TOWN Of CARY REQUEST FOR PROPOSALS


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TOWN Of CARY NORTH CAROLINA REQUEST FOR PROPOSALS For Inter-Regional Computer Aided Dispatch Interface (CAD2CAD) Due by July 26, 2013 at 4:00 p.m. EST Pursuant to North Carolina General Statute143.129.8, sealed proposals, subject to the conditions and specifications herein, are invited for furnishing the Inter-Regional Computer Aided Dispatch Interface. All sealed proposals will be received by Debra Carver, Systems Analyst at the Technology Services Department, 120 Wilkinson Ave., 2nd Floor, Cary, NC until the time stated above. There will be no formal opening of these proposals. Proposals received utilizing this RFP method are not subject to inspection until a contract is awarded. BY: Debra Carver, Systems Analyst

SIGNED

DATE: May 31, 2013

TOWN OF CARY COMPUTER AIDED DISPATCH INTERFACE WITH OTHER MUNICIPALITIES COMPUTER ADIDED DISPATCH AS SPECIFIED. Bidders are to provide pricing on “Proposal Pricing” sheets.

RFP 13-11

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May 31, 2013

1. Instructions to Vendors: For proper comparison and evaluation, the Town of Cary requests the proposal be in the following format: 1. Town Proposal Coversheet: See Section 1.1. 2. Cover Letter: See Section 6.2. 3. Vendor Questionnaire. See Section 6.3. 4. Project Team Description: See Section 6.4. 5. Project management methodology: See Section 6.5. 6. References: See Section 6.6. 7. Completed Technology Questionnaire: See Section 6.7. 8. Requirements: See Section 6.8. 9. Exceptions to Functional response: See Section 6.9. 10. Descriptive Literature. See Section 6.10. 11. Proposal Pricing. See Section 6.11. 12. Legal document examples. See Section 6.12. Proposal submissions must be sealed and include three (3) printed copies (1 original and 2 copies) and an electronic version, either in Adobe PDF or MS Word (.doc – version 2007 or earlier) format. If a PDF is submitted, please additionally submit Section 6.8 (Requirements) in MS Word (2007 or earlier) format. This will allow for the easiest exportation to our requirements analysis tools. Please provide electronic files on one CD along with your paper responses. Responses should be concise and complete. Responses are due on Friday, July 26, 2013 at 4:00 p.m. EST. No proposals will be opened until that time. Per North Carolina General Statute 143-129.8, proposals are not subject to public inspection until a contract is awarded. Vendors may respond to this request through the U.S. Mail to: Debra Carver Systems Analyst Town of Cary P.O. Box 8005 Cary, NC 27512-8005 Vendors delivering responses via other carriers (other than U.S. Mail) should use the following address: Debra Carver System Analyst Town of Cary 120 Wilkinson Ave Cary, NC 27513 Bidders desiring proposal clarifications or answers to questions should direct them to this individual via email ([email protected]). Answers/clarifications to all questions will be sent to all bidders via email. If you do not propose any questions, please send your contact information to the address above to receive the responses. Last day to submit questions will be Friday, June 28, 2013. Answers will be delivered no later than Friday, July 12, 2013. Note: Unauthorized use of the Town of Cary seal is prohibited. The seal may not be used in responses to requests for proposals, in or on materials or documents of businesses, other governments or community organizations, or in any other place or way not officially and specifically sanctioned by the Town of Cary. RFP 13-11

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2. Project Description: The Town of Cary is interested interfacing its current Computer Aided Dispatch (CAD) with other municipalities. The Town of Cary is a municipal government in the state of North Carolina with a population of approximately 141,000. Proposed systems should be able to integrate with multiple CAD systems simultaneously in an information sharing model. The purpose of this Request for Proposal (RFP) is to help Town staff meet the public safety demands of the Town’s growing community. A list of currently supported external interfaces will enhance the Town’s understanding of product capabilities and assist decision makers in architecting the overall system.

3. Evaluation Criteria: 3.1.1 Overall Proposal (10%) 

Completeness and thoroughness of the proposal. All required information must be provided in the format specified.



Vendor’s understanding of Town of Cary’s purpose, scope and objectives, including the applicability and quality of the vendor’s approach.

3.1.2 Vendor Experience and Resources (15%)  The quality, relevance and number of references.  The vendor’s ability to successfully install the proposed system, as demonstrated by installation of a similar system in at least two comparable regions within the past three years.  The financial stability and resources of the vendor.

3.1.3 Customer Support/Warranty and Maintenance (20%) 

The level or service and responsiveness that the vendor commits to providing.



Qualifications, experience and technical expertise of the vendor’s customer support staff.



Ability of the vendor to provide long-term maintenance support.



The vendor’s process for providing new releases of software and costs for software subscription (version upgrades).

3.1.4 Application Software and Integration (20%) 

Design, capability, and functionality of the proposed application software.



The level of integration between modules.



The vendor’s ability to interface with existing or external systems.



The vendor’s current technological position and future direction.



The application’s ability to integrate with multiple CAD systems from Multiple CAD vendors in a common data sharing framework will be essential.

3.1.5 Implementation/Project Management (10%)

RFP 13-11



Level of assistance to be provided by the vendor during the implementation process.



Philosophy and approach toward data integration.



Feasibility, timeliness and quality of the implementation schedule. Page 3 of 27

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3.1.6 Training, Documentation and System Administration (10%) 

The amount and extent of user training



Quality and extent of the documentation to be provided



The extent of the effort required to perform system administration functions.2.1.7

3.1.7 Costs (15%) 

One-time costs. Although the lowest cost proposal may not necessarily be awarded the contract, costs are important evaluation criteria.



Ongoing costs for maintenance, project management, support, etc.

4. Current Environment: The Town of Cary’s Communication Center is a primary PSAP interacting with multiple primary and secondary PSAPs in various county and local municipalities. Town jurisdiction falls in two counties with the mutual aid given and received with two additional counties and a number of other municipalities and agencies. The Town call center receives an average of 450 calls for service daily and manages the dispatching needs of 5 police platoons and 7 (8 future) fire stations. EMS services are not performed by the town, so EMS service requests (8500 yearly) are relayed manually to the county level agency providing service. The Town of Cary Police department has approximately 187 sworn and 41 non-sworn personnel who would need access to the integrated CAD systems. The Town of Cary Fire Department has approximately 230 personnel who need access to integrated CAD systems. There are 7 CAD seats in the Town’s 911center. We have about 140 mobile computers running mobile reporting software in the field. This includes both Police and Fire. We also have about 30 desktop units that run the same mobile software. Mobile computers (MDC) communicate with Town servers via a mix of 3G and 4G devices. All traffic is encrypted using NetMotion Mobility XE. The Town does not anticipate changing this network configuration, and vendors will be expected to provide solutions that will perform well in that environment. Fire apparatus currently provide AVL information to OSSI CAD, but police units have not been added to this infrastructure. Currently we plan to add police to AVL as part of a radio system upgrade.

4.1 Current Town of Cary Systems: Function

Product/Solution

CAD

OSSI (One solution)

Police RMS

OSSI (one solution)

Fire RMS

FIREHOUSE

Mobile (dispatch)

OSSI

5. Terms and Conditions: Bidder should read and understand the circumstances and procedures under which this RFP is let. Bidder's response to the Request for Proposals (RFP) signifies acceptance of the obligations and rights specified herein. The bidder and/or bidders to whom the contract is awarded must comply fully with North Carolina general statutes and any applicable state and federal law or regulation.

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5.1 General The specific details shown herein shall be considered minimum unless otherwise shown. The specifications, terms and conditions included with this Request for Proposals shall govern in any resulting contract(s) unless approved otherwise in writing by the Town of Cary. Bidder consents to personal jurisdiction and venue in a state court of competent jurisdiction in Wake County, North Carolina. The successful bidder may be subject to possession of a current Town of Cary business license. Town of Cary ordinance requires all vendors, regardless of their location, have a Town of Cary business license if they are performing services within the Town’s corporate limits.

5.2 Plans and Specifications Until the date of opening the proposals, the plans and specifications of the proposed work and/or a complete description of the apparatus, supplies, materials, or equipment and/or services will be on file in the Purchasing Division, Garmon Operations Center, 420 James Jackson Ave., Cary, NC, during office hours. Technical inquiries regarding this RFP should be directed to: Debra Carver, SYSTEM ANALYST Technology Services Town of Cary P.O. Box 8005, Cary, NC 27512-8005 (919)469-4329 [email protected]

5.3 Prices Price quoted shall be net. All proposals are to be firm offers for no less than 90 days and will be regarded by the Town as the bidder's best and final offer. The North Carolina State Sales Tax must be shown as a separate item.

5.4 Transportation and Delivery All transportation and delivery charges are to be prepaid to the Town of Cary, North Carolina.

5.5 Proposal Submission RFP responses must be submitted on the forms included in this document, and must be properly signed in the spaces indicated. Bids submitted otherwise may not be acceptable. Bidders are required to provide a section-by-section response to this RFP. The Town shall not be under any obligation to return any materials submitted in response to this RFP. Any expenses incurred by the bidder(s) in appearing for an interview or in any way in providing additional information as part of the response to this RFP are solely the responsibility of the bidder. The Town of Cary is not liable for any costs incurred by bidder in the preparation of proposals or any work performed by the bidder prior to the approval of an executed contract by the Town of Cary.

5.6 Bid Deposit No bid deposit is required with proposal submission.

5.7 No Bids Bidders unable to submit a bid in response to this RFP should so advise in writing to preclude exclusion from future RFPs.

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5.8 Bid Openings Sealed proposals are due by the date and hour as stated in this RFP and no proposal received after the date and hour as set forth herein will be accepted or considered. There will not be a public bid opening of submitted proposals. Submissions are not subject to public inspection until after the contract has been awarded. It shall be the specific responsibility of the bidder to deliver his or her bid to the designated Town official prior to the due date. Late delivery of a proposal for any reason, including delivery by the U.S. mail, shall disqualify the bid.

5.9 Bid Award The Town reserves the right to reject any or all bids, waive technicalities, and to be the sole judge of suitability of the equipment or services for its intended use and further specifically reserve the right to make the award in the best interests of the Town. All equipment or services listed is intended for a particular use by the Town division(s) in which it is to be utilized and must meet the requirements of that particular division(s). Other factors to be considered in awarding the bid will be price, quality, time required to deliver, and the availability of repair parts and service on equipment offered. Failure to respond to any requirements outlined in this RFP, or failure to enclose copies of the required documents, may disqualify the bid. Since time is of the essence, the guaranteed date of delivery as shown in the proposal may be taken into consideration in the award or in the cancellation of the award for breech of contract. The contract will be awarded after an evaluation of all bids have been made, and in the interest of suitability to the Town's needs and/or economy, equipment, furnishings or service other than the cheapest in price may be selected. Pursuant to North Carolina General Statute143.129.8,

submissions received are not subject to inspection until a contract is awarded.

5.10 Public Records The Town is subject to and bound to comply with North Carolina’s Public Records Law, and all records received by the Town of Cary in response to this RFP are public records pursuant to N.C.G.S. Chapter 132 (the North Carolina Public Records law) and are subject to public inspection and copying. The Public Records law provides 'trade secret' protection for certain information provided in an RFP process if that information meets certain stringent requirements and is designated as 'confidential' or 'trade secret' at the time of initial disclosure to the Town. The specific requirements are set in G.S. 132-1.2 and G.S. 66-152. Any bidder submitting a bid or proposal containing information for which 'trade secret' protection is claimed shall be required, in the event the Town receives a public records request for such records, (1) to identify in writing the basis for the claim of 'trade secret' and (2) to indemnify the Town for costs arising out of a public records request for such records.

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6. PROPOSAL: 6.1 Proposal Cover Sheet In compliance with the request for proposals, the undersigned offers and agrees, if this proposal be accepted within ______ days (minimum = 90 days) from the opening, to furnish any or all of the items at the prices quoted and to deliver the items within the time specified.

Name of Bidder Name of Contact Address

Phone Fax Email Address

Signature of Authorized Official Printed Name Title Date

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6.2 Vendor Cover Letter Vendor should insert a brief letter of representation.

6.3 Vendor Questionnaire Provide the following information about your company, experience and services. Respond to each item and provide supporting documentation and/or exhibits as requested or desired: 1. Provide a history of the software and the company. 2. Describe professional staffing available for development, training, implementation, and support services. 3. Describe installed base of customers in the U.S. 4. Describe your company’s purpose, mission and values and explain the relationship between them and this organization’s public safety needs. 5. Provide a statement of your company’s financial stability, capacity and resources 6. Address any litigation or government levied penalties that your company has been subject to within the past 5 years.

6.4 Project Team This section should include the qualifications, experience and credentials of the vendor’s key personnel. Provide contact information of the person who will serve as your firm’s chief liaison to the Town. Also include an organizational chart of the project team.

6.5 Project Management Methodology Describe your project management approach. Describe the phases of installation, major milestones and include a timeline. For each phase describe the general responsibilities of the Vendor and Town staff. Describe your implementation services, with particular emphasis on planning, conversion, and process change management.

6.6 References Describe previous Computer Aided Dispatch interfaces the Firm has implemented for public entities of similar size and complexity in the last thirty six (36) months. Provide a statement of the Firm’s adherence to the schedule and budget for the project. Please provide at least three municipal or county level references. Include the following for each reference:  Reference Name and Current Contact Information  Products and Versions of Application Used (If different than product and version being quoted).  Number of Years in Use  How Many Times Has Product Been Upgraded Since Installation?

6.7 General Characteristics of Product and Services Address each of the following questions. 1. In what language(s) is the software written? 2. Describe the proposed system architecture and identify its advantages and disadvantages 3. What database technology(ies) is used? (e.g., MS SQL, Fox Pro, etc). 4. Identify issues and challenges this organization should anticipate in a software implementation and indicate how they’re resolved using your system and services.

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5. Please describe your history of releasing enhancements to your software and how it has benefited those using your system. 6. Please describe your software licensing model for all aspect of your proposed system. 7. Describe the documentation your company provides with the system, how they are written and how updates to manuals are distributed. Are copies of the documentation and all updates available as part of support services? 8. Describe your technical support services available through the following areas and include any costs associated with these services:  Annual on-site visit and system review  Internet technical assistance  800-line services  Regional training  User groups:  Annual user conferences  Email  FAX 9. Describe your mapping subsystem. How does its capabilities compare to a GIS system such as MapInfo or ESRI? 10. Please provide a list of CAD and other public safety systems (police RMS, Fire RMS) vendors you have integrated and a relative indication of the degree of integration. (e.g., XYZ RMS – One way push of Incident data; ABC CAD – Bi-directional exchange of incident data, Unit position, ) 11. Describe your data export capabilities. Are you able to export data in recognized standard formats? What formats? How easily can new formats be supported? Will the Town be capable of formatting data to conform to new standards or will vendor assistance be required? Describe your professional services in this respect. 12. Does your company offer a copy of its software database schema to its customers? In what form do you provide this schema? 13. Discuss any emergency planning or failure mitigation strategies you employ in your product. Discuss any strategies that may be commonly employed in your current user community. These may include such things as live backup servers, CAD capable laptops, etc. 14. Discuss your deployment options for vendor hosted (SaaS) vs agency hosted for your product. Describe any bandwidth requirements and any other required special network configuration changes (e.g., firewall rule changes) that each of these deployment options have.

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6.8 Requirements Address each requirement in this section relevant to your product offerings. Vendors not responding to any of the questions or specifications may be considered unresponsive. Negative answers to one of more mandatory requirements will not necessarily exclude a vendor from consideration. Each of the specifications is listed as: M

Mandatory - this specification must be met. Any exceptions must be included the exception list.

D

Desirable - this specification lists a desired feature.

Please use the following compliance response codes to categorize your response to each requirement.

RFP 13-11

Y

Yes: System currently meets requirements and will be part of the standard program at no extra cost. If answering Yes, please do not provide any comments. If your answer requires qualification, please use one of the other response codes.

AU

Alternative Use: The system does not offer the functionality as described, but does supply a similar functionality that can be adapted to meet the requirement. Describe in the comments field.

AO

Add-on Required: System currently meets the requirement with an add-on module that is integrated. Describe in the comments field, providing the name of the add-on. Provide any cost in the proposal pricing section.

UD

Under development: Describe and provide release date in the comments field.

M

Modification necessary to meet specification: System does not provide the functionality, but it can be provide via a customized development effort. Describe in the comments field. Provide an estimated cost in the proposal pricing section.

N

No: System does not, and will not, meet this requirement.

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General Requirements

Compliance

GENERAL REQUIREMENTS Requirement Description

M

System should allow for the exchange of incident information via a middleware component using database extraction from the call originating agency’s CAD and database injection into the remote agency’s CAD.

2.

M

Incident sharing should be largely via a subsciption model, where agencies can be configured to automatically receive incidents from remote agencies using a set of criteria. This criteria should include, but not be limited to geographical area of call (e.g., beat, Fire ditstrict, township, county), nature of call, discipline.

3.

M

Participating agencies should be able to “push” any incident to a remote CAD that may not comply with any criteria for which the remote agancy is subscribed.

M

Participating agencies may be able to “pull” any incident into their own CAD which has been published by a remote agency that does not comply with any criteria for which the local agency is subscribed.

5.

M

The system shall allow dispatchers to request specific actions (e.g., dispatch of a specific type of fire apparatus) from a remote agency related to a shared incident. Incidents for which an action is being requested should automatically be pushed to the remote CAD system regardless of whether that event meets the subscription criteria of the remote CAD’s interface to the middleware.

6.

M

The system shall send notice to CADs that share an incident, that requests can be closed, when the incident is closed in the originating CAD.

M

The systems shall ensure that all incident data sent to the receiving CAD system(s) is time stamped (year, month, day, hour, minute, seconds) to include identification of terminal, user ID, and/or system, which generated the information.

D

The system shall accept and send GPS (Lat/Long) updates on all units to attached CAD system(s), to include units without AVL, which if assigned to an incident, shall use incident location as the unit(s) location.

M

The system shall provide the ability to create and forward multiple requested actions (e.g., a Law Enforcement request, a Fire Department request, and an EMS request), dependent upon resources requested in the originating incident or based upon the incident type.

1.

4.

7.

8.

9.

RFP 13-11

Need

Req. No.

The following requirements include general information about data sharing to be performed by the system. Additional and detailed requirements are listed below in the following sections.

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Comments

May 31, 2013

M

On scene In service

11.

D

System should interface with agency 911 systems (if information is not available in an agency’s CAD system)to retrieve 911 call (ANI/ALI) information and relevant call times that individual Agency CAD systems may not store. This data should be interrelated to the incidents that they correspond to. These 911 call times include, but are not limited to:  Call Ring time(call from the public via cell or land line)  Call answering time (the time the phone is answered in the center)  Call transfer time (time the call is transferred to another PSAP)  CAD Call initiation time (Time call is created in CAD)

12.

M

The system will be aware and compensate for differences in system clocks between disparate CAD systems.

13.

M

The system will provide functionality to identify and manage incident information, so that attached CAD systems can have separate incident numbers for the same incident, and share information for that incident with attached CAD systems.

14.

D

The system shall provide a browser-based user interface for reviewing pending and active incidents.

15.

D

The system shall display the following data via the browser-based interface:  Originating Agency  Originating Agency’s Incident Number  Incident Address  Incident Status  Location  Unit Number(s) 

16.

D

Comments

The system shall ensure that any units associated with an incident, regardless of the unit’s agency, will be included as part of the incident and sent to the middleware for distribution to other CAD systems (as available in the remote CAD system), to include all times/statuses associated with the unit(s). These times should include, but not be limited to:  Incident dispatch time  En route  

RFP 13-11

Compliance

Need

Req. No. 10.

GENERAL REQUIREMENTS Requirement Description

Incident Nature

The system shall provide the ability to filter the incidents displayed in the browser-based interface, based on originating agency, zone, beat/runcard area or discipline.

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Need

Compliance

Req. No. 17.

D

The system shall provide the ability to sort incidents by all displayed data elements in the browser based interface.

18.

D

The system shall provide functionality to manage security access to the browser-based interface.

19.

D

Security shall provide for the ability to limit access to “police only”, “fire only” and “police and fire” activity in the browser based interface

20.

D

The system shall display data on the browser-based interface as “read only.”

21.

D

The application will provide for a “Status Display” that shows current activity using the same filtering criteria as listed in item 13 in a tabular format.

D

The application will provide for an alternate “Status Display” method using an area map using shapefile layers provided by the Town of Cary. Active incidents and any mobile units equipped with AVL equipment shall be plotted on the map display in real time using Lat/Lon coordinates provided by the appropriate CAD system.

23.

D

The map-based “Status Display” will include, but not be limited to the following features:  The system administrator or technical staff may choose different icons to represent specific classifications of incidents or mobile unit types.  Users may change the display properties of selected map layers. A default option will be available to all users to reutrn their map display to a default state as determined appropriate by technical staff.  Users may either roll over or click an icon depicting an AVL equipped unit or an active incident and view full information regarding that unit or incident.

24.

M

The system shall comply with the Criminal Justice Information System policies and procedures.

25.

M

On incidents with shared access between police and fire, “fire only” users will not be able to view LEADS/NCIC or criminal history query response information that may be included in the incident notes

26.

D

The system shall be compatible with NIEM standards.

27.

M

The system shall be compliant with HIPAA requirements and any other applicable state/federal regulations.

D

The system shall provide the ability to configure the length of time data is stored in the middleware, based on at a minimum, incident time/age, incident status, and incident priority.

22.

28.

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GENERAL REQUIREMENTS Requirement Description

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Comments

May 31, 2013

Compliance

Need

Req. No.

M

The system shall provide the ability to configure error messages that will include at a minimum, date/time, originating/receiving agency, receiving/sending CAD incident/event number, incident address, maintenance table name, etc.

30.

M

The system shall provide the ability to configure confirmation messages that will include at a minimum, date/time, originating/receiving agency, remote CAD incident/event number, user ID/terminal ID, etc.

31.

D

The system shall provide the ability to filter sending data based on agency/jurisdiction (e.g., send LOI information to Agency A, but NOT to Agency B).

32.

D

The system shall provide the ability to filter sending data based on incident location/proximity.

33.

M

The system shall provide the ability to filter sending data based on incident nature/type, (e.g., never send Nature/Type A, but always send Nature/Type B).

34.

M

The system shall provide the ability to filter sending data based on incident priority.

35.

D

The system shall provide the ability to filter sending data based on data type (e.g. LOI, messaging, comments, incidents).

D

The system shall allow filtering of sending comments/remarks, based on user-defined parameters, with exceptions (e.g., comments/remarks entered by Mobile are passed to all CAD systems).

37.

D

The system shall provide the ability to disable messaging sent, on an agency-by-agency basis, with exceptions, to include the ability to enable messaging for units assigned to the same incident.

38.

D

The system shall provide the ability to filter and/or disable comments/remarks sent, based on security roles (e.g., mobile users).

39.

D

The system shall archive all message for a configured length of time and can be configured to purge old messages automatically.

40.

M

The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated agency data.

41.

M

The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated unit data.

42.

M

The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated unit attribute data.

43.

M

The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated unit status data.

44.

M

The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated location data.

45.

D

The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated Premise/LOI data.

29.

36.

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GENERAL REQUIREMENTS Requirement Description

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Comments

May 31, 2013

Need

Compliance

Req. No. 46.

M

47.

D

48.

D

49.

M

50.

M

51.

M

The vendor shall provide validation tools to ensure data received or sent by attached CAD systems is accurate, in the correct format, and complete.

52.

M

The vendor shall provide a method to identify/ensure functionality when/if a CAD vendor updates their API.

53.

D

The system shall provide a means to export incident data to agency Fire Records Management System (ToC, Raleigh, and Wake County all use Firehouse) using an acceptable interface data specification. This interface should export target agency units as agency units and external agency units as Mutual Aid units. All relevant unit times should be included in this export.

54.

M

The system shall provide a method for translating any data element, including lookup table data, into a value compatible with the receiving CAD.

55.

M

The system shall provide functionality so that all new/updated/inactivated maintenance data is recorded in an audit trail, to include the new/updated data, date/time, and user ID/terminal ID/agency of person who performed the update.

56.

M

The system shall record all error messages in a CAD Interface Error Log.

57.

M

The system shall record all confirmations in a CAD Interface Confirmation Log.

58.

D

The system shall provide reporting functionality to include data from any audit trail, CAD Interface Error Log or CAD Interface Confirmation Log.

59.

M

The system shall provide query capabilities by date, time, agency, and CAD system, at a minimum.

M

The system shall provide functionality to establish and assign roles, to include at a minimum, administrator, report generator, dispatcher, and mobile user.

60.

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GENERAL REQUIREMENTS Requirement Description

Comments

The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated nature/type data. The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated nature/subtype data. The system shall synchronize and send to all interfaced CAD’s, new/updated/inactivated disposition data. The system shall synchronize and send to all interfaced CADs, any other data types needed to display incidents/units, etc. in interfaced CADs. Changes in status, including nature, location, narrative will be updated as changes are made other CAD systems. The system shall ensure that synchronization updates do not interfere, impede, or inhibit the flow of realtime incident data, or user ability to send/receive information about active incidents (e.g., sharing of active incident information takes priority over system updates).

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Need

Compliance

Req. No. 61.

M

The system shall provide functionality to add, delete, or inactivate users associated with a role(s).

62.

M

The system shall provide functionality to establish and assign security to specific user roles.

63.

M

The system shall provide the ability to assign functionality to roles.

64.

M

The system shall provide functionality to update roles and security.

65.

M

The system shall provide functionality to secure information from unauthorized access.

66.

M

The system shall provide functionality to filter data displayed/sent to the mobile units based on security role(s) in the receiving CAD.

67.

M

The system shall encrypt all data (e.g., 128 bit encryption) sent between CAD systems, and must be compliant with the current CJIS data standard (currently, 5.1).

68.

M

The system shall check for interfaced CAD(s) availability based on regular basis.

69.

D

The system shall check for interfaced CAD(s) availability based on user-defined intervals.

M

The system shall generate an error message, record the error in the CAD Interface Error Log, and forward the error message to all attached CAD systems, if any CAD system becomes unavailable.

M

The system shall generate a message, record the message in the CAD Interface Error Log, and forward the message to all attached CAD systems when the system becomes available.

70.

71.

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GENERAL REQUIREMENTS Requirement Description

72.

M

73.

M

74.

D

75.

M

Comments

When sending heartbeat-related error messages, the system shall include data elements/values needed to ensure that these messages are displayed in a nonintrusive window in each receiving CAD (e.g., maintains dispatcher focus on the current screen). The system shall provide functionality to manage confirmation and error messages between attached CADs, for data successfully forwarded and for data sharing failures. The system shall allow user-configurability, for each attached CAD system, regarding timeframes for confirmation and error messages sent and received, the number of error messages sent/received, when messages are sent/received, and the format of messages. If contact between one or more of the attached CAD systems fails, the system shall record an error message in the CAD Interface Error Log and send an error message to attached CADs.

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M

77.

M

78.

M

79.

M

Compliance

Comments

The system shall record confirmations in a CAD Interface Confirmation Log, or the equivalent, to include incident number, date/time, and agency/CAD system (note, this is intended to limit legally “discoverable” information stored in the middleware databases). The system shall record error messages in a CAD Interface Error Log, or the equivalent to include incident number, date/time, and agency/CAD system. If the CAD Interface does not receive confirmation back from one or more interfaced CADs within a user-defined timeframe, the system will send an error message to interfaced CADs. When sending exception/validation error messages, the system shall include data elements/values needed to ensure that these messages are displayed in a nonintrusive window in each receiving CAD (e.g., maintains dispatcher focus on the current screen).

80.

D

After a failure, when the heartbeat has been restored between the middleware and interfaced CADs, the system shall re-send data based on business rules to include (at a minimum) age of data and incident status (e.g., active incidents only).

81.

D

Any data re-sent due to connection failure will have a lower priority than current incident data.

D

If the system fails to synchronize any maintenance data, the system shall generate an error message, record the message in the CAD Interface Error Log, and send the error to the respective CAD.

83.

D

The system shall insert “unknown” (or a value of equivalent meaning) in any field that cannot be converted/identified, during synchronization processes.

84.

M

85.

M

86.

M

87.

D

88.

M

89.

M

90.

M

91.

D

82.

RFP 13-11

Need

Req. No. 76.

GENERAL REQUIREMENTS Requirement Description

The system should allow for the graceful termination of the middleware (e.g., planned or unplanned outage) without affecting any participating CAD system. The system should provide 99% uptime availability to all participating CAD system provided similar reliability is provided by network infrastructure and participating CAD systems. The system’s architecture shall be certified to run on the current and previous versions of Microsoft SQL Server. The system’s database shall be accessible using standard SQL queries (e.g., ODBC) by all participating agencies. The vendor shall provide a conceptual and/or logical data model and data dictionary. If client server, the system shall be compatible with current and future Windows desktop operating systems. The system’s web server shall support the recent versions of Internet Explorer, Firefox and Chrome. The system shall be able to reside with other applications on the same server.

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RFP 13-11

Req. No.

Need

Compliance

GENERAL REQUIREMENTS Requirement Description

92.

M

93.

D

94.

M

95.

M

The system shall have sub-second response time when sending data to attached CAD system(s).

96.

M

The vendor shall provide a testing plan indicating the methods, scripts, personnel and timeframe to be used to validate system functionality is performing as required.

97.

M

The vendor shall perform unit and system tests, to include distribution of test results to customers following each phase for verification and approval.

98.

M

The vendor shall provide separate and distinct environments for Test, Training, and Production without purchasing additional licenses.

99.

M

The Test environment shall simulate (e.g., provide the same functionality) the production environment to the extent that attached operational CAD systems are not affect by the actions taken in the Test environment. In other words the test environments should interface only with Agency CAD test environments only.

100.

M

101.

M

102.

M

103.

M

104.

M

105.

M

106.

M

107.

M

108.

M

Comments

The system shall be able to operate in a VM Ware Multi-Host Environment. The system shall utilize state of the art web-based or web-enabled/client server architecture, design concepts and programming languages. If architected in .Net, the system shall support any upgrades or changes to .Net as the changes occur.

The vendor must provide a utility for transferring configurations between production and test environments and vice versa. The vendor shall provide a project manager for implementation support. The vendor shall provide implementation services to the agencies for hardware/system configuration and product installation. The vendor shall manage all implementation tasks, including but not limited to CAD API modifications and testing. The vendor shall release updates to the software using industry standard version control procedures. The vendor shall provide documentation/project plan materials on how to configure all CADs in order to successfully send/receive/display information from the middleware. The vendor shall provide implementation plan and strategy regarding how data standards will be implemented between agencies, in order to share data via the middleware (e.g., standardization of LOI). The vendor shall provide information regarding infrastructure requirements needed to support the system. The vendor shall agree on a payment schedule based on milestone deliverables, to be determined during contract negotiations.

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Need

Compliance

Req. No. 109.

M

The vendor shall provide complete system documentation consisting of accurate and up-to-date user instructions and technical design.

110.

M

The vendor shall provide technical training on all system setup and configuration to the IT staff (Town of Cary TS and Agencies which have IT staff).

111.

D

112.

M

113.

M

114.

M

115.

M

The vendor shall provide on-site or remote access support as needed to resolve technical problems.

116.

M

Since vendor support staff will require access to systems that may contain CJIS information, all vendor support personnel must submit to a criminal background check and have required certifications on file with the Town of Cary (and other participating agencies) in compliance with federally mandated CJIS policy.

117.

M

The vendor shall provide a toll free support line with 24/7 support.

118.

M

The vendor shall provide builds/patches with complete installation instructions.

119.

M

The vendor shall provide support for installation and configuration.

M

The vendor shall provide maintenance updates to the system, to be paid for via annual maintenance fees (e.g., maintenance updates will NOT require an additional purchase of the system).

M

The vendor shall provide a documented escalation path for addressing problematic issues and concerns, for the implementation process and post-support mechanisms.

122.

D

The vendor shall allow the Town of Cary to install a copy of the purchased software in a disaster recovery environment without purchasing additional software licenses.

123.

M

The vendor shall provide installation instructions that can be utilized for disaster recovery.

121.

Comments

The system shall provide online Help at the page/screen level as well as the field level. The vendor shall provide agencies with classroom type training that encompasses all functional areas of the selected system. The vendor shall provide targeted training for specific roles or groups (e.g., system administrator, agency administrator). The vendor shall provide full system support to the Town of Cary and its staff and contractors, and the designated points of contact for the Communications Centers that are a part of this implementation.

120.

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GENERAL REQUIREMENTS Requirement Description

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6.9 Exceptions to Functional Response Any exceptions, deviations, substitutions, etc. between the Town specifications and this proposal must be adequately explained. The following section will allow the vendor to further explain exceptions listed above as required. The reason(s) for the exception, deviation, or substitution are an integral part of this proposal. Describe any alternative functionality that may suffice. List each exception by the referenced requirement number(s).

6.10Descriptive Literature and Design Provide any illustrative or descriptive literature, brochures, specifications, drawings, diagrams, etc., that provide additional Vendor/product information with regard to issues addressed in other areas of the vendor’s proposal.

6.11Proposal Pricing The intent of this section is to not only determine the cost of individual vendor products, but also estimate the total project cost. While there is no expectation that respondents of this RFP quote costs for products they are not providing, the Town would like to understand what other cost considerations need to be made while evaluating your proposals. For example, the cost for the Town of Cary vs the cost for any other agency interested in sending and receiving like information. This may be in the form of product specifications, suggested system design or specific third party products. Please use the following chart when considering licensing: Dispatching

Police (not dispatch)

Fire

Number Users

20

180

215

Number Workstations

6

170 (50 Desktop, 120 Mobile) 70 (30 Desktop; 40 Mobile)

Attach additional sheets as required. Any costs that are not itemized on these proposal pricing sheets, but necessary for a full implementation of the software to production will be considered standard and included in the total cost. Note: If known, please indicate whether any proposed items qualify as North Carolina E911 expenditures.

6.11.1 Software Cost In Table 6-1 itemize the vendor-provided software necessary to supply the requested functionality. Vendors are asked to differentiate costing for the middleware framework and the cost to provide the Town of Cary’s interface to this framework. While other agencies will participate in this effort, this proposal should not include costing for those agency interfaces. If vendors wish they may provide estimates for these costs in the comments section.This table should include both vendor software and third party software that the vendor is proposing to resell. This should include all software referenced in the functional requirements. Provide any explanation of costs in the comments section. Table 6-1 CAD Software Cost Itemization for Middleware Framework (add lines as necessary)

Software Component

Cost

# Licenses

Total Component Cost

Total Software Cost Comments:

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Table 6-2 CAD Software Cost Itemization for Town of Cary interface to Middleware framework (add lines as necessary)

Software Component

Cost

# Licenses

Total Component Cost

Total Software Cost Comments:

6.11.2

Hardware Cost

Itemize the vendor provided hardware necessary to supply the requested functionality. This table should include both vendor hardware and third party hardware that the vendor is proposing to resell. Please do not include server hardware costs, if proposing a non-vendor hosted solution and servers can be virtualized. Provide any explanation of costs in the comments section. Hardware Component

Hardware Component

Cost

# Units

Total Component Cost

Total Hardware Cost Comments: Itemize any third party hardware necessary to supply the requested functionality. This table should include any hardware not resold by the vendor. Please provide any contact information necessary for the Town to obtain estimate information. In the comments section, please provide technical specifications for hardware. Vendors can assume that the Town will provide mobile and fixed computer hardware in compliance with vendor specifications through purchase or lease. Third Party Provided Hardware

Hardware Component

Contact info

Required?

# Units

Comments (Provide any technical specifications for hardware, servers, etc):

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6.11.3 Project Management Itemize any vendor project management costs (if not included in the cost of software purchase) required to design and manage the implementation of the interface. This should also include any installation costs. Also include a not to exceed travel budget if required. Do not include training. Project Management Costs

Item

Cost/hour

Estimated hours

Cost

Travel Expenses Not to Exceed: Total Project Management Costs: Comments (provide calculation for Travel Expenses):

6.11.4 Training Itemize any vendor training costs required to train users and administrators. If training is included in the price of the system, please leave the table blank, but provide a general cost schedule for training if the Town should chose to purchase follow-on training after installation. Also include a not-to-exceed travel budget if required. Training should be on site and should target a subset of users in a train-the-trainer format. Training should be conducted as close to the system acceptance date as possible. In the comments section, please submit a proposed training plan to describe the training that will take place. Training Costs

Item

Cost/ hour

Estimated hours

Cost

Travel Expenses Not to Exceed: (provide explanation of calculations in comments section) Total Training Costs: Comments (Include an overview of your training plan):

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6.11.5 Custom Development Please describe any custom modifications or interfaces that will your firm will need to develop to provide the required functionality. Give the cost per hour for development. Please provide estimated number of hours based on similar previous efforts. The Town recognizes that an accurate estimate will not be possible without a complete design and thorough understanding of the technical requirements. All custom development will be negotiated and quoted at a later date. Provide any explanations in the comments section. Customized Development

Customized Development Item

Cost/Hour

Estimated Hours

Estimated Cost

Estimated Total: Comments:

6.11.6 Other Expenses Please include any other expenses not previously itemized. Show any optional expenses in this section. This section should include tax for the overall system. Provide explanations in the comments section. Software escrow services Does your company have any special arrangements for customers to have access to the Source Code if your company becomes insolvent? Please explain and include costs, if applicable. Other Expenses

Item

Cost

# Units

Total Item Cost

Total Other Cost Comments:

6.12Legal Agreements A Contract will be negotiated with the selected Bidder. Appendix A is the Town’s standard terms and conditions that will constitute the terms and conditions of the contract with the selected bidder. Any requests to add, revise, or remove language from the standard terms and conditions should be submitted to the Town separately for consideration, prior to or with the proposal. The Town will not entertain requests for changes to the standard terms and conditions made after the proposal deadline.

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Appendix A Town of Cary Standard Terms and Conditions (Service Contract) Notwithstanding anything to the contrary contained in Contractor’s Proposal or in base contract, the following terms and conditions and the RFP, if any, apply and take precedence and control over inconsistent, ambiguous or contrary terms and conditions in Proposal or Base Contract. However if Proposal or Base Contract imposes a more stringent standard or obligation on Contractor then the more stringent standard or obligation shall apply. 1. Definitions. For the purpose of this Standard Terms and Conditions (‘Standard Terms’), the following definitions apply together with definitions contained in the body of these Standard Terms. Base Contract – means the contract to which this is attached together with RFP and Proposal (if any). Contract – means Base Contract together with this Standard Terms and Conditions (‘ST&C’). Contractor’s Services or Services – mean all products and services to be provided by Contractor under Contract. Proposal – means Contractor’s proposal as accepted by Town. RFP – means an ‘invitation to bid’, ‘request for quotes’, ‘request for proposals,’ or the like. 2. Contractor Representations and Warranties. By executing Contract, Contractor represents and warrants that now and continuing for the term of Contract: a. Contractor is fully qualified, skilled and capable of performing Services in a fully competent, professional and timely manner; shall exercise reasonable care and diligence in performing Services; shall act in accordance with generally accepted standards of Contractor’s practice throughout the U.S.; and shall comply with Contract and with all applicable federal, state and local laws, ordinances, rules and regulations (collectively ‘Laws and Regulations’); b. Contractor possesses all necessary licenses and certifications; c. Contractor shall perform all Services in a timely manner in accordance with all schedules for the project or required under Contract, time being of the essence; and d. The individuals signing Contract have the right and power to do so and bind Contractor to the obligations set forth herein, and such individuals do so personally warrant that they have such authority. 3. Services. If Services include the delivery of deliverables to Town, Contractor shall submit to Town all deliverables, including reports, technical memoranda, testing protocol, designs, drawings, specifications, electronic databases and the like (collectively ‘Deliverables’) in electronic form in read-only MS-Windows compatible format (including pdf formats). All drawings shall be CAD generated and shall be provided on electronic media downloadable onto an AutoCAD based system. In order to meet US Justice Department standards for Internet accessibility, all Deliverables (draft and final) intended for presentation on the Town of Cary's Web site must be provided in a manner and format compatible, consistent, and in compliance with all Town technology standards. Such materials must be provided in PDF versions, be screen-reader friendly and contain alternate text tags of no more than 34 characters for all graphics. Unless otherwise provided, Contractor is responsible for all applicable taxes and license fees and shall acquire all licenses and permits as required by Laws and regulations. Contractor shall obtain a Town of Cary privilege license to perform business operations in the Town. 4. Ownership of Documents and Copyright/Town Seal. All Deliverables and other works developed in the performance of this Contract (‘Documents’) shall be and become the property of Town and may be used on any other project without additional compensation to Contractor, provided that such other use shall be at the risk of the Town. If not provided to Town earlier, Contractor shall turn over to the Town in good unaltered condition, reproducible of all Documents within seven (7) days after Contract termination. Unless specifically agreed otherwise by Town, copyrights (if any) in Documents created under this Contract belong to Town. Town shall have a non-exclusive license to use Documents for which Contractor, or another, may own the copyright, if any. Contractor shall not use the seal of the Town of Cary. 5. Compensation, Default, Termination and Suspension. a. Compensation. Compensation shall be as set forth in Base Contract, and is the total price for all Services. Compensation shall be paid at completion of Services unless specifically provided otherwise. At completion of Services, or the relevant phase (if applicable) Contractor shall submit invoices showing all Services performed, and such other details as may be required by Contract. Town shall pay invoices for which it makes no objection within 30 days of receipt of invoice. b. Termination/Suspension for Convenience of the Town. Unless specifically provided otherwise, this Contract may be terminated without cause by the Town and for its convenience upon ten (10) days written notice to Contractor. Town may order Contractor in writing to suspend, delay or interrupt all or any part of Contractor’s services for the convenience of Town. c. Termination after Breach. After seven (7) days written notice to the other party of its default or breach, this Contract may be terminated by the noticing party. RFP 13-11

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d. Compensation after Termination. (a) In the event of termination for the convenience of the Town, Contractor shall be paid that portion of Compensation that it has earned to the date of termination, plus and amount equal to (i) five percent (5%) of Compensation earned to date of termination or (ii) Contractor’s unearned Compensation, whichever is less, less any costs or expenses incurred or anticipated to be incurred by the Town due to errors or omissions of Contractor. (b) In the event of termination by reason of a material breach by the Town, Contractor shall be entitled to the same Compensation as it would have received had the Town terminated for convenience, and the Contractor expressly agrees that said compensation is fair and appropriate as liquidated damages for any and all costs and damages it might incur as a result of such termination. (c) In the event of termination by reason of a material breach by Contractor, Contractor shall be paid that portion of Compensation that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by Town due to errors or omissions of Contractor or by reason of the Contractor's breach. e. Provide Complete Documents. Should Contract be terminated for any reason, Town shall, nevertheless, have the right to require Contractor to (a) turn over to Town all finished, or unfinished Documents and (b) perform such additional effort as may be necessary to providing professionally certified and sealed drawings and to delivering to Town such certified and sealed drawings with respect to any phase or item of the Contractors services, for which effort the Contractor shall be compensated in accordance with Contract. 6. Insurance. Contractor shall purchase and maintain during the period of performance insurance for protection from claims under workers' or workmen's compensation acts; Comprehensive General Liability Insurance (including broad form contractual liability and complete operations, explosions, collapse, and underground hazards coverage) covering claims arising out of or related to bodily injury, including bodily injury, sickness, disease or death of any of the Contractors employees or any other person and to real and personal property including loss of use resulting there from; Comprehensive Automobile Liability Insurance, including hired and non-owned vehicles, if any, covering bodily injury or death, and property damage; and Professional Liability Insurance (if applicable) covering personal injury, bodily injury and property damage and claims arising out of or related to Contractor’s performance under Contract. The minimum insurance ratings for any company insuring the Contractor shall be Best's A-. Should the ratings of any insurance carrier fall below the minimum rating, the Town may, at its option, require the Contractor to purchase insurance from a company whose rating meets the minimum standard. Contractor’s insurance carrier(s) shall be licensed and admitted to do business in the state of North Carolina. If Contractor is unable to find a licensed and admitted carrier for any line of insurance coverage, Contractor shall notify Town in writing. Unless otherwise specified in an attachment, minimum limits of insurance coverage are: General Liability Commercial Automobile Liability Commercial Excess Liability / Umbrella Policy Workers Comp Employers Liability Professional Liability

$1,000,000 per occurrence $1,000,000 CSL $1,000,000 per occurrence Statutory Limits $ 500,000 per occurrence $1,000,000 per occurrence

All insurance policies (except Worker's Compensation and Professional Liability) shall name the Town as an additional insured party. Evidence of such insurance shall be furnished to the Town, together with evidence that each policy provides that the Town shall receive not less than thirty (30) days prior written notice of any cancellation, non-renewal or reduction of coverage of any of the policies. Upon notice of such cancellation, non-renewal or reduction, Contractor shall procure substitute insurance so as to assure the Town that the minimum limits of coverage are maintained continuously throughout the periods specified herein. 7. Indemnification. a. General Indemnity. To the fullest extent permitted by Laws and Regulations, Contractor shall indemnify and hold harmless the Town, its officers and employees, from and against all claims, costs, civil penalties, fines, losses, and damages (including but not limited to professionals’ fees and charges and all court or other dispute resolution costs), by whomsoever brought or alleged, arising out of, resulting from, or in connection with (a) any breach by Contractor of any term or condition of Contract, (b) any breach or violation by Contractor of any applicable Law or Regulation, or (c) any other cause resulting from any act or failure to act by Contractor under this Contract, but only to the extent cause by any negligence or omission of Contractor. This indemnification shall survive the termination of Contract. b. Intellectual Property Indemnity. To the fullest extent permitted by Laws and Regulations, Contractor shall indemnify and hold harmless the Town, its officers and employees, from and against all claims, costs, civil penalties, fines, losses, and damages (including but not limited to all professionals’ fees and charges and all court or arbitration or other dispute resolution costs), by whomsoever brought or alleged, arising out of or related to infringement of patent rights, copyrights, or other intellectual property rights, except with respect to designs, processes or products of a particular manufacturer RFP 13-11

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expressly required by Town in writing (‘Town required design’). If Contractor has reason to believe the use of a Town required design is an infringement of an intellectual property right, Contractor shall be responsible for such loss unless such information is given to the Town immediately upon becoming aware of such possible infringement. This indemnification shall survive termination of Contract. 8. Prohibited Contract terms. In no event shall there be any of the following without Town’s express prior written agreement: (i) any limitation on, or disclaimer of, implied or express warranties or the liability of Contractor; (ii) any limitation on damages, including a limitation on consequential damages; (iii) any requirement for arbitration or for mandatory mediation; (iv) any requirement that Town officials or employees keep information confidential or any requirement that records be kept confidential by the Town, unless the requirement for confidentiality meets the requirements of the Public Records Law (N.C.G.S. §132-1 et.seq.). 9. Independent Contractor. Contractor is an independent contractor and is solely responsible for its Services and the supervision of its employees and permitted subcontractors. 10. Public Records. Contractor acknowledges that records in the custody of Town are public records and subject to public records requests. Town may provide copies of such records, including copyrighted records, in response to public record requests. 11. Amendments to Contract. Contract may only be amended in a writing signed by the parties. 12. Dissemination of Information. The Town takes efforts to assure that accurate information about the Town is disseminated such that neither the public trust nor the public’s perception of Town impartiality is compromised. Contractor, mindful of those efforts, agrees that it shall not publicly disseminate any information concerning the Services without prior approval from Town. Any approval given by the Town may be given with certain stipulations, such as Town participation in the creation of the public product or Town review and the option to refuse ultimate release of the final product should it fail to meet the Town’s standards and goals. Publicly disseminate means but is not limited to electronic, video, audio, photographic or hard copy materials serving as, in whole or part, advertising, sales promotion, professional papers or presentations, news releases, articles, or other media products, and/or Contractor’s business collateral pieces. Notwithstanding the foregoing, the parties agree that Contractor may list Town as a reference in response to requests for proposal and may identify the Town as a customer in presentations to potential customers. 13. Limited Assignment/Delegation. Contractor shall not assign or transfer its interest in, nor delegate its duties under, Contract without the Town’s written consent. The Town’s consent shall not release Contractor of an obligation under Contract. If Contractor utilizes approved subcontractors, Contractor shall be responsible for the scheduling, completeness, quality, accuracy and timeliness of all their work. Town has the right to request that any subcontractor be replaced due to unsatisfactory performance. 14. Governing Law. Contract and the Services shall be governed by the laws of the State of North Carolina. Any and all suits or actions related to Contract shall be brought in Wake County N.C. 15. Severability. If any provision of Contract is held as a matter of law to be unenforceable, the remainder of Contract shall be enforceable without such provision. 16. Non-Exclusive Remedies/No Waiver. The selection of one or more remedies for breach shall not limit a party’s right to invoke any other remedy available under Contract or by law. No delay, omission or forbearance to exercise any right, power or remedy accruing to a party shall impair any such right, power or remedy or shall be construed to be a waiver of any breach hereof or default. Every right, power or remedy may be exercised from time-to-time and as often as deemed expedient. 17. Survival. All representations, indemnifications and other terms and conditions of Contract which by their nature should survive Contract termination shall survive its expiration or termination. 18. Conduct. Town has adopted a Mission Statement and Statement of Values. To support these values, Town has published Working with the Town of Cary—A Guide for Temporary Employees, Contractors, Consultants, and Volunteers. To the extent consistent with the terms and conditions of Contract, Contractor agrees to support and abide by the policies and elements contained in the chapters titled ‘Our Culture’ and ‘Working with the Media’ in such publication.

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19. Notice. All notices shall be in writing and delivered to the other party by personal delivery, commercially recognized overnight courier service, or prepaid U.S. certified mail, return receipt requested, addressed as follows: to Contractor: To the Contractor’s address provided in Contract, or as otherwise specified in writing to Town by Contractor. to Town: Debra Carver, Project Manager, Town of Cary, 120 Wilkinson Ave. PO Box 8005, Cary, NC 27512-8005. Contractor shall specify Project Manager by full name, and shall include name of Project. Notice shall be effective upon the earlier of: (a) actual receipt; or (b) 3 days after deposit in the U.S. mail or other service. Each party is responsible for notifying the other of any change of address. 20. Gifts and Favors. Contractor shall become aware of and comply with laws related to gifts and favors, conflicts of interest and the like, including G.S. §14-234, G.S. §133-1, and G.S. §133-32. 21. Nondiscrimination. Neither party shall discriminate on any prohibited basis. 22. Dispute Resolution. If Services are performed in connection with a construction contract subject to GS § 143-128(g), and a dispute arises with an amount in controversy that exceeds $15,000.00 Contractor shall participate in the Town’s dispute resolution process.

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