ee
Request for Proposals Police Records Management and Automated Field Reporting System RFP Number: 116/2014
City of Columbia
Issue Date: 01 July 2014
City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Table of Contents 1.0
INTRODUCTION AND CONTRACTOR INFORMATION .............................................. 1 1.1 City Background .............................................................................................. 1 1.2 Project Background ......................................................................................... 1 1.3 Project Intent ................................................................................................... 1 1.4 Key System Functions ..................................................................................... 2 1.5 RFP Outline..................................................................................................... 3 1.6 Proposal Process Instructions .......................................................................... 4 1.6.1 1.6.2 1.6.3 1.6.4 1.6.5
1.7
Definitive List of Proposal Contents .................................................................. 6 1.7.1
1.8 1.9 1.10 2.0
Response Format .............................................................................................. 6
Evaluation & Award Process ............................................................................ 9 Initial Evaluation Criteria................................................................................... 9 Final Evaluation Weighting ............................................................................. 11
BACKGROUND AND FUNCTIONAL REQUIREMENTS ............................................ 12 2.1 Introduction ................................................................................................... 12 2.2 Agency Background and Sizing ...................................................................... 12 2.3 Systems Background ..................................................................................... 13 2.3.1 2.3.2 2.3.3
2.4
Application Systems Overview .......................................................................... 13 Major Facilities & Networks ............................................................................... 13 Detailed System Description ............................................................................. 14
Future Direction ............................................................................................. 16 2.4.1
2.5
Application Systems .......................................................................................... 16
Functional Requirements ............................................................................... 17 2.5.1 2.5.2
3.0
Significant Dates ................................................................................................. 4 Obtaining RFP .................................................................................................... 4 Webex Pre-Proposal Conference ........................................................................ 4 Written Questions and General Inquiries ............................................................. 5 Proposal Submittal .............................................................................................. 5
Overall Functional Requirements....................................................................... 17 Software Functional Requirements .................................................................... 19
ARCHITECTURE REQUIREMENTS ......................................................................... 20 3.1 Introduction ................................................................................................... 20 3.2 Architecture ................................................................................................... 20 3.3 Infrastructure Requirements ........................................................................... 20 3.3.2 3.3.3 3.3.4 3.3.5 3.3.6 3.3.7 3.3.8
3.4
Integration ..................................................................................................... 22 3.4.1
3.5
High Availability Requirement ............................................................................ 20 Capacity............................................................................................................ 21 Upgrades and Expansion .................................................................................. 21 Concurrent Operation ........................................................................................ 21 Infrastructure Functionality ................................................................................ 22 System Backup ................................................................................................. 22 Network Operating System and Protocol ........................................................... 22 System Integration and Network Equipment ...................................................... 22
End User Equipment ...................................................................................... 23 3.5.1 3.5.2
Desktop Workstation ......................................................................................... 23 Bar Coding/RFID............................................................................................... 23
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 3.5.3 3.5.4 3.5.5
Mobile Data Computer (MDC) ........................................................................... 24 Tablets .............................................................................................................. 24 Field Printers..................................................................................................... 24
4.0
SERVICE AND MAINTENANCE REQUIREMENTS ................................................... 25 4.1 Contractor Instructions ................................................................................... 25 4.2 General Maintenance Provisions .................................................................... 25 4.3 System Warranty ........................................................................................... 26 4.4 Service and Maintenance ............................................................................... 26
5.0
PERFORMANCE REQUIREMENTS ......................................................................... 28 5.1 Contractor Instructions ................................................................................... 28 5.2 Testing .......................................................................................................... 28 5.3 System Acceptance ....................................................................................... 28 5.4 Functional Acceptance Test (Test # 1) ............................................................ 29 5.5 Performance Test (Test # 2) ........................................................................... 29 5.6 Reliability Test (Test # 3)................................................................................ 29 5.7 Ongoing System Performance........................................................................ 31 5.8 System Performance Profile ........................................................................... 31 5.9 System Response Times ............................................................................... 32 5.10 Computer System Availability ......................................................................... 32 5.11 Formal Verification ......................................................................................... 33
6.0
IMPLEMENTATION REQUIREMENTS ..................................................................... 34 6.1 Contractor Instructions ................................................................................... 34 6.2 General Implementation Requirements ........................................................... 34 6.2.1 6.2.2 6.2.3 6.2.4 6.2.5
6.3
Project Management ...................................................................................... 36 6.3.1 6.3.2
6.4
7.0
Facility Requirements........................................................................................ 39
Coordination Meetings ................................................................................... 40 Phase-in Requirements.................................................................................. 40 Acceptance Testing ....................................................................................... 40 Training ......................................................................................................... 41 6.8.1 6.8.2 6.8.3 6.8.4 6.8.5 6.8.6
6.9
Coordination ..................................................................................................... 37 Scheduling ........................................................................................................ 37
Site Planning ................................................................................................. 38 6.4.1
6.5 6.6 6.7 6.8
Conduct of Work ............................................................................................... 34 Use of Facilities................................................................................................ 34 Restoration of Premises .................................................................................... 34 Qualifications of Implementation Staff................................................................ 34 Documentation.................................................................................................. 35
Training Guidelines ........................................................................................... 41 System Training and Documentation Requirements .......................................... 41 Training Schedule ............................................................................................. 41 Training Database ............................................................................................. 41 Training Volumes .............................................................................................. 42 Ongoing Training .............................................................................................. 42
Implementation Plan ...................................................................................... 43
CONTRACT REQUIREMENTS ................................................................................. 44 7.1 Instructions .................................................................................................... 44 7.2 Definitions ..................................................................................................... 44
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 7.3 7.4 7.5 7.6 7.7 7.8 7.9 7.10 7.11 7.12 7.13 7.14
General Submittal Requirements .................................................................... 45 Reservation for Rejections and Award ............................................................ 47 Contract Period.............................................................................................. 47 Amendments and Change Orders .................................................................. 47 Errors and Omissions .................................................................................... 49 Complete System .......................................................................................... 49 Continuity of Personnel .................................................................................. 49 Patents and Copyrights .................................................................................. 49 Permits.......................................................................................................... 49 Performance and Payment Bond .................................................................... 49 New/Uniform Hardware .................................................................................. 49 Transportation and Installation ....................................................................... 50 7.14.1 7.14.2 7.14.3 7.14.4
7.15 7.16 7.17 7.18 7.19 7.20 7.21 7.22 7.23
Subcontractors .............................................................................................. 50 Applicable Regulations................................................................................... 51 Payment Terms ............................................................................................. 51 Appropriations of Funds ................................................................................. 51 No Right to Terminate .................................................................................... 51 Liquidated Damages ...................................................................................... 52 Perpetual Software License/Source Code ....................................................... 52 Hardware Sizing ............................................................................................ 52 City’s Standard Software Contract Terms ....................................................... 54 7.23.1 7.23.2
8.0
Initial Installation and Return ........................................................................... 50 Mechanical Replacement ................................................................................ 50 Installation ...................................................................................................... 50 Risk of Loss or Damage to Equipment............................................................. 50
Scope of the Agreement.................................................................................. 54 General Conditions. ........................................................................................ 54
PRICE REQUIREMENTS.......................................................................................... 79 8.1 General Information ....................................................................................... 79 8.1.1 8.1.2 8.1.3
8.2 8.3 8.4
Important Notice................................................................................................ 79 Price Proposal Format....................................................................................... 79 Evaluation Period .............................................................................................. 79
Price and Payment Terms .............................................................................. 80 Summary Price Proposal................................................................................ 80 Supporting Price Detail .................................................................................. 80 8.4.1
Response Sheets.............................................................................................. 80
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
1.0
INTRODUCTION AND CONTRACTOR INFORMATION 1.1
City Background The City of Columbia (“City”) is located in and is the county seat of Boone County, Missouri. As of the 2012 census estimate, the population of the City was 113,225. The City provides law enforcement, fire and rescue services to their residents 24 hours a day, 7 days a week, and 365 days a year.
1.2
Project Background The City has owned and operated the Infor enRoute CAD/RMS since 1993 to provide dispatch and records management services for the Columbia Police Department (CPD). In 2013 the County took over the management and operation of the Public Service Joint Communications (PSJC), which was previously operated by the City, for CAD dispatch services. The PSJC and the City both currently utilize the Infor enRoute CAD, CAD Mobile, RMS and automated field reporting. For jail services, the City has its own facility for short term processing only. For longer term, county and state offenses, the City brings offenders to the jail operated by the Boone County Sheriff’s Office.
1.3
Project Intent The City is seeking proposals for a turnkey implementation of a Law Enforcement Records Management system that includes Automated Field Report (AFR) capabilities yet continues to interface with the CAD/CAD Mobile to facilitate the patrol officer workflow. The primary objectives are to:
Improve operational awareness for law enforcement personnel in the field Provide modern mobile capabilities to the field, including Automated Field Reporting. Incorporate industry best practices to streamline overall agency workflows and reporting.
In addition, the City is looking to:
Modernize the existing systems architecture in order to minimize long term support costs, and enable Agency-capable customization through configuration parameters
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Minimize the multiplicity of systems and databases to improve operational efficiency and data management Streamline electronic data collection and document review process Improve crime analysis and crime resolution through the use of integrated internal and external databases and modern data mining tools Provide for rapid recovery of systems from a critical event.
Through this project, the City is looking to achieve the following:
Improved officer and citizen safety Facilitate coordination and information sharing by participating agencies Enhance the ability and effectiveness of staff to perform their jobs Facilitate coordinated crime prevention and reduction Provide high levels of data security Provide an open, flexible, reliable technology base for the future Improve data quality Improve data timeliness Increase work process efficiency Provide cost effective/economies of scale for the participating agencies.
The City has standardized on the Microsoft Operating systems platform and Windows 7. The City has standardized on Windows Server 2012 R2 and MS SQL; however, the City will accept solutions that operate on Unix/Unix like operating systems. 1.4
Key System Functions The City expects that a single Contractor will propose all project elements, subcontracting certain aspects as necessary to achieve a best-in-class offering. Proposals to the City must include the following project elements:
Server specifications Implementation of the RMS, AFR and Crime Analysis Mapping System Integration Internal and External System Interfaces Comprehensive System Training Data Migration Software Maintenance
Additionally, the City seeks assurance of: Effective Project Management Reliable, robust, hardware/software architecture Verified network capacity Long-term useful life
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP State-of-the-art technology Competitive prices. It is important for the proposers to understand that the City has invested in its infrastructure and expects to leverage that infrastructure in any application changes. The Contractor is expected to (a) specify hardware and network requirements as part of its proposal, and (b) propose services that enable it to certify that the hardware and network utilized by the City meets its minimum standards so that the Contractor can comply with performance requirements specified in this request for proposal. 1.5
RFP Outline 1.0
Introduction & Instructions
This section contains background information, instructions on how to submit a proposal and a guideline for the proposal contents and format.
2.0
Background and Functional Requirements
This section provides an operational background of the agency, a description of the current operational systems as well the requirements for new ones.
3.0
Architecture Requirements
This section contains all Hardware and Software architecture requirements.
4.0
Service & Maintenance Requirements
This section contains all requirements for ongoing system maintenance and other services over the life of the system(s).
5.0
Performance Requirements
This section contains all requirements for the initial and ongoing performance of the system(s).
6.0
Implementation Requirements
This section contains all requirements for the conduct and completion of the implementation period.
7.0
Contract Requirements
This section defines the general business relationship to be established with the Contractor.
8.0
Price Requirements
This section describes the pricing details required and the payment and other related terms.
Attachments
Required Response Sheets and forms.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
1.6
Proposal Process Instructions 1.6.1 Significant Dates It is intended that the following dates will govern this procurement. These dates are subject to change based on the needs of the City. Activity
Date Hour RFP Issue Date July 1, 2014 Webex Pre-Proposal Conference July 15, 2014 2:00 PM CT Final Written Questions Due July 22, 2014 4:00 PM CT Official Responses to Questions Issued August 1, 2014 Proposals Due August 15, 2014 5:00 PM CT Short-List Notification September 5, 2014 Short-List Vendors Demonstrations September 30 – October 10, 2014 Negotiations with Selected Vendor October - December, 2014 Recommendation to Council January 2015
1.6.2 Obtaining RFP Proposals will be posted on the City’s E-bidding www.gocolumbiamo.com - click on vendor bid opportunities.
website
1.6.3 Webex Pre-Proposal Conference A non-mandatory Pre-Proposal conference is planned for the PreProposal Conference date listed in Paragraph 1.6.1; the meeting will be held via Webex and in person. Contact Mr. Will Hobart Purchasing Agent at (573) 874-7687 for the login information for the Webex or the physical location of the meeting. Verbal questions will be discussed at this conference; answers will not be considered binding. Official responses to all written questions submitted by the date listed in 1.6.1 and all questions posed during the pre-proposal conference will be posted as an addendum to the RFP no later than the Official Responses to Questions Issued date in 1.6.1. So that the City may be responsive with answers at the Pre-Proposal Conference and provide Vendors with the maximum amount of time to prepare their responses, Contractors are encouraged to submit written
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP questions pertaining to the RFP via email to the address listed in 1.6.4 below, no later than the Final Written Questions Due date listed in 1.6.1. 1.6.4 Written Questions and General Inquiries Written questions must be submitted via email to Columbia Purchasing Department at
[email protected] no later than the Final Written Questions Due date and answers will be posted as an addendum to the RFP by the Official Responses to Questions Issued date listed in 1.6.1. Any general non-technical inquiries and/or clarifications may be submitted via email to the email shown in 1.6.4 above, and may be answered immediately. No additional questions will be responded to after the Pre-Proposal Conference. Proposers are prohibited from communicating with any staff members of the City in reference to this request for proposal during the solicitation period. The solicitation period begins on the RFP Issue Date listed in 1.6.1 and ends when official recommended action is made by the administration and all proposers are notified of that action. Notwithstanding the foregoing, the City may interview Proposers and may request Proposers provide demonstrations of the software. All inquiries or clarifications must be submitted to the City of Columbia Purchasing Department in writing by letter or email. 1.6.5 Proposal Submittal Proposals Due: Per Paragraph 1.6.1. Proposals may be submitted in a sealed envelope at the purchasing office or uploaded electronically on the City’s E-bidding website (www.gocolumbiamo.com - click on vendor bid opportunities). If submitting by paper, submit one (1) paper and five (5) electronic copy of the proposal to 701 East Broadway, 5th Floor, Columbia, MO 65201. Mark your envelope RFP 116/2014 - Police Records Management and Automated Field Reporting System. No fax or e-mail proposals will be accepted. Proposal, regardless of the format must be received by the closing date and time. Proposals received after the appointed time will be determined non-responsive and will not be opened. 1)
Contractors must follow the format outlined in Section 1.7 and fill out completely the form(s) furnished in the attachments. For purposes of evaluation, indicate any exception to the specifications on these forms. The City will not determine exceptions based on a review of any attached sales or manufacturer's literature.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 2)
Proposals must show the company name and be signed by a company officer or employee who has the authority to bind the company or firm by their signature. All manual signatures must be original - no rubber stamp, photocopy or similar replication.
3)
Any costs associated with preparing proposals in response to this RFP are the sole responsibility of the Vendor.
4)
All proposals and supporting materials as well as correspondence relating to the RFP become the property of the City when received. a)
5) 1.7
Any proprietary information contained in the proposal should be so indicated
Additional Purchasing terms are delineated below.
Definitive List of Proposal Contents In order for fair evaluations of all proposals to occur, we require a uniform proposal format. Hard copy proposals are to be bound (loose-leaf binders are sufficient) and numbered using section numbers as outlined below. One (1) electronic copy on a Compact Disc in either MS Word or .PDF format should accompany the bound proposal; Section 2, Functional Requirements Response, must be completed and returned in the original Microsoft Excel format electronically on the Compact Disk. Respond to the Proposal Response Forms and respond in the format outlined. For supplemental information, place that information at the end of the section marked: “Contractor Supplemental Information”. 1.7.1 Response Format Please follow the response format outlined below:
Cover Letter Submit a copy of the cover letter on your letterhead signed by the responsible official in your organization, certifying the accuracy of all information in your proposal, and certifying that your proposal will remain valid for specified number days from the date you submit it as required by Section 8.1.3. It should also include the names of individuals within the company to contact for technical, pricing, and contractual questions.
Use the attached Response Forms to respond to the following sections.
Section 1.0: Qualifications and References Response
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP Use the attached MS Word file titled, “Proposal Response Forms,” to respond to this section.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Section 2.0: Functional Requirements Response The requirements for all of the software systems covered by this procurement are described in the attached MS Excel spreadsheet titled “Specification Spreadsheets.” Respond directly into spreadsheet. Submit any additional information in the attached “Proposal Response Forms.” Include both as part of your proposal. At the end of the section, in the Contractor Supplemental Information, please provide an introductory overview describing the proposed systems, noting any exceptions to the list of key system functions specified in Section 1.4.
Section 3.0: Architecture Requirements Response Respond to RFP Section 3. Use the attached MS Word file titled, “Proposal Response Forms,” to respond to this section. Where the RFP asks for lists or detailed supplemental information, place that information in the Contractor Supplemental Information at the end of the section. Include a schematic of the system.
Section 4.0: Service and Maintenance Requirements Response Respond to RFP Section 4. Use the attached MS Word file titled, “Proposal Response Forms,” to respond to this section. Where the RFP asks for lists or detailed supplemental information, place that information in the Contractor Supplemental Information at the end of the section.
Section 5.0: Performance Requirements Response Respond to RFP Section 5. Use the attached MS Word file titled, “Proposal Response Forms,” respond to this section. Where the RFP asks for lists or detailed supplemental information, place that information in the Contractor Supplemental Information at the end of the section.
Section 6.0: Implementation Requirements Response Respond to RFP Section 6. Use the attached MS Word file titled, “Proposal Response Forms,” to respond to this section. Place the following information in the Contractor Supplemental Information: o Detailed, preliminary implementation plan delineating your proposed start date, major tasks, durations of major tasks, total length of implementation, and resources required from the Agency. o Names and resumes for the Project Manager and staff. o Project organization chart, and resumes for the specific persons, and only the specific persons, who will work on this project. A Page 8
City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP detailed resume for the project manager is required for your response to be compliant.
1.8
Section 7.0: Contractual Requirements Response Review the contract terms in this section. Note any exceptions to the terms in the Response forms.
Section 8: Price Proposal Follow the instructions in RFP Section 8 for preparing cost summary, explanatory notes, and back-up details. Use the attached MS Word file titled, “Price Proposal Response Forms,” to respond to this section.
Attachments: Include brochures/specification/contracts for proposed products as necessary.
Evaluation & Award Process 1. Proposals will be objectively evaluated by the project’s Steering Committee based on conformity to the specifications as determined by the evaluation criteria in RFP Section 1.9, and a short list will be developed. 2. Short-listed Contractors will then be evaluated based on references, oral presentations, demonstrations, and/or site visits to similar installations. Written responses to queries for further clarification may also be required. 3. Final scoring will be based on the criteria given in Paragraph 1.10. 4. Best and Final offers may be requested from the Short Listed Contractors. 5. Contract negotiations may begin immediately with the selected Contractor.
1.9
Initial Evaluation Criteria Section 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0
Description Qualifications & Experience Compliance with the City’s Functional Specifications Architecture Proposal Service & Maintenance Proposal Performance Proposal Implementation Proposal Contractual Proposal Price Proposal Total
Points 15 30 3 3 3 3 3 10 70
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 1.10
Final Evaluation Weighting Element Initial Proposal Evaluation Criteria (see 1.9 above) Demonstration References / Site Evaluation Total
Weight 70% 20% 10% 100%
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
2.0
BACKGROUND AND FUNCTIONAL REQUIREMENTS 2.1
Introduction This section provides agency operational background and detailed description of the systems being replaced by those systems outlined in Section 2.3.1 below.
2.2
Agency Background and Sizing The Columbia Police Department consists of the following Bureaus: Administrative Bureau Administrative Support Bureau Operations Bureau (Patrol) Operations Support Bureau. The Columbia Police Department’s Command Structure consist of the Chief of Police, Deputy Chief of Police, three Assistant Chiefs, six Lieutenants, 20 Sergeants, 131 Officers and 31 Civilians. Patrol Operations is composed of four shifts and three Watch Commanders. Patrol Operations is geographic based and is responsible for day-to-day patrol activities such as responding to dispatched calls, down town patrol, Station Master and Canine activities. Statistics usable for the purposes of sizing the agencies’ requirements are shown in the table below. Area General Population 911 Calls per year Wireless calls per year Officer initiated calls Law Enforcement Dispatched calls per year Number of Case numbers pulled per year Sworn Police Personnel Civilian positions Police Vehicles w/MDC Police Districts Number of police
Statistic
Comment
133,230 77,108 Countywide (not able to separate city from county) 60,838 Countywide (not able to separate city from county) 80,000 Columbia only 75,000 Columbia only 15,320 Columbia only 163 32 55 8 6
Columbia only Columbia only Columbia only Columbia only Our substations are for report writing Page 12
City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP Area stations/substations CAD mobile users Law RMS users 2.3
Statistic
Comment only not totally functioning stations
50 192
Systems Background
2.3.1 Application Systems Overview The Columbia Police Departments Record System is enRoute Emergency Systems, which is a subsidiary of Infor, an international information management corporation based out of Alpharetta, Georgia. The Computer Aided Dispatch (CAD used by Public Safety Joint Communications) system was activated in 1992 with CPD Public Safety Records Management System coming on line in late 1993. The current operating system is AIX, an IBM version of the UNIX operating system. Currently, there is not an automated means of sharing information between CPD and BCSD or CPD and BCJ JMS. 2.3.2 Major Facilities & Networks enRoute RMS, is housed in the City’s data center and the ancillary systems are shown below. City Hall Computer Center . .. Columbia Parks MobileCop (to be replaced by JCC)
Mules Workstations
ArcGIS Server 10.1
Netmotion
TCM Enterprise
MobileVision (13 TB)
Mules
RMS (AIX)
. .. Fiber Gig
Mugshots K Drive Internal Share
CPD MobileCop (to be replaced by JCC)
Workstations (>140)
Joint Communications
. .. Workstations
CAD (AIX)
Fiber Gig
Sheriff’s Office/Jail Airport
FD
EnRoute Message Switch
...
PD
Version Date: 04 March 2014
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 2.3.3 Detailed System Description 2.3.3.1 Dispatch / Communications
Public Safety Joint Communications (PSJC) is the public safety answering point (PSAP) for all of Boone County, Missouri. PSJC provides dispatch services for:
Boone County Sheriff's Department Columbia Police Department Columbia Fire Department Boone County Fire Protection District Southern Boone County Fire Protection District Boone Hospital EMS Service University Hospital EMS Service Ashland Police Department Sturgeon Police Department Hallsville Police Department Columbia Regional Airport Safety Columbia Park Ranger.
2.3.3.2 Mobile Computing The mobile system server is administered and maintained by CPD, and is interfaced with the enRoute Public Safety CAD system which is administered and maintained by the PSJC. The mobile client software is InterActMobile by InterAct Public Safety, formerly known as “Mobile Cop” by BIO-Key, which is formerly known as “Packet Cluster Mobile” by Aether Mobile Government Division. This software is still generically referred to by end-users as “Mobile Cop.” It is used for Mobile Digital Dispatch (MDT). Mobile client software for MDT is installed on numerous computer systems (mainly a variety of Panasonic Toughbook laptops) in multiple municipal and county owned police vehicles, a handful of desktop workstations at the Columbia Police Department, one desktop workstation at PSJC operations center and a workstation at BCSD. MobileCop is used for silent dispatching, self-initiation of calls for service, viewing unit statuses, and provides limited historical CAD inquires, and State and NCIC computer database inquiries. MobileCop also includes peer-to-peer and broadcast mobile messaging functions. MobileCop also queries CPD and BCSD RMS on all MULES/NCIC person inquiries presenting information from those two RMSs. Access to individual Public Safety Records Management Systems maintained by CPD and BCSD is provided by the same integration software used in a desktop environment at each respective agency. Mobile client software is maintained separately by respective I.T. departments associated with each government entity. Connectivity is achieved by way of wireless “4G” broadband;” All cellular data is routed through VPN tunnels to the
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP City of Columbia’s network and Boone County’s network. CPD, HPD, APD and SPD connect via Netmotion Mobility. Connectivity for client software installed at fixed workstations located inside the Columbia Police Department and Public Safety Joint Communications is achieved through existing hard-wire network infrastructure. The same mobile system is used by the Columbia Police Department, Boone County Sheriff's Department, Hallsville Police Department, Sturgeon Police Department, Ashland Police Department, and Columbia Regional Airport Public Safety. The PSJC is evaluating the continuation of the use of the “Mobile Cop” software for their MDT functionality. However, within the scope of this RFP the vendor will propose a mobile Automated Field Reporting (AFR) client that will interface with their RMS. The CPD mobile devices will operate both the CPD MDT MobileCop software as well as the RMS vendor’s AFR application. 2.3.3.3 City of Columbia Prosecutor’s Office and Boone County Prosecutor’s Office The Prosecutor's Office for the City of Columbia is responsible for every aspect related to the prosecution of all violations of city ordinance including traffic offenses, from the receipt of a complaint in the form of a citation, an information, or warrant request, through disposition in Municipal Court. The City Prosecutor's Office handles cases referred from the City of Columbia's Police Department as well as other agencies and referrals from the Boone County Prosecutor. The City Prosecutor’s Office uses JustWare Prosecutor Case Management software. The Boone County Prosecutor’s Office is responsible for prosecution of misdemeanor and felony state law violations. The Boone County Prosecutor’s Office handles cases referred from the City of Columbia Police Department as well as other agencies and referrals from the City of Columbia Prosecutor’s Office. The Boone County Prosecutor’s Office uses Prosecutor by Karpel Case Management software. The City of Columbia Police Department desires an interface which would allow for the electronic transfer of defendant and case information to the applicable City and County Prosecutor’s Office case management systems. The information would include the following:
Defendants’ pedigree
Criminal or municipal charge information including, when applicable, Missouri charge codes
Ticket numbers
Court dates and times, and
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Arrest information, including bond amount, date and time of arrest, and the name of the arresting officer, and the OCN number.
It is the intent of this RFP to allow CPD to transfer .PDFs of the Police reports and investigative case directly to the applicable prosecutor’s office. 2.3.3.4 City and County Courts
The City of Columbia Municipal Court is responsible for adjudication of municipal ordinance violations. The Municipal Court uses JustWare Courts case management software. The City of Columbia Police Department desires an interface which would allow for the electronic transfer of defendant and case disposition information from JustWare Courts into the Police RMS system. The Thirteenth Judicial Circuit Court is responsible for adjudication of misdemeanor and felony state law violations, civil, probate and juvenile cases. The Thirteenth Judicial Circuit Court uses Justice Information System (JIS) for its case management software. The City of Columbia Police Department desires an interface which would allow for the electronic transfer of defendant and case disposition information from JIS into the Police RMS system. 2.4
Future Direction 2.4.1 Application Systems CPD has chosen to purchase a next generation integrated suite of applications that both streamlines the information flow within the CPD and also facilitates data sharing and information flow among external agencies. The new integrated systems will provide CPD with the ability to utilize industry best practices to optimize their workflows as well as modernize systems and architectures. The figure below depicts the future public safety data flow and interaction among existing agencies and systems.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Future Public Safety Data Flow Public Attorney CAD PSJC
Message Switch
NetMotion Digital Dispatch Field Reporting
4G Carrier Report Approval Workflow RMS
COUNTY GIS
Document Management State (MULES) Patrol Supervisor
2.5
Functional Requirements The design considers the upgrade of the primary systems to include RMS/AFR applications. Elements that will support this objective include well-established elements common to public safety systems. 2.5.1 Overall Functional Requirements
Industry Standard Architecture – The architecture will be flexible, and will be based on widely accepted standards. This will make it easier to integrate/interface the mission critical applications and other internal and external /modules. It can also improve the systems’ ability to interoperate with a number of modern technologies, such as: - Document and imaging management systems - Powerful and flexible ad hoc reporting tools - Geographic information systems (GIS).
Document Management – The architecture will support the integration with document management to support documents and images, such as reports, tickets, mug shots and crime scene photos, and make them available through a Windows-based workstation to investigators who can retrieve all case documents.
High Availability – The architecture, will support the ability to operate in a virtual server environment in order to facilitate fail-over capabilities.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Secure –The system will at a minimum incorporate the elements of authentication, authorization, encryption, monitoring/detection, and physical security that adhere to CJIS/MULES and other applicable criminal justice standards.
Two-Factor Authentication – The system will provide the ability to comply with NCIC requirements for two-factor authentication as required.
Web-Based Architecture – The systems will take advantage of the Integrating capabilities of the web services architecture. This will provide many users the ability to interact with the applications via a Web browser. The City will consider the use of HTML 5.0 with caching capabilities for AFR.
Scalable – Scalability will be critical to support expansion and workload variability. The system must be architected to maintain RMS performance for the projected users.
Full Integration – RMS and AFR need to be integrated, permitting data to be entered once to update applications and relevant portions of associated systems. Private Sector Inter Agency
Agency
EOC Incident Management Inter-Agency Data Sharing and Analytics Crime Mapping Fire RMS / and Analytics Mobile
Detect
Prevent
Police RMS / AFR
Prepare
Mutual Aid Courts CAD
Respond
Recover
Public Safety Agency Functions
Workflow Functionality – Fully integrated field applications with CAD mobile for Digital dispatch to field report data flow as well as electronic report capture and electronic review workflow. Electronic workflow will enable the specification of business rules, roles, and routings that can be used to automatically route electronic documents such as Offense Reports to supervisors and management for notification, review, and approval.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Relational Database Management System – The database will be based on relational database technology which supports ready interface and integration among systems, where the database will be accessible by the agencies.
Data Integrity and Validation Tools - The system will facilitate the validation of the key parameters of address and personal identity. The system will validate address entries through integration with the system geo-database. Citizen identity validation will be verified through streamlined MNI search functionality and future positive ID interfaces.
Database Case Record Locking - The system will allow for appropriate security and record locking capabilities to ensure validity of the approved and final case record in the RMS database.
External Integration Flexibility – The system will adhere to the use of industry standards such as NEIM. This will make it easier to integrate the mission critical systems and to share data with external systems via NEIM Standards.
Integrated Map Based Crime Analysis – The system will use the County map which the City replicates on its own ESRI server; it is shared among all applications in order to expedite the production of accurate crime analysis reports.
2.5.2 Software Functional Requirements The requirements for all of the software systems covered by this procurement are described in the attached MS Excel spreadsheets titled “Law Enforcement Records Requirements and General Requirements”. Respond directly into spreadsheet. Submit any additional information in the attached “Proposal Response Forms”. Include both as part of your proposal.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
3.0
ARCHITECTURE REQUIREMENTS 3.1
Introduction This section describes the infrastructure required for operation of the proposed system(s) to support the application software requirements, volumes, and processing characteristics defined previously. Use Section 3, to develop an understanding of the existing and future environment. Respond to each of the points as described in the section by using the attached response forms. For each of the sections and subsections state whether you will meet the requirements. Provide an explanation of your compliance or non-compliance on the response forms.
3.2
Architecture Provide an introductory narrative of how the proposed RMS and AFR meet the overall objectives and functional requirements. It should cover the main features and benefits of the proposed hardware/software architecture that distinguish it. Follow it up with a System Diagram that depicts the overall design. Subsequent to the introductory paragraph, expand upon your plan for future system enhancements to convince the City of the long-term viability of the system architecture and hardware. The installed system must be capable of expansion in a modular and incremental fashion.
3.3
Infrastructure Requirements The City requires the Contractor to provide specifications for the servers that will be required to operate their proposed application systems. The City will use these specifications to purchase the servers. The City prefers a VM environment and storage infrastructure, and believes that this architecture will best support its phased deployment and long term maintenance needs. The standard for server hardware is HP. In addition to the operating system the Contractor must state the application that is being used for the Relational Data Base Management System. City standard is Microsoft SQL Server. 3.3.2 High Availability Requirement A high available design will be required in order to meet the Performance Requirements specified in Section 5.0. A high availability architecture that maximizes the use of virtual systems is preferred. The system must respond gracefully to an unexpected hardware or software failure. RMS servers will provide 99.99% planned up-time. The
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP proposed system must provide an architecture that will allow the Contractor to guarantee system availability percentages as defined in Section 5 initially and during the life of any license and maintenance agreement. Contractors are asked to describe how the high availability requirements will be met. 3.3.3 Capacity 1. Recommended server CPU processing capacity must support the proposed application software requirements, volumes, and processing performance characteristics defined in Sections 2 and 5 for at least 5 years. Identify exceptions. 2. Sufficient direct access storage to support timely file query and update for all applications, and retention of data. 3. Sufficient main memory, disk capacity, and processing capability to facilitate installation of the application programs and peripheral devices for processing currently defined systems and expansion capacity to support future requirements. Identify limitations. 4. Multitasking capability for simultaneous processing of application systems is required. Identify limitations. 5. Support of additional workstations and remote locations is required. Identify limitations. 3.3.4 Upgrades and Expansion At initial installation, using data volumes and processing characteristics described in Sections 2 and 5, the proposed system must operate at no more than thirty-five percent (35%) of capacity (for CPU, memory, and I/O performance). It must have the capability to have a field upgrade to projected capacity without changing the initial CPU / disk equipment or other peripherals. The initial configuration of the RMS servers must support the present data requirements as well as data conversion requirements anticipated. The Contractor must describe the expandability of the proposed system in terms of processors, memory, I/O, disk drives, and peripheral devices. 3.3.5 Concurrent Operation If the RMS and Interface/communications servers share the same database, a query that spans a large number of tables might place undue stress on the database server. In addition, a request that locks a large number of rows on a frequently used table could cause contention issues. Page 21
City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP These types of situations could affect other requests (i.e., query transactions), overall system throughput, and response times. Explain the safeguards and design patterns that have been used in the application in order to avoid memory leak issues and to ensure that a single RMS request could not consume a disproportionate level of serverside resources. The agency will expect the contractor to meet the performance requirements specified in Section 5. 3.3.6 Infrastructure Functionality The Contractor is to propose minimum specification for all networking and hardware equipment to be used for the system, specifically the contractor should specify the application servers that they recommend be used in a virtual environment. After the start of the project, the Contractor will review all existing network and hardware equipment for compliance with the minimum specifications stated above. The Contractor will identify any weaknesses for the City to correct, and once the City has corrected them, the Contractor will certify that the network and hardware equipment meet their standards and will support the application performance. Performance of the review and certification will be itemized as a separate cost as part of this proposal. 3.3.7 System Backup Please describe the preferred backup solution and required storage to be allocated by the City in their SAN to meet five years of RMS operation. 3.3.8 Network Operating System and Protocol The Contractor must provide a system that works within the constraints of the City’s current technology environment. It should also provide for future supports of IP v6 networking/numbering system. 3.4
Integration 3.4.1 System Integration and Network Equipment The City of Columbia has standardized on Avaya as the network equipment provider. The Contractor is to provide recommendations to the City on how to best maximize the performance of their proposed application in the following areas:
City of Columbia data center network and server configurations. Wide Area Network and reconfiguration enhancements to be implemented by the City.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
Integrate with City’s Active Directory Storage Area Network to support the storage and backup requirements. The Contractor is to provide the following installation services in conjunction with the City IT staff:
Perform needed conversion activities (e.g., data, file, table). Detailed training of City of Columbia System Administrators for support of the databases, and the application software.
Detailed direct user training for application software. Specify any necessary firewall systems changes necessary to properly secure the installed applications. Recommend the necessary network, server and storage systems to support the backup for RMS. Recommended best practices for implementation and maintenance tasks that delineates responsibilities to be done by the IT department, Police Department and vendor.
3.5
Installation and configuration support of all application software at all servers and workstations. Deployment includes development and integration of interfaces to key external databases. Deployment and installation of RMS and AFR client software, and training of IT staff.
End User Equipment 3.5.1 Desktop Workstation The City uses Microsoft Windows 7 on many of its workstations. Contractor must verify that their products will operate on Windows 7 operating system. The contractor is also required to provide an explanation of their roadmap to the Windows 8 and beyond operating system. Any installed application must run as a normal, non-administrative user. Any updates that need to be performed to the workstation must be accomplished using a normal, non-administrative account or have the ability to be pushed out silently using a network appliance utilizing scripted install options. 3.5.2 Bar Coding/RFID The Contractor will propose bar coding or RFID capabilities for use in Property & Evidence. In addition, the Contractor will propose their recommended Bar Code readers and Bar Code Printers.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 3.5.3 Mobile Data Computer (MDC) The City will continue to use their existing MDC equipment, which operates over the cellular network. The Contractor will confirm that the Panasonic Toughbook CF 30, 31 and 53 will run their application. If not then the Contractor must recommend the Mobile Computer equipment for the proposed Mobile applications. 3.5.4 Tablets The Vendor will specify the type of tablet(s) that work best with their application, and how those tablets operate with/connect to the application (e.g., native app, HTML 5.0, virtual workspace). Describe how the tablet will support the AFR application including the ability for digital signature capture. The tablet is expected to operate over WiFi and the cellular network. In addition, all mobile devices accessing the Records Management System must meet CJIS security requirements, including those for twofactor/advanced authentication. 3.5.5 Field Printers The Contractor will specify the required in vehicle printers to allow an officer to print out field generated forms from the MDC and Tablets.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
4.0
SERVICE AND MAINTENANCE REQUIREMENTS 4.1
Contractor Instructions This RFP Section contains general and specific requirements related to the provision of system maintenance and repair and other services throughout the life of the contract between the City and the Contractor. Services described are both warranty and non-warranty services for any equipment and software whose warranty or maintenance is provided by the Contractor.
4.2
General Maintenance Provisions The following requirements are applicable to all maintenance and repair services supplied by Contractor or Contractors subcontractors, both under and outside of warranty. 4.2.1
The proposed Systems must include a minimum first year warranty after acceptance, and assure availability and fixed price for 5 years support and maintenance.
4.2.2
The City may purchase one or more additional years of support and maintenance, and other specified ongoing services, on a year-by-year basis, or purchase a five-year support agreement.
4.2.3
Seven-day 24-hour software support must be provided for RMS and AFR. Software support must be available 24 hours per day, 7 days per week. State availability and call back time.
4.2.4
City will be responsible for the server operating system and server software updates.
4.2.5
Contractor will allow for the submission for any system modifications required by the City after system cutover. The Contractor shall provide feedback to the City in the form of a price proposal, or the planned development cycle for the change request.
4.2.6
The Contractor is to provide the City with their stated update strategy and their requirements for the City to accept such updates.
4.2.7
The City expects that, as part of their obligations under warranty and maintenance, the Contractor will provide at no cost to the City any modifications that are State- or Federally-mandated, or otherwise outside the control of the City. This includes changes to MULES submission parameters.
4.2.8
The City will only have to incorporate an upgrade to the overall system a maximum of twice per year.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 4.2.9
Contractor will provide software and other materials and expenses necessary to maintain the application software system in good operating condition as part of the warranty in year one, and as part of the price for maintenance, for those years in which the City has purchased maintenance from the Contractor, in conformance with the application specifications in Section 2 and the performance requirements in RFP Sections 5.
4.2.10 Contractor will be held responsible for damage to the system caused by abuse, negligence or theft by Contractors employees or employees of Contractors subcontractors. If the Contractor is unable to perform under these guidelines, then a separate Contractor of the City’s choice will be used and the repair costs passed on to the Contractor. 4.3
System Warranty The following requirements are applicable to all maintenance and repair services supplied by Contractor or Contractors subcontractors under warranty. 4.3.1
The entire System solution as proposed in this RFP must include a first year warranty (for Contractor-supplied hardware and software) to conform with contractually agreed specifications, and to protect against any defects or damage, caused by Manufacturer, Contractor, or Contractors subcontractors, in the system's equipment or software, as well as offering a 5-year support agreement. 1
4.4
7 x 24 Maintenance to be provided as part of year one warranty.
4.3.2
The year one warranty will begin (for products accepted in phases) at the point that the System is officially accepted by the City, as defined in RFP Section 5.3, System Acceptance.
4.3.3
All repairs made under warranty will be at the sole expense of the Contractor including parts, software, labor, travel expenses, meals, lodging and any other costs associated with repair. If the Contractor is unable to perform under these guidelines, then a separate provider of the City’s choice will be used and the repair costs passed on to the Contractor.
Service and Maintenance 4.4.1. All proposals must clearly describe all provisions and specific arrangements for service and maintenance of the System and related system components.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 4.4.2. The names, addresses, telephone numbers and contact persons for all service facilities must be identified in the proposals.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
5.0
PERFORMANCE REQUIREMENTS 5.1
Contractor Instructions This RFP Section contains general and specific requirements related to the performance of the proposed system, both at the point of system acceptance and throughout the life of the contract between the City and the Contractor. System Acceptance will occur in phases as various milestones identified in the implementation plan and agreed to by the City are reached. The Contractors implementation plan must clearly define the hardware and software deliverables, tasks or other criteria associated with each milestone.
5.2
Testing A sample test plan will be provided with each proposal. The successful Contractor must, as one of the early milestones, submit an acceptance test plan for the City’s approval. The test plan must document how each of the functional specifications are to be tested, the method of verifying the results, and the expected results. The test plan must also include a scenario test that allows for the System (integrated hardware/software) to operate under a simulated test situation. The performance requirements specified in this RFP must be met before the system is accepted. Contractor is to specify any requirements it has for performance testing. 5.2.1
5.3
The Contractor must prepare a plan for correcting failures in any part of the system. Said plan must include reasonable remedies for the City to exercise if failures are not corrected in a timely manner.
System Acceptance The following specifications apply to the requirements for the City’s acceptance of Contractor’s system after phase in begins. 5.3.1
The City expects the starting date for the project to be immediately following the execution of the contract.
5.3.2
Beginning with the first day after the completion of each phase (phases will be specified in the implementation plan) that the proposed system phase is operational and available to the City for testing; an acceptance test will be conducted for thirty consecutive calendar days (the Acceptance Period).
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 5.3.3
During the Acceptance Period, the proposed RMS/AFR will undergo a live test, using the mix of users and applications or functions shown in RFP Section 5.8, the System Performance Profile.
In addition to the delivery and inspection of equipment, the following tests of the systems and applications are anticipated: 5.4
Functional Acceptance Test (Test # 1) During the Functional Acceptance Test (FAT) the Contractor will demonstrate the operation of each proposed or required feature, function and interface as specified in Sections 2 and 3 and the “Specification Spreadsheets”. Additionally, the system must:
5.5
5.4.1
Incorporate the ESRI Map specified by the City;
5.4.2
Operate upon converted and newly entered data;
Performance Test (Test # 2) The purpose of the Performance Tests must be to demonstrate compliance with the performance requirements of this RFP. This test must be conducted on the City’s system at the City of Columbia Data Center, and must be conducted for a period of not less than thirty days. To pass the Performance test, the proposed system must, for 30 consecutive days, perform successfully in accordance with the Performance Requirements specified in the System Performance Profile, Section 5.8. A second component of the performance test will be to demonstrate the capability of the system to handle peak volumes. For this purpose a Stress Test will be designed to simulate full capacity utilization of the Communications Center, along with RMS and analysis activity. Additionally, the system must:
5.6
5.5.1
Accommodate all applicable sizing parameters specified in this RFP.
5.5.2
Function effectively from all workstations (fixed and wireless).
5.5.3
Allow all files and tables to be updated on-line without adversely affecting performance.
5.5.4
Allow necessary back-ups to be done on-line without adversely affecting system operations, and without lockouts for updates;
5.5.5
Complete queries to interfaced databases without adversely affecting the System. Such inquiries will not tie up or lock up the workstations.
5.5.6
Have converted data loaded into tables at time of testing.
Reliability Test (Test # 3)
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP The Reliability Test will be conducted at the completion of all Contractor tasks to demonstrate the operational capability and reliability of the system. In order to successfully complete this test, the Contractor must meet the requirements of this section. In addition the following general criteria and procedures for this test are provided to the Contractor as guidelines. Contractors are advised, however, that the City may elect to review and modify the acceptance criteria during contract negotiations based upon specifics of Contractors proposals. The Contractor Reliability Test must be conducted for a period of 30 consecutive days. In order to complete the Reliability Test successfully the following conditions must be met: 5.6.1
All computer hardware, and software components must demonstrate full availability over the 720 hour test period;
5.6.2
Any component failing three times during the test must be replaced by the Contractor without charge to the City;
5.6.3
System performance must continue to meet the Functional requirements of the contract;
5.6.4
Perform successfully in accordance with the other mandatory technical requirements specified in this RFP; and
5.6.5
System performance must continue to meet the Performance requirements of the contract.
In the event that the system falls below the required availability mark, the Reliability Test must be halted. At this time the Contractor must correct any deficiencies in preparation for a re-test. If the deficiencies are of such severity that the re-test cannot be initiated within 15 days the Contractor must prepare a Cure Plan and submit the same to the City’s Project Manager. The Cure Plan must detail the reason for the Reliability Test failure and the proposed correction, and be approved by the City’s Project Manager. The Contractor must have three opportunities to complete the Reliability Test over a period of 120 days. If the Contractor fails to successfully complete the test in this time period, then at the City’s option: 5.6.7
The contract between the City and the Contractor may be terminated as specified in RFP Section 7, or
5.6.8
The Contractor will upgrade the system and implementation team with whatever resources are necessary to bring the system into compliance, at no cost to the City.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP If each phase of the Contractors System passes the acceptance test, then the City will notify the Contractor in writing. Upon the successful completion of the Functional, Performance and Reliability Tests and achievement of all milestones the City will issue a notice of Final Acceptance. 5.7
Ongoing System Performance The following specification describes the performance requirements for Contractor’s System following the City’s formal acceptance of the System and throughout the life of the contract between the City and Contractor. 5.7.1
During the remaining warranty and contract period the Hardware/Software components of the system must remain fully operational and available: 5.7.1.1
5.7.2
99.99% for RMS/AFR.
The initial system hardware and software configuration must handle the anticipated increase of work.
Assuming that growth projections have not been exceeded or other factors beyond the Contractors control have not occurred the system must continue to meet the functional, reliability and performance requirements as expressed in this RFP throughout the first five years of system life; hardware must satisfy planned needs for this same time period. In the event that the system fails to meet any requirement of this RFP after acceptance and during the warranty period the Contractor must take appropriate steps to cure the problem and bring the system back into compliance with the performance and reliability requirements at no cost to the City. 5.8
System Performance Profile The following performance criteria are provided as a guide to Contractors in designing the RMS/AFR System and as the basis for acceptance testing of the implemented System: 5.8.1
The system must conform to the requirements specified in Sections 2.0 and 3.0 of this RFP.
5.8.2
The system must satisfy all of the operational capabilities described in this Section 5.
5.8.3
The system must provide problem-free interoperability for all the systems hardware and software components specified in this RFP.
5.8.4
The system will interoperate with the present City network components.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
5.9
5.8.5
All reporting functions must be performed without adversely affecting performance and system operations.
5.8.6
Under no circumstances must the user be required to halt RMS operations during back-ups or other system administration tasks.
5.8.7
Contractors will not be responsible for the processing time of external systems (e.g., MULES) when such systems are involved in a transaction.
System Response Times The system response time for a test transaction must not exceed an average of the seconds defined below when operating at 2 times the expected initial volumes. The average will be determined by a sampling of 5 transactions per hour during the business day. TRANSACTION
5.10
MAXIMUM RESPONSE TIME
Simple RMS queries, which utilize two or fewer search keys
3 Seconds
Complex RMS queries (i.e., those queries that require greater than two search keys)
5 Seconds
MULES queries after the state responds to the RMS
5 Seconds
Computer System Availability The following specification defines both system availability and the method by which it is calculated, as it is used in other sections of this RFP. 1. The system must be considered "available" for use only when all the following three conditions are met.
Installed hardware/software components have power applied and are operating correctly;
All functions and interfaces necessary for the processing and management of calls for service and the management resources are operating correctly; and
All functions necessary for creating, editing or searching for a record maintained by the RMS/AFR systems are operating correctly.
2. System availability will be expressed as a percentage of the maximum expected availability over a given period. The system must be available 7 days per week 24 hours per day. 3. The percentage availability for any period will be calculated as follows:
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP (Total Hours in Period - Hours System Unavailable) divided by (÷) Total Hours in the Period multiplied (x) by 100 For example, in a 30-day period, maximum availability is considered to be 24 x 30 = 720 hours. If the system is unavailable for 7.2 hours during that period, then the availability of the system during the period is (720 - 7.2) x 100 = 99% 720 4. Vendor will specify in the Proposal Response Forms, Section 5, how the application and operating system patches and upgrades should be performed in order to maintain a 99.99% uptime. 5.11
Formal Verification Per the implementation schedule to be jointly developed and to be made a part of the agreement, City and Vendor shall schedule acceptance testing on a module by module basis. Any given module shall be deemed as formally accepted only after passing Formal Acceptance Testing, or when used in live, non-paralleled operation for 30 consecutive days. (Client may run modules in parallel with existing systems for up to 90 days). The testing will be based on the Documentation and Functional Specifications, and other conditions mutually agreed to by both Parties, and acceptable hardware performance standards. Should the test fail, City shall give Vendor notice of non-acceptance describing in reasonable detail the material failure. Vendor shall be granted 30 days to cure non-acceptance condition(s) and another Acceptance Test shall then be scheduled. This procedure may be repeated should City decide to do so. Note that all modifications, interfaces, report writer files, etc., programmed by Vendor shall be subject to individual acceptance testing as described herein. Should Vendor fail two tests, City reserves the right to schedule additional tests or to invoke the non-performance Escalation Procedures clause herein. The right to determine Formal Acceptance will be held by the City’s officially designated Project Manager.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
6.0
IMPLEMENTATION REQUIREMENTS 6.1
Contractor Instructions RFP Sections 6.2 to 6.9 contain all general and specific requirements related to the period between site planning and our final acceptance of the system. RFP Section 6.9 contains a list of required contents for your implementation plan.
6.2
General Implementation Requirements 6.2.1 Conduct of Work All work will be conducted in a professional and orderly manner. Installation must be completed in a workmanlike manner. 6.2.2 Use of Facilities Reasonable office facilities will be provided based upon stated requirements of the Contractor. Access to any area outside of normal business hours is restricted; necessary access must be arranged each day as needed with the City’s Project Manager and a temporary access ID may be provided. 6.2.3 Restoration of Premises The City’s premises must be restored to their original condition following implementation of the Contractors systems. 6.2.3.1. This includes removal of debris, restoring areas affected in the normal course of implementation, and repairing damage done inadvertently. 6.2.3.2. Contractor project manager will be responsible for inspecting all areas before work starts and reporting any pre-existing damage to the City’s project manager, and inspecting all work done and the resulting conditions of the City’s premises each day. 6.2.4 Qualifications of Implementation Staff Contractor implementation staff must be fully trained and certified by the manufacturer(s) of the system(s) you propose. Their training must be up-to-date for the specific systems being installed. In addition, all key implementation staff must be experienced in similar prior installations. Additional requirements include: maintaining the involvement of Contractors personnel essential to the project, timely replacing any staff deemed unqualified by the City, and directing staff to comply with the City’s rules and regulations.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP Note that staff will be subject to a security check, with the cost for any security checks being borne by the Vendor. The Vendor will submit pedigree information to the City for all implementation staff, for whom a standard NCIC/MULES background check will be conducted. 6.2.5 Documentation 6.2.5.1 General a. The Contractor must be able to supply comprehensive soft copy documentation for the system which covers at least the following subjects: i)
System Use
ii)
System Administration (Server and workstation)
iii)
Database Layout, Set up, and Maintenance
iv)
Interface and API Design, Use and Maintenance
b. The system documentation must be consistent with the instructions supplied by the on-line help systems for the application. i)
The system must include documentation describing the use of the system, and its administration. The City requires authority to copy documentation for internal use.
ii)
Strong preference to support on-line, context sensitive, help which is granular enough to provide help to specific item on the screen without having to scroll through a help file to find the specific description of the item.
iii)
The Contractor must provide a printed database schematic and data dictionaries to assist the customer with the addition of site-specific fields and support for the system. Electronic copy to be provided.
6.2.5.2 Hardware Documentation The City require that the Contractor provide documentation for every piece of equipment that the Contractor supplies as part of the system configuration. 6.2.5.3 Software Documentation The proposal must include a list and description of the software that is required to operate the proposed hardware/software configuration.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP Examples of these are:
Systems Management
Operating Software
Application System Reference
Application System Tutorial
Hardware Operations
As-built drawings for hardware and network engineering
The City requires that the Contractor provide electronic documentation for any software that the Contractor supplies as part of the system configuration. 6.2.5.4 System Implementation Documentation Prior to commencing work, the Contractor must coordinate with the City IT department to provide an Engineering Plan, including systems design, architectural plan, network integration and IP addressing requirements, with clearly identified interface points to other systems. In addition, the delivery of these and certain key documents are expected to be indicated as milestone points on the Project Schedule; e.g., Implementation Plan, System Test Plan and Procedures, and Training Plan 6.2.5.5 Training and Operations Documentation Several documents will be prepared that will be used in training personnel and/or in operating the system. The Contractor must describe these documents in its proposal and specify the number of each that will be delivered to the City. Examples of these documents are listed above in Section 6.2.5.3. 6.3
Project Management The City will have a project manager for this implementation project. The City’s Project Manager will be the point of contact with the Contractors project manager in all areas indicated in this RFP section. He/she will be empowered to resolve disputes and make decisions about any changes to the implementation plan or technical aspects of the system. He/she will also provide liaison with the City’s department heads, and will assist in coordinating work with the Contractor.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP Contractor must also name a project manager. Key expectations for this individual include that this person: 1) Will be empowered to authorize project changes; 2) Will provide periodic written status reports at a mutually agreed upon time frame. 3) Maintain the involvement of the same Project Manager throughout the project. Subsequent to selection, the Contractor will present the project manager to the City for approval. 6.3.1 Coordination Contractors must include a review of the project plan in each weekly teleconference briefing, and monthly on-site meeting, or more often if necessary. This briefing must include a review of the tasks accomplished and items delivered or installed. The Contractors Project Manager must keep the City fully informed of any change in schedule and must provide a modified project plan including Gantt chart for each schedule change of more than one day. Contractors must deliver written notice to the City no less than two weeks prior to the completion of each milestone. The purpose of this notice must be to allow the City to schedule personnel who may be required to participate in testing or other activities associated with a pending milestone. 6.3.2 Scheduling 6.3.2.1.
All proposals must include a preliminary schedule for the complete implementation of the proposed system components where the expected order of deployment may be:
RMS Hardware Integration
RMS Configuration
CAD/RMS Integration
Data Conversion
Interfaces Integration
AFR Deployment
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 6.3.2.2.
The preliminary proposal schedules must include clearly identified milestones and tasks for each of the major activities and events that are planned for completion of the System through the complete system acceptance.
6.3.2.3.
The Contractor (or Contractors) must be required to finalize a detailed schedule and Implementation Plan, for approval by the City as part of the contract negotiation process.
6.3.2.4.
The detailed schedules must be included as part of the Contract, and must be maintained by the Contractor (or Contractors), and must be updated and reviewed with the City at regular intervals as part of normal project management functions by the Contractor.
6.3.2.5.
All scheduled changes must be subject to the prior approval of the City.
6.3.2.6.
Coordination with the City’s project manager is required. The City will not be responsible for any extra costs in the implementation phase that are caused by failure on the Contractors part to coordinate with the project manager.
6.3.2.7.
Installation of the main system components must also be coordinated with the City’s Project Manager. Specify what specific interactions will be required, and what time will be required to make any required interfaces.
6.3.2.8.
Installation of user equipment in occupied areas must minimize disruption to normal business activities, particularly for CAD operations. Specify how this requirement will be met.
6.3.2.9.
Implementation of application systems must follow a logical progression, with testing and acceptance of predecessor systems prior to the implementation of additional systems.
6.3.2.10. During testing and startup of the new systems on-site Contractor technical support is required. 6.4
Site Planning The Contractor as part of a walkthrough scheduled with the City after award, will verify the condition of facilities available for implementation and recommend the appropriate action if support requirements are not met.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 6.4.1 Facility Requirements As part of site planning the Contractor must specify the facility requirements necessary for the installation of Contractor supplied equipment. This RFP section is indicative of the types of information that is to be included in the proposal. The Contractor, however, must include any additional pertinent information concerning the City and/or facilities requirements. Short-listed Contractor will be required to review the facilities and recommend the changes required for a proper installation of their equipment. The Contractor must then incorporate the time required for any alterations into their project schedule. 6.4.1.1 Alterations If alterations are needed to accommodate maintenance of the performance of the RMS/AFR system, specify these changes. Things to be considered here might include:
Alterations of walls or partitions
The need for conduit
Fire and safety precautions
Acoustics
Lighting
Air Conditioning
Special furniture
Other applicable items
6.4.1.2 Other Considerations If applicable, the Contractor should describe any other facility considerations deemed to be applicable. Such items may include, but are not limited to:
Data protection
Security
Humidity
Cable installation
Uninterruptible Power Supply or power conditioning
Electromagnetic interference
Power Equipment Influence
HVAC
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 6.5
Coordination Meetings Contractor is required to integrate with the City Networking System and other current applications, and interface with other agencies. Coordination meetings will be required to ensure mutual understanding and shared expectations in regard to the nature and extent of interface and integration activities. Further, to assure timely compatibility and connectivity, the schedule as preliminarily detailed below, must be accommodated.
6.6
Phase-in Requirements A project schedule expectations is provided below. 1.
Contractor is required to analyze the workflow for each of the work areas that will be impacted by the new applications in order to determine the appropriate configuration settings for the system.
2.
All system components must be tested and the results of testing presented to the City’s project manager per Section 5.
3.
A Phase-in plan is required as part of your implementation plan, covering testing, and the sequence and timing of events. The following is a potential implementation sequence:
4.
6.7
a.
RMS server integration
b.
Agency workflow analysis and RMS configuration
c.
CAD/RMS workflow integration
d.
RMS/AFR workflow integration
e.
The Contractor must discuss their conversion methodology that ensures an effective information flow while the field units are in transition between the existing and the new field reporting applications.
Contractors must have their own personnel at the City site during testing and start-up (“go live”) periods in order to ensure a smooth phase in process.
Acceptance Testing The performance requirements specified in RFP Section 5 must be met before each system is accepted and / or milestone is met. Your phased implementation plan must specify how performance testing for each phase will be done.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 6.8
Training 6.8.1 Training Guidelines The general training approach desired will be training of System Administrators and support personnel for general systems administration and operations, and select staff for application operations. The Contractors training programs must be designed and conducted to provide complete familiarization in applicable system operation. The Contractor must describe the types of training classes that will be conducted, the number of persons that can be trained in each session, and the total number of hours required for each person to be trained. The training plan must provide for rotating shift operations. All training, insofar as possible, is to be conducted on-site in the City’s facilities, or locally. A copy of all training materials used by the Contractor is to be delivered to the City upon conclusion of the training. Where necessary due to system configuration, training and documentation will be tailored to match the City of Columbia’s installation. 6.8.2 System Training and Documentation Requirements The minimum training requirements are outlined at the end of this Section. The Contractor should use this as a guideline of requirements and should comment on suggested training. 6.8.3 Training Schedule With the Implementation Plan the Contractor must submit a schedule of all proposed training modules with the following information:
Course summary/outline Duration of training for each module Maximum class size Audience Location of training Student prerequisites
6.8.4 Training Database a. The system shall include a training database that allows users to access a training RMS database that does not include live data. b. Users logged on to the training database must utilize the same commands, forms and system features as users logged on to the live RMS system.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP c. Data entered or command invoked while logged to the training module must not corrupt the live system or noticeably impede the performance of the live system. d. The system must provide an audit trail of all actions taken while in the training mode for post training review. 6.8.5 Training Volumes Training proposals must provide for Application Software and Operating Systems training, primarily through on-site training. Additional Contractor classroom training may be proposed. The following training requirements have been identified in connection with the proposed systems: Columbia IT
CPD
Other
Systems and Management Overview
2
3
0
Records System Administration
2
3
0
Records (All Contracted Modules)
2
160
20
Crime Analysis
0
1
0
Ad Hoc Report Generation
1
3
3
UCR Functions
1
5
0
NCIC/MULES Access
2
3
0
Operating Software, Database and Hardware Maintenance
3
1
0
Class
6.8.6 Ongoing Training The following requirements are applicable to the provision by Contractor of various categories of training after Implementation and Acceptance:
Train-the-Trainer capability to be provided with the above.
Contractor is asked to describe their program for follow-up training, if and when needed. This training is a separately chargeable item.
Rates for subsequent years are subject to negotiation.
Contractor may make training available at both Contractors’ training facility and, at the City’s option, at the City’s site. If Web-based training is available or proposed as an option, please indicate the price associated with it, if any.
Charges for training must be included in Project Price.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 6.9
Implementation Plan Your response to these implementation requirements should be included in the implementation plan. This plan can be in your format, but it must: 6.9.1. Include a complete schedule of events, consistent with Section 6.6, in narrative and Gantt chart form. 6.9.2. Show an implementation schedule that has specifically designated phases; each phase should have its acceptance plan and milestones. The overall implementation plan should combine all phases into a coherent plan. 6.9.3. Respond to all of the requirements in this RFP section in the narrative using the same numbering scheme as shown in this RFP. State how each requirement will be met. 6.9.4. Be able to be used as a stand-alone document for use by the project managers and implementation staff. 6.9.5. Incorporate training on Preventative Maintenance procedures and software, if offered (please describe).
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP
7.0
CONTRACT REQUIREMENTS The contract will be fully negotiated after a Vendor is selected by the City of Columbia. Responses to the contract terms outlined in this section may be considered in the selection process and such terms shall be included in the final contract. 7.1
Instructions The following contract terms and conditions, substantially in the form contained herein, are expected to be agreed to by the Vendors as part of contract negotiations. Exceptions must be explicitly noted in the Vendor Proposals in the forms provided. Lack of exceptions listed on the checklist shall be considered acceptance of all of the terms and conditions in this RFP 7.2.
7.2
Definitions 1. “Agreement” or “Contract”: The agreement between the City of Columbia and the selected Contractor, superseding any other verbal or written agreements, may consist of several documents including this Request for Proposal, and the selected Contractor's proposal. 2. The “City” in this contract shall mean the City of Columbia, Missouri. 3. “Calendar Day” shall mean everyday shown on the calendar. 4. “Vendor” and “Vendors” in this RFP shall mean any individual, partnership, corporation, or joint venture submitting a proposal to the City. 5. "Contractor” and "Contractors" in this contract shall mean any individual, partnership, corporation, or joint venture engaged by the City to perform the services under the Contract. 6. "Component" shall mean any hardware or software element, including wiring, workstations, software, and any other item save services acquired through this Contract. 7. "System" shall mean the totality of the prescribed hardware configuration or software elements, including subsystems (e.g., Records Management System), servers, workstations, application and operating software, and any other element save services acquired through this Contract. 8. "Services" shall mean the professional and technical work provided by the Contractor to effect the implementation of hardware and software, data conversions, data exchanges, customization or modifications, if applicable, and the provision of training and documentation for those elements.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 9. “Integrated” shall mean an integrated system where data are entered once and become available in other application modules (e.g., CAD, RMS and AFR) without re-keying. 7.3
General Submittal Requirements 7.3.1. The Contractor is responsible for assuring proposal delivery on or before the stated date and local time as well as for any associated delivery costs. The City is not responsible for lateness of mail, carrier. 7.3.2. Proposals not received by the stated date and time will not be opened and will be returned to the Contractor, as prescribed by law. 7.3.3. Proposals may be withdrawn, modified, and resubmitted prior to the stated submission date. Modifications submitted in any other manner will not be considered. 7.3.4. Proposals must be signed in ink by a company official who has authorization to do so. Any interlineations, alteration, or erasure made before receiving time must be initialed by the signer of the proposal, guaranteeing authenticity. 7.3.5. Prices offered by the Contractor shall be firm and not subject to increase during the term of any contractual agreement arising between the City and the successful Contractor as a result of this RFP. Prior to the submittal of proposals, each Contractor shall make and will be deemed to have made a thorough examination of the site of the Work and all conditions existing thereon. Further, they shall carefully examine the complete contract documents including the Drawings and Specifications. 7.3.6. Additional work, if any, requested by the City during the term of the contract will be paid for on a time and material basis utilizing rates quoted in the proposal. Change Orders must be approved in advance by the City Project Manager, and must be in writing. Changes may involve deletions (credits) as well as additions. A material change, or a change that increases the not-to-exceed amount specified in the Contract, requires an Amendment to the Contract. 7.3.7. All competitive proposals shall be prepared and submitted in accordance with the provisions of the RFP. However, the City may waive any informalities, irregularities, or variances, whether technical or substantial in nature, or reject any and all competitive proposals at its discretion. 7.3.8. Competitive proposals shall clearly indicate the legal name, address, and telephone number of the Contractor, and shall indicate whether the Contractor is a corporation, general partnership, limited partnership, individual or other business entity. Competitive proposals shall be signed
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP above the typed or printed name and title of the signer. The signer shall have the authority to bind the Contractor to the submitted competitive proposal. 7.3.9. The City reserves the right to refuse all proposals in their entirety, or select certain components and/or services from various proposals. 7.3.10. The City will conduct background checks and request fingerprint submissions of all Contractor on individuals providing services to the City in order to comply with requirements for access to law enforcement state and federal databases. 7.3.11. The City reserves the right to purchase more or less of each item or service at the unit price offered in the Contractor's response unless they specifically limit their responses; further, the City reserves the right to separately obtain certain components, including obtaining hardware from the State Contract, as approved for compatibility by the Contractor. 7.3.12. A minimum of a one-year warranty on all systems and components is required (from date of system acceptance). Since the Contractor will already have some components installed at the City, the Contractor will address how this will or will not apply. 7.3.13. All proposals and supporting materials as well as correspondence relating to the RFP become the property of the City of Columbia when received. 7.3.14. Any proprietary information contained in the proposal should be so indicated if confidentiality is requested, and it must be readily separable. However, a general indication that the entire contents, or a major portion, of the proposal is proprietary will not be honored. If the City receives a public records request for information marked proprietary or confidential, the City will notify the Vendor to allow Vendor, at Vendor’s sole expense, to take any action the Vendor deems appropriate or necessary to protect the Vendor’s proprietary information. 7.3.15. Contractors will stipulate the delivery dates, implementation timeline, and an implementation completion date. 7.3.16. A complete "TURN-KEY" SYSTEM is required, so that nothing remains to be purchased or supplied by the City other than exceptions as indicated in the Contractor’s bid. If any items, accessories, or groups of items required to complete the project are not specifically indicated in the specifications, it shall be the responsibility of the Contractor to indicate the need of these items prior to his/her submitted bid. 7.3.17. Where specific equipment or components are requested, equivalent items are acceptable.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 7.3.18. Where deviations from the specifications may result in lower cost and/or improved performance, Contractors are encouraged to describe, in writing, solutions that are in full agreement with the specification as well as a suggested alternate in sufficient detail to permit evaluation. Contractors shall explain why the alternate proposal will provide equivalent or improved performance. 7.3.19. Any exceptions to the specifications must be stated on the Appendix forms. 7.3.20. The proposal shall include firm price bids for hardware and software, and all services. 7.3.21. The Request for Proposals and the Contractor Proposal may be attached and incorporated by reference into any contract, which may ensue. Any exceptions to the RFP requirements must be noted in the Contractor response. 7.3.22. Evidence of collusion among Contractors shall result in the disqualification of Contractors, and the rejection of their proposals. 7.3.23. Failure to include in the proposal all of the information outlined above may be cause for rejection of the proposal. 7.4
Reservation for Rejections and Award The City reserves the right to accept or reject any or all proposals or parts of proposals, to waive irregularities and technicalities, and to request re-proposals. The City also reserves the right to award the contract on such items the City deems will best serve the interests of the City. The City further reserves the right to award the contract on a "split order" basis, or such combination as shall best serve the interests of the City unless otherwise specified.
7.5
Contract Period The signed proposal is considered an offer on the part of the Contractor, which offer shall be considered accepted upon approval of the contract by the City. The contract shall become effective immediately upon signing by both Contractor and the City, and shall terminate on the project ending date, except as extended by amendment, warranty, maintenance contract, or unless terminated earlier as specified in the negotiated agreement.
7.6
Amendments and Change Orders This contract may be amended at any time by mutual consent of the parties. Any amendment or change order must be in writing and signed by authorized representatives of both Contractor and the City. Amendments may involve a contract extension or an expansion or contraction of scope, resulting in an increase or reduction in contract price. Contractor and the City shall specify in
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP writing the name(s) of the person(s) authorized to sign contract amendments and change orders. Amendments shall require the City Council’s approval.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 7.7
Errors and Omissions The Contractor shall not be allowed to take advantage of any errors and/or omissions in these requirements or in the Contractor's proposal. Full disclosure will be made and full instructions will always be given when such errors or omissions are discovered.
7.8
Complete System Notwithstanding the details presented in the RFP, Proposal, and Contract, it is the responsibility of the Contractor to verify the completeness of the materials lists and suitability of devices to meet the intent of the requirements.
7.9
Continuity of Personnel Contractor personnel essential to the continuity and successful and timely completion of the project will be available for the duration of the project unless substitutions are approved in writing by the assigned the City’s Project Manager.
7.10
Patents and Copyrights The Contractor shall pay all royalties and license fees, and shall agree to defend, protect, and hold harmless the City, its officers, agents, and employees against any and all liability and demands for actual or alleged infringements of any patents or copyrights by reason of any use by the City of any components or systems furnished by Contractor under this contractual agreement.
7.11
Permits The Contractor shall obtain and pay for all permits, licenses and approvals necessary for the execution of the contract. The firm shall comply with all of the laws, ordinances, rules, orders, and regulations relating to performance of work.
7.12
Performance and Payment Bond The successful Contractor shall be required to furnish the approved bond for the faithful performance of the contract in the amount of one hundred percent (100%) of the contract price, in favor of the City. Such bond shall be that of an approved surety company or personal bond upon which the sureties are persons not interested in the contract, or if interested, collateral security shall be furnished, all of which is to be to the satisfaction of the City’s Legal Advisor, including sureties.
7.13
New/Uniform Hardware If hardware is to be implemented by the vendor proposed the City will accept only new equipment. Used and/or re-manufactured equipment will not be accepted. The City may prefer to purchase hardware independently from another source. Proposals must provide detail specifications required to allow
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP for the purchase of hardware by the City, but will provide for the purchase of hardware through the Contractor at the City’s option. 7.14
Transportation and Installation 7.14.1 Initial Installation and Return All shipments, rigging, and drayage will be made at the Contractors expense, F.O.B. Destination. The Contractor will make all arrangements for transportation. 7.14.2 Mechanical Replacement The Contractor will bear the costs of transportation, rigging, and drayage whenever defective equipment is shipped for mechanical replacement purposes for equipment purchased by or through the Contractor, unless the replacement was necessitated by damage caused by the City. This applies until the warranty expiration or until system acceptance, whichever occurs first for equipment/hardware purchased by or through the Contractor. 7.14.3 Installation The Contractor will furnish labor as may be necessary for packing, unpacking, and placement of furnished equipment pursuant to this contract when initially delivered to the City. Supervision of packing, unpacking, and placement of equipment will be furnished by the Contractor without additional charge to the City. All debris generated in the performance of work during the installation will be removed by the Contractor at no additional cost to the City. 7.14.4 Risk of Loss or Damage to Equipment The City will be relieved from all risks of loss or damage to the equipment purchased by or through the Contractor prior to final system acceptance, except when such loss or damage is due to the fault or negligence of the City.
7.15
Subcontractors Contractor warrants that all subcontractors identified in their Proposal will participate in this project as proposed, and that they will conform to the requirements of this Contract. Contractor will be responsible for carrying out its obligation and responsibilities pursuant to this Contract and all related agreements, and ensuring that the obligation and responsibilities of its subcontractors are also carried out in accordance with the requirements of this Contract. Contractor will be the only entity to receive payment for same from the City.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 7.16
Applicable Regulations The Contractor and all systems provided by Contractor will comply with all applicable federal, state and local building, fire, safety and electric codes and all relevant industry standards. Contractor and any of its employees, agents, subcontractors, laborers, or material men, during its work, construction, and component installation will meet or exceed current standards of the following: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Federal Communication Commission (FCC); Electronic Industries Association (EIA); Institute of Electrical and Electronic Engineers, Inc. (IEEE); The Environmental Protection Agency (EPA); Work Hours and Safety Standards Act; Equal Opportunity Act American National Standards Institute (ANSI) Federal Aviation Authority (FAA) Occupational Safety and Health Administration (OSHA); Building Officials and Code Administrators (BOCA).
The Contractor will not be reimbursed for any additional costs which the Contractor incurs as a result of laws enacted after the effective date of this Contract, nor be entitled to an extension of the Scheduled Date of Final Completion as a result of laws, except as set forth in this Section. 7.17
Payment Terms The parties will negotiate payment terms as part of contract negotiations. All invoices should be mailed to the attention of the City of Columbia Purchasing Department. The City agrees to pay all uncontested amounts due under this Agreement within thirty (30) days after receipt of the invoice.
7.18
Appropriations of Funds The City of Columbia is subject to the appropriation of funds in an amount sufficient to allow continuation of its performance in accordance with the terms and conditions of any contract entered into as a result of this request for each and every fiscal year following the fiscal year in which this contract is executed and entered into and for which the contract will remain in effect.
7.19
No Right to Terminate The Contractor may not terminate the agreement with the City for any reason except for lack of timely payment by the City of uncontested invoices. Such terminate cannot occur without 30 day notice, and cannot proceed if such payment omission corrected.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 7.20
Liquidated Damages The parties acknowledge and agree that the damages sustained by the City due to an unapproved delay in performance by Contractor are difficult to ascertain. As such, it is mutually agreed that should Contractor fail to timely complete or deliver all components in time for the City to inspect, test, and accept such products and services by the agreed-upon Acceptance Date, the City will be entitled to liquidated damages in the form of contract price reductions as follows: $500/day for each day delay after the scheduled Final Acceptance Date for all major systems. The aforesaid specified amount(s) will not be construed as a penalty, but as liquidated damages for any such failure on the part of Contractor. In any suit involving assessment or recovery of liquidated damages, the reasonableness of the charge will be conclusively presumed, and the amount assessed will be in addition to every other right or remedy now or hereinafter enforceable at law, in equity, by statute, or under this Contract. Any such charges assessed against Contractor may be deducted from moneys due to or to become due to Contractor, or may be collected from the surety bond.
7.21
Perpetual Software License/Source Code The software license will not have a termination date. All software licenses will be perpetual, surviving bankruptcy, sale, merger, or dissolution of any of the entities providing software to the City. Additional licenses fees will not be due because of the City having to upgrade its system to satisfy processing requirements. Source code for proposed programs will be delivered to the City upon acceptance, although not necessarily loaded onto the computer; it will be subject to terms such as confidentiality as prescribed by the Contractor. Third-party escrow will be a less desirable option; if proposed, a copy must be provided as part of your proposal. The City requires one (1) site license for the City, if the cost for such is not prohibitive. Detailed licensing structure (i.e., site, named user, concurrent, or other metric) for the system must be provided as part of your proposal.
7.22
Hardware Sizing It is understood that Contractor is responsible to warrant the Sizing of the system as configured for satisfying the requirements of this RFP. In the event the hardware is determined by the City to be insufficient in size or capacity, or power, Contractor will within 30 days of determination of undersizing, provide at no additional cost to the City either a replacement unit or additional hardware to
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP satisfy the sizing requirements. A warranty of this requirement will be provided for five (5) years.
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP 7.23
City’s Standard Software Contract Terms 7.23.1 Scope of the Agreement City agrees to license the Software and receive the services detailed in Attachment <___>. Vendor agrees to provide same, subject to the terms and conditions stated in this Agreement and Attachment <__>. Payment for such services shall be per Attachment <__>. The City, without prior and mutual written agreement, will incur no other service costs. The service costs in Attachment <__> are inclusive of project management services and include a turnkey integrated System which shall provide the City’s functional specifications outlined in the Agreement, Attachment <__> and the City’s Police Records Management and Automated Field Reporting System RFP based upon Formal Acceptance testing (see clause herein). The implementation of the Software and provision of services shall be per Attachment <__>. Client agrees to provide server and desktop hardware configured per Attachment <__> based on Vendor’s recommendation. 7.23.2 General Conditions. 1. Location: City of Columbia, Missouri 2. This is not an Agreement of partnership or employment of Vendor or of any of Vendors employees by City. Vendor is an independent contractor for all purposes under this Agreement. 3. Vendor shall perform its services in a professional and workmanlike manner and shall only use qualified and experienced personnel. 4. Vendor agrees at all times to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. Vendor agrees that, at all times, the employees of Vendor furnishing or performing any services shall do so in a proper, workmanlike, and dignified manner. 5. Vendor agrees that all persons working for or on behalf of Vendor whose duties bring them upon the City’s premises shall obey the rules and regulations that are established by the City and shall comply with the reasonable directions of City’s officers. The City may, at any time, require the removal and replacement of any of Vendor’s employees or subcontractors for good cause. 6. Vendor shall be responsible for the acts of its employees and agents while on the City’s premises. Accordingly, Vendor shall take all necessary measures to prevent injury and loss to persons or property located on City’s premises. Vendor shall be responsible for damages
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP to persons or property caused by Vendor or any of its agents or employees. Vendor shall promptly repair, to the specifications of the City, any damage that Vendor, or its employees or agents, may cause to the City’s premises or equipment; on Vendor’s failure to do so, City may repair such damage and Vendor shall reimburse the City promptly for the cost of repair. City shall have the right to offset any amounts due and owing from the Vendor to the City for repair of damages to persons or property. Vendor agrees that in the event of an accident of any kind, Vendor shall immediately notify the City’s contact person and thereafter, if requested, furnish a full written report of such accident. 7. Vendor shall perform the services contemplated in the Agreement without interfering in any way with the activities of City’s staff or visitors. 8. Vendor and its employees or agents shall have the right to use only those facilities of the City that are necessary to perform the services under this Agreement and shall have no right to access any other facilities of the City. 9. The City shall have no responsibility for the loss, theft, mysterious disappearance of, or damage to equipment, tools, materials, supplies and other personal property of Vendor or of its employees, subcontractors or material-men. 10. HOLD HARMLESS AGREEMENT. To the fullest extent not prohibited by law, Vendor shall indemnify and hold harmless the City of Columbia, its directors, officers, agents, and employees from and against all claims, damages, losses, and expenses (including but not limited to attorney’s fees) for bodily injury and/or property damage arising by reason of any act or failure to act, negligent or otherwise, of Vendor, of any subcontractor(meaning anyone, including but not limited to consultants having a contract with Vendor or a subcontractor for part of the services), of anyone directly or indirectly employed by Vendor or by any subcontractor, or of anyone for whose acts the Vendor or its subcontractor may be liable, in connection with providing these services. This provision does not, however, require Vendor to indemnify, hold harmless, or defend the City of Columbia from its own negligence. 11. All prices for Vendor’s services hereunder are firm for the term of the Agreement. The City shall pay Vendor for satisfactory performance of the service specified in the Agreement, the sums in accordance with
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City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP the vendor’s response to the RFP, any related addenda, and the final negotiated pricing. 12. Insurance. The Vendor must have adequate insurance, for damage or loss, for all equipment and other valuables until such time as the City receives good and clear title and all services are performed. In defining insurance coverage, the Vendor shall secure full replacement value for the system without the requirement that the City be responsible for any payments or deductibles. In the event that it is necessary to make a claim under this policy, any funds received by the Vendor shall be used to secure replacement equipment for the City. The City, at its option, may require the Vendor to provide certificates describing, to the satisfaction of the City, evidence of proper workers compensation (according to the standards and limits set forth in Missouri law) and liability insurance for all Vendor’s staff and representatives involved in the installation of the computer equipment and software. The City shall be named as primary additional insured without any contribution from any insurance or self-insurance of the City of Columbia. The Vendor shall furnish to the City a copy of the insurance policy and all subsequent changes or updates. The Vendor’s insurance policies shall include an endorsement or statement waiving the right of cancellation or reduction in coverage unless thirty (30) days prior written notice is given to the City by registered or certified mail. a. Insurance coverage. As a condition of performing work for the City, Vendor shall provide satisfactory evidence of insurance coverage as follows. i.
Commercial general liability of at least $2,000,000;
ii. Statutory Workers compensation with $500,000.00 of Employers Liability for all sections. iii. Professional liability or Errors and Omissions Insurance with the provision to purchase an unlimited tail and a limit of a $2,000,000 per occurrence; and iv. A minimum Umbrella Liability Insurance of $3,000,000.00 b. The coverage shall be the minimum amounts and shall not be diminished during the term of this Agreement and the Vendor shall provide copies of all certificates of insurance to the satisfaction of the City as to coverage and content and shall maintain such coverages for at least six years from the completion of the Project. Page 56
City of Columbia, Missouri
Police Records Management and Automated Field Reporting System RFP c. Other Insurance Requirements. Evidence of insurance coverage, required herein, is to be provided to City in ACORD Certificate Form 25 or 25-S or an equivalent form and must indicate: i.
That Commercial liability insurance policy includes coverage for the items specified in Section 7.4.12(a) above.
ii. A.M. Best’s rating for each insurance carrier shall be A-6 or better. iii. That the insurance company will provide 30 days written notice of cancellation to the certificate holder and other words “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” do not apply or have been removed. iv. That “City of Columbia” is additional insured on the General Liability policy certified. d. Insurance Options. General liability limits may be attained by individual policies or by a combination of underlying policies with umbrella and/or excess liability policies. e. Vendor to Notify Insurance Agent. Vendor may prevent unnecessary follow up resulting from incomplete insurance certificates, by sending or faxing a copy of these insurance requirements to Vendor’s insurance agent when Vendor requests the insurance certificates. 13. Entire Agreement Clause. This Agreement represents the entire agreement of City and Vendor with respect to the subject matter hereof, and supersedes any prior agreements, understandings and representations. 14. Identification of Parties to the Agreement Clause. Both the Vendor and the City shall be clearly identified by their legal names. Neither of the identified parties to the Agreement shall assign or encumber any of its rights, or delegate or subcontract any of its duties defined in the Agreement, in whole or in part, to other third parties unless the other party to the Agreement gives prior written consent. Subject to the foregoing covenant against assignment and delegation, the rights created by the Agreement shall pass to the benefit of the identified party and the duties and obligations resulting from the Agreement
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Police Records Management and Automated Field Reporting System RFP shall bind the identified party and their respective successors and assignees. 15. No Third-Party Beneficiary Clause. No provision of the Agreement is intended to nor shall it in any way inure to the benefit of any third party, so as to constitute any such Person a third-party beneficiary under the Agreement. 16. Amendment Clause. No amendment, addition to, or modification of any provision hereof shall be binding upon the Parties, and neither Party shall be deemed to have waived any provision or any remedy available to it unless such amendment, addition, modification or waiver is in writing and signed by a duly authorized officer or representative of the applicable Party or Parties. Under no circumstances shall any parties to the Agreement forfeit or cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the Vendor by the City should in no way be interpreted as acceptance of the system or the waiver of performance requirements. 17. No Waiver of Immunities Clause. In no event shall the language of this Agreement constitute or be construed as a waiver or limitation for either party’s rights or defenses with regard to each party’s applicable sovereign, governmental, or official immunities and protections as provided by federal and state constitutions or laws. 18. Missouri Sunshine Law Clause. Nothing in this agreement shall be construed to supersede, conflict with or otherwise defeat any provision of the Missouri Revised Statues Chapter 610 Governmental Bodies and Records (Missouri Sunshine Law). 19. Records Retention Clause. Pursuant to Missouri law, both Parties agree that all records shall be retained in accordance with Missouri law and the records retention schedules adopted by the Local Records Board. At the close date of the Agreement, either through contract duration or termination, Vendor shall provide to City at no additional cost a method of migrating or exporting all electronic records or data in a usable basis in a method and format acceptable to the City.
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Police Records Management and Automated Field Reporting System RFP 20. Nature of City’s Obligations Clause. All obligations of the City under this Agreement, which require the expenditure of funds, are conditional upon the availability of funds budgeted and appropriated for that purpose. 21. Employment of Unauthorized Aliens Prohibited Clause. Vendor agrees to comply with Missouri State Statute Section 285.530 in that Vendor shall not knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the State of Missouri. As a condition for the award of this contract, Vendor shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. Vendor shall also sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. Vendor shall require each subcontractor to affirmatively state in its contract with Vendor that the subcontractor shall not knowingly employ, hire for employment or continue to employ an unauthorized alien to perform work within the State of Missouri. Vendor shall also require each subcontractor to provide Vendor with a sworn affidavit under the penalty of perjury attesting to the fact that the subcontractor’s employees are lawfully present in the United States. 22. General Laws Clause. Vendor shall comply with all federal, state, and local laws, rules, regulations, and ordinances. 23. Governing Law and Venue. This Contract shall be governed, interpreted, and enforced in accordance with the laws of the State of Missouri and/or the laws of the United States, as applicable. The venue for all litigation arising out of, or relating to this contract document, shall be in Boone County, Missouri, or the United States Western District of Missouri. The Parties hereto irrevocably agree to submit to the exclusive jurisdiction of such courts in the State of Missouri. The Parties agree to waive any defense of forum non conveniens. 24. Notices Clause. Any notice, demand, request, or communication required or authorized by the Agreement shall be delivered either by hand, facsimile, overnight courier or mailed by certified mail, return receipt requested, with postage prepaid, to: If to City: City of Columbia
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Police Records Management and Automated Field Reporting System RFP Police Department P.O. Box 6015 Columbia, MO 65205-6015 ATTN: Chief of Police
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Police Records Management and Automated Field Reporting System RFP If to Vendor:
The designation and titles of the person to be notified or the address of such person may be changed at any time by written notice. Any such notice, demand, request, or communication shall be deemed delivered on receipt if delivered by hand or facsimile and on deposit by the sending party if delivered by courier or U.S. mail. 25. Termination Provisions Clause. a. Termination by Mutual Agreement. This Agreement may be terminated at any time during its Term upon mutual agreement by both Parties. b. Termination due to Force Majeure. The agreement may be terminated due to force majeure in accordance with paragraph 27. c. Termination for Cause. Either Party may terminate this Agreement in accordance with Section ___. d. Termination for Convenience. With thirty (30) days written notice, Client may terminate this Agreement for convenience. 26. Events of Default Clause. a. A Party shall be considered in Default of this Agreement upon: i.
The failure to perform or observe a material term or condition of this Agreement, including but not limited to any material Default of a representation, warranty or covenant made in this Agreement;
ii. The Party (i) becoming insolvent; (ii) filing a voluntary petition in bankruptcy under any provision of any federal or state bankruptcy law or consenting to the filing of any bankruptcy or reorganization petition against it under any similar law; (iii) making a general assignment for the benefit of its creditors; or (iv) consenting to the appointment of a receiver, trustee or liquidator;
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Police Records Management and Automated Field Reporting System RFP iii. The purported assignment of this Agreement in a manner inconsistent with the terms of this Agreement; iv. The failure of the Party to provide information or data to the other Party as required under this Agreement, provided that the Party entitled to the information or data under this Agreement requires such information or data to satisfy its obligations under this Agreement. b. Termination upon Default. Upon the occurrence of an event of Default, the non-Defaulting Party shall be entitled to immediately terminate this Agreement. 27. Force Majeure Clause. Timely performance is essential to the successful initial implementation and ongoing operation of the network described herein. The performance of each Party under the Agreement may be subject to interruptions or reductions due to an event of Force Majeure. The term “Force Majeure” shall mean an event or circumstance beyond the control of the Party claiming Force Majeure, which, by exercise of due diligence and foresight, could not reasonably have been avoided, including, but not limited to, flood, earthquake, storm, fire, lightning, epidemic, war, riot, civil disturbance, sabotage, strike, and act of God or any other cause beyond the control of the Party claiming Force Majeure. However, the obligation to use due diligence shall not be interpreted to require resolution of labor disputes by acceding to demands of the opposition when such course is inadvisable in the discretion of the Party having such difficulty. A Party shall not be liable to the other Party in the event it is prevented from performing its obligations hereunder in whole or in part due to an event of Force Majeure. Force Majeure will not be allowed unless within ten (10) business days of the occurrence of Force Majeure, the party whose performance is delayed thereby provides the other party or parties with written notice explaining the cause and extent thereof, as well as a request for a time extension equal to the estimated duration of the Force Majeure events. Notwithstanding the foregoing, if the party cannot provide notice within ten (10) business days due to the impact of the Force Majeure, the party shall notify the other party as soon as conditions allow. Within ten (10) business days after the cessation of the Force Majeure event, the party whose performance was delayed provides the other party written notice of the time at which Force Majeure ceased and a complete explanation of all pertinent events pertaining to the entire Force Majeure situation. Either party will have the right
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Police Records Management and Automated Field Reporting System RFP to terminate this Agreement if Force Majeure suspends performance of scheduled tasks by one or more parties for a period of one hundred-twenty (120) or more days from the scheduled date of the task. If cancellation due to a Force Majeure occurs before title passes to the City, the Vendor may keep any parts of the system as it can salvage, but must remove the same at its own expense. If cancellation occurs due to a Force Majeure after title passes to the City, the system shall remain with the City and the Vendor shall be entitled to any such payments as have accrued according to the payment schedule. 28. Data Ownership and Security Clause. a. Vendor’s Services shall at all times comply with the terms of this Agreement, and applicable laws. Vendor shall require its subcontractors to at all times comply with the terms of this Agreement and applicable laws while performing work related to this Agreement. b. Duty to Report. Vendor shall maintain the security of City’s content and data and that of persons and any user that is stored in or in an way connected with the software products and applications. If either party believes or suspects that security has been breached or data compromised, whether it be from harmful code or otherwise, the Party shall notify the other Party of the issue or possible security breach within forty-eight (48) hours. c. Binding Subcontractors and subsidiaries to Data Security Standards. Vendor shall include similar provisions in Vendor’s agreements with subcontractors and subsidiaries that perform work or services related to these software products and services and or who have access to the City’s data contained therein or in cloud storage. d. No Harmful Code. Vendor warrants that the software products do not contained Harmful Code. For purposes of this Agreement, “Harmful Code” is any code containing any program, routine, or device which is designed to delete, disable, deactivate, interfere with or otherwise harm any software, program, data, device, system or service, including without limitation, any time bomb, virus, drop-dead device, malicious logic, worm, Trojan horse or trap or back door. Vendor shall include in contracts with any subcontractor a provision which prohibits the use of Harmful Code.
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Police Records Management and Automated Field Reporting System RFP e. Data Ownership and Storage. Vendor warrants and covenants that any data from the City, its employees or customers or derived therefrom shall be stored in the United States of America. The data or any information derived therefrom shall not be transferred, moved, or stored to or at any location outside the United States of America. All such data and any information derived therefrom shall be confidential and proprietary information belonging to either the City or its customers or the users of the systems. Vendor covenants that Vendor, its subsidiaries or subcontractors shall not sell or give away any such City data or information derived therefrom. 29. Data Exchange Clause. This Agreement is contingent upon the City obtaining methods of exchanging data between Vendor, Vendor’s subcontractors, and third party software vendors for each and every data exchange identified by the Parties in the Scope of Work and /or otherwise required by this Agreement. a. Requirements. Vendor shall reasonably work with identified third party software vendors to develop, implement, and maintain the data exchanges as identified in the Scope of Work. i.
For each data exchange identified in the Scope of Work, City shall include in its contract with the third party software vendors a provision requiring the third party software vendor to work with Vendor and City on developing, implementing, and maintaining each of the data exchanges identified in the Scope of Work.
ii. City shall also require in its contract with third party software vendors that the third party software vendor shall review and sign the specifications, the performance schedule and the test standards related to each applicable data exchange. iii. For each and every data exchange identified within the Scope of Work, the Parties shall develop proposed specifications for each of the data exchange (hereinafter “Data Exchange Specifications”). The Parties shall reduce the Data Exchange Specifications to writing which shall be signed and dated by all Parties. iv. For each data exchange, the Parties shall develop a schedule for production, testing, and installation (hereinafter “Data Exchange Schedule.”) The Parties shall reduce the schedule(s) to writing which shall be signed and dated by all Parties.
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Police Records Management and Automated Field Reporting System RFP v. For each such data exchange, the Parties shall agree in writing, signed and dated by both Parties, to the testing standards and requirements (hereinafter “Data Exchange Test Standards”). vi. City shall issue written notice to proceed with the development of each data exchange. b. Changes to Data Exchange. In addition, the Parties agreeing to a data exchange may, by mutual agreement, impose additional requirements or amend the testing standards or the performance schedule. Should the Parties agree to change or amend any of the specifications, the performance schedule or the test standard, the changes shall be reduced to writing, signed, and dated by both Parties. c. EACH DATA EXCHANGE, ON WHICH THE CITY HAS ISSUED A WRITTEN NOTICE TO PROCEED, SHALL BE DEVELOPED ACCORDING TO THE DATA EXCHANGE SPECIFICATIONS IN THE TIME PERIODS SET FORTH IN THE DATA EXCHANGE SCHEDULE. Upon completion of the development of the data exchange, Vendor shall notify City that data exchange is complete and ready for testing. City shall timely test the data exchange according to the Data Exchange Test Standards. If the data exchange passes the City’s testing according to the Data Exchange Test Standards, City shall issue a written notice of acceptance of the data exchange. d. Warranty. Vendor warrants that the data exchange shall perform according to the Data Exchange Specifications. Vendor also warrants that the data exchange shall not void any other warranty. e. License for Use of the Data Exchange. Vendor grants City a royalty –free license to the data exchange developed by Vendor for the City according to the Data Exchange Specifications and otherwise in accord with the license grant of this Agreement. This license is in addition to all other licenses purchased pursuant to this Agreement. f. Maintenance of Functionality of Data Exchanges. So long as City is current in its payment of maintenance fees for the Vendor Software Products, Vendor shall warrant the continued functionality of each and every one of the data exchanges and that each and every one shall perform according to the Data Exchange Specifications by which it was developed. There shall be
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Police Records Management and Automated Field Reporting System RFP no additional cost to the City. Maintaining the functionality of the data exchanges shall include any necessary programming or redesign needed due to changes by Vendor. g. Additional Data Exchanges. Should City desire additional data exchanges that are not listed in the Scope of Work, the City shall propose such additional data exchanges to Vendor, and Vendor shall promptly review and respond to any such proposals. In the even the Parties agree to an additional data exchange, the parties shall negotiate an amendment to this Agreement. 30. Survival Clause. All duties and responsibilities of any party, pursuant to the following sections <__> shall extend beyond and survive the end of the contract term or cancellation of this Agreement. 31. Incorporation by Reference Clause. The Vendor shall supply equipment, wiring, technology, training and other related services adequate to accomplish the requirements set forth in the Request for Proposals and the Vendor’s response to the Request for Proposals. Parties agree that where there is a conflict between the terms of this Agreement and the information presented in the referenced documents, this Agreement shall take precedence. 32. Risk During Equipment/Software Storage and Installation Clause. Delivery shall be made in accordance with the implementation schedule referenced as part of this Agreement. Minor variances from this implementation schedule may be permitted by mutual agreement of the Parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the City. During the time period where the equipment/software is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment/software and relieve the City of responsibility for all risk or loss or damage to the equipment/software. In addition, Vendor shall hold the City and its officers, employees and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the software and equipment. 33. Shipping of Equipment/Software Clause. All shipping and insurance costs to and from the site shall be included in the Vendor’s proposals. All payments to shipping agents and for insurance fees shall be made directly by the Vendor. The City shall make no payments to any firm concerning the shipment, installation, and delivery of the equipment
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Police Records Management and Automated Field Reporting System RFP and software which is not a party of this Agreement and for which exact payments are not described. Vendor shall be responsible for all arrangements for the shipment and receipt of equipment and software to Client’s prepared site. 34. Patents, Copyrights, and Proprietary Rights Indemnification. The Vendor, at its own expense, shall completely and entirely defend the City from any claim or suit brought against the City arising from claims of violations of United States patents or copyrights resulting from the Vendor or the City’s use of any equipment, technology, documentation, and or data developed in connection with the services and products described in this agreement. The City will provide the vendor with a written notice of any such claim or suit. The City will also assist the Vendor in all reasonable ways, in the preparation of information helpful to the Vendor in defending the City against the suit. In the event that the City is required to pay monies in defending such claims, resulting from the Vendor being uncooperative or unsuccessful in representing the City’s interest, or in the event that the City is ordered to pay damages as a result of a judgment arising out of an infringement of patents and or copyrights, Vendor agrees to fully reimburse the City for all monies expended in connection with these matters, including attorneys’ fees. The City retains the right to offset against any amounts owed Vendor any such monies expended by the City in defending itself against such claims. Should a court order be issued against the City restricting the City’s use of any product of a claim and should the Vendor determine not to further appeal the claim issue, at the City’s sole option, the Vendor shall provide, at the Vendor’s sole expense, the following: a. Purchase for the City the rights to continue using the contested product(s); b. Provide substitute products to the City which are, in the City’s sole opinion, of equal or greater quality; or c. Refund all monies paid to the Vendor for the products subject to the court action. The Vendor shall also pay to the City all reasonable losses related to the product(s) and for all reasonable expenses related to the installation and conversion to the new product(s). 35. Subcontractors. Vendors may use subcontractors in connection with the work performed under the Agreement. When using subcontractors, however, Vendor must obtain written prior approval from the City for activities or duties to take place at the City’s site. If using subcontractors, Vendor shall be responsible for all of their acts
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Police Records Management and Automated Field Reporting System RFP and omissions to the same extent as if the subcontractors were employees of the Vendor. In addition, subcontractors will be subject to the same background checks as Vendor employees, as identified in Section 6.2.4. 36. Effect of Change of Law, Rule or Regulation Clause. Should any local, state, or federal regulatory authority having jurisdiction over the City enter a valid and enforceable law, rule, regulation or order upon the City which has the effect of changing or superseding any term or condition of this Agreement, such order shall be complied with, but only so long as such order remains in effect and only to the extent actually necessary under the law. In such event, this Agreement shall remain in effect, unless the effect of the order is to deprive the City of a material part of its Agreement with Vendor. In the event this order results in depriving the City of its materials or raising their costs beyond that defined in this Agreement, the City shall have the right to rescind all or part of this Agreement (if such a rescission is practical) or to end the Agreement term upon thirty (30) days written prior notice to the Vendor. Should the Agreement be terminated under such circumstances, the City shall be absolved of all penalties and financial assessments related to cancellation of this Agreement. The City shall not be charged for such compliance beyond the cost of the annual support fees. The City shall also not be charged for analysis, investigation, design, programming or conversion or implementation of such compliance beyond the costs of the annual support fees. 37. Control of Subcontractor, Project Team and Project Manager Designation Clause. The Vendor understands that the successful installation, testing and operation of the system that is the subject of this Agreement shall be accomplished by a cooperative effort. To most effectively manage this process, the Vendor shall designate a single representative to act as an ex-officio member of the City’s project management team and who shall have the authority to act on behalf of the Vendor on all matters pertaining to this Agreement. City shall have the right to approve all subcontractors, account/project manager, and staff assigned to City’s Project by Vendor. In the event that an employee of the Vendor is, in the opinion of the City, uncooperative, inept, incompetent, or otherwise unacceptable, the Vendor agrees to remove such person from the project. In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy as described above. Regardless of whom the Vendor has designated as the representative, the Vendor
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Police Records Management and Automated Field Reporting System RFP organization remains the ultimate responsible party for performing the tasks and the responsibilities presented in the Agreement. 38. Amendment Clause. This Agreement may only be modified by written amendment signed by the Parties. 39. No Assignment Clause. This Agreement shall inure to the benefit of and be binding upon the Parties and their respective successors and permitted assigns. Neither Party shall assign this Agreement or any of its rights or obligations hereunder without the prior written consent of the other Party. Any attempt to assign the Agreement or any part thereof without the prior written permission of the City shall be void and of no effect. 40. Vendor as Independent Contractor Clause. It is expressly agreed that Vendor is an independent contractor and not an agent of City. The Vendor shall not pledge or attempt to pledge the credit of the City or in any other way attempt to bind the City. The relationship of the Vendor to the City shall be that of independent contractor and no principal–agent or employer-employee relationship is created by this Agreement. 41. Warranty Clause. The Vendor warrants that all components provided under this Agreement, whether installed initially or under subsequent purchase orders or amendments, shall be: newly manufactured equipment or assembled from newly manufactured parts; approved by Underwriters Laboratories; and will be free from defects in workmanship or material for a period of twelve months (365 calendar days) from the date of final system acceptance. During this 12 month warranty period, the Vendor shall furnish all replacement new parts, shipping costs, repaired parts, service labor, travel costs and other repair costs at no cost to the City. At the conclusion of the warranty period, the City may consider Vendor support under a separate maintenance agreement. a. Third Party Software. Vendor warrants that all third party software products, brands, types, etc., have been recommended based on Vendor’s understanding of the City’s operating environment and that such third party software products, brands, types, etc. shall operate as demonstrated by the Vendor and as documented in the Documentation. Vendor and Third Party Vendor further warrant that they have the right to license said third party software products, brands, types, etc.
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Police Records Management and Automated Field Reporting System RFP b. Third Party Hardware. Any and all hardware brands, types, etc, that Vendor and Third Party Vendor are recommending sizing or other parameters for in Attachment <__> shall be warranted to perform satisfactorily as defined in Section 5 of this RFP for 2 years from the final acceptance of the hardware pursuant to the terms of this Agreement, assuming local or other hardware support contracts are in effect for routine maintenance and diagnostics. 42. Warranty of Fitness for a Particular Purpose. City has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The City has provided detailed descriptions and criteria of how the system can be defined to accomplish this particular purpose. The City has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation, and documentation about the City’s particular purpose, Vendor acknowledges at the time this Agreement is in force that Vendor has (1) reason and opportunity to know the particular purpose for which the products, equipement and software are required; and (2) that the City is relying upon Vendor’s experience and knowledge of these software, products and equipment to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as described in the Contract documents including the City’s RFP. 43. Resolution and Response Time Warranty Clause. Vendor shall provide software support as specified in Section 4.2.3. Vendor warrants that all Resolution and Response Times shall be adhered to, as determined by the City’s Project Manager. 44. Continuity of Warranty. City may continue the Warranty protection described above by purchasing and paying for on-going annual support services as described below. By doing so, all warranty, warranty of Fitness for a Particular Use, and Resolution and Response Time Warranty Conditions above shall remain in effect, in perpetuity (except for the “Third Party Hardware” clause above), as long as payments for Annual Support are kept. 45. Final Acceptance of System Clause. The system proposed shall be defined to be finally accepted by the City after the installation of the equipment, training, and successful completion of the following performance examinations: system hardware examination, software
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Police Records Management and Automated Field Reporting System RFP performance examination, system functional competence examination, system capacity examination, full-load processing capacity examination, system availability examination, approval of asbuilts, training and system documentation. The City and its consultants shall be the sole judge of whether all conditions for final acceptance criteria have been met. 46. Standard Forms and Contracts. Any forms and contracts the Vendor proposes to include as part of any agreement resulting from this proposal response between the Vendor and the City must be submitted as part of this proposal. Any forms and contracts not submitted as part of the proposal and subsequently presented for inclusion may be rejected. City reserves the right to accept or reject in whole or in part any form contract submitted by Vendor and or to require that amendments be made thereto, or that an agreement drafted by the City be utilized. This requirement includes but is not limited to the following types of forms: license agreements, escrow agreements, subcontractor, franchise, warranty agreements, maintenance agreements, contracts, and support agreements. The City will negotiate any and all contracts/agreements and prices/fees with the finalist Vendor, if doing so is deemed in the best interest of the City. 47. Advertisement Clause. Vendor shall not use, in its external advertising, marketing programs or other promotional efforts, any data, pictures or other representation of the City unless Vendor receives specific written authorization in advance from the City’s Project Manager. Such publications will be provided to the City in draft form for the City’s advance review. City will review such drafts promptly and will provide comments to Vendor. City may require deletion of proprietary data or confidential information from such publications. The cost of Vendor’s activities pertaining to any such publication or advertisement shall be paid entirely by the Vendor. Vendor will limit and direct any of its advertising on City’s premises and shall make arrangements for such advertising through the City’s project manager. Vendor shall not install any signs or other displays within or outside of City’s premises. However, nothing in this clause shall preclude Vendor from listing the City on its routine client list for matters of reference. 48. Password Security Clause. The Vendor warrants that no ‘backdoor” password or other method of remote access into the software code exists. The Vendor agrees that any and all access to any software
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Police Records Management and Automated Field Reporting System RFP code residing on the City’s server must be granted by the City to the Vendor, at the City’s sole discretion and within the City’s sole control. 49. Non-Performance Escalation Procedures Clause. In the event that the City determines that Vendor is no performing in a manner consistent with the intent and spirit of the Agreement or in a manner consistent with commonly accepted business and professional practices, then the City shall have the right to, in the sequence shown: (a) formally notify Vendor of non-performance; (b) reserve the right to withhold any and all payments pending, including support and maintenance fees, until the non-performance is corrected; (c) request a joint meeting of Vendor and City decision makers to attempt to resolve the non-performance; (d) require a Vendor employee to be on-site at City’s site at Vendor’s sole cost until the non-performance is resolved; (e) either commence litigation or invoke the termination clause. 50. Replication of Software. City shall not copy the Software for any purpose other than for back up and disaster recovery. City has the right to develop interfaces to, and or database applications that integrate with the licensed software using the Vendor’s recommended database and development tools without voiding the Support Agreement or warranties herein. 51. Non-Collusion. Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm, employee of the City, or other person or entity concerning the obtaining of this Agreement. In addition, Vendor agrees that a duly authorized Vendor representative will sign a non-collusion affidavit, in a form acceptable to the City, that Vendor and Vendor, Inc,. has not received from City any incentive or special payments or considerations not related to the provision of the System described in the Agreement. 52. Annual Maintenance and Support Fees. Support fees shall not be increased by an annual average percentage greater than the annual CPI-W for the region or 3%, whichever is less, for as long as annual support fees are paid and the license agreement between the City and the Vendor is in effect. The Vendor shall not increase maintenance higher than its “standard” increase in any year. Vendor agrees to send an itemized invoice to the City at least 90 days before the maintenance is up for renewal. The City may cancel maintenance upon 30 days notification to the Vendor. Cancellation of maintenance shall not result in termination of the software licenses. Maintenance may be reinstated by the City at an amount not to
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Police Records Management and Automated Field Reporting System RFP exceed the back fees that would have been due if maintenance and support had not been discontinued. The City shall not be forced to move to new license models or to pay upgrade fees. Vendor shall give the City at least an 18 month notice before unilaterally canceling maintenance. In addition, the Vendor shall continue to support the software/product as long as it is supporting such software /products for the rest of its customer base. 53. Payment Terms. Specific payment terms will be negotiated as part of the final contract. It is expected that certain payments will be made upon delivery of the hardware and the software with additional payments made based upon specific project milestones. Vendor shall submit to the City for its review a pay request in a form agreeable to City. The pay request shall be accompanied by such supporting documentation as required by City. Requests for payment shall be accompanied with appropriate lien waivers for the prior partial payments. The request for final payment shall be accompanied with the final lien waivers from all subcontractors and material suppliers for the project. 54. Travel expense Reimbursement. All travel costs must be included in Vendor’s fixed price cost. City will not make a separate payment for reimbursable expenses. Per Force Majeure, City shall not be liable for additional travel costs incurred due for any reason outside City’s control. 55. Source Code. Vendor shall place Source Code for the software modules and interfaces licensed by City in escrow with an independent third-party (with whom a separate Escrow Agreement will be entered into by City at no additional cost to City). The Source Code shall be kept current with the releases/versions of the Software in live use by the City. The Source Code shall revert to City for City’s use if Vendor files for bankruptcy or protection from creditors in a court of law. City shall then have full rights to use source code for any purposes other than resale. Vendor shall provide appropriate source code to City in a timely manner in the event that Vendor goes out of business or no longer supports the software being licensed. The same applies if the Vendor is merged or acquired and the software is no longer supported. Once the City obtains the source code, it will be a perpetual license, and there will be no additional fees due, even if additional licenses are deployed. 56. Additional Vendor Programming Services. City may during the implantation period or thereafter require additional modifications,
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Police Records Management and Automated Field Reporting System RFP interfaces, report writing, conversion or other services from Vendor. Vendor agrees to provide City with a written estimate describing the work to be performed and estimating the costs associated with the work. Should the City wish Vendor to perform the additional programming services, the Parties shall execute an amendment to this Agreement or a new agreement for the new services. 57. VideoTaping. City reserves the right to video tape and or audiotape any and all training sessions, whether held at the City’s site, the Vendor’s site, or via teleconference/webinar. Use of such recordings shall be strictly for City’s staff training purposes. 58. Major Releases/Upgrades. City shall be entitled to future releases and upgrades within 5 years from Formal Acceptance, whether of a “minor” or “major” nature, of Vendor Software for no additional cost beyond the Annual Support Agreement fees delineated in Attachment <__>. 59. Solution Longevity. Vendor certified the solutions proposed by Vendor will remain available and supported for a minimum of 5 years from the time the Contract is signed and that any material changes to Vendor’s company or products will not affect the City’s implementation or support. 60. Successor Software Products. In the event Vendor makes available successor Vendor software products (e.g., software products based on a new technical architecture) (“Successor Products”) with substantially similar functionality to the Vendor software products licensed by City (“Licensed Products”) within 10 years of contract signing, City may transfer the Licensed Products to the Successor Products, for no additional Vendor license fees. In such event, City shall pay the then-current Application Software Maintenance Fees for the Successor Products, in addition to any services and /or third party fees associated with the Successor Products. 61. Conflict of Interest. Vendor shall not employ as a director, officer, employee, agent or subcontractor any elected or appointed official of the City of Columbia or any member of his or her immediate family. 62. Subcontracts. Vendor agrees not to subcontract any of the work required by this Agreement without the prior written approval of the City’s Project Manager. Vendor agrees to be responsible for the accuracy and timeliness of the work submitted in the fulfillment of its responsibilities under the Agreement regardless of whether the work is performed by an approved subcontractor or by Vendor.
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Police Records Management and Automated Field Reporting System RFP 63. Changes in Agreement. This Agreement shall not be modified nor amended unless such modification or amendment shall be in writing and signed by both Parties. 64. Intellectual Property of created works. All information, data, programs, publications and media created specifically for and paid for by the City or as a result of the Work identified in this Contract is the property of the City unless otherwise noted, copyright protected or defined or agreed to by both parties to the Contract. 65. Licensing Structure and Use of Licenses by Personnel who are not employees. The Parties agree that the software licenses are not specific to a particular person or position and may be used by the City and any persons approved by the City so long as the total number of users actively using the Product at any given time does not exceed the number of licenses purchased by the City. 66. Disaster Recovery and Disaster Recovery Testing. There will be no additional software license cost to process at another site in the event of a disaster that shuts down the City’s primary location or for testing at the disaster recovery site. 67. Unlimited Liability for Software Vendor Infringement. The Vendor will reimburse the City for all costs related to infringement. There shall be no limit on liability on behalf of the Vendor if the software is determined to be infringing. 68. Vendor Merger or Acquisition. In the event that the Vendor is merged or acquired, the acquiring entity shall honor all of the terms of the existing contract for 18 months or until the end of the present contract term, whichever is longer. 69. Functionality Replacement. The City maintains the rights to the functionality that was originally licensed, even if that functionality later gets renamed or rebundled. 70. Wording Conflicts. Should there be a conflict in wording between the Contract and the Vendor’s RFP response, the terms of the Contract will prevail. 71. Liquidated Damages. Failure on the part of Vendor to complete critical project milestones as established in the contract may result in liquidated damages being imposed on the Vendor by the City for breach of contract and for non-compliance. The milestones and extent of damages will be defined in the negotiated Contract with the selected Vendor.
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Police Records Management and Automated Field Reporting System RFP 72. Equal Opportunity Employment/Nondiscrimination Policy. It is the policy of the City that all Vendors who provide goods and services to the City by contract, shall, as a condition of providing goods and services, adhere to all Federal, State and Local laws, ordinances, rules, regulations and policies prohibiting discrimination in regard to persons to be served and employees and applicants for employment including but not limited to the following:
The Civil Rights Act, as amended
The Persons with Disabilities Civil Rights Act, as amended
Section 504 of the Federal Rehabilitation Act of 1973, as amended and rules adopted thereunder
The Americans with Disabilities Act of 1990, as amended, and regulations promulgated thereunder.
As a condition of providing goods and services, as required by law, and Chapter 12 of the City’s Code, all Vendors shall not discriminate against persons to be served or an employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position, height, weight, marital status or political affiliation. Where there has been a conclusive finding that a Vendor has violated Federal, State or Local equal opportunity statutes, ordinances, rules, regulations or policies, or that Vendor has retaliated against an employee, the Vendor shall be barred from providing goods and services to City for five (5) years from the date that a determination of the violation has been made in accordance with the applicable statutes, ordinances, rules, regulations or policies or from the date that such determination becomes known, unless a specific exemption is granted by the City’s governing body. Any violation of Federal, State or Local equal opportunity statutes, ordinances, rules, regulations, or policies during the course of time during which the Vendor is providing goods or services to the City shall be regarded as a material breach of any contract between City and the Vendor and the City may terminate such contract effective as of the date of delivery of written notice to the Vendor.
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Police Records Management and Automated Field Reporting System RFP 73. City’s Cloud Computing Requirements. If Vendor proposes a software solution that uses cloud computing, Vendor shall comply with the City’s Cloud Computing Requirements. 74. Compliance with City’s Red Flag Requirements. If Vendor has access to City data, Vendor shall comply with the City’s Red Flag Requirements (http://gocolumbiamo.granicus.com/MetaViewer.php?view_id=2&cli p_id=340&meta_id=20532) and any amendment thereto. Vendor shall report any red flags to the program administrator. Said report shall include red flags detected by Vendor and Vendor’s response to the red flags so detected. Vendor shall store the documents and files in a secure manner so as to be accessible only by approved City personnel. 75. Authority to Transact Business in the State of Missouri. For the life of the Agreement, Vendor shall have authority to transact business in the State of Missouri. Failure to maintain authority to transact business in the State of Missouri shall be a material breach of the Agreement. 76. Severability Clause. If any term or provision of this Agreement or the application thereof, to any extent, be held invalid or unenforceable, the remainder of this Agreement or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable will not be affected thereby, and each term and provision of this Agreement will be valid and enforced to the fullest extent permitted by law. 77. Confidentiality. Both parties recognize that their respective employees and agents, in the course of performance of this Agreement, may be exposed to confidential information and that disclosure of such information could violate rights to private individuals and entities. Each party agrees that it shall not disclose any confidential information of the other party and further agrees to take appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that: a) At the time of the disclosure is in the public domain; b) After disclosure, becomes part of the public domain by publication or otherwise, except by breach of this Agreement by a party; c) A party can establish by reasonable proof was in that party's possession at the time of disclosure; d) A party receives from a third party who has a right to
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Police Records Management and Automated Field Reporting System RFP disclose it to that party; or e) Is considered an open record pursuant to the Missouri Sunshine law. 78. Costs Not to Exceed Clause. City will pay Contractor a not-to-exceed price as specified in Section 8 of the Proposal Response Forms. Maintenance fees and expenses shall be specified separately in the same section.
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Police Records Management and Automated Field Reporting System RFP
8.0
PRICE REQUIREMENTS 8.1
General Information 8.1.1 Important Notice Please provide your Price Proposal under separate cover, in a sealed package. 8.1.2 Price Proposal Format Submit your price proposal exactly as listed below:
A summary price proposal, for each option being offered, on the sheet provided or comparable. See RFP Section 8.3 below.
A set of supporting price details, on the sheets provided or comparable. See RFP Section 8.4 below.
Explanatory notes, further clarifying how you derived the prices in your proposal, listed on or attached to the supporting price detail sheet each note relates to.
A strong preference exists for a software site license to be provided to the City. Explain limitations if otherwise.
You may also add any further narrative as needed to describe your price proposal.
8.1.3 Evaluation Period Our price evaluation will use a uniform method for all proposals. The method will be a 5-year life cycle net present value analysis using uniform assumptions for economic analysis. We will also consider Contractor supporting price details in the context of the related sections of your functional proposal. Time for Consideration: Contractor warrants by virtue of submitting the proposal that costs as outlined in his proposal will be good for an evaluation period of one hundred eighty (180) calendar days from the date of proposal opening. Contractors will not be allowed to withdraw or modify their proposals after the opening time and date.
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Police Records Management and Automated Field Reporting System RFP 8.2
Price and Payment Terms All items proposed shall be F.O.B. Destination with freight charges prepaid, to designated addresses as specified by the City of Columbia on its purchase order(s) or in letter(s) of authorization. If there is an error in extensions (mathematical calculations), unit prices will prevail. A cash purchase is contemplated.
8.3
8.4
Summary Price Proposal
The attached summary price sheet is clearly marked.
Complete the sheet as instructed. Use duplicate or additional sheets as necessary.
Add explanatory notes as required for clarity.
Supporting Price Detail 8.4.1 Response Sheets In addition to the price summary sheet, there are several supporting price detail sheets, and other signature forms, provided in the attached Price Response Forms; one of each corresponds to major lines on the Summary Price Proposal. Complete all sheets as instructed on the form. Use duplicate or additional sheets as necessary, but do not change the formats. Add explanatory notes as required for clarity.
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