RFP 2024-1 Computer-Aided Dispatch, Mobile Data System and Associated Interfaces

Bid Number:RFP 2024-1 Bid Title:RFP 2024-1 Computer-Aided Dispatch, Mobile Data System and Associated Interfaces Category:BidsStatus:Open Description: Please note - time due has changed to 3:00 PM on Friday, August 18, 2023.Addendum (Vendor Questions and Answers 8-10-23)Request for proposalRFP 2024-1 Computer-aided dispatch, Mobile DATA System and ASSOCIATED INTERFACES for City of Millington Table of Contents 1. Introduction . 12. Proposal Submission Format and ContenT . 1Proof of Respondent’s Minimum Qualifications . 1Exhibit A – CAD & Mobile Functional Specifications Matrix . 1EXHIBIT B – PRICING FORM ... 2Explanation of Clarifications/Exceptions . 23. Evaluation of Proposals: Selection Factors . 34. Respondent Notification of Restrictive Requirements . 45. Instructions for Submitting Proposals . 4Preparation and Submission of Proposals . 4Pre-proposal Conference . 5Questions and Inquiries . 5Late Proposals . 6Firm Pricing Timeframe . 6Shipping Quotes . 7Proprietary Information .

7Authority to Bind Firm in Contract . 7Withdrawal of Proposals . 7millington PD Personnel Support/Items . 8Subcontractors . 8Use of Brand Names . 8Rights of the City of Millington . 9Prohibition as Subcontractors . 9Proposed Changes to Scope of Services . 9Miscellaneous Requirements . 9Notice of Award . 10Department . 10Proof of Authority to Transact Business in Tennessee . 10Insurance Coverage . 106. Background Information . 11Current Conditions/Tools . 11CAD System 12Hardware 12CAD Interfaces . 12Discipline Modules . 13Mobile Data System .. 139-1-1 Answering Equipment 14Logging Recorder . 15Radio Dispatch Consoles . 15Text/Alphanumeric Paging . 15Emergency Medical Dispatch . 15State and National Queries . 16Municipality Served and Future Growth . 16Law Enforcement . 16Current Conditions/Tools . 16Fire and Emergency Medical Services . 17Geographic Information System Data . 17Current GIS Layers . 17GIS Integration and Updates . 17Servers and Database . 177. Respondent’s Minimum Qualifications . 18Proof of Financial Stability . 18Proof of Experience . 19Commitment to Use Case Demonstration Evaluation . 198. System Implementation Statement of work . 19Exhibits 19Training 26Training Guidelines . 26Training and Test Environments . 28Documentation . 289. Warranty, System Support and Maintenance . 29General Maintenance Provisions . 29System Maintenance and Support . 31Technical Center Support . 31Failover Solution and File Back-Up/File Recovery . 3210. Hardware . 32General System Requirements . 33System Design . 33Virtualized Server Environment . 34Services Related to Hardware and Software Installation . 34Standard Operating Systems and Other Software . 34Networking . 35Hardware Alternatives . 35Host Server Requirements . 35Hardware Requirements . 35Storage Area Network . 37Concurrent System Operations . 38Application Server Definition and Requirements . 38End-user Workstation Requirements . 38Desktop Hardware and Software . 38Tablet/Smartphone Devices . 3811. Performance Criteria . 39Performance Requirements . 39Testing 39Functional Acceptance Testing . 39Integration Testing . 40Initial System Acceptance . 40Go-live and 30-Day Reliability Test . 40Final System Acceptance . 41Ongoing System Performance . 42System Performance Profile . 42System Response Times . 43Transaction Maximum Response Time for CAD and Mapping . 43Transaction Maximum Response Time for CAD and Mobile Tablet 43Computer System Availability . 44Support and Maintenance Requirements . 44Software Errors . 44Error Reporting . 45Software Malfunction Severity Level Definitions . 45Severity Level 1 . 45Severity Level 2 . 46Severity Level 3 . 46Severity Level 4 . 46Workaround . 46Response Time Credits . 4712. Contract Terms and Conditions . 47Procedures . 48Contract Assignment . 48Confidentiality and Security . 48Delays 49Delivery Failures . 50Insurance . 50Bonding Requirements . 54Contract Payment and Performance Bonds . 54Indemnification . 54Software Infringement . 54Death and Personal Injury Provisions . 54The City of Millington Indemnification Provisions . 55Safety 55Americans with Disability Act Compliance* . 55Employment Discrimination by Respondents Prohibited * . 55Drug-free Workplace * . 56Conforming Employer Sexual Harassment Policy * . 56Immigration Reform and Control Act of 1986 * . 56Substitutions . 57Background Checks and Other Statutory Requirements . 57Condition of Items . 57Workmanship and Inspection . 57Exemption from Retailer’s Occupation and Use Taxes * . 57Ordering, Invoicing and Payment . 58Payments to Subcontractors * . 58Assignment of Contract * . 59Termination . 59Contractual Disputes * . 59Severability * . 60Applicable Laws/Forum * . 60Notices 60Counterparts . 6113. Description of System .. 61Mobile Connectivity/AVL . 61GIS/Mapping . 61Integrated CAD and Mobile sOLUTION .. 61Radio Console Integration . 62Remote Access to CAD .. 62Access to Centralized Critical Data . 62ProQA Determinant Code and General Interface to ProQA . 62GIS Attribute Modifier . 62LAW ENFORCEMENT SPECIFIC RESPONSE CRITERIA .. 63CAD-to-CAD .. 63Description of System .. 63Reference Sites . 64Project Approach and Proposed Services . 64General Project Approach and Project Management . 64Design, Development, Integration and Installations Services . 65Testing, Implementation and Cut-over 65Training 65Delivery and Implementation Schedule . 65Exhibit A – GENERAL CAD & Mobile FUNCTIONAL REQUIREMENTS . 66Exhibit B – Pricing form .. 67 IntroductionThe intent of this request for proposal (RFP) is for the City of Millington to obtain fixed-price proposals from firms specializing in computer-aided dispatch (CAD) and handheld mobile device software utilized in emergency communications centers and by emergency responders in the field. The City of Millington expects that CAD and Mobile shall be fully functional, currently deployed, and in use in jurisdictions of comparable size and scope. Beta systems, or systems that are undergoing major functional changes or enhancements, are not acceptable for the major components sought in this solicitation. Although the City of Millington is interested in implemented systems with a proven track record and implementation history, that does not preclude Respondents from submitting optional proposals that may utilize emerging technologies. The successful Respondent(s) shall be capable of providing a fully integrated operational turnkey system that is configurable, and which includes installation, training, testing, user documentation, and cutover/operational support during post-go-live reliability testing. Respondents must propose system warranty and maintenance to include system update services that include all third-party services and interfaces. Proposal Submission Format and ContentRespondents are to make written proposals that present a Respondent’s qualifications and understanding of the work to be performed. Respondents shall address in their proposal each of the specific items listed below in the order presented. Each titled subsection below shall be separated and identified by its section number/title. Failure to include any of the requested information may be cause for the proposal to be considered non-responsive and rejected. Proof of Respondent’s Minimum QualificationsRespondents shall provide proof via documentation or detailed response of Respondent’s compliance with the minimum requirements as outlined in this RFP. Exhibit A – CAD & Mobile Functional Specifications MatrixExhibit A – CAD & Mobile Functional Specifications Matrix is to be completed by Respondents as described. Exhibit A is a compilation of common CAD & Mobile specifications, and the intent is to provide a better understanding of a Respondent’s method of provisioning the given functional feature. Respondents are to read each requirement and indicate one of the three answers provided, as follows: Function Available—The Respondent’s CAD/Mobile solution will provide the described functionality in the system delivered to MPD if the Respondent’s solution is selected. Function Not Available—The Respondent’s current production CAD/Mobile system is not capable of performing the function as listed in the specification and will not be delivered in a system if the Respondent’s solution is selected. Exception with Explanation—The Respondent takes exception to the specification and must explain the reason for the exception as directed in Subsection 10.6, Explanation of Clarifications/Exceptions. Only those items marked as Function Available will be scored within the matrix; responses of Not Answered, Function Not Available and Exception with Explanation will receive no scores. Respondents are advised that any requirement marked as Function Available indicates that the system delivered to Millington PD will be capable of performing the function as listed in the specification. Indicating Function Available is considered a contractually binding commitment by the Respondent to deliver on the required specification if its CAD/Mobile solution is selected by The City of Millington. For some functionality, the specifications may appear to be conflicting, where a requirement may ask whether a specific function is provided in one way, and then be followed by a requirement that asks whether the same function is provisioned in a different (or potentially conflicting) fashion. This is intentional as Millington PD seeks to determine the manner in which the Respondent provides that specific functionality when there are multiple options. Column C– Vendor Work Area is provided to Respondents to insert notes or comments of exceptions and/or further explanations while they are completing the matrix. EXHIBIT B – PRICING FORMA pricing form has been provided and must be completed by all respondent so a comprehensive and fair price comparison can be made. Explanation of Clarifications/ExceptionsRespondents are required to provide explanations of any “Exceptions with Explanation.” Likewise, any "Exceptions" taken to functional requirements contained in Exhibit A must have explanations provided. Respondents’ Exception with Explanation of Clarifications/Exceptions must be provided in a separate section for each exhibit. Respondents must provide the section number (e.g., Section 5.1) for which it is providing an “Exception with Explanation” or in the case of the functional requirements matrices, the specification identification (e.g., SYS-1) followed by the explanation. For the purposes of this RFP, items not answered or marked as an exception on the matrix will be interpreted as “Function Not Available,” and will be factored accordingly for scoring purposes. Once a shortlist of preferred Respondents is determined based on initial RFP review and scoring, consideration may be given to exceptions to allow for a more complete analysis and Respondent comparison. Evaluation of Proposals: Selection FactorsThe criteria set forth in Table 1 below will serve as guidelines used during the Millington PD evaluation process to identify the solution that best meets MPD’s business needs. The guidelines are not a rigid methodology by which Respondent selection must be determined. MPD will consider operational needs, total life cycle cost, Respondent experience and performance track record, as well as Respondent’s resources, to deliver a successful outcome. At all times, The City of Millington reserves the right to reject any or all proposals and award a contract to any Respondent, regardless of price. Table 1: Evaluation CriteriaEvaluation CriteriaPhase ICompliance matrix scoringTechnical proposal and project approachFunctional requirements matricesImplementation approach, testing and trainingSystem support and maintenancePricing Phase IIReference Experience of the Respondent Respondents’ proposals meeting minimum mandatory requirements, determined to be within The City of Millington’s budget and meeting a critical requirements threshold will be reviewed fully by the Millington PD project team. These proposals will be evaluated, and a ranking developed by consensus decision-making that ranks all proposals, from highest-ranked proposal in descending order. At the conclusion of the Phase I evaluation, the highest-ranked Respondents, will be notified and discussions will be had regarding the system proposed and project approach. The firm that successfully advances through the process will have references checked with existing sites or may have site visits conducted by the Millington PD project team. A final ranking of the remaining Respondents will be made, and a notice of award will be transmitted to the highest-ranking Respondent at the conclusion of Phase II of the evaluation and The City will request a BAFO. The final contract shall be awarded as a firm fixed-price contract after contract negotiations. Respondent Notification of Restrictive RequirementsIt is t he City of Millington’s intent that this RFP allow competition. It shall be the Respondent’s responsibility to advise the City in writing of any language, requirement, specification, etc., or any combination thereof, that inadvertently restricts or limits the requirements stated in this RFP to a single vendor. Such notification must be received by the City of Millington not later than 15 days prior to the date set for acceptance of proposals. Instructions for Submitting ProposalsPreparation and Submission of ProposalsBefore submitting a proposal, Respondents must read the entire RFP document. Failure to read any part of this solicitation will not relieve a Respondent from the requirements of that section or any subsequent contractual obligation. Pricing must be submitted on RFP pricing forms only (Exhibit B). Include other information as requested or required. All proposals must be submitted to The City of Millington in a sealed envelope, with the pricing proposal in a separate sealed envelope. The face of the sealed envelope shall indicate the RFP number, time, and delivery date deadline, title of the RFP, submitting Respondent name, and return address. All proposals shall be signed in ink by the individual or authorized principals of the firm. All attachments to the RFP requiring execution by the Respondent are to be returned with the proposal in their original format. Proposals must be received by The City of Millington prior to 4:00 p.m., Central Daylight Standard Time on August 18, 2023. Atomic time will be utilized by the City to determine proposal cutoff on the designated date and can be referenced by Respondents by visiting http://www.time.gov. Requests for extensions of this time and date will not be granted unless deemed to be in MPD's best interest. Respondents mailing their proposals shall allow for sufficient delivery time to ensure receipt of their proposals by the City of Millington by the designated deadline for acceptance of proposals. Proposals or unsolicited amendments to proposals received by the City of Millington after the designated deadline will not be considered. Proposals will be accepted and logged in by the City of Millington City Clerk at the time and date specified above. Proposals may be mailed or sent via commercial courier to: City of Millington7930 Nelson RoadMillington, TN 38053 Attn: City Clerk Karen Findleyand marked RFP 2024-1 CAD, Mobile Data System and Associated Interfaces Faxed and emailed proposals will not be accepted. Each firm shall submit one (1) original hard copy of its proposal and one (1) soft copy on DVD, CD or thumb drive of their proposal to the Millington PD’s Chief, as indicated on the cover sheet of this RFP. Each copy shall include a completed electronic version of the Functional Matrix in its native Microsoft Excel format as defined in Section 10.0. The original proposal shall be clearly marked. Pre-proposal ConferenceA Virtual Pre-proposal Conference will be held on July 14, 2023 at 1:00 PM CST. https://teams.live.com/meet/9367650053430?p=FruB8ugfORlwwSo0Participation in the Pre-proposal Conference is highly recommended to be considered for the project. Questions and InquiriesQuestions and inquiries, both oral and written, will be accepted from any Respondent; however, when requested, complex oral questions received during the Pre-proposal Conference shall be submitted in writing after the fact. The MPD Project Manager is the sole point-of-contact for this solicitation unless instructed otherwise herein. Unauthorized contact with MPD board officials, management staff, or other MPD personnel regarding this RFP may result in disqualification of the Respondent. Except for the Pre-proposal Conference, all questions and inquiries regarding this RFP will be taken by a single point-of-contact designated by each Respondent and sent via email to: document.write('k.findley'+'@'+'millingtontn.gov')k.findley@millingtontn.gov For security reasons, you must enable JavaScript to view this E-mail address. . The designee should provide the company s/he represents, title and company role in this engagement, name, valid company address, and best contact phone number. The Respondent’s designee must provide her/his email address as the primary contact e-mail and up to two (2) secondary e-mail addresses that will be added to the electronic mailing list. All e-mail questions and inquiries to the RFP should provide the company name and email purpose in the subject line (e.g., CAD Company – Registration). Respondent questions will only be received until 4:00 p.m. CDST on July 28, 2023. Responses to Respondent questions will be issued by the Millington PD’s Police Chief, or Appointee in the form of RFP Q & A Addendums on an interval established by MPD after the RFP release, but no longer than every two weeks. Questions received will be assigned a specific question and response number and at no time will Respondents be identified as asking a specific question. Any questions received during the Pre-proposal Conference will be addressed at that time, if practical. Questions and responses received at the conference will be posted as a separate Q & A Addendum. Although all Respondents are required to designate a point-of-contact for this engagement, the RFP and all Addendums will be posted to City of Millington website at www.millingtontn.gov. It is the responsibility of all Respondents to ensure that they have received all addenda to this RFP and acknowledge same within the appropriate section of their proposal. Late ProposalsLate proposals will be returned to the respective Respondent unopened, assuming RFP number, title, delivery date, and Respondent's return address is shown on the container. Firm Pricing TimeframeProposal pricing must be firm for City of Millington’s acceptance for a minimum of 180 days from proposal receipt date. “Discount from list” proposals are not acceptable unless requested. If additional services are required of the successful Respondent after implementation is completed, such as integration, interface, or other services, the successful Respondent must provide the services at the hourly rates quoted in this RFP. The rates quoted will be firm for a period of one year from contract execution. Thereafter, hourly rates may be adjusted in accordance with the Employment Cost Index, Private Industry Wages and Salaries, Management, Business and Financial (excluding incentive paid) based on the percentage of change from the contract year to the year the services are required. Shipping Quotes Any quotations provided to the City of Millington for goods to be delivered shall be Free on Board (F.O.B.) Destination – Freight Prepaid and Allowed. All deliveries shall be coordinated with the MPD Project Manager or their designee prior to delivery. Such goods shall be delivered F.O.B. Destination, freight prepaid, and allowed inside delivery. Cash on Delivery (COD) will be denied. The cost of freight, insurance, and all other delivery-related costs shall be included in the cost of performing the work proposed in the price proposal. Proprietary InformationTrade secrets or proprietary information submitted by a Respondent in connection with this solicitation shall not be subject to disclosure under the Tennessee Public Information Act Authority to Bind Firm in ContractProposals shall give the full firm name and address of Respondent. Failure to manually sign a proposal may disqualify it. The person signing the proposal will show title or authority to bind the firm in a contract. Firm name and authorized signature must appear on the proposal in the space provided on the pricing page. Those authorized to sign are as follows: If a sole proprietorship, the owner may sign.If a general partnership, any general partner may sign.If a limited partnership, a general partner must sign.If a limited liability company, a “member” may sign, or “manager” must sign if so, specified by the articles or organization. If a regular corporation, the CEO, President or Vice President must sign. Others may be granted authority to sign, but the City of Millington requires that a corporate document authorizing the individual to sign be submitted with proposal. Withdrawal of ProposalsAll proposals submitted shall be valid for a minimum period of 180 calendar days following the proposal deadline date. Proposals may be withdrawn on written request from the Respondent at the address shown in the solicitation prior to the time of acceptance on the deadline date. Negligence on the part of a Respondent in preparing the proposal confers no right of withdrawal after the time fixed for acceptance of the proposals. Millington PD Personnel Support/ItemsThe estimated level of support required from MPD personnel for the completion of each task within the Respondent’s proposal shall be itemized by position and man days. Respondents shall indicate the necessary number of telephones, office space, and materials the Respondent requires. MPD may furnish these items if they consider them reasonable, necessary, and if available for the Respondent to complete their tasks. SubcontractorsIt is the City of Millington’s expectation that Respondents utilize personnel directly employed by their firm and subcontractors are not used to write code, develop interfaces, test the system, provide training, or perform any other tasks associated with this project. If subcontractors will be utilized at any time during the project or after system acceptance, Respondents shall include a list of those subcontractors with their proposal. At all times, the Respondent will be fully responsible for the acts, errors, and omissions of the subcontractor. The Respondent shall cause appropriate provisions of its proposal to be inserted in all subcontracts ensuing to ensure fulfillment of all contractual provisions by subcontractors. Proposals shall also include a statement of the subcontractors' qualifications. The City of Millington reserves the right to reject the successful Respondent’s selection of subcontractors for good cause. If a subcontractor is rejected, the successful Respondent may replace that subcontractor with another subcontractor subject to the approval of the City of Millington. Any such replacement shall be at no additional expense to the City of Millington, nor shall it result in an extension of time without the City of Millington’s approval. All subcontractors utilized by the Respondent are subject to a background check and fingerprinting if working onsite at MPD. Use of Brand NamesUnless otherwise provided in the RFP, the name of a certain brand, make, or manufacturer does not restrict Respondents to the specific brand, make, or manufacturer named; it conveys the general style, type, character, and quality of the article desired, and any article that the City of Millington, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. Any catalog, brand name, or manufacturer's reference used in the RFP is descriptive – not restrictive; it is to indicate type and quality desired. Proposals on brands of like nature and quality will be considered. If offering on other than reference or specifications, proposal must show manufacturer, brand or trade name, catalog number, etc., of article offered. If other than brand(s) specified is offered, illustrations and complete description must be submitted with the proposal. Samples may be required. If a Respondent makes no other offer and takes no exception to specifications or reference data, the Respondent will be required to furnish brand names, numbers, etc., as specified. Respondents must certify that item(s) offered to meet and/or exceed specifications. Rights of the City of MillingtonThe City of Millington reserves the right to accept or reject all or any part of a proposal, to waive informalities, and to award the contract to ensure the best interests of the City of Millington are served. Informality shall mean a minor defect or variation of a proposal from the exact requirements of the RFP that does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured . Prohibition as SubcontractorsNo Respondent who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted. Proposed Changes to Scope of ServicesIf there is any deviation from that prescribed in Section 5, Scope of Services, the appropriate line in the Scope of Services shall be ruled out and the substitution clearly indicated. The City of Millington reserves the right to accept or reject any proposed change to the scope. Miscellaneous RequirementsThe City of Millington will not be responsible for any expenses incurred by Respondents in preparing and submitting a proposal. All proposals shall provide a straightforward, concise delineation of the Respondent's capabilities to satisfy the requirements of this solicitation. Emphasis should be on completeness and clarity of content. Respondents who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal or participate in Use Case Demonstrations, as indicated. The MPD Project Manager will be responsible for scheduling the time and location for any such presentation or Use Case Demonstrations. This RFP and Addenda thereto will be included in the final contract as a reference with the successful Respondent’s proposal incorporated into the contract as an exhibit. The successful Respondent will be expected to sign a contract with the City of Millington. The City of Millington reserves the right to reject any proposal received because of this solicitation, or to negotiate separately in any manner necessary to serve the best interests of the City. Respondents whose proposals are not accepted will be notified in writing. Notice of AwardNotice of Award correspondence will be emailed to the successful Respondent’s point-of-contact via email with subsequent hard copy to follow. A Notice of Award will be posted on The City of Millington’s website at www.millingtontn.gov following notification to the successful Respondent. All Respondents not selected will be notified by official correspondence transmitted to the Respondent’s point-of-contact via email with subsequent hard copy to follow. DepartmentBy submitting a proposal, a Respondent is certifying that the Respondent is not currently debarred by the State of Tennessee, any County within Tennessee, or in a procurement involving federal funds, by the Federal Government. Proof of Authority to Transact Business in TennesseeA Respondent organized under the laws of a state other than the State of Tennessee shall include in its proposal the filing number issued to the Respondent by the Tennessee Secretary of State when the Respondent registered as a foreign business entity pursuant to Tennessee Business Organizations Code, in order to be authorized to transact business in the State of Tennessee. Insurance CoverageRespondents shall include with their proposal a copy of their current Certificate of Insurance that illustrates the current level of coverage the Respondent carries. The Certificate can be a current file copy and does not need to include any “additional insured” language for the City of Millington. Background InformationThe City of Millington, Tennessee is located in Shelby County, and is part of the Memphis metropolitan area. The population of Millington as of 2021 is 10,508 and encompasses 22.42 square miles. The Millington Police Department (MPD) is located at 7950 Memphis Avenue, Suite 1, Millington, TN and has a complement of 32 sworn and 12 civilian staff. The MPD currently dispatches only Police calls for service. Calls for service for fire and medical calls when received are transferred to Shelby County Fire Communications, which dispatches these requests for service. Millington currently has two Fire Stations within the City but do not dispatch calls to them. Millington Police Department provides 24-7-365 dispatch services, with an approved complement of 11 personnel. The complement is comprised of one Assistant Chief over Communications, one Supervisor- Open Vacancy, and 9 Dispatchers. The communication center utilizes 12-hour shifts, with a minimum of two dispatchers per shift. Table 1: MPD Minimum Dispatch Staffing by Shift Shift Telecommunicators Days (A)2Nights (B)2 Table 3 below provides the CAD, 9-1-1 Vesta customer premise equipment (CPE) and county-wide Motorola radio console equipment installed at MPD.Table 2: Technology Installed by Position at MPDDescription CAD Client Totals 9-1-1 CPE with Mapping Radio Dispatch Console Primary Operations Floor 332Supervisor Office 110Subtotal442Laptop Installed Mobile Data Clients (MDCs) 4 Handheld Mobile Data Clients32 Total All Clients40 Current Conditions/ToolsMillington Police Department is part of the consortium that utilizes the Motorola Vesta CPE throughout Shelby County. They also utilize the Motorola radio system used by most agencies within the county. They currently use Watson RMS/FBR and plan to remain with them. Technology support and CAD Systems Administration for the Communications Center is provided by the Police Department staff. The 9-1-1/Geographic Information Systems (GIS) data set is developed by Shelby County GIS and maintained by the GIS IT staff. CAD SystemMillington PD originally installed and went live with its existing VisionCAD system in 2008 and installed new hardware and operating system software in 2018. The CAD software was updated last in 2018. Currently MPD operates the present system under a server/client model. MPD seeks to modify this model with a new state of the art CAD, as indicated later in this document. Location validation within the current CAD system utilizes GIS street centerline data maintained by Shelby County 9-1-1. The number of recorded CAD events logged by MPD over the past three years is included in Table 4.Table 3: CAD Event Volume 2022CAD Events202020212022Law12,563 (stats start in July after lost data in a Ransomware attack)29,10619,022 HardwareThe current CAD system hardware configuration uses a client-server configuration. MPD utilizes a training CAD environment in its system architecture and does not currently have a Backup system. The proposal should include production CAD, Training/Test and Disaster Recovery environments. Proposals should also include all hardware (priced as an option) necessary for the systems to run proficiently in a public safety setting, in addition to network and hardware architecture requirements and descriptions. CAD InterfacesMPD’s current VisionCAD does not currently interface to TCIC/NCIC, but they would like that to be included in the new system. The ability for the data to be parsed into the corresponding CAD fields (Person and Vehicle data) is also required. Table 5 identifies existing interfaces within the current system. Table 4: Current CAD InterfacesCAD Interfaces9-1-1 automatic number identification (ANI)/automatic location identification (ALI)TCIC/NCICMotorola Vesta Phone system (county-wide)RapidSOSText to 9-1-1 thru the Vesta phone systemTime sync for 9-1-1 is done via internet time serverTDD/TTY integrated in VestaLogging recorder (MPD is in the process of replacing their Revcord system) Discipline ModulesMillington PD currently operates utilizing their CAD to dispatch law enforcement only and transfers fire and EMS calls to Shelby County Fire, however, uses Telecommunicator CPR to field EMS calls prior to transferring them and would like to integrate it into their new CAD. Shelby County utilizes Motorola P1 CAD and Mobile and MPD is interested in a CAD-to-CAD. Mobile Data SystemMPD does not currently have a mobile application integrated with the CAD system. After requesting a quote from their incumbent vendor, they were told it was End of Life (EoL) and that they would have to move to the new platform. This is part of the reason why they need to replace their existing system. They have moved away from laptops to tablets and want whatever Mobile system is proposed to have the capability to run on a tablet. They would like the CAD system to interface to a mobile data platform that enables transfer of data or silent dispatch of CAD events. The mobile data application will need to provide adequate functionality including one-button status changes, mobile messaging to other units and to the communications center. In addition, the mobile data application will provide TCIC/NCIC queries through an interface. Table 5: Mobile Data ComputersMobile Data Computers Discipline Count Law Enforcement 32 Communications 4 Total 36 The City of Millington does all their own support of Mobile hardware and connects via the commercial Verizon network. AVL is currently only utilized with MPD’s Body-Worn cameras Google maps, however the City is interested in a system that provides mapping and AVL, so they can view the location of other units on the mobile mapping application and one that has automatic routing capability for in-vehicle map-based routing to the event dispatched. Respondents must provide minimum specifications for the hardware that detail what is required for optimum system performance (i.e., CPU speed, RAM, hard drive storage). Further, Respondents should specify in their proposal how their mobile data application performs over LTE commercial wireless connectivity. 9-1-1 Answering EquipmentThe Center uses Motorola Vesta CPE software version that is used throughout Shelby County. The equipment was installed in 2019 and is maintained and supported by Motorola. The answering positions are used to answer all incoming calls, both 9-1-1 and ten-digit emergency, non-emergency calls, to place outgoing calls, and for one-button call transfers. The equipment can receive Enhanced 9-1-1 (E9-1-1) call data and an interface to the CAD system allows for the transfer of ANI/ALI data into the CAD event entry screen, which provides the ability to display the location of wireline calls, Phase I wireless tower locations, and Phase II wireless callers on the CAD map. The 9-1-1 CPE provides instant recall recording (IRR) for all phone calls. There is an RS232 serial data connection between the CPE and the CAD system for the ANI/ALI data dump. Table 7 below provides the Millington PD incoming telephone call volume for the past four years. Table 6: Incoming Telephone CallsPhone Calls Type 20192020202120229-1-1 Wireless 5,3308,4335,9576,158Non-Emergency and Ten-Digit incoming 32,49630,86431,52827,017TOTAL 37,82639,29737,48533,175 Logging RecorderMillington PD uses a Revcord digital logging recorder that records incoming 9-1-1 trunks, telephone lines, text, and radio traffic. It utilizes 5 active channels, 2 for phone, 1 for radio and 2 incoming text channels. The staff uses remote monitoring and playback software to review recordings for investigations and quality assurance purposes. MPD is currently in the process of replacing the existing system and will require the Respondents to interface to whatever new system they purchase. Radio Dispatch ConsolesMPD uses a P25 Motorola radio system with Motorola MCC7500 K-Core radio dispatch consoles that were last upgraded in 2019. The radio system is Project 25 compliant and is a trunked radio network utilized throughout Shelby County. There are several other frequencies that are available in the Center for on-scene operations, local details, significant incidents/events, and other department/agency needs. Text/Alphanumeric PagingThis is not currently an available function in MPD’s existing VisionCAD system, but they would like it in the new system. Emergency Medical Dispatch Currently, MPD does not utilizes any system with integrated pre-arrival instructions. They do utilize Telecommunicator CPR to assist dispatchers in the event a medical event needs CPR. A full-blown integrated pre-arrival system that interfaces to CAD, may not be required, however, MPD would like to have the capability to capture this data and possibly integrate with EPD and EMD in the future.State and National QueriesThe existing CAD system does provide an interface to TCIC/NCIC at all positions within the Center, but it does not currently parse the information into the Call for Service as they would like for it to do. Currently, there is a limited CAD system interface that runs vehicle and driver data, but it must be cut and pasted some data separately into the Subject and Vehicle call data that cannot be imported directly into the CAD event. MPD requires tighter integration between CAD and TCIC/NCIC. Access to TCIC/NCIC is currently available via the Watson system to query records only. Dispatchers use Diverse Computing’s eAgent software for TCIC/NCIC access. Municipality Served and Future GrowthThe selected system must be sized appropriately to meet specified performance criteria and accommodate any future workload increases based on the potential for growth in the area. The system must be sized to ensure that sufficient storage capacities exist not only for initial data requirements, but also to meet projected increase in volume for the police department. The system must be scalable and capable of having its storage capacity easily and economically increased to meet changing operational needs or expanded system functionality. The system will have the capacity to load a separate instance of the software to test and train on, prior to an upgrade. Law EnforcementThere will be only one agency providing law enforcement services and dispatched by MPD with a maximum of 5 police officers on-duty during most shifts. Current Conditions/ToolsLaw enforcement uses numerous systems and tools to assist with daily duties and activities. These include at a minimum, event-viewing applications, records management databases, tablets running FBR with access to state-required/controlled databases and Body-Worn cameras. Law Enforcement Records Management SystemCurrently Millington PD uses law enforcement FBR and RMS software systems from Watson including Incident, Crash, Field Interview, Citation, Ticketing and Tows, none of which currently interface with the existing CAD system. Fire and Emergency Medical ServicesThe agency receives all Fire/Rescue and EMS calls, which are then transferred to the Shelby County Fire Communications for dispatching of responders. Geographic Information System DataCurrent GIS LayersMillington PD utilizes GIS data created by Shelby County 9-1-1 in Esri enterprise software. The same GIS dataset is being used by all agencies throughout the county. There are various features and image layers available to the CAD system mapping in the Center. Some of the common layers available include the following: Address pointsStreetsWaterwaysPlaces of interestMunicipal boundariesPolice beats GIS Integration and UpdatesGIS data is updated on a regular basis. Respondent’s CAD system must have a tightly integrated and robust GIS mapping capability. It is expected that the proposed system will provide the means to update dispatch workstations, mobile and remote terminals with no interruption or impact in functionality. A mapping system that utilizes Esri data with no conversion process is preferred. The new system should provide for Millington staff to update GIS data at their discretion with no vendor intervention. Respondent should provide a means of checking updates in a test environment prior to pushing it to a live environment. The respondent should also provide any tools for the necessary conversion of current Esri data into an acceptable data format in their CAD system. Servers and Database MPD recently procured new servers and intends to upgrade its server infrastructure based upon the system needs of the successful Respondent. The preferred database platform is Microsoft SQL [1] Server. MPD is seeking a system architecture that optimizes performance, yet efficiently utilizes server hardware to provide a training, test, and production environment for all systems. The new CAD system shall leverage a centralized directory service, such as Active Directory, to reduce the number of different logins/passwords that users need to remember. Respondent’s Minimum QualificationsRespondents, including any subcontractors, must demonstrate that they have the resources and capability to provide the materials and services requested and shall meet the minimum qualifications contained in this section. Although detailed responses or solutions for some of the items contained in this section are required in Section 10, these minimum qualifications are introduced here to ensure Respondents can meet them before proceeding further. All Respondents must submit the documentation indicated below with their proposal. Failure to provide any of the required documentation shall be cause for the proposal to be deemed non-responsive and rejected. Proof of Financial StabilityAudited financial statements for Respondent’s last three fiscal years are required. Financial statements shall include, at a minimum, the balance sheet, statement of retained earnings, income statement, and any notes to the statements. If the date of the financial statements provided in A. above is more than three months from the date in which the City of Millington requests the information, then Respondents also must provide interim financial statements consisting of a balance sheet and year-to-date income statement, as of two months prior to the date of the City of Millington’s request. Evidence is required—by certification from the Chief Financial Officer or an authorized signing officer of the Respondent—regarding the accuracy of any financial information provided. Formal certification is required—on Respondent’s stationery signed by the owner or authorized officer of the company—indicating that the proposing firm has not filed for bankruptcy in any form, nor are there any current intentions of filing any type of bankruptcy proceedings. In the event a Respondent has or is considering filing bankruptcy of any type, formal certification will take the form of a written explanation of such filing, complete with history and current status. If any proposal is submitted by a joint venture, then the specific financial information requested may be required from each member of the joint venture, as determined by the City of Millington. If a Respondent or subcontractor is a subsidiary of another company, then the specific financial information requested also is required from the parent company. The City of Millington shall not disclose any financial information received from Respondents to the extent permitted by law. Proof of ExperienceRespondents shall demonstrate experience—a minimum of five years is required—in providing the level of services required to successfully deliver and deploy an operational CAD and web-based mobile solution for organizations of a similar size and scope to that of MPDs (i.e., comparable operational size, population served, and CAD event volume). As indicated in section 10, Respondents shall include with their proposals a minimum of five recent comparable implementations and locations where the system, including the software elements being solicited in this RFP, has been in use, the number of years in use, the software and various modules in use, and any other pertinent data to demonstrate the deployment serves as an acceptable comparable reference location. A recently validated list shall include agency name, person to contact, address, telephone number, email address, description of work performed, installation date, installed applications, version numbers (if applicable), average annual CAD events, implementation timeframe and whether the system was delivered on schedule. Commitment to Use Case Demonstration EvaluationMPD will NOT be requiring use case demonstrations in its evaluation process. This is due to the fact that, the principal staff have already seen multiple products at several conferences or had an on-site demonstration previously. System Implementation Statement of workAll proposals must be made based on the requirements contained herein. All Respondents must be able to provide the requirements detailed in this section. ExhibitsThere are two exhibits that must be completed by each CAD/Mobile Respondent and submitted with its proposal package. They are Exhibits A and B, as noted below. Exhibit A – CAD & Mobile System Functional Specifications MatrixExhibit B – Pricing Form NOTE: Proposal submittals must contain PDF versions of the completed matrices and an electronic version of the Excel file with the completed matrix, with respondent comments. Exhibit A shall be completed by Respondents to ensure that the specifications of the City of Millington are understood. Correspondingly, Respondents are certifying that: they will deliver the functionality by indicating “Function Available;” will not provide the functionality by indicating “Function Not Available;” or that they take “Exception – with Explanation” to a specification and document with the reason for their exception as indicated in Section 10.6, Explanation of Clarifications/Exceptions. Responses provided by Respondents to any exhibit, section or subsection of this RFP will be contractually binding and will be incorporated into the contract by reference. Project Management The successful Respondent shall assign a project manager (PM) as a primary point of contact who has the necessary qualifications and staffing support to assure the successful performance of the project tasks and to ensure that the project schedule and milestones are met. The City expects that the successful Respondent will assign an experienced PM with exceptional verbal and written communication skills as well as a thorough knowledge of the system to be installed by the Respondent. The successful Respondent’s PM shall possess a Project Management Professional (PMP) certification or similar agile certification such as Certified Scrum Professional-ScrumMaster (CSP-SM) or Advanced Certified Scrum Master (A-CSM). This PM will report to a City PM and will be required to be onsite during project events, such as installation of the core system, configuration sessions, system testing, system go-live or other critical events as deemed necessary by the City. The City is an adherent of the Project Management Institute’s methodologies, standards, and best practices for project management. As such, the City expects that during project implementation lifecycle all issues will be tracked, and all risks identified will be mitigated or eliminated to the greatest extent possible. Any downtime during project implementation will be minimized to adhere to the contracted project schedule as agreed. Along with an issue and action item tracker, a risk management plan shall be developed to identify all known risks with likeliness of occurrence, magnitude and mitigation strategy identified. The responsibilities of the successful Respondent’s PM shall include the management and timely execution of all tasks and activities required, based upon an agreed-upon statement of work (SOW), project plan, and project schedule that will result in the successful completion of the design, configuration, integration, testing, cutover, and acceptance of the proposed system and related services, as defined in this RFP and resulting contract. Project management shall include at a minimum: Project coordination Task oversight and milestone completion Project meetings with minutes Schedule updates Progress reports Risk Management The City will designate a team consisting of a PM, and key stakeholders to work with the successful Respondent’s PM. The successful Respondent’s PM shall coordinate and assign project tasks identified as key to the success of the project with City staff and stakeholders. In addition, the successful Respondent’s PM shall coordinate all technical project tasks between Respondent’s technical personnel and those of IT or other engaged city departments. The successful Respondent’s PM shall be responsible for consensus building among the various stakeholders and for obtaining design approvals, system inputs, agreements, etc., from all agencies and stakeholders involved in or affected by the implementation of this system. This task requires close and continuous liaison with dispatch operations staff, emergency responder representatives, and supporting IT personnel from the City. The ability of the successful Respondent’s PM to collaborate among all stakeholders will ensure that the requirements of the system and the needs of the participating agencies are met in all phases of the project. Project Kickoff The project kick-off meeting shall be held within 20 business days after contract execution, or mutually agreed date thereafter. The successful Respondent’s PM must collaborate with the City PM prior to the kick-off meeting to ensure that the content of the kick-off meeting meets expectations. Within 10 business days following the kick-off meeting, the successful Respondent’s PM shall provide a project plan that includes project communications, issue tracker, action item workbook, risk registry and a working project schedule that sets forth the various project phases, tasks, and milestones, with definitive start and completion dates. In addition, the successful Respondent’s PM shall be responsible for providing weekly updates for approval by the project core team. Project Schedule The successful Respondent shall provide a project schedule with an effective start date established during contract negotiations. For the purposes of the Respondent’s proposal, a tentative project schedule shall be included in the proposal with an anticipated start date of October 2, 2023. This project schedule shall include, at a minimum, the following major milestones: Hardware readiness Software installation and configuration System administrator training Unit level testing Functional testing Interface Integration testing Stress testing Failover/failback testing Delivery of system and training documentation Training timeframes 45-day reliability testing? System acceptance Milestone Payments Prior to contract execution the respondent shall be required to create, and PM shall create and submit for approval by the city, a detailed project schedule with Gantt chart that sets forth the various project phases, tasks, activities and milestones, with definitive start and completion dates. The schedule shall encompass the period beginning with contract execution through the conclusion of the warranty period. The schedule shall be provided in Microsoft Project (.mpp) format and Portable Document Format (.pdf). Fields for the project schedule shall include at a minimum: Task name Start/finish dates Duration Predecessors Dependencies % complete Resources City approval of the project schedule is a requirement for contract execution and the approved schedule shall become part of the contract. In addition, the successful Respondent’s PM shall be responsible for managing the schedule for the lifecycle of the project and will provide weekly updates for approval by the City PM and project core team. At every update the PM shall provide a copy of the project schedule in Microsoft Project (.mpp) format and Portable Document Format (.pdf). Project Meetings and Reporting The successful Respondent’s PM shall have full responsibility for organizing, scheduling, and conducting technical and management meetings required for the successful completion of the work defined in the scope of services. Additionally, Ad Hoc meetings may be scheduled when requested by the successful Respondent’s PM or the City PM to resolve critical issues that cannot wait until the next regularly scheduled meeting. At a minimum, one project management (progress) meeting shall be held every week or as otherwise mutually agreed upon. The successful Respondent’s PM shall work with the City PM to mutually agree upon a regular date and time for project status meetings. Project Status reports will be provided on a weekly basis or as otherwise mutually agreed upon. Project Status reports shall include, at a minimum, tasks completed since the last progress report, upcoming or outstanding tasks and their estimated date of completion, items requiring resolution with estimated completion dates, risks and issues, milestones achieved to date and outstanding milestones. The successful Respondent’s PM shall work with the City PM to mutually agree upon an acceptable format for the project status report. The first project status report is due within 10 business days following the kick-off meeting. The successful Respondent’s PM shall provide written minutes of all meetings no later than five (5) days after the meeting. Document Storage The successful Respondent’s PM shall archive all project documentation in a centralized, internet cloud-based location that is accessible 24x7x365 to all designated City staff members. All archived correspondence shall also be digitally supplied with final system documentation. Master Project Plan The successful Respondent’s PM shall present to the city for approval at the kick-off meeting, a Master Project Plan. Elements of the Master Project Plan include but are not limited to: Issue Management Plan The successful Respondent’s PM shall create and manage an Issue Management Plan to track action items and mitigate issues that may impact. An issue is an event that is impacting the project scope, budget, schedule, deliverables, milestones, etc. and must be acted upon and resolved. Risk Management Plan The successful Respondent’s PM shall create and manage a Risk Management Plan to track risks to the project and formulate mitigation strategies and mitigate issues that may impact implementation. A risk is an event that has not happened yet but may happen in the future and has the potential to impact the project scope, budget, schedule, deliverables, milestones, etc. Risks must have a remediation plan so that they can be addressed before they materialize. The Risk Management Plan shall include a Risk Register that will be managed by the PM for the lifecycle of the project. Communications Management Plan The successful Respondent’s PM shall create and manage a Communications Management Plan that identifies with whom it is critical to communicate, the method of communications and the frequency and timing of communications. The plan shall identify how information and documentation will be shared and exchanged between the successful Respondent and the City throughout the project lifecycle. The Communications Management Plan shall describe any communications management tools that the successful Respondent will use such as portals, shared drives, video conferencing, etc. Change Management Plan The successful Respondent’s PM shall create and manage a Change Management Plan that identifies how system changes will be tracked, managed and approved by the city. The Change Management Plan shall also address the method managing SOW modifications and the Change Order process. Implementation Staff The successful Respondent’s implementation staff shall be fully trained and certified by the manufacturer(s) of the system(s) proposed; training shall be current. In addition, all key implementation staff shall have experience with projects of similar size, scope and complexity if serving a critical role on the City’s project. Resumes shall be provided for all key implementation staff, including references for recent customer sites. The City reserves the right to reject the resumes and request additional resumes prior to the commencement of activity on the project to ensure satisfaction with equivalency of skills?and experience. The personnel assigned to this project as identified in the Respondent’s proposal will remain on the project for the duration, which includes during go-live and a reasonable time thereafter. If for any reason the individual(s) identified are no longer employed by the company, the successful Respondent will be responsible for ensuring that any substitute personnel have comparable skills and experience and be approved by the City. If problems occur with the successful Respondent’s personnel, the City PM will notify the successful Respondent in writing and shall specify the reasons for dissatisfaction. In the event that the successful Respondent does not resolve the problem within seven days from the date of notice, the Respondent shall remove such person and shall promptly provide a qualified replacement. The City will be liable for payment of services only up to the time of removal. If the removal occurs within a two-week period after project commencement, there will be no cost incurred by the City. The City shall be entitled to remove individuals working on any project for any of the following grounds: (i) unsatisfactory performance that causes negative operational impact at Communications, MPD or IT and causes the project team to commit additional resources to avoid operational impact; (ii) dishonesty or belligerent conduct; (iii) lack of compatibility with City staff, or (iv) violation of City rules or policies. Upon such written request, the City PM and the successful Respondent shall decide on a course of action to resolve any problems within categories (i) and (iii) above. There shall be no opportunity to resolve problems involving categories (ii) or (iv) above. The successful Respondent is responsible for ensuring that any substitute personnel have comparable skills and experience. Resumes for substitute personnel must be submitted, in advance, for approval by the City, which reserves the right to interview substitute personnel prior to commencement of activity on the project. The Respondent shall maintain continuity of project personnel throughout this project. The Respondent will be obligated to keep personnel assigned to the project and not transfer or replace the Project Manager or other individuals designated as “key personnel” for the duration of the project assignment unless such transfer or replacement is at the request of the City or due to a bona fide illness, family leave, disability, termination of employment, or other reasonable circumstance. Prior to any permitted transfer of “key personnel” to another position, the Respondent shall provide the City with at least thirty (30) days’ notice of such transfer. The City will approve all replacement personnel and will require a resume and interview prior to assignment. TrainingThe successful Respondent shall provide the necessary training for system administrators, dispatch staff, and Millington PD management personnel, as well as Mobile and Web CAD trainers, assuming a Web CAD solution is offered. Training for CAD system administrators, dispatch staff, and management personnel must be delivered directly by the successful Respondent’s training staff to these target audiences on-site. A train-the-trainer approach is only acceptable for Mobile and Web CAD, training for emergency responders, as well as law enforcement command staff. Sufficient training is defined as that level of training that enables the end user to proficiently perform the duties associated with the utilization of the system or, for system administrators, maintenance of the system. End-user training and corresponding training materials must be designed for the intended target audience, i.e., call takers, dispatchers, management personnel, and system administrators, as well as Mobile and Web CAD end users, if applicable. This will include training end users and trainers on the functions and features of each module applicable to their position, to assure that they effectively can utilize the system, or train other personnel on the use of the system. The successful Respondent will be required to prepare training manuals for each training session to include one (1) paper copy and one (1) electronic copy for review prior to the training. MPD reserves the right to reproduce training materials for internal purposes only. Respondents’ proposals shall include related costs for training materials, e.g., reference guides, tutorials, and related CDs. The following onsite training is required: System Administrators trainingTelecommunicator trainingSupervisor trainingManagement Report training (assuming there may be report generation or data accessed by this group only)Mobile train-the-trainer trainingWeb CAD train-the-trainer training (for non-dispatch personnel) The number of trainees will be determined by the project management team. Training GuidelinesThe general training approach required by Millington PD is as follows: Targeted successful Respondent-delivered training for specialized functions, e.g., system administrators and technical support personnel for general systems administration and operations, and select staff for application operations, data entry and data maintenance.Targeted successful Respondent-delivered user training for all MPD call takers/dispatchers, supervisory staff, and management personnel.Identification of train-the-trainer staff—as determined between the successful Respondent and MPD—for Mobile and Web CAD end users external to Millington PD. The successful Respondent shall provide on-site classroom instruction for all call takers/dispatchers and supervisors, as well as various support staff and management, to ensure their complete understanding of the functional and operational use of the CAD system, mapping system, and other interfaced systems. At the completion of training, staff shall be capable of proficiently operating the system at a level that allows them to confidently use the system to effectively perform their job functions. Proposed hourly or per-course rates shall be provided for training should MPD elect to conduct training courses beyond what is delivered within the contract during implementation. This “a la carte” training pricing should remain firm for one year following the completion of all contract-delivered implementation training. Rates for subsequent years of refresher training are subject to negotiation. Respondents shall guarantee that the City of Millington will be provided the normal rates, or a price extended by a Respondent to its most-favored clients. Training shall be conducted onsite at the City of Millington facility, or an alternate site selected by Millington PD. A copy of all training materials planned to be used by the successful Respondent shall be delivered to MPD, 45 working days prior to the commencement of training. The training plan shall identify any training requirements applicable after implementation and acceptance of the system. Respondents shall include an optional follow-up training program if deemed appropriate. In addition to the implementation plan, Respondents shall submit a schedule of all proposed training modules in Microsoft Project or another MPD-approved scheduling tool. The training plan must include the following information: Course summary/outlineLearning objectivesDuration of training for each moduleAudienceClass size maximum (train-the-trainer, end user and system administrator)Delivery method (i.e., lecture, PowerPoint presentation, hands-on)Equipment neededNetwork connection neededStudent prerequisites Training and Test EnvironmentsRespondents shall provide training and test environments within its system that allows users to access all system applications, and associated databases, including the geo-file/mapping system. Users logged into the training or test environment must utilize the same commands, forms, and system features as users logged into the live system. Data entered and commands invoked while logged into the training or test environment must not corrupt the live system or impede the performance of the live system. DocumentationMillington PD requires that the successful Respondent provide documentation, in binders, and/or in PDF Format during the implementation for each functional sub-component as part of the system configuration. The successful Respondent shall also provide documentation for all software applications (system administrator, system maintenance, and end user guides), interfaces and training. Training documentation provided would include those presentations used to train end users and trainers apart from the manuals these groups would receive during training. The successful Respondent shall provide at least three copies of all documentation provided by equipment manufacturers and other suppliers to MPD. The documentation must be contained in one or more binders or other binding to prevent their loss or destruction. Examples of these are as follows: Operating SoftwareServer Manual(s)Mapping/GIS SoftwareApplication Software ReferenceApplication Software TutorialHardware Operations Hardware Manual(s)User Manual(s)System Administrator(s) Manual(s)Functional System DescriptionAs-built drawings for hardware and network engineeringFile (Database) Set Up and Maintenance (File Maintenance Manual)Hardware and System Configuration (System Configuration Manual)Data Dictionary used in query-building The City of Millington requires that the successful Respondent provide documentation (paper and electronic) for any software that the successful Respondent supplies as part of the system configuration. Each system workstation must be provided with complete user documentation that resides on the workstation or can be accessed via the agency’s internal networks. The system documentation shall be consistent with the instructions supplied by the online help systems for the application. The system shall include no less than three original copies of documentation describing the use of the system and its administration. The successful Respondent shall provide a printed database schematic and data dictionaries to assist MPD with the addition of site-specific fields and support for the system. The system shall be fully documented prior to final acceptance of the system by Millington PD, which maintains the right to make enough copies of all documentation for its own internal use. Documentation shall include: System overviewHardware and system software documentationSystem functional specificationsSystem interface specificationsSystem administrator documentationEnd-user documentation (CAD, Mobile and Interfaces) including abbreviated quick reference guides for each system Warranty, System Support and MaintenanceGeneral Maintenance ProvisionsThe following requirements are applicable to all maintenance and repair services supplied by a Respondent or respective subcontractor, both under and outside of warranty. Respondents shall provide a five-year system maintenance plan to commence at the expiration of the warranty or, if purchased, after the extended warranty period. This maintenance plan shall cover all labor and travel related to all software supplied under the contract and provide financial rebates to the City of Millington if the terms of the maintenance agreement are not met. Respondents shall provide a five-year system maintenance plan for any purchased hardware, to commence at the expiration of the warranty or, if purchased, after the extended warranty period. This maintenance plan shall cover all parts, labor, and travel related to all hardware supplied under the contract (if Respondent is providing the hardware) and provide financial rebates to the City of Millington if the terms of the maintenance agreement are not met. Pricing for the hardware maintenance and warranty requirements need to be priced as optional. During the maintenance plan period, the successful Respondent shall provide support services 24 x 7. This service shall be available any hour of the day via telephone number or an online trouble-ticket system. Respondents shall have the ability to log into and remotely access the system via an application supplied with the system to troubleshoot and perform system diagnostics. Respondents shall provide all labor, equipment, materials, and expenses necessary to ensure that the system is in good operating condition for any period covered under a maintenance agreement. All services provided shall be in conformance with the manufacturer's specifications. Respondents shall provide software and other materials and expenses necessary to maintain the system software system in good operating condition, including upgrades, as part of the price for maintenance for those years in which the City of Millington has purchased maintenance support from the successful Respondent. Operating software updates for fixes, enhancements, and refinements to purchased capabilities shall be provided by the Respondent as part of the price for maintenance for those years in which the City of Millington has purchased maintenance from the successful Respondent. Hardware updates for the purpose of correcting errors, or "engineering change" updates to hardware required routinely by the manufacturer, shall be provided by the Respondent as part of the price for network support for those years in which the City of Millington purchases maintenance and network support from the successful Respondent and/or its chosen network support partner. Manufacturer support also may be offered. If manufacturer support is included, any additional cost should be stated. Respondents shall warrant that all software supplied under a contract will be operational and available 99.5 percent of the time during the maintenance period, or the maintenance period will be extended on a day-for-day basis for each day the system performance falls below this level. There shall be no system downtime for routine maintenance or system backups. Respondents shall provide a detailed explanation of any required (scheduled) system processes that may require downtime. The cost of the maintenance plan shall be itemized on the pricing sheets provided. The City of Millington 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 multiyear support agreement. The City of Millington reserves the right to accept or reject any proposed services, Respondents, or providers, and/or the use of any proposed service facilities, at the sole discretion of the City of Millington. System Maintenance and SupportAfter system acceptance and warranty expiration, the successful Respondent shall provide support and maintenance for all software and hardware proposed and implemented by the successful Respondent in this project. Millington PD will provide an onsite system manager(s), but their responsibilities will be limited to routine maintenance as prescribed by the Respondent. MPD assumes this would include functions such as adding users, code table maintenance, adding agency units, etc. The first year of support will be deemed “system warranty” and shall be provided at no cost to the City of Millington. The system-warranty period shall commence on the day of final system acceptance and continue for one year. The Respondent shall provide a fixed cost for support/maintenance fees for years two through six as provided in the pricing proposal herein. Thereafter, pricing may not increase by more than 4 percent over the previous year’s cost. Support/maintenance will always be on a 24 x 7 basis inclusive of remote diagnostics and all upgrades and enhancements aimed at achieving efficient operation of the system and providing safe services. Support services shall include a phone number for services issues or an online trouble-ticket system, a support email address and remote diagnostic capability. The successful Respondent shall maintain compliance with all state and federal mandates, updates, and modifications related to the system as part of the support they provide. Technical Center SupportRespondents will provide toll-free telephone support for operational and technical assistance, as well as a computerized trouble ticket reporting system. Support for Severity Level 1 and 2 calls relating to the Respondent’s CAD/Mobile software applications, including any message switch software applications and any critical interfaces to those systems, shall be available 24 x 7 x 365. Support for all other calls and other Respondent applications and Respondent-provided third-party software applications will be available during normal support hours of 8:00 a.m. to 5:00 p.m. local time in MPD’s time zone (not including weekends and Respondent-defined holidays). The successful Respondent shall have the opportunity to charge reasonable call-out fees for any call received outside the above times by an adjustment to the next year’s annual maintenance fee. Failover Solution and File Back-Up/File RecoveryThe City of Millington seeks a solution that provides optimum redundancy and resiliency in the event of a catastrophic event at MPD. The Respondent shall provide a system design that provides for geo-diverse server and storage area equipment at its backup location at 7265 Raleigh Millington Rd, Millington, TN 38053 which is 1.7 miles away. The Respondent’s system architecture should provide near real-time synchronization of data to the off-site servers and storage area network so that MPD could conduct operations remotely utilizing the redundant equipment. Respondents should specify the primary and secondary network connectivity needed to ensure that the backup environment synchronizes with the core production system at optimum performance levels. The Respondent’s system shall utilize standard practices for Windows file operations and standard Microsoft SQL Server operation, or equivalent, such that the backup utilities within Windows and SQL Server (or commercial third-party backup software) will provide effective, complete, and recoverable backup copies of the system. If this is not the case, Respondent shall explain why in its response. Respondents shall provide documented processes that assure, to a reasonable degree, that upon system failure, disk failure, or other system component failure, that system databases are restored to their pre-failure status and that data integrity is maintained. Recovery from failure shall be provided such that operation may be continued immediately following replacement of the failing component. Respondents shall propose a file backup/recovery solution with its proposed system. The backup/recovery solution should provide real-time—or as close to real-time as possible—synchronization of data so that the CAD and Mobile server data are replicated in a secure location, potentially offsite. This solution should not require the assistance of the Respondent. The software license agreement shall not restrict the number of copies of Respondent’s software that are made by the City of Millington in the normal course of backing up the system or replicating the system to an offsite storage location. MPD will stipulate that such copies are for backup and recovery purposes only, are for MPD internal use, are not for the benefit of third parties, and will not be used for operating multiple copies of the production system in a manner inconsistent with the rights granted to the City of Millington in the software license agreement. HardwareThe City of Millington’s strong preference is to implement its systems utilizing server virtualization to increase system uptime and availability, reduce the amount of time it takes to recover from a disaster, and to make IT operations more efficient and cost-effective. Respondents shall propose a hardware configuration with adequate storage capacity to accommodate a minimum of 10 years of event data for CAD, with a 10 percent growth rate per year factored in. The system shall be configured so that it can operate with the identified anticipated maximum concurrent user count without any system degradation. The City of Millington reserves the right to purchase hardware independently, but Respondents shall provide pricing for all hardware, specifying the exact equipment and configuration, with operating systems, as an OPTION as indicated in the pricing form provided (add to pricing form). Regardless of the method determined by the City of Millington to purchase the required hardware, Respondents must certify that the hardware proposed meets or exceeds the requirements stipulated in this section related to system performance and storage capacity. Respondents providing a solution where there are multiple platform options must provide information on each. The City of Millington reserves the right to select or reject a Respondent’s hardware proposals, independent of the selection of a Respondent’s software. The City of Millington will not select a Respondent's hardware proposal without also selecting its software solution. All Respondents shall state the network architecture and hardware requirements for efficient operation of its proposed system as described in the following sections. Respondents shall describe in detail what hardware and software components are included in their proposal. Should the City of Millington procure hardware separately based on the Respondent’s hardware operating system specifications, Respondents will certify, in writing, that the hardware meets system performance standards and is configured properly before loading their software. General System RequirementsSystem DesignRespondents must provide an overall design using a system diagram and an overview explanation (no more than ten [10] pages) describing the proposed hardware and software configuration. The design should identify the major functional components of the software, including how the components are related and communicate with each other, and how the server-based components will be implemented on one or more virtual machines. Respondents must describe their plans for future system enhancements to demonstrate the long-term viability of the system architecture, hardware, and software. The installed system must be scalable and capable of expansion in a modular and incremental fashion. Virtualized Server EnvironmentRespondents must describe in their system diagram and overview explanation all specifications related to server capacity, such as central processing unit (CPU) power, memory, and disk storage in the context of a virtualized environment. Respondents must describe what virtualization software will be utilized (e.g., Microsoft Hyper-V, VMware vSphere) to create the virtual server environment and the benefits to the City of Millington of utilizing that software. If there are components of a Respondent’s system that cannot function in a virtualized environment as described above, then the Respondent shall identify such components, explain why they cannot be operated on a virtual machine, and offer hardware specifications for an alternate hardware solution. If a Respondent proposes specific virtualization software as part of the solution, the proposal must include the brand and type of software, along with any specific licensing options. If virtualization software is procured through the successful Respondent, warranty and subsequent maintenance/support of this software will meet or exceed those provisions included within the maintenance and support agreement executed in accordance with the contract. Services Related to Hardware and Software InstallationRespondents must provide all services and supplies necessary to install, operate, and maintain the software and equipment specified in its proposal and to deliver on the functional specifications being proposed. The City of Millington may elect to increase or decrease quantities or acquire the hardware separately based upon the successful Respondent’s provided specifications. In the event hardware is procured separately, the City of Millington will be responsible for providing the server environment and operating systems per the Respondent’s specifications. Regardless of method of procurement, the successful Respondent shall be responsible for the hardware specifications and configuration proposed. Standard Operating Systems and Other SoftwareThe operating systems specified must be the highest version commercially available with the capability of version upgrade. All third-party licenses acquired through the successful Respondent must be in the name of and property of the City of Millington. The successful Respondent must provide all licenses (software, support, etc.) purchased in the name of the City of Millington prior to payment for the software. Respondents must provide the name and version number of the proposed operating system in its proposal. The City of Millington prefers that its new system use Microsoft SQL Server for all active and historical data storage so that Millington PD can freely query all system data at any time. Proposals that incorporate a proprietary or non-standard operating system must contain an explanation for the choice of operating systems and must indicate whether it is the Respondent’s intention to migrate to a Microsoft Windows/Microsoft SQL Server environment in the future. In addition to the operating system, the following software packages, complete with any necessary licenses, must be specified within the proposal. Respondents must state the application that is being used for each of the following: Operating systemNon-proprietary relational database management systemMapping software (and associated version information)Any other language processor or utility required to maintain the application softwareDevelopment environment for updating programsUtility programs for file handlingLanguage compiler in which system is written Respondents shall stipulate the number and kind of each software license (operating system and third-party application) required for the system. NetworkingIf selected, Respondent shall evaluate Millington PD’s current network environment and determine whether it is sufficient for the new system to operate at optimum performance levels or whether the MPD equipment should be upgraded. Hardware AlternativesVarious hardware alternatives, as well as separate computer systems for mission critical functions or client/server peer-to-peer operations, may be proposed. These solutions or combination of solutions must support all defined software requirements outlined in the functional specifications and exhibits included in this RFP. Host Server RequirementsHardware RequirementsThe City of Millington will give preference to a hardware solution that utilizes a Microsoft Windows operating system capable of supporting real-time applications. All server hardware proposed should meet a system uptime requirement of 99.5 percent. Respondents shall provide hardware specifications for the host servers based on the assumption that there will be at least two hosts. Either host must be capable of running the entire system in the event of a hardware failure or planned hardware maintenance on the other host. The two hosts may be in different physical locations, assuming the City of Millington can provide a network of sufficient speed and bandwidth between the different sites. All specifications must support the application software requirements, volumes, number of concurrent users, and processing performance characteristics defined in this RFP. Sizing should also consider the future use of large-size media files such as pictures, video, and audio in addition to the typical text-based data that the CAD system normally collects. There is not a potential for adding surrounding communities and/or agencies to MPD Communications, however, it is required that the system be capable of handling 30,000 annual events, at a minimum, with incremental growth of 10 percent a year factored in. The system should also be capable of doubling the number of existing workstation clients that will initially be procured. The system must also support any additional workstations required to maintain a backup PSAP at another location or any future migration of systems to a new facility, should such be required. Hardware specifications must include: Model and number of processors, including number of cores per processor and clock speedAmount of memory required per hostNumber of network interfaces required per hostAmount of local disk storage required per host for local operating system and virtual machines that are not critical to the overall operation of the system (critical virtual machines will be stored on a storage area network [SAN]) Respondent-proposed hardware for the host servers must also include: Hot-swappable, redundant power suppliesHot-swappable near-line Serial Attached Small Computer System Interface (SCSI) (SAS) (or better) disk drives with redundancy (redundant array of independent disks [RAID]) for fault tolerance (basic Serial AT Attachment [SATA] drives are not acceptable)DVD-ROM driveRack-mountable in a standard 19-inch rackA reasonable number of open memory slots, disk drive bays, and Peripheral Component Interconnect (PCI) slots for future expansion If hardware is procured through the successful Respondent, warranty and subsequent maintenance/support of hardware will meet or exceed those provisions included within the maintenance and support agreement executed in accordance with the contract. Storage Area NetworkA valuable component in a virtualized environment is a Storage Area Network (SAN). By separating the disk from the physical host server, even more flexibility is achieved in maintaining uptime and tolerating hardware failures. The City of Millington anticipates that, within the system design, the SAN will have two storage nodes, where one node will be used for primary storage and the second for a backup replica. The backup replica may be located offsite, again providing a way of dealing with a facility problem at the primary site, assuming the City can provide the necessary network bandwidth. Servers will communicate with the storage nodes using a minimum iSCSI connection over 1 Gbps Ethernet on a dedicated virtual local area network (VLAN). Respondents shall specify a recommendation on the size of each storage node. The specification must include: Amount of raw disk capacity availableAmount of usable disk capacity required to meet the growth requirements specified in this RFPImpact (if any) of a given RAID scheme on application performance (documentation and/or references may be required to support this information)Recommended number of 1 Gbps network interfaces If a Respondent proposes specific SAN equipment, the storage nodes must include: Redundant power suppliesHot-swappable near-line SAS (or better) disk drives (basic SATA drives are not acceptable)Redundant controllersCapability for RAID 6 as an alternative to RAID 5At least four (4) 1 Gbps interfaces per controller If SAN equipment is procured through the successful Respondent, warranty and subsequent maintenance/support of this equipment will meet or exceed those provisions included within the maintenance and support agreement executed in accordance with the contract. Concurrent System OperationsAll application systems must operate concurrently. The equipment specified must be able to function in a multi-tasking capability for simultaneous processing of application systems that are required. If several applications utilize the same data server, the system must be configured to assure priority workstation response for the CAD system. Application Server Definition and RequirementsRespondents shall identify each application server that will become distinct virtual machines. For each virtual machine, Respondent shall stipulate: Function/PurposeOperating system (such as Windows Server 2019)Number of virtual CPU cores requiredAmount of random-access memory (RAM) requiredAmount of disk space requiredAny unique requirements for virtual hardware emulation/pass-through from the host End-user Workstation RequirementsDesktop Hardware and SoftwareRespondents shall provide specifications for the following aspects of the desktop workstations: Operating system (Windows 10)Number of monitors recommended, along with physical size and pixel resolutionType of multi-monitor video card(s) required (brand, acceptable models)Type of Intel processor requiredAmount of RAM requiredAmount of disk space requiredSupport for drive encryption (Bitlocker) Tablet/Smartphone DevicesMillington PD currently uses tablets with their Watson RMS/FBR system and wants to move away from laptops, utilizing tablets exclusively. Respondents shall provide minimum specifications for the mobile tablets that will ensure compatibility with its software. Respondents shall provide minimum specifications for any supported mobile tablet and/or smartphone devices. Specifications should include iOS/Android operating systems, hardware brand, and models, if possible, of devices that are supported to effectively use iOS/Android software offered. Performance CriteriaPerformance RequirementsThis specification 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 any warranty and maintenance contracts between the City of Millington and the successful Respondent. The successful Respondent shall work closely with Millington PD and its agents and consultants to develop an Implementation Plan that clearly defines the hardware and software deliverables, tasks, or other criteria associated with each milestone. The successful Respondent’s phased Implementation Plan shall specify how performance testing for each phase will be completed. System acceptance will occur in phases as various milestones identified in the Implementation Plan and agreed to by Millington PD are achieved. TestingThe successful Respondent shall, as one of the early milestones, submit test plans for Millington PD’s review and approval. The test plans shall document how each functional specification is to be tested and how integration testing of all functional elements outside of the CAD system and other procured applications will be accomplished. A performance test plan shall also be submitted for review and approval by MPD, which includes the performance criteria specified in this section of the RFP. In these plans, the successful Respondent shall include reasonable remedies for the City of Millington to exercise if failures are not corrected in a timely manner. The test plans shall include scenarios that demonstrate to MPD personnel that the system will operate as a fully integrated system (hardware/software/interfaces), under operational conditions. The performance requirements specified in this RFP as part of the 30-day Reliability Test shall be met before the system is accepted and final payment is made by the City of Millington to the successful Respondent. Functional Acceptance Testing Functional acceptance testing (FAT) will commence when the successful Respondent, in accordance with the Implementation Schedule, delivers the completed MPD systems for CAD and Mobile Data during FAT. The successful Respondent will exercise each system to demonstrate that every function defined as “Function Available” has been delivered and is operational prior to going live on the system. The successful Respondent must demonstrate that data exchanges or data inquiries within its software suite (e.g., CAD to Mobile to CAD) function seamlessly as proposed. The successful Respondent must demonstrate that each function included as part of the system deliverable operates as defined in the contract, Respondent’s proposal, the RFP, or the system documentation and/or user manuals (in that order of precedence). Integration TestingDuring integration testing, the successful Respondent shall demonstrate that each system interface operates in concert with the CAD system to provide information and details related to an event or inquiry. For example, as part of Phase I and Phase II wireless/wireline testing, the test shall demonstrate that the information received from a wireless and wireline phone can be properly displayed by the appropriate call entry function and that the system will handle rebid information from a wireless carrier properly when provided. Further, as part of integration testing, TCIC/NCIC inquiries will be performed to ensure that returns received are populated within the system as proposed and that a functional interface exists between the CAD and Mobile software that allows for seamless data exchange. Initial System AcceptanceAt the successful conclusion of FAT and integration testing of each system, Millington PD andthe successful Respondent will mutually agree that Initial System Acceptance (ISA) has beenachieved and that the system is ready for go-live. Go-live and 30-Day Reliability Test At the successful completion of the ISA and the successful Respondent’s certification that the system is ready for live operational use, Millington PD will go-live on all or part of the tested systems, as agreed to in the Implementation Plan. The time and date of go-live will mark the commencement of the 30-day reliability test period (30 consecutive, 24-hour intervals of system performance). The purpose of this test is to demonstrate that the system, as delivered, can perform under live operational conditions without the occurrence of Severity Level 1 or 2 software errors, as defined in this RFP. If the system experiences a Severity Level 1 or 2 software error during the first 15 days of the reliability test, a new 30-day period will begin once the problem has been corrected. If a Severity Level 1 or 2 software error is detected on or after day 16 of the initial 30-day test period, once corrected, the test will continue from day 16 and go for the remaining 14-day period. Upon notification from MPD of a critical priority software error, the successful Respondent shall work continuously to resolve the problem. If the successful Respondent determines that a resolution or workaround cannot reasonably be provided within 24-hours of notification, the successful Respondent shall, within the 24-hour period, provide MPD with a resolution plan that includes status updates and an estimated time of resolution. In the event of a Severity Level 1 or 2 software error notification from MPD, the successful Respondent shall work continuously to resolve the problem. If the successful Respondent determines that a resolution or workaround cannot reasonably be provided within 24-hours of notification, the successful Respondent shall, within the 24-hour period, provide MPD with a resolution plan that includes status updates and an estimated time of resolution. The 30-day reliability test is not only intended to demonstrate the operational capability and reliability of the system production use, but to instill confidence in the end-user community that the system is performing as designed and in accordance with end-user training. To successfully complete the test, the successful Respondent shall demonstrate in live operations that all software supplied under the contract will be operational and available 99.5 percent of the time during the 30-day period. If the system fails to meet this level of performance during the 30-day period, the 30-day reliability test will be extended on a day-for-day basis for each day system performance falls below this level. Respondents are advised that the City of Millington may elect to review and modify the acceptance criteria for the 30-day reliability test during contract negotiations based upon specifics of the successful Respondent’s proposal. If the successful Respondent fails to successfully complete the test in the 30-day period or the City of Millington -approved extension thereof, the City may, at its sole option: Terminate the contract between the City of Millington and the successful Respondent; or Have the successful Respondent upgrade the system and augment the implementation team with whatever resources necessary to bring the system into compliance, at no cost to the City of Millington. This team, once deployed, will remain intact and onsite until such time as the successful Respondent can demonstrate full compliance with all system requirements. Final System AcceptanceUpon successful completion of the 30-day reliability test, the parties will jointly acknowledge Final System Acceptance (FSA) in writing with The City of Millington’s issuance of an FSA certification letter. Commencement of system maintenance will begin on the issuance of FSA certification to the successful Respondent and at no time before the FSA certification is formally issued. Ongoing System PerformanceThe following specifications describe the performance requirements for the system following the City of Millington’s formal acceptance of the system and throughout the life of the contract between the City of Millington and the successful Respondent. For any consecutive 30-day period during the life of the contract and/or maintenance, the software components of the system shall remain fully operational and available at 99.5 percent availability. Thirty-day performance periods are incremental from system acceptance. If a problem occurs, a new 30-day period will begin once the problem has been corrected. The City of Millington will decide and notify the successful Respondent when issues have been satisfactorily resolved. The initial system hardware and software configuration shall be expandable to handle the anticipated increase of work. This expansion shall maintain the specified system performance requirements. The system shall continue to meet the functional, reliability, and performance requirements as expressed in this section throughout the life of the system. If the system fails to meet any requirement in the contract after final acceptance, the successful Respondent shall 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 of Millington. The successful Respondent shall describe the means and timeframe by which such failure will be resolved, and the City of Millington shall agree in writing if it concurs with the resolution plan. System Performance ProfileThe following performance criteria are provided as a guide in designing the system and form the basis for acceptance testing of the implemented system: The syste...