the RFI Manager or other DPS representatives may, at the DPS’s option, initiate discussion with respondents for the purpose of clarifying aspects of their responses. 6. Vendor Demonstration of Their Product Vendors chosen from the review process may be called on to demonstrate their products. These select vendors will make arrangements with DPS to demonstrate their products. The DPS shall not be liable for any costs incurred by the vendor in preparation of its demonstration. All costs occurred are the vendor’s sole responsibility. All product demonstrations are for planning purposes only and do not constitute a legal bid. 7. Vendor Product Test Trial Certain Vendor products will be selected after review process to be placed into VSP Police Cars for a test trial. The test trial can last up to 90 days. 2 of each vendor selected products will be involved with the test trial. The VSP troopers will provide feedback to the RFI Manager. The selection of vendor products for a test trial does not commit the DPS or VSP or the State of Vermont to award a contract. This test trial is for information gathering purposes only and no vendor will be selected, pre-qualified, or exempted based upon their RFI / test trial participation. All costs occurred are the vendor’s sole responsibility. All product test trials are for planning purposes only and do not constitute a legal bid.

6

VENDOR QUESTIONNAIRE

We are asking for a total cost estimate (low and high estimates) comprised of software, hardware, and necessary implementation services. We understand that the cost figures provided are for planning purposes only and will not be binding in any way.

Vermont Department of Public Safety | RFI – AVLS

12



When thinking about the total expenditure for the future system as it relates to hardware, software, and implementation services, would a fair estimate for your solution be: 10% hardware, 60% software, and 30% implementation services? Would you allocate these percentages differently and if so, how would you allocate them and why?



Please include an estimate of yearly maintenance costs associated with your solution.

7 APPENDIX A: COST ESTIMATE WORKSHEET

TABLE 8.1: COST ESTIMATE TABLE Item I. II. III. IV. V. VI. VII. VIII.

General Requirements Description

Cost

Percent

Mobile Computer AVL Application OBD II Sensor AVL Application within Dispatch and other office based locations Disparate AVL tie in at Emergency Operations Center Air card Platform Hardware and Mounting Data Storage Upgrades / Changes Training

IX.

Vendor Requirements – Installation and Support

7.1

ADDITIONAL MATERIALS

Please provide any other materials, suggestions, cost, and discussion you deem appropriate.

8

APPENDIX B: BUSINESS AND TECHNICAL REQUIREMENTS

8.1

ENVIRONMENTAL CONSIDERATIONS FOR HARDWARE

VERMONT WEATHER CONDITIONS

Vermont Department of Public Safety | RFI – AVLS

13

Vermont’s harsh weather environments: A. Operations in Vermont Winter conditions: VT average winter temperatures Day +27◦F, Night +8◦ F Lowest coldest official temperature: -50◦F Vermont averages 92 days per year below +32◦ F Vermont averages 154 days per year that minimum temperature per a 24 hr period is below +32◦F VT average winter humidity 42% B. Operations in Vermont Summer Conditions VT average summer temperature Day +76◦F, Night +55◦F Highest hottest official temperature: +105◦ F VT averages 6 days per year over +90◦F VT average summer humidity 72% C. Rain, Snow, Sleet, and Freezing Rain may fall onto Hardware D. Drop and Shock resistance, 6’ drop test, vibration considerations Note: Weather Statistics from NOAA

Vermont Department of Public Safety | RFI – AVLS

14