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RFP 10522 Computer-Aided Dispatch Replacement
FINAL
COUNTY OF MONTEREY
CONTRACTS/PURCHASING DIVISION
1488 SCHILLING PLACE
SALINAS, CA 93901
(831) 755-4990
REQUEST FOR PROPOSALS
#10522
For
COMPUTER-AIDED DISPATCH (CAD)
WITH OPTIONAL RECORDS MANAGEMENT
SYSTEM (RMS) REPLACEMENT
For
MONTEREY COUNTY EMERGENCY
COMMUNICATIONS DEPARTMENT
Proposals are due by 3:00 pm (PST) on October 1, 2015
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TABLE OF CONTENTS
Contents SOLICITATION DETAILS SECTION ............................................................................................. 5 1.0 INTENT ........................................................................................................................................ 6 2.0 BACKGROUND .......................................................................................................................... 6 3.0 CALENDAR OF EVENTS .......................................................................................................... 6 4.0 COUNTY POINTS OF CONTACT ............................................................................................. 7
5.0 SCOPE OF WORK ....................................................................................................................... 8 6.0 CONTRACT TERM ................................................................................................................... 16 7.0 INSURANCE REQUIREMENTS .............................................................................................. 17 8.0 PROPOSAL PACKAGE REQUIREMENTS ............................................................................ 17
9.0 SUBMITTAL INSTRUCTIONS & CONDITIONS .................................................................. 20 10.0 SELECTION CRITERIA/RATING POINTS .......................................................................... 21 11.0 PRICING................................................................................................................................... 22
12.0 CONTRACT AWARDS ........................................................................................................... 22
13.0 SEQUENTIAL CONTRACT NEGOTIATION ....................................................................... 23 14.0 AGREEMENT TO TERMS AND CONDITIONS .................................................................. 23 15.0 COLLUSION ............................................................................................................................ 23
16.0 RIGHTS TO PERTINENT MATERIALS ............................................................................... 23 17.0 PIGGYBACK CLAUSE ........................................................................................................... 24
18.0 LIST OF EXHIBITS/ATTACHMENTS .................................................................................. 24 19.0 PERFORMANCE BOND ......................................................................................................... 24 SAMPLE AGREEMENT SECTION ............................................................................................... 25
SAMPLE AGREEMENT BETWEEN COUNTY OF MONTEREY AND CONTRACTOR ........ 26
SAMPLE RECITALS ....................................................................................................................... 26 S1.0 PERFORMANCE OF THE AGREEMENT ............................................................................ 26 S2.0 SCOPE OF SERVICE .............................................................................................................. 27
S3.0 TERM OF AGREEMENT ....................................................................................................... 27 S4.0 COMPENSATION AND PAYMENTS ................................................................................... 28
S5.0 INVOICES AND PURCHASE ORDERS ............................................................................... 28 S6.0 INDEMNIFICATION .............................................................................................................. 29
S7.0 INSURANCE REQUIREMENTS............................................................................................ 30 S8.0 RECORDS AND CONFIDENTIALITY ................................................................................. 32 S9.0 NON-DISCRIMINATION ....................................................................................................... 33 S10.0 OVERRIDING CONTRACTOR PERFORMANCE REQUIREMENTS ............................. 33 S11.0 CONFLICT OF INTEREST ................................................................................................... 34
S12.0 COMPLIANCE WITH APPLICABLE LAWS ..................................................................... 34 S13.0 DRUG FREE WORKPLACE ................................................................................................ 35
S14.0 TIME OF ESSENCE .............................................................................................................. 35 S15.0 PERFORMANCE ASSURANCE AND WAIVER OF BREACH ........................................ 35 S16.0 TRAVEL REIMBURSEMENT ............................................................................................. 36 S17.0 EMERGENCY SITUATIONS ............................................................................................... 36 S18.0 NON-APPROPRIATIONS CLAUSE .................................................................................... 36
S19.0 BACKGROUND CHECKS ................................................................................................... 36 S20.0 WARRANTY BY CONTRACTOR....................................................................................... 37 S21.0 NOTICES ............................................................................................................................... 37
S22.0 LEGAL DISPUTES ............................................................................................................... 38
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EXHIBIT A – CAD EVENTS STATISTICS ................................................................................... 39
EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX......................................... 39 EXHIBIT C –CAD FUNCTIONAL SPECIFICATIONS ................................................................ 39 EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX .................................................. 39
EXHIBIT E – CAD INTEREFACE REQUIREMENTS MATRIX................................................. 39 EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS MATRIX .......... 39 ATTACHMENT A - PRICING ........................................................................................................ 40 RFP SIGNATURE PAGE ................................................................................................................ 49
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SOLICITATION DETAILS SECTION
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1.0 INTENT
1.1 The County of Monterey Emergency Communications Department (ECD), hereinafter
referred to as “County”, is soliciting proposals from a qualified organization(s), hereinafter
referred to as “CONTRACTOR”, to provide a robust Computer-Aided Dispatch (CAD),
optional Records Management System (RMS) and Mobile Data Terminal System (MDT)
that will fill the needs of the ECD for the next 10 to 15 years.
1.2 CONTRACTOR shall include all 3 aspects, CAD, RMS and MDT, within submitted
proposal.
1.3 This solicitation is intended for a single, exclusive AGREEMENT.
2.0 BACKGROUND
2.1 The Monterey County Emergency Communications Department currently uses a CAD
system that is in need of an upgrade. The Monterey County Emergency Communications
Department is seeking a replacement system as listed within the listed SCOPE OF WORK
(section 5).
3.0 CALENDAR OF EVENTS
3.1 Issue RFP
Thursday, August 20, 2015
3.2 Mandatory Pre-Proposal Conference Call
10:00 a.m., PT, Thursday, September 3, 2015
3.3 Pre-Proposal Conference Addendum
Thursday, September 10, 2015
3.4 Proposal Due Date
3:00 p.m. Thursday, October 1, 2015
3.5 Selection Announcement November, 2015
3.6 Mandatory Pre-Proposal Conference Call line and Participant Code are listed below:
Conference Call Line Number: 1-888-240-3210
Participant Code: 8054720
This schedule is subject to change as necessary.
3.7 FUTURE ADDENDA: CONTRACTORS, who received notification of this solicitation by
means other than through a County of Monterey mailing, shall contact the person
designated in the COUNTY POINTS OF CONTACT herein to request to be added to the
mailing list. Inclusion on the mailing list is the only way to ensure timely notification of
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any addenda and/or information that may be issued prior to the solicitation submittal date.
IT IS THE CONTRACTORS’ SOLE RESPONSIBILITY TO ENSURE THAT THEY
RECEIVE ANY AND ALL ADDENDA FOR THIS RFP by either informing the County
of their mailing information or by regularly checking the County’s Solicitation Center web
page at www.co.monterey.ca.us/cao/solicitcenter.htm. Addenda will be posted on the
website the day they are released.
3.8 MANDATORY PRE-PROPOSAL CONFERENCE CALL: Only CONTRACTOR(s)
who call in and attend the mandatory pre-proposal conference call will be eligible to submit
proposals for this RFP. The pre-proposal conference call will begin at 10:00 a.m. PT on
Thursday, September 3, 2015. Those interested in submitting a proposal are required to
attend this conference call. A thorough orientation will be given regarding what will be
expected of the CONTRACTOR. The purpose of this meeting is to field questions and
orient prospective CONTRACTORS. No presentations will be permitted during this
conference call. Proposals received from CONTRACTOR(s) who do not attend the
mandatory pre-proposal conference call listed above will be deemed non-responsive and not
opened.
3.8.1 Attendance is limited to dialing into the Conference Call Line listed in Section 3.6,
herein.
3.8.2 Please indicate your intent to attend this mandatory pre-proposal conference call by
sending a response to the identified person within Section 4.1 herein.
4.0 COUNTY POINTS OF CONTACT
4.1 Questions and correspondence regarding this solicitation shall be directed to:
Primary Contact for the County: Tom Skinner
Management Analyst III
1488 Schilling Place
Salinas, CA 93901
PHONE: (831) 784-5791
FAX: (831) 755-4969
Email: [email protected]
4.2 All questions regarding this solicitation will be addressed during the mandatory pre-
proposal conference listed within the CALENDAR OF EVENTS, herein.
4.3 Questions not able to be answered during the mandatory pre-proposal conference call will
be researched and responded to by way of formal written addenda as listed within the
CALENDAR OF EVENTS, herein.
4.4 Prospective CONTRACTOR(s) shall not contact County officers or employees with
questions or suggestions regarding this solicitation except through the primary contact
person listed above. Any unauthorized contact may be considered undue pressure and
cause for disqualification of the CONTRACTOR.
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5.0 SCOPE OF WORK
5.1 All proposals must be made on the basis of the requirements contained herein. All
contractors must be able to provide the following.
5.2 Attachments
The following documents must be completed by CONTRACTOR and submitted with their
proposal package:
5.2.1 EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX
5.2.2 EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX
5.2.3 EXHIBIT E – CAD INTERFACES REQUIREMENTS MATRIX
5.2.4 EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS
MATRIX
5.2.5 ATTACHMENT A – PRICING
5.2.5.1 Exhibit B shall be completed to ensure that CONTRACTORS have read
the content of Section 5.6.3.2 of the Monterey County RFP, understand the
content and either “Comply,” “Comply with Clarification” or take
“Exception” to the section or subsection as written.
5.2.5.2 Exhibit D through F shall be completed by CONTRACTOR to ensure that
specifications by Monterey County are understood, and correspondingly,
CONTRACTORS are certifying that they will deliver the functionality by
indicating “Function Available;” will not provide the functionality by
indicating “Function Not Available;” or take “Exception” to a
specification and document the reason for their exception as indicated in
5.6.3.2. Explanation of Exceptions. Responses provided by
CONTRACTOR to any Exhibit, Section of Subsection of this RFP will be
contractually binding.
5.3 Hardware
5.3.1 Monterey County will be implementing a CAD/RMS system in an environment that
utilizes server virtualization to increase system uptime and availability, reduce the
amount of time it takes to recover from a disaster, and to make the Information
Technology operations more efficient and cost-effective.
5.3.2 CONTRACTOR shall propose a hardware configuration with adequate storage
capacity to accommodate a minimum of ten (10) years of event data for CAD/RMS
online. The System shall be configured so that it can operate with the defined
anticipated maximum concurrent user count without any system degradation.
5.3.3 Monterey County reserves the right to purchase hardware independently, but
CONTRACTOR shall provide pricing for all hardware, specifying exact equipment
and configuration, with operating systems, as an OPTION as indicated in the pricing
forms provided. Regardless of the method determined by Monterey County to
purchase the hardware offered, CONTRACTOR must certify that the hardware
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proposed meets or exceeds the requirements stipulated in this section related to
system performance and storage capacity.
5.3.4 CONTRACTOR providing a solution where there are multiple platform options
must provide information on each.
5.3.5 Monterey County reserves the right to select or reject the CONTRACTOR’S
hardware proposals, independent of the selection of CONTRACTOR’S software.
Monterey County will not select a CONTRACTOR’S hardware proposal without
also selecting its software solution. All CONTRACTORS shall state the network
architecture and hardware requirements for efficient operation of its proposed
System as described in the following sections. CONTRACTORS shall describe in
detail what hardware and software components are included in their proposal.
5.4 General System Requirements
5.4.1 System Design
5.4.1.1 CONTRACTORS 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.
5.4.1.2 CONTRACTORS 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.
5.4.2 Virtualized Server Environment
5.4.2.1 Monterey County plans to use a server environment that utilizes at least
two physical hosts for the virtual machines, providing a platform that will
allow us to move virtual machines from one host to the other in real time
and without impact to the operation of the system. The hosts will share an
iSCSI disk storage node for production operations, and the disk storage
node will replicate to an identical storage node, located off-site, on a
regular basis.
5.4.2.2 A VMware solution is preferred but not required.
5.4.2.3 All specifications by CONTRACTOR related to server capacity, such as
CPU power, memory, and disk storage shall be made in the context of a
virtualized environment.
5.4.2.4 If there are components of CONTRACTOR’S system that cannot function
in a virtualized environment as described above, then CONTRACTOR
shall identify such components, explain why they cannot be operated on a
virtual machine, and offer hardware specifications for an alternate
hardware solution.
5.4.3 Services Related to Hardware and Software Installation
5.4.3.1 CONTRACTOR must provide all services and supplies necessary to
install, operate and maintain the software and equipment specified in the
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RFP and their functional specifications. Monterey County may elect to
increase or decrease quantities or acquire the hardware separately based
upon the successful CONTRACTOR’S provided specifications. In the
event hardware is procured separately, Monterey County will be
responsible for providing the server environment and operating systems
according to the contractor’s specifications. Regardless of method of
procurement, the successful CONTRACTOR shall be responsible for the
hardware specifications and configuration proposed.
5.4.4 Standard Operating Systems and Other Software
5.4.4.1 The operating systems specified must be the highest version commercially
available with the capability of version upgrade. All third-party licenses
acquired through CONTRACTOR must be in the name of and property of
Monterey County. The CONTRACTOR must provide all licenses
(software, support, etc.) purchased in the name of Monterey County prior
to payment for the software. CONTRACTORS must provide the name and
version number of the proposed operating system in their proposals.
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 CONTRACTOR’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. CONTRACTORS must state the application that is being used
for each of the following:
5.4.4.1.1 Operating system.
5.4.4.1.2 Non-proprietary relational database management system.
5.4.4.1.3 Mapping software (and associated version information).
5.4.4.1.4 Any other language processor or utility required to maintain
the application software.
5.4.4.1.5 Development environment for updating programs.
5.4.4.1.6 Utility programs for file handling.
5.4.4.1.7 Language compiler in which system is written.
5.4.4.2 The new system must also use Microsoft SQL Server for all active and
historical data storage so that Monterey County can freely query any and
all system data at any time.
5.4.4.3 CONTRACTOR shall stipulate the number and kind of each software
license (operating system and third-party application) required for the
system.
5.4.5 Networking
5.4.5.1 Wherever possible, physically-separated or interfaced system components
shall utilize a TCP/IP-based Ethernet network connection at speeds of 1
Gbps. Serial interfaces or proprietary interface cards and equipment are
less desirable.
5.4.5.2 CONTRACTOR may optionally propose specific network switches.
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5.4.6 Hardware Alternatives
5.4.6.1 Various hardware alternatives as well as separate computer systems for
essential functions or client/server peer-to-peer operations may be
proposed. These solutions or combination of solutions must support all
defined functional specifications outlined in Exhibits C, E and F.
5.5 Host Server Requirements
5.5.1 Hardware Requirements
5.5.1.1 Monterey County will give preference to a hardware solution that utilizes a
Microsoft Windows operating system capable of supporting real-time
applications. All server hardware proposed must meet a system uptime
requirement of 99.999 percent.
5.5.1.2 CONTRACTOR shall provide hardware specifications for the host servers
based on the assumption that there shall be at least two hosts. Either one of
the hosts 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 located in different physical locations, assuming
Monterey County can provide a network of sufficient speed and bandwidth
between the different sites.
5.5.1.3 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/RMS system normally collects.
5.5.1.4 Based on the potential for adding surrounding communities and/or
agencies and to accommodate average annual volume increases, it is
recommended that the system be capable of handling 750,000 annual
events, at a minimum, with 2% growth per year for the next ten years. The
system should also be capable of doubling the number of existing dispatch
positions/workstations that will initially be procured. The system must also
support any additional workstations required to maintain a back-up PSAP
at another location or any future migration of systems to a new facility,
should such be required.
5.5.1.5 Hardware specifications must include:
5.5.1.5.1 Model and number of Intel Xeon processors, including
number of cores per processor and clock speed.
5.5.1.5.2 Amount of memory required per host.
5.5.1.5.3 Number of network interfaces required per host.
5.5.1.5.4 Amount 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 VM’s will be
stored on a SAN).
5.5.1.6 Should CONTRACTOR propose specific hardware for the host servers,
such hardware must also include:
5.5.1.6.1 Hot-swappable, redundant power supplies.
5.5.1.6.2 Hot-swappable near-line SAS (or better) disk drives with
redundancy (RAID) for fault tolerance (basic SATA drives
are not acceptable).
5.5.1.6.3 DVD-ROM drive
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5.5.1.6.4 Rack-mountable in a standard 19” rack.
5.5.1.6.5 A reasonable number of open memory slots, disk drive bays,
and PCI slots for future expansion.
5.5.1.7 If hardware is procured through the CONTRACTOR, 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.
5.5.2 Virtualization Software
5.5.2.1 As stated earlier, a VMware solution is preferred but not required. If
CONTRACTOR has a preference, that may be stated as part of the
proposed design along with a brief explanation. If no preference is
specified, it will be assumed that either operating system is acceptable to
CONTRACTOR and meets their requirements.
5.5.2.2 Should CONTRACTOR propose specific software as part of the solution,
the proposal must include the brand and type of software, along with any
specific licensing options.
5.5.2.3 If virtualization software is procured through the CONTRACTOR,
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.
5.5.3 Storage Area Network
5.5.3.1 A 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 SAN shall 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 Monterey County can
provide the necessary network bandwidth. Servers will communicate with
the storage nodes using iSCSI over 1 Gbps Ethernet on a dedicated virtual
LAN (VLAN).
5.5.3.2 CONTRACTOR shall specify a recommendation on the size of each
storage node. The specification must include:
5.5.3.2.1 Amount of raw disk capacity available
5.5.3.2.2 Amount of usable disk capacity required to meet the growth
requirements specified in this RFP
5.5.3.2.3 Impact (if any) of a given RAID redundancy scheme on
application performance (documentation/references may be
required to support this information)
5.5.3.2.4 Recommended number of 1 Gbps network interfaces
5.5.3.3 Should CONTRACTOR propose specific SAN equipment, the storage
nodes must include:
5.5.3.3.1 Redundant power supplies
5.5.3.3.2 Hot-swappable near-line SAS (or better) disk drives (basic
SATA drives are not acceptable).
5.5.3.3.3 Redundant controllers
5.5.3.3.4 Capability for RAID 6 as an alternative to RAID 5
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5.5.3.3.5 At least four (4) 1 Gbps interfaces per controller
5.5.3.4 If SAN equipment is procured through the CONTRACTOR, 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.
5.5.4 Concurrent System Operations
5.5.4.1 All 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.
5.5.5 Application Server Definition and Requirements
5.5.5.1 CONTRACTOR shall identify each of the application servers that will
become distinct virtual machines. For each virtual machine,
CONTRACTOR shall stipulate:
5.5.5.1.1 Function/Purpose.
5.5.5.1.2 Operating System (such as Windows Server 2012 R2).
5.5.5.1.3 Number of virtual CPU cores required.
5.5.5.1.4 Amount of RAM required.
5.5.5.1.5 Amount of disk space required.
5.5.5.1.6 Any unique requirements for virtual hardware emulation/pass-
through from the host.
5.6 End-User Workstation Requirements
5.6.1 Desktop Hardware and Software
5.6.1.1 CONTRACTOR shall provide specifications for the following aspects of
the desktop workstations:
5.6.1.1.1 Operating System (such as Windows 7).
5.6.1.1.2 Number of monitors recommended, along with physical size
and pixel resolution.
5.6.1.1.3 Type of multi-monitor video card required (brand, acceptable
models).
5.6.1.1.4 Type of Intel processor required.
5.5.1.1.5 Amount of RAM required.
5.6.1.1.6 Amount of disk space required.
5.6.1.2 CONTRACTOR may propose pricing for workstation hardware and
monitors in the pricing forms provided.
5.6.2 Mobile Computer Hardware and Software
5.6.2.1 Most Monterey County agencies already have computer equipment
installed in their vehicles. CONTRACTOR shall provide minimum
specifications for the mobile computers that will ensure compatibility with
their software.
5.6.2.2 CONTRACTOR shall provide specifications for the following aspects of
the mobile workstations:
5.6.2.2.1 Operating systems supported.
5.6.2.2.2 Processor speed and number of cores required.
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5.6.2.2.3 Amount of RAM required.
5.6.2.2.4 Amount of disk space required.
5.6.2.2.5 The compliant GPS electrical/data protocol the mobile
software utilizes to render AVL coordinates (e.g., NMEA).
5.6.2.2.6 Any additional specialized peripherals supported/required.
5.6.2.3 CONTRACTOR shall also describe any minimum requirements for
network communication. Fire and Law mobile users utilize Verizon for
their cellular carrier (mostly “4G”) entering the Monterey County network
through a Cellular Verizon Fixed End Solution (FES) or an agency specific
P2P T1 connection. Both paths access a CISCO ASA Appliance which
provides the VPN connection based on a posture assessment and advanced
authentication. The CISCO ASA Appliance does not provide persistence
nor does the County have a persistence solution in place at this time.
Advanced Authentication methods: Active Directory, Phone Soft Tokens,
eGRID cards.
5.6.3 Tablet/Smartphone Devices
5.6.3.1 Exhibit D – CAD Technical Requirements Matrix is to be completed by
CONTRACTORS in much the same way Exhibit B was completed.
Exhibit B is a compilation of common CAD functional specifications and
their intent is to provide a better understanding of each CONTRACTOR‘S
method of provisioning the given functional feature.
5.6.3.2 CONTRACTORS are to read each requirement and indicate one of the
three answers provided, as follows:
5.6.3.2.1 Compliant – the CONTRACTOR’S CAD solution will
provide the described functionality in the system delivered to
Monterey County if the CONTRACTOR’S solution is
selected.
5.6.3.2.2 Function Not Available – the CONTRACTOR’S current
production CAD system is not capable of performing the
function as listed in the specification and will not be delivered
in a system if the CONTRACTOR’S solution is selected.
5.6.3.2.3 Exception – the CONTRACTOR takes exception to the
specification and must explain the reason for the exception as
directed in the subsection Explanation of Exceptions.
5.6.3.3 Only those items marked as Compliant will be scored within the Matrix,
Not Answered, Function Not Available and Exception receive no scores.
CONTRACTORS are advised that any requirement marked as Compliant
indicates that the system delivered to Monterey County will be capable of
performing the function as listed in the specification. Indicating
Compliant is considered a contractually binding commitment by the
CONTRACTOR to deliver on the required specification if their
CAD/RMS solution is selected by Monterey County.
5.6.3.4 The functional specifications outlined in the CAD Functional Matrix
represent system requirements as a whole, and common functional
requirements that apply to all packages and modules being proposed.
5.6.3.5 For some functionality the specifications may appear to be conflicting,
where a requirement may ask if a specific function is provided in one way,
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and then be followed by a requirement that asks if the same function is
provisioned in a different (or potentially conflicting) fashion. This is
intentional and the intent is to determine which way the CONTRACTOR
provides that functionality when there are options.
5.6.4. Exhibit E – CAD Interfaces Requirements Matrix
5.6.41 Exhibit E – CAD Interfaces Requirements Matrix is to be completed by
CONTRACTORS in the same manner as described in section 5.6.3.2.
Contractors are advised that any requirement marked as Compliant
indicates that the system delivered to Monterey County will be capable of
performing the function as listed in the specification. Indicating
Compliant is considered a contractually binding commitment by the
CONTRACTOR to deliver on the required specification if their
CAD/RMS solution is selected by Monterey County.
5.6.5 Exhibit F – Mobile Data Terminal Technical System Requirements Matrix
5.65.1 Exhibit F – Mobile Data Terminal Technical System Requirements Matrix
is to be completed by CONTRACTORS in the same manner as described
in section 5.6.3.2. CONTRACTORS are advised that any requirement
marked as Compliant indicates that the system delivered to Monterey
County will be capable of performing the function as listed in the
specification. Indicating Compliant is considered a contractually
binding commitment by the CONTRACTOR to deliver on the
required specification if their CAD solution is selected by Monterey
County.
5.6.6 Explanation of Clarification/Exceptions
5.6.6.1 CONTRACTORS are required to provide explanations of any
“clarifications” or “exceptions” indicated in Exhibit B. Likewise, any
"exceptions" taken to functional requirements contained in Exhibits D,
Exhibits E or Exhibits F must also have explanations provided.
CONTRACTORS’ Explanation of Clarifications/Exceptions must be
provided in a separate tab for each Exhibit. CONTRACTOR must provide
the section number (e.g., 5.1) they are providing “clarification” or
“exception” to or, in the case of the Functional Requirements Matrices, the
specification ID (e.g., SYS-1) followed by their explanation.
5.6.6.2 Any "clarifications" provided for any numbered requirement that has been
asserted to be a “Comply” in Exhibit B or an available function in Exhibits
D, Exhibits E or Exhibits F will generally negate a "Compliance"
statement; this will cause a CONTRACTOR to be judged non-compliant
for that specific requirement. 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 short list of preferred CONTRACTORS is determined
based on initial RFP review and scoring, consideration may be given to
exceptions to allow for a more complete analysis and CONTRACTOR
comparison.
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5.6.7 Description of System
5.6.7.1 Provide a detailed description of the proposed system hardware and
software platform as outlined in Sections 5.3, 5.4 & 5.5, Hardware
Requirements. Block diagrams, equipment layouts, and equipment lists
must be included to provide a complete and comprehensive description of
the hardware configuration that the CONTRACTOR is proposing.
Monterey County reserves the right to purchase the hardware and services
related to hardware elsewhere. In instances where Monterey County elects
to purchase the hardware and services direct, CONTRACTORS are still
responsible for identifying hardware specifications, certifying the procured
hardware components, system configuration and services needed to meet
Monterey County’s requirements as defined in the RFP. A list and
description of the software and documentation that is required to operate
the proposed hardware/software configuration must also be included within
the CONTRACTOR’S response.
5.6.7.2 CONTRACTORS must review and provide compliance comment or
descriptions for all numbered subsections listed within 5.3 Hardware
Requirements; 5.4 General Requirements and 5.5 Server Hardware
Requirements.
5.6.7.3 CONTRACTORS must provide a diagram and description of their network
architecture and indicate whether their solution must operate on a closed
network or if it can be installed on a shared network. CONTRACTORS
must provide their installation preference and a brief explanation (no more
than two [2] pages) as to why they have this preference. CONTRACTORS
must provide any known advantages or disadvantages to use of either a
closed or shared network solution.
5.6.7.4 CONTRACTORS may also include information describing additional
functionality, competitive advantages, and/or life-cycle cost effectiveness
of their system, whether or not explicitly required by this RFP.
6.0 CONTRACT TERM
6.1 The initial term shall commence with the signing of this AGREEMENT for a period of six
(6) years with the option to extend the AGREEMENT for five (5) additional one (1) year
periods(s).
6.2 This AGREEMENT is of no force or effect until signed by both CONTRACTOR and
County and with County signing last, and CONTRACTOR may not commence work before
County signs this AGREEMENT.
6.3 If the AGREEMENT includes options for renewal or extension, CONTRACTOR must
commence negotiations for any desired rate changes a minimum of ninety days (90) prior to
the expiration of the AGREEMENT.
6.3.1 Both parties shall agree upon rate extension(s) or changes in writing.
6.4 The AGREEMENT shall contain a clause that provides that County the right to cancel the
AGREEMENT, or any extension of the AGREEMENT, without cause, with a one hundred
eighty day (180) written notice, or immediately with cause.
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7.0 INSURANCE REQUIREMENTS
7.1 CONTRACTOR is required to ensure that all services, costs, and materials must, at
minimum, meet the specifications for State of California and CAL/OSHA regulations, as
applicable.
7.2 CONTRACTOR is to ensure that the insurance and required licenses under both state and
local jurisdictions are current during the full term of the AGREEMENT.
7.3 CONTRACTOR shall be required to submit appropriate State level criminal background
clearance(s) for all personnel required to work within County facilities that are deemed
restricted or high security.
8.0 PROPOSAL PACKAGE REQUIREMENTS
8.1 CONTENT AND LAYOUT:
8.1.1 CONTRACTOR shall provide the information as requested and as applicable to the
proposed goods and services. The proposal package shall be organized as described
below; headings and section numbering utilized in the proposal package shall be the
same as those identified in the table. Proposal packages shall include at a minimum,
but not limited to, the following information in the format indicated:
Proposal Package Layout;
Organize and Number Sections as Follows:
Section 1
COVER LETTER (INCLUDING CONTACT INFO)
SIGNED RFP SIGNATURE PAGE
RECEIPT OF SIGNED ADDENDA (IF ANY)
TABLE OF CONTENTS
Section 2 PROPOSED APPROACH FOR MEETING THE SERVICES DESCRIBED
IN SECTION 5.0 SCOPE OF WORK
Section 3 PROJECT EXPERIENCE AND REFERENCES
Section 4 ENVIRONMENTALLY FRIENDLY PRACTICES
Section 5 PRICING (ATTACHMENT A-PRICING) & WARRANTY & SAMPLES
Section 6 EXCEPTIONS TO RFP/SAMPLE AGREEMENT
Section 7 MATRIX CLARIFICATIONS/EXCEPTIONS
Section 8 APPENDIX
Section 1, Requirements:
Cover Letter: All proposals must be accompanied by a cover letter not exceeding
two pages and should provide firm information and Contact information as follows:
Contact Info: The name, address, telephone number, and fax number of
CONTRACTOR’s primary contact person during the solicitation process
through to potential contract award.
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Firm Info: Description of the type of organization (e.g. corporation, partnership,
including joint venture teams and subcontractors) and how many years it’s been
in existence.
Signed RFP Signature Page and Signed Addenda (if any addenda were released
for this solicitation). Proposal packages submitted without this page will be deemed
non-responsive. All signatures must be manual and in BLUE ink. All prices and
notations must be typed or written in BLUE ink. Errors may be crossed out and
corrections printed in ink or typed adjacent, and must be initialed in BLUE ink by
the person signing the proposal.
Table of Contents
Section 2, Proposed Approach for Meeting the Services Requested by the County as
Described in Section 5.0 Scope of Work:
Describe your proposed approach for providing the services described in Section 5
Scope of Work. Relevant considerations include the quality and feasibility of your
approach to providing these services, the manner in which you intend to provide
adequate staffing, and equipment or other resources to be provided by you. Identify
sub-consultants, if any, you propose to use to provide the services.
Section 3, Project Experience & References:
Key Staff Persons: CONTRACTOR shall identify key staff that shall reflect all
disciplines proposed by the CONTRACTOR, their qualifications and experience, in
resume format.
Experience: CONTRACTOR shall demonstrate proven experience that meet the
specific needs of the County of Monterey Emergency Communications Department
(ECD). These references shall be of like or similar juridisctions that use the
following parameters:
- Population Services (Approx. 430,000)
- Number of calls for Services on an annual basis (Section 5.5.1.4)
- Multi-Agency dispatch environment
- Multi-Jurisdictional dispatch environment
- Use of mobile devices
References: References must include jurisdiction name, primary contact name,
primary contact role, physical address, contact phone, email address, date of CAD
system go-live and value of original contract.
Section 4, Environmentally Friendly Practices:
CONTRACTOR shall summarize all environmentally friendly practices it adheres to
in the course of doing business as relevant to County’s Climate-Friendly Purchasing
Policy (Reference: www.co.monterey.ca.us/cao/policies.htm).
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CONTRACTOR shall indicate whether or not it is a ‘Green Certified’ Business and
state which governing authority administered the certification.
Section 5, Pricing, Warranty & Maintenance:
CONTRACTOR shall complete and submit as per ATTACHMENT A - PRICING
to correspond with all tasks required to fully complete the project as outlined in this
RFP.
WARRANTY for any software begins from date of system acceptance and must be
included in pricing. CONTRACTOR shall specify the warranty period for the
materials and guarantee the workmanship of all items proposed. After the award,
the CONTRACTOR shall promptly remedy all defects without cost to the County
that may appear within this period. CONTRACTOR shall also specify if extended
warranty is available and submit the extended warranty term period and associated
cost.
MAINTENANCE for any software must be included for the next five (5) years
following the warranty period.
Section 6, Exceptions to RFP/Sample Agreement:
Submit any and all exceptions to this solicitation on separate pages, and clearly identify
the top of each page with “EXCEPTION TO MONTEREY COUNTY SOLICITATION
#10522”. Each Exception shall reference the page number and section number, as
appropriate. CONTRACTOR should note that the submittal of an Exception does not
obligate the County to revise the terms of the RFP or AGREEMENT.
Section 7, Matrix Clarification/Exceptions:
Submit any and all clarifications/exceptions to the matrix on separate pages, and clearly
identify the top of each page with “MATRIX CLARIFICATION/EXCEPTION TO
MONTEREY COUNTY SOLICITATION #10522”. Each Clarification/Exception shall
be sorted by matrix and reference the page number and section number, as appropriate.
Section 8, Appendix:
CONTRACTOR shall provide any additional information that it believes to be
applicable to this proposal package and include such information in an Appendix
section.
8.2 ADDITIONAL REQUIREMENTS: To be considered “responsive,” submitted proposal
packages shall adhere to the following:
8.2.1 Ten (10) sets of the proposal package (one (1) original proposal marked “Original”
plus eight (9) marked “Copies”) shall be submitted in response to this solicitation.
Each copy shall include a cover indicating the company name submitting, and
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reference to “RFP #10522 COMPUTER-AIDED DISPATCH (CAD) WITH
OPTIONAL RECORDS MANAGEMENT SYSTEM (RMS) REPLACEMENT”.
8.2.2 In addition, submit one (1) electronic version of the entire proposal package on a
USB memory stick. Additional copies may be requested by the COUNTY at its
discretion.
8.2.3 Proposal packages shall be prepared on 8-1/2” x 11” paper, preferably duplex
printed (environmentally friendly). Fold out charts, tables, spreadsheets, brochures,
pamphlets, and other pertinent information or work product examples may be
included as Appendices.
8.2.4 Reproductions of the Monterey County Seal shall not be used in any documents
submitted in response to this solicitation.
8.2.5 CONTRACTOR shall not use white-out or a similar correction product to make late
changes to their proposal package but may instead line out and initial in BLUE ink
any item which no longer is applicable or accurate.
8.2.6 To validate your proposal package, submit the RFP SIGNATURE PAGE
(contained herein) with your Proposal Package. Proposal packages submitted
without that page will be deemed non-responsive. Proposal signature must be
manual, in BLUE ink, and included with the original copy of the proposal.
Photocopies of the Signature Page may be inserted into the remaining proposal
copies. All prices and notations must be typed or written in BLUE ink in the
original proposal copy as well. Errors may be crossed out and corrections printed in
BLUE ink or typed adjacent, and must be initialed in BLUE ink by the person
signing the proposal.
8.3 CONFIDENTIAL OR PROPRIETARY CONTENT: Any page of the proposal package
that is deemed by CONTRACTOR to be a trade secret by the CONTRACTOR shall be
clearly marked “CONFIDENTIAL INFORMATION” or “PROPRIETARY
INFORMATION” at the top of the page.
9.0 SUBMITTAL INSTRUCTIONS & CONDITIONS
9.1 Submittal Identification Requirements: ALL SUBMITTALS MAILED OR DELIVERED
CONTAINING PROPOSAL PACKAGES MUST BE SEALED AND BEAR ON THE
OUTSIDE, PROMINENTLY DISPLAYED IN THE LOWER LEFT CORNER: THE
SOLICITATION NUMBER RFP #10522 and CONTRACTORS COMPANY NAME.
9.2 Mailing Address: Proposal packages shall be mailed to County at the mailing address
indicated on the RFP Signature Page of this solicitation.
9.3. Office Hours: Office hours are Monday through Friday, 8am–5pm, closed from 12pm-1pm.
9.4 Due Date: Proposal packages must be received by County ON OR BEFORE the time and
date specified, at the location and to the person specified on the RFP Signature Page of
this solicitation. It is the sole responsibility of the CONTRACTOR to ensure that the
proposal package is received at or before the specified time. Postmarks and facsimiles are
not acceptable. Proposals received after the deadline shall be rejected and returned
unopened.
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9.5 Acceptance: Proposals are subject to acceptance at any time within 90 days after opening.
Monterey County reserves the right to reject any and all proposal packages, or part of any
proposal package, to postpone the scheduled deadline date(s), to make an award in its own
best interest, and to waive any informalities or technicalities that do not significantly affect
or alter the substance of an otherwise responsible proposal package and that would not
affect a CONTRACTOR’S ability to perform the work adequately as specified.
9.6 Ownership: All submittals in response to this solicitation become the property of the County
of Monterey. If a CONTRACTOR does not wish to submit a proposal package but wishes
to acknowledge the receipt of the request, the reply envelope shall be marked “No Bid”.
9.7 Compliance: Proposal packages that do not follow the format, content and submittal
requirements as described herein, or fail to provide the required documentation, may receive
lower evaluation scores or be deemed non-responsive.
9.8 CAL-OSHA: The items proposed shall conform to all applicable requirements of the
California Occupational Safety and Health Administration Act of 1973 (CAL-OSHA).
10.0 SELECTION CRITERIA/RATING POINTS
10.1 The selection of CONTRACTOR and subsequent contract award(s) will be based on the
criteria contained in this Solicitation, as demonstrated in the submitted proposal package.
CONTRACTOR should submit information sufficient for the County to easily evaluate
proposals with respect to the selection criteria. The absence of required information may
cause the proposal to be deemed non-responsive and may be cause for rejection.
10.2 The selection criteria include, but are not limited to, the following: (100 points total).
CRITERIA POINT VALUE
Cost proposal 30
Resources available to perform the work, including any
specialized services, within the specified time limits for the
project. The qualifications of the personnel proposed by the
CONTRACTOR to perform the requirements of this RFP,
whether from the CONTRACTOR’S organization or from a
proposed subcontractor, will be subjectively evaluated.
Therefore, the CONTRACTOR should submit detailed
information related to the experience and qualifications, including
education and training, of proposed personnel.
20
Record of past performance, including price and cost data from
previous projects, quality of work, ability to meet schedules, cost
control and contract administration. Experience and reliability of
the CONTRACTOR’S organization are considered subjectively in
the evaluation process. Therefore, the CONTRACTOR is advised
to submit any information which documents successful and
reliable experience in past performances, especially those
performances related to the requirements of this RFP; Ability and
proven history in handling special project constraints
20
Specialized expertise, capabilities and technical competence as 15
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demonstrated by the proposed approach and methodology to meet
the project requirements; Availability to the project locale and
familiarity with the project locale; Proposed project management
techniques
Quality of the product that best fits the needs and operating
environment of the ECD. Ease of use, training required, product
support. 15
TOTAL 100
10.3 AGREEMENT award shall not be based on cost alone.
10.4 Proposals received from CONTRACTOR(s) who do not attend the mandatory pre-proposal
conference in its entirety listed in section 3.8 will be deemed non-responsive and not
opened.
10.5 The award(s) resulting from this RFP will be made to the CONTRACTOR that submits a
response that, in the sole opinion of the County, best serves the overall interest of the
County.
11.0 PRICING
11.1 CONTRACTOR(s) shall submit an ATTACMENT A - PRICING: Please submit a
detailed budget to correspond with all tasks required to fully complete the project as
outlined in this RFP. Please include any costs that are not listed in ATTACHMENT A -
PRICING.
11.2 CONTRACTOR prices shall be effective from the date the proposal is submitted to the day
the AGREEMENT is awarded and through the initial term of the AGREEMENT.
11.3 Proposals shall indicate and include any early discounts and/or incentives offered.
12.0 CONTRACT AWARDS
12.1 No Guaranteed Value: County does not guarantee a minimum or maximum dollar value for
any AGREEMENT or AGREEMENTS resulting from this solicitation.
12.2 Board of Supervisors: The award(s) made from this solicitation may be subject to approval
by the County Board of Supervisors.
12.3 Interview: County reserves the right to interview selected CONTRACTOR before a contract
is awarded. The costs of attending any interview are the CONTRACTOR’S responsibility.
12.4 Incurred Costs: County is not liable for any cost incurred by CONTRACTOR in response
to this solicitation.
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12.5 Notification: All CONTRACTORS who have submitted a proposal package will be
notified of the final decision as soon as it has been determined.
12.6 In County’s Best Interest: The award(s) resulting from this solicitation will be made to the
CONTRACTOR that submit(s) a response that, in the sole opinion of County, best serves
the overall interest of County.
13.0 SEQUENTIAL CONTRACT NEGOTIATION
County will pursue contract negotiations with the CONTRACTOR who submit(s) the best
Proposals or is deemed the most qualified in the sole opinion of County, and which is in
accordance with the criteria as described within this solicitation. If the contract negotiations
are unsuccessful, in the opinion of either County or CONTRACTOR, County may pursue
contract negotiations with the entity that submitted a Proposal which County deems to be
the next best qualified to provide the services, or County may issue a new solicitation or
take any other action which it deems to be in its best interest.
14.0 AGREEMENT TO TERMS AND CONDITIONS
CONTRACTOR selected through the solicitation process will be expected to execute a
formal AGREEMENT with County for the provision of the requested service. The
AGREEMENT shall be written by County in a standard format approved by County
Counsel, similar to the RFP SAMPLE AGREEMENT SECTION herein. Submission of
a signed bid/proposal and the RFP SIGNATURE PAGE will be interpreted to mean
CONTRACTOR HAS AGREED TO ALL THE TERMS AND CONDITIONS set forth in
the pages of this solicitation and the standard provisions included in the RFP SAMPLE
AGREEMENT Section herein. County may but is not required to consider including
language from the CONTRACTOR’S proposed AGREEMENT, and any such submission
shall be included in the EXCEPTIONS section of CONTRACTOR’S proposal.
15.0 COLLUSION
CONTRACTOR shall not conspire, attempt to conspire, or commit any other act of
collusion with any other interested party for the purpose of secretly, or otherwise,
establishing an understanding regarding rates or conditions to the solicitation that would
bring about any unfair conditions.
16.0 RIGHTS TO PERTINENT MATERIALS
All responses, inquiries, and correspondence related to this solicitation and all reports,
charts, displays, schedules, exhibits, and other documentation produced by the
CONTRACTOR that are submitted as part of the submittal will become the property of the
County when received by the County and may be considered public information under
applicable law. Any proprietary information in the submittal must be identified as such and
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marked “CONFIDENTIAL INFORMATION” or “PROPRIETARY INFORMATION”.
The County will not disclose proprietary information to the public, unless required by law;
however, the County cannot guarantee that such information will be held confidential.
17.0 PIGGYBACK CLAUSE
CONTRACTOR shall indicate below if CONTRACTOR agrees to extend the same prices,
terms and conditions of their proposal to other public agencies that have delivery locations
within the State of California limits: _____ Yes _____ No. CONTRACTOR’s response to
this question will not be considered in award of the AGREEMENT resulting from this
solicitation. If and when CONTRACTOR extends the prices, terms and conditions of their
proposal to other public agencies, any resulting agreement shall be between
CONTRACTOR and the other public agencies and County shall bear no responsibility or
liability for any agreements between CONTRACTOR and the other public agencies.
18.0 LIST OF EXHIBITS/ATTACHMENTS
18.1 EXHIBIT A – CAD EVENTS STATISTICS
18.2 EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX
18.3 EXHIBIT C – CAD FUNCTIONAL SPECIFICATIONS
18.4 EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX
18.5 EXHIBIT E – CAD INTERFACES REQUIREMENTS MATRIX
18.6 EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS
MATRIX
18.7 ATTACHMENT A – PRICING
19.0 PERFORMANCE BOND
19.1 Performance Bond. CONTRACTOR shall furnish at the time proposal submitted, and keep
current during the term of this Agreement, a performance bond to ensure performance of
this Agreement and each and every condition of the Agreement in a form acceptable to
COUNTY. The performance bond shall be equal to Five Million Dollars ($5,000,000) and
remain in force for the duration of this Agreement. The premium for the bond described
above shall be paid by CONTRACTOR. The Surety of Sureties shall be a company or
companies satisfactory to COUNTY and shall be duly authorized to conduct business in the
State of California.
19.2 Letter of Credit. As an alternative to the performance bond required by Sections 19.1,
CONTRACTOR may provide for the issuance of an irrevocable standby letter of credit in
the amount of Five Million Dollars ($5,000,000) by a bank approved by COUNTY in its
sole discretion (the “Bank”), for the benefit of COUNTY. The letter of credit must
authorize the beneficiary COUNTY to draw, in one or more drawings, not less than Five
Million Dollars ($5,000,000) at the sole discretion of COUNTY.
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SAMPLE AGREEMENT SECTION
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SAMPLE AGREEMENT BETWEEN COUNTY OF MONTEREY AND
CONTRACTOR
This AGREEMENT is made and entered into by and between the County of Monterey, a
political subdivision of the State of California, hereinafter referred to as “County”, and
, hereinafter referred to as “CONTRACTOR.”
SAMPLE RECITALS
WHEREAS, County has invited proposals through the Request for Proposals 10522
in accordance with the specifications set forth in this AGREEMENT; and
WHEREAS, CONTRACTOR has submitted a responsive and responsible proposal to
perform such services; and
WHEREAS, CONTRACTOR has the expertise and capabilities necessary to provide the
services requested.
NOW THEREFORE, County and CONTRACTOR, for the consideration hereinafter
named, agree as follows:
S1.0 PERFORMANCE OF THE AGREEMENT
S1.1 After consideration and evaluation of the CONTRACTOR’S proposal, the County hereby
engages CONTRACTOR to provide the services set forth in RFP 10522 and in this
AGREEMENT on the terms and conditions contained herein and in RFP 10522. The
intent of this AGREEMENT is to summarize the contractual obligations of the parties.
The component parts of this AGREEMENT include the following:
This AGREEMENT including all its attachments, Exhibits and Appendix
RFP 10522 plus all associated Addenda
CONTRACTOR’S Proposal Package dated
Certificate of Insurance
Additional Insured Endorsements
S1.2 All of the above-referenced contract documents are intended to be complementary. Work
required by one of the above-referenced contract documents and not by others shall be
done as if required by all. In the event of a conflict between or among component parts
of the contract, the contract documents shall be construed in the following order:
AGREEMENT including all Attachments, Exhibits and Appendix, RFP #10522 plus
RFP Addenda # , CONTRACTOR’s Proposal Package, Certificate of Insurance,
and Additional Insured Endorsements.
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S1.3 CONTRACTOR warrants that CONTRACTOR and CONTRACTOR’s
agents, employees, and subcontractors performing services under this AGREEMENT
are specially trained, experienced, competent, and appropriately licensed to perform the
work and deliver the services required under this AGREEMENT and are not employees
of the County, or immediate family of an employee of the County.
S1.4 CONTRACTOR, its agents, employees, and subcontractors shall perform all work in
a safe and skillful manner and in compliance with all applicable laws and regulations.
All work performed under this AGREEMENT that is required by law to be performed
or supervised by licensed personnel shall be performed in accordance with such
licensing requirements.
S1.4.1 CONTRACTOR must maintain all licenses throughout the term of
the AGREEMENT.
S1.5 CONTRACTOR shall furnish, at its own expense, all materials, equipment,
and personnel necessary to carry out the terms of this AGREEMENT, except as
otherwise specified in this AGREEMENT. CONTRACTOR shall not use
County premises, property (including equipment, instruments, or supplies) or
personnel for any purpose other than in the performance of its obligations under this
AGREEMENT.
S2.0 SCOPE OF SERVICE
(Shall be consistent with Scope of Work defined in this Solicitation and shall include
description of goods and/or services provided including timelines and deliverables.
S3.0 TERM OF AGREEMENT
S3.1 The initial term shall commence with the signing of this AGREEMENT for a period of
six (6) years with the option to extend the AGREEMENT for five (5) additional one (1)
year periods(s).
S3.2 This AGREEMENT is of no force or effect until signed by both CONTRACTOR and
County and with County signing last, and CONTRACTOR may not commence work
before County signs this AGREEMENT.
S3.3 If the AGREEMENT includes options for renewal or extension, CONTRACTOR must
commence negotiations for any desired rate changes a minimum of ninety days (90)
prior to the expiration of the AGREEMENT.
S3.3.1 Both parties shall agree upon rate extension(s) or changes in writing.
S3.4 During the term of this AGREEMENT, the County may terminate the AGREEMENT
for any reason by giving written notice of termination to the CONTRACTOR at least
one hundred eighty (180) days prior to the effective date of termination. Such notice
shall set forth the effective date of termination. In the event of such termination, the
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amount payable under this AGREEMENT shall be reduced in proportion to the services
provided prior to the date of termination.
S3.5 The County may terminate this AGREEMENT for good cause immediately upon
written notice to CONTRACTOR. “Good cause” includes the failure of
CONTRACTOR to perform the required services at the time and in the manner
provided under this AGREEMENT. If County terminates this AGREEMENT for good
cause, the County may be relieved of the payment of any consideration to
CONTRACTOR, and the County may proceed with the work in any manner in which
the County deems proper. The cost to the County shall be deducted from any sum due
CONTRACTOR under this AGREEMENT.
S4.0 COMPENSATION AND PAYMENTS
S4.1 It is mutually understood and agreed by both parties that CONTRACTOR shall
be compensated under this AGREEMENT in accordance with the pricing sheet
attached hereto as ATTACHMENT A – PRICING.
S4.2 Prices shall remain firm for the initial term of this AGREEMENT and, thereafter, may
be adjusted annually as provided in this paragraph. County does not guarantee any
minimum or maximum amount of dollars to be spent under this AGREEMENT.
S4.3 Any discount offered by the CONTRACTOR must allow for payment after receipt
and acceptance of services, material or equipment and correct invoice, whichever is
later. In no case will a discount be considered that requires payment in less than 30
days.
S4.4 CONTRACTOR shall levy no additional fees or surcharges of any kind during the
term of this AGREEMENT without first obtaining approval from County in writing.
S4.5 Tax:
S4.5.1 Pricing as per this AGREEMENT is inclusive of all applicable taxes.
S4.5.2 County is registered with the Internal Revenue Service, San Francisco office,
and registration number 94-6000524. The County is exempt from Federal
Transportation Tax; an exemption certificate is not required where shipping
documents show Monterey County as consignee.
S5.0 INVOICES AND PURCHASE ORDERS
S5.1 Invoices for all services rendered per this AGREEMENT shall be billed directly to the
County of Monterey Emergency Communications Department at the following address:
County of Monterey Emergency Communications Attn: Claudia Garza 1322 Natividad Road
Salinas, CA 93906
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S5.2 CONTACTOR shall reference RFP #10522 on all invoices submitted to
County. CONTRACTOR shall submit such invoices periodically or at the completion of
services, but in any event, not later than 30 days after completion of services. The
invoice shall set forth the amounts claimed by CONTRACTOR for the previous period,
together with an itemized basis for the amounts claimed, and such other information
pertinent to the invoice. County shall certify the invoice, either in the requested amount
or in such other amount as County approves in conformity with this AGREEMENT, and
shall promptly submit such invoice to County Auditor-Controller for payment. County
Auditor- Controller shall pay the amount certified within 30 days of receiving the
certified invoice.
S5.3 All County of Monterey Purchase Orders issued for the AGREEMENT are valid
only during the fiscal year in which they are issued (the fiscal year is defined as July 1
through June 30).
S5.4 Unauthorized Surcharges or Fees: Invoices containing unauthorized surcharges or
unauthorized fees of any kind shall be rejected by County. Surcharges and additional
fees not included the AGREEMENT must be approved by County in writing via an
Amendment.
S6.0 INDEMNIFICATION
S6.1 For purposes of the following indemnification provisions (“Indemnification
Agreement”), “design professional” has the same meaning as set forth in California Civil
Code section 2782.8. If any term, provision or application of this Indemnification
Agreement is found to be invalid, in violation of public policy or unenforceable to any
extent, such finding shall not invalidate any other term or provision of this
Indemnification Agreement and such other terms and provisions shall continue in full
force and effect. If there is any conflict between the terms, provisions or application of
this Indemnification Agreement and the provisions of California Civil Code Sections
2782 or 2782.8, the broadest indemnity protection for County under this Indemnity
Agreement that is permitted by law shall be provided by CONTRACTOR.
S6.2 Indemnification for Design Professional Service Claims:
CONTRACTOR shall indemnify, defend and hold harmless County, its governing board,
directors, officers, employees, and agents against any claims that arise out of, or pertain
to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR, its
employees, subcontractors, and agents in the performance of design professional services
under this AGREEMENT, excepting only liability arising from the sole negligence,
active negligence or willful misconduct of County, or defect in a design furnished by
County.
S6.3 Indemnification for All Other Claims or Loss:
For any claim, loss, injury, damage, expense or liability other than claims arising out of
CONTRACTOR’s performance of design professional services under this
AGREEMENT, CONTRACTOR shall indemnify, defend and hold harmless County, its
governing board, directors, officers, employees, and agents against any claim for loss,
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injury, damage, expense or liability resulting from or alleging injury to or death of any
person or loss of use of or damage to property, arising from or related to the performance
of services under this AGREEMENT by CONTRACTOR, its employees, subcontractors
or agents, excepting only liability arising from the sole negligence, active negligence or
willful misconduct of County, or defect in a design furnished by County.
S7.0 INSURANCE REQUIREMENTS
S7.1 Evidence of Coverage:
S7.1.1 Prior to commencement of this AGREEMENT, CONTRACTOR shall provide
a “Certificate of Insurance” certifying that coverage as required herein has been
obtained. Individual endorsements executed by the insurance carrier
shall accompany the certificate. In addition CONTRACTOR upon
request shall provide a certified copy of the policy or policies.
S7.1.2 This verification of coverage shall be sent to the County’s
Contracts/Purchasing Department, unless otherwise directed. CONTRACTOR
shall not receive a “Notice to Proceed” with the work under this AGREEMENT
until it has obtained all insurance required and such, insurance has been
approved by County. This approval of insurance shall neither relieve nor
decrease the liability of CONTRACTOR.
S7.2 Qualifying Insurers: All coverages, except surety, shall be issued by companies
which hold a current policy holder’s alphabetic and financial size category rating of
not less than A- VII, according to the current Best’s Key Rating Guide or a
company of equal financial stability that is approved by County’s Purchasing
Officer.
S7.3 Insurance Coverage Requirements:
S7.3.1 Without limiting CONTRACTOR’s duty to indemnify, CONTRACTOR shall
maintain in effect throughout the term of this AGREEMENT a policy or
policies of insurance with the following minimum limits of liability:
S7.3.1.1 Commercial general liability insurance, including but not limited to
premises and operations, including coverage for Bodily Injury and
Property Damage, Personal Injury, Contractual Liability, Broadform
Property Damage, Independent Contractors, Products and Completed
Operations, with a combined single limit for Bodily Injury and
Property Damage of not less than $1,000,000 per occurrence.
S7.3.1.2 Business automobile liability insurance, covering all motor
vehicles, including owned, leased, non-owned, and hired vehicles,
used in providing services under this AGREEMENT, with a combined
single limit for Bodily Injury and Property Damage of not less than
$1,000,000 per occurrence.
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S7.3.1.3 Workers’ Compensation Insurance, if CONTRACTOR employs
others in the performance of this AGREEMENT, in accordance with
California Labor Code section 3700 and with Employer’s Liability
limits not less than $1,000,000 each person, $1,000,000 each accident
and $1,000,000 each disease.
S7.3.1.4 Professional liability insurance, if required for the professional
services being provided, (e.g., those persons authorized by a license to
engage in a business or profession regulated by the California Business
and Professions Code), in the amount of not less than $1,000,000 per
claim and $2,000,000 in the aggregate, to cover liability for
malpractice or errors or omissions made in the course of
rendering professional services. If professional liability insurance is
written on a “claims-made” basis rather than an occurrence basis,
CONTRACTOR shall, upon the expiration or earlier termination of
this AGREEMENT, obtain extended reporting coverage (“tail
coverage”) with the same liability limits. Any such tail coverage shall
continue for at least three years following the expiration or earlier
termination of this AGREEMENT.
S7.4 Other Insurance Requirements:
S7.4.1 All insurance required by this AGREEMENT shall be with a company
acceptable to County and issued and executed by an admitted insurer authorized
to transact Insurance business in the State of California. Unless otherwise
specified by this AGREEMENT, all such insurance shall be written on an
occurrence basis, or, if the policy is not written on an occurrence basis, such
policy with the coverage required herein shall continue in effect for a period of
three years following the date CONTRACTOR completes its
performance of services under this AGREEMENT.
S7.4.2 Each liability policy shall provide that County shall be given notice in writing
at least thirty days in advance of any endorsed reduction in coverage or limit,
cancellation, or intended non-renewal thereof. Each policy shall provide
coverage for CONTRACTOR and additional insureds with respect to claims
arising from each subcontractor, if any, performing work under this
AGREEMENT, or be accompanied by a certificate of insurance from each
subcontractor showing each subcontractor has identical insurance coverage to
the above requirements.
S7.4.3 Commercial general liability and automobile liability policies shall provide an
endorsement naming the County of Monterey, its officers, agents, and employees
as Additional Insureds with respect to liability arising out of the
CONTRACTOR’S work, including ongoing and completed operations, and shall
further provide that such insurance is primary insurance to any insurance or
self- insurance maintained by the County and that the insurance of the
Additional Insureds shall not be called upon to contribute to a loss covered by
the CONTRACTOR’S insurance. The required endorsement form for
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Commercial General Liability Additional Insured is ISO Form CG 20 10 11-
85 or CG 20 10
10 01 in tandem with CG 20 37 10 01 (2000). The required endorsement form
for
Automobile Additional Insured endorsement is ISO Form CA 20 48 02 99.
S7.4.4 Prior to the execution of this AGREEMENT by County, CONTRACTOR
shall file certificates of insurance with County’s contract administrator and
County’s Contracts/Purchasing Division, showing that CONTRACTOR has in
effect the insurance required by this AGREEMENT. CONTRACTOR shall
file a new or amended certificate of insurance within five calendar days after
any change is made in any insurance policy, which would alter the information
on the certificate then on file. Acceptance or approval of insurance shall in
no way modify or change the indemnification clause in this AGREEMENT,
which shall continue in full force and effect.
S7.4.5 CONTRACTOR shall at all times during the term of this AGREEMENT
maintain in force the insurance coverage required under this AGREEMENT and
shall send, without demand by County, annual certificates to
County’s Contract Administrator and County’s Contracts/Purchasing
Division. If the certificate is not received by the expiration date, County shall
notify CONTRACTOR and CONTRACTOR shall have five calendar days
to send in the certificate, evidencing no lapse in coverage during the
interim. Failure by CONTRACTOR to maintain such insurance is a default of
this AGREEMENT, which entitles County, at its sole discretion, to terminate
this AGREEMENT immediately.
S8.0 RECORDS AND CONFIDENTIALITY
S8.1 Confidentiality: CONTRACTOR and its officers, employees, agents, and
subcontractors shall comply with any and all federal, state, and local laws, which
provide for the confidentiality of records and other information. CONTRACTOR shall
not disclose any confidential records or other confidential information received from the
County or prepared in connection with the performance of this AGREEMENT, unless
County specifically permits CONTRACTOR to disclose such records or
information. CONTRACTOR shall promptly transmit to County any and all requests
for disclosure of any such confidential records or information. CONTRACTOR shall
not use any confidential information gained by CONTRACTOR in the performance of
this AGREEMENT except for the sole purpose of carrying out CONTRACTOR’s
obligations under this AGREEMENT.
S8.2 County Records: When this AGREEMENT expires or terminates, CONTRACTOR
shall return to County any County records which CONTRACTOR used or received
from County to perform services under this AGREEMENT.
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S8.3 Maintenance of Records: CONTRACTOR shall prepare, maintain, and preserve
all reports and records that may be required by federal, state, and County rules and
regulations related to services performed under this AGREEMENT.
S8.4 Access to and Audit of Records: County shall have the right to examine, monitor
and audit all records, documents, conditions, and activities of CONTRACTOR and its
subcontractors related to services provided under this AGREEMENT. The parties to
this AGREEMENT may be subject, at the request of County or as part of any
audit of County, to the examination and audit of the State Auditor pertaining to matters
connected with the performance of this AGREEMENT for a period of three
years after final payment under the AGREEMENT.
S9.0 NON-DISCRIMINATION
S9.1 During the performance of this contract, CONTRACTOR shall not
unlawfully discriminate against any employee or applicant for employment because of
race, religious creed, color, national origin, ancestry, physical disability, mental
disability, medical condition, marital status, age (over 40), sex, or sexual orientation.
CONTRACTOR shall ensure that the evaluation and treatment of its employees and
applicants for employment are free of such discrimination. CONTRACTOR shall
comply with the provisions of the Fair Employment and Housing Act (Government
Code, §12900, et seq.) and the applicable regulations promulgated thereunder
(California Code of Regulations, Title 2,
§7285.0, et seq.).
S9.2 The applicable regulations of the Fair Employment and Housing
Commission implementing Government Code, §12900, et seq., set forth in Chapter 5 of
Division 4 of Title 2 of the California Code of Regulations are incorporated into this
AGREEMENT by reference and made a part hereof as if set forth in full.
S9.3 CONTRACTOR shall include the non-discrimination and compliance provisions of
the clause in all AGREEMENTs with subcontractors to perform work under the
contract.
S10.0 OVERRIDING CONTRACTOR PERFORMANCE REQUIREMENTS
S10.1 Independent Contractor: CONTRACTOR shall be an independent contractor and
shall not be an employee of Monterey County, nor immediate family of an
employee of County. CONTRACTOR shall be responsible for all insurance
(General Liability, Automobile, Workers’ Compensation, unemployment, etc,) and all
payroll-related taxes. CONTRACTOR shall not be entitled to any employee benefits.
CONTRACTOR shall control the manner and means of accomplishing the result
contracted for herein.
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S10.2 Non-Assignment: CONTRACTOR shall not assign this contract or the work required
herein without the prior written consent of County.
S10.3 Subcontractors: CONTRACTOR assures that it will utilize small businesses whenever
possible for subcontracting in association with this AGREEMENT. Any subcontractors
hired by CONTRACTOR to perform work/services for this AGREEMENT shall
comply with all of County of Monterey requirements stated herein, including
insurance and indemnification requirements as stated herein.
S11.0 CONFLICT OF INTEREST
S11.1 CONTRACTOR covenants that it presently has no interest, and shall not have
any interest, direct or indirect, which would conflict in any manner with the
performance of services required under this AGREEMENT. Without limitation,
CONTRACTOR represents to and agrees with COUNTY that CONTRACTOR has no
present, and will have no future, conflict of interest between providing COUNTY
services hereunder and any other person or entity (including but not limited to any
federal or state environmental or regulatory agency) which has any interest adverse or
potentially adverse to COUNTY, as determined in the reasonable judgment of the
Board of Supervisors of COUNTY.
S11.2 CONTRACTOR agrees that any information, whether proprietary or not, made known
to or discovered by it during the performance of or in connection with this
AGREEMENT for COUNTY will be kept confidential and not be disclosed to any
other person. CONTRACTOR agrees to immediately notify COUNTY in accordance
with the Notices Section of this AGREEMENT, if it is requested to disclose any
information made known to or discovered by it during the performance of or
in connection with this AGREEMENT. These conflict of interest and future
service provisions and limitations shall remain fully effective five (5) years after
termination of services to COUNTY hereunder.
S12.0 COMPLIANCE WITH APPLICABLE LAWS
S12.1 CONTRACTOR shall keep itself informed of and in compliance with all federal,
state and local laws, ordinances, regulations, and orders, including but not limited to all
state and federal tax laws that may affect in any manner the Project or the performance
of the Services or those engaged to perform Services under this
AGREEMENT. CONTRACTOR shall procure all permits and licenses, pay all charges
and fees, and give all notices required by law in the performance of the Services.
S12.2 CONTRACTOR shall report immediately to County’s Contracts/Purchasing Officer,
in writing, any discrepancy or inconsistency it discovers in the laws,
ordinances, regulations, orders, and/or guidelines in relation to the Project of the
performance of the Services.
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S12.3 All documentation prepared by CONTRACTOR shall provide for a completed
project that conforms to all applicable codes, rules, regulations and guidelines that are
in force at the time such documentation is prepared.
S13.0 DRUG FREE WORKPLACE
CONTRACTOR and CONTRACTOR’S employees shall comply with the COUNTY’S
policy of maintaining a drug free workplace. Neither CONTRACTOR nor
CONTRACTOR’S employees shall unlawfully manufacture, distribute, dispense, possess
or use controlled substances, as defined in 21 U.S. Code § 812, including, but not limited
to, marijuana, heroin, cocaine, and amphetamines, at any COUNTY facility or work site.
If CONTRACTOR or any employee of CONTRACTOR is convicted or pleads nolo
contendere to a criminal drug statute violation occurring at a COUNTY facility or work
site, the CONTRACTOR shall, within five days thereafter notify the head of the
COUNTY department/agency for which the AGREEMENT services are performed.
Violation of this provision shall constitute a material breach of this AGREEMENT.
S14.0 TIME OF ESSENCE
Time is of the essence in respect to all provisions of this AGREEMENT that specify
a time for performance; provided, however, that the foregoing shall not be
construed to limit or deprive a party of the benefits of any grace or use period allowed
in this AGREEMENT.
S15.0 PERFORMANCE ASSURANCE AND WAIVER OF BREACH
S15.1 Assurance of Performance: If at any time County believes CONTRACTOR may not
be adequately performing its obligations under this AGREEMENT or that
CONTRACTOR may fail to complete the Services as required by this AGREEMENT,
County may request from CONTRACTOR prompt written assurances of performance
and a written plan acceptable to County, to correct the observed deficiencies in
CONTRACTOR’S performance. CONTRACTOR shall provide such written
assurances and written plan within ten (10) calendar days of its receipt of County’s
request and shall thereafter diligently commence and fully perform such written
plan. CONTRACTOR acknowledges and agrees that any failure to provide such
written assurances and written plan within the required time is a material breach under
this AGREEMENT. If County accepts the plan it shall issue a signed waiver.
S15.1.1 Waiver: No waiver of a breach, failure of any condition, or any right or
remedy contained in or granted by the provisions of this AGREEMENT
shall be effective unless it is in writing and signed by the party waiving the
breach, failure, right or remedy. No waiver of any breach, failure, right or
remedy shall be deemed a waiver of any other breach, failure, right or remedy,
whether or not similar, nor shall any waiver constitute a continuing waiver
unless the writing so specifies.
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S16.0 TRAVEL REIMBURSEMENT
S16.1 If travel expenses are to be reimbursed, they must be approved in writing in advance.
S16.2 If County approves travel, lodging and meal reimbursement, CONTRACTOR shall receive compensation for travel expenses as per the “Monterey County Travel and Business Expense Reimbursement Policy”. A copy of the policy is available online at: http://www.co.monterey.ca.us/auditor/pdfs/County_Travel_Business_Expense_Policy_12-5-12.pdf . To receive reimbursement, CONTRACTOR must provide a detailed breakdown of authorized expenses, identifying what was expended and when.
S17.0 EMERGENCY SITUATIONS
S17.1 CONTRACTOR shall provide the name and contact information of a representative
who shall be available 24 hours a day, 7 days a week, in the event of an emergency.
During the emergency, CONTRACTOR shall provide County with all available
supplies, materials, equipment and/or services on a priority basis.
S17.2 County expects emergency deliveries to occur within 4 hours of order placement and
may be required during evenings, weekends, and holidays. Time is of the essence for
delivery during emergency situations. Delivery location(s) and estimated arrival will be
mutually agreed upon, by County and CONTRACTOR, at time of order and will be
determined based on need and existing conditions. It is understood that current
conditions, such as power outages, road closures, and damages to CONTRACTOR's
facility and/or equipment, will be taken into consideration.
S18.0 NON-APPROPRIATIONS CLAUSE
Notwithstanding anything contained in this AGREEMENT to the contrary, if
insufficient funds are appropriated, or funds are otherwise unavailable in the budget for
County for any reason whatsoever in any fiscal year, for payments due under this
AGREEMENT, County will immediately notify CONTRACTOR of such occurrence,
and this AGREEMENT shall terminate after the last day during the fiscal year for
which appropriations shall have been budgeted for County or are otherwise available
for payments.
S19.0 BACKGROUND CHECKS
S19.1 CONTRACTOR shall be required to obtain State and Federal level criminal
background clearance(s) for all personnel required to work within County facilities that
are deemed restricted or high security, including but not limited to the Sheriff’s Office,
Probation Department, 911 Center, and District Attorney’s Office.
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S19.1.1 All CONTRACTOR personnel and any of CONTRACTOR’S
subcontractors who are to provide services which require access into
County’s jail are required to undergo fingerprinting and background checks
through the County Sheriff’s main office. CONTRACTOR shall be
responsible for all costs associated with the required background checks.
S20.0 WARRANTY BY CONTRACTOR
CONTRACTOR shall fully warrant all services it performs against poor and
inferior quality or workmanship for a period of not less than one (1) year from date of
final acceptance by the COUNTY. Time is of the essence of this AGREEMENT.
CONTRACTOR shall repair or replace any inoperable materials or equipment in a
timely manner during warranty period.
S21.0 NOTICES
S21.1 Notices required to be given to the respective parties under this AGREEMENT shall
be deemed given by any of the following means: (1) when personally delivered to
County’s contract administrator or to CONTRACTOR’S responsible officer; (2) when
personally delivered to the party’s principle place of business during normal business
hours, by leaving notice with any person apparently in charge of the office and
advising such person of the import and contents of the notice; (3) 24 hours after the
notice is transmitted by FAX machine to the other party, at the party’s FAX number
specified pursuant to this AGREEMENT, provided that the party giving notice by FAX
must promptly confirm receipt of the FAX by telephone to the receiving party’s
office; or, (4) three (3) days after the notice is deposited in the U. S. mail with
first class or better postage fully prepaid, addressed to the party as indicated below.
S21.2 Notices mailed or faxed to the parties shall be addressed as follows:
TO COUNTY: TO CONTRACTOR:
Contracts/Purchasing Officer Name
County of Monterey, Contracts/Purchasing Address
1488 Schilling Place
Salinas, CA 93901
Tel. No.: (831) 755-4990
FAX No.: (831) 755-4969
Tel. No.________________
FAX No._______________
Email__________________________________
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S22.0 LEGAL DISPUTES
S22.1 CONTRACTOR agrees that this AGREEMENT and any dispute arising from the
relationship between the parties to this AGREEMENT, shall be governed and interpreted
by the laws of the State of California, excluding any laws that direct the application of
another jurisdiction’s laws.
S22.2 Any dispute that arises under or relates to this AGREEMENT (whether contract, tort, or
both) shall be resolved in the Superior Court of California in Monterey County,
California.
S22.3 CONTRACTOR shall continue to perform under this AGREEMENT during any dispute.
S22.4 The parties agree to waive their separate rights to a trial by jury. This waiver means that
the trial will be before a judge.
--END OF SAMPLE AGREEMENT SECTION--
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EXHIBIT A – CAD EVENTS STATISTICS
CAD Events
2012 2013 2014 Total
Law
Enforcement 532963 528259 526313 529178.3
Fire 47735 46881 47952 47522.67
EMS 38223 39846 42754 40274.33
Total 620933 616999 619033 616975.3
EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX
See attached document.
EXHIBIT C –CAD FUNCTIONAL SPECIFICATIONS
See attached document.
EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX
See attached document.
EXHIBIT E – CAD INTEREFACE REQUIREMENTS MATRIX
See attached document.
EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS
MATRIX
See attached document.
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ATTACHMENT A - PRICING
Please submit a detailed budget to correspond with all tasks required to fully complete the assessment as
outlined in this RFP:
SOFTWARE - CAD
Item Quantity Price
CAD Base Application Software Lot1
CAD Base Mapping Software Lot
CAD Workstation Client
CAD Workstation Mapping
CAD Administrator/Maintenance Positions
System Administrator/File Maintenance Training
Call Taker/Dispatcher User Training
CAD Software System Integration Services2 Lot
Additional Costs (Must Provide Details)
Subtotal
SOFTWARE - LERMS
Item Quantity Price
Law RMS Base Application Software Lot
Law Accidents3
Law Activity Time Tracking
Law Alarm Billing and Tracking
Law Arrest Processing
Law Bicycle Registration
Law Booking
Law Career Criminal
Law Case Entry
Law Case Management
1 Lot quantity: Offeror to determine and provide the quantity needed to achieve the desired functionality.
2 System Integration Services includes Vendor project management, installation, travel, expenses, etc.
3 If an individual module listed in the pricing sheet is not included in the base price, include the cost for that module;
if the cost is included in the base package then indicate “included”.
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Law Investigations
Law Civil Process
Law Crime Analysis
Law Crime Reporting
Law Data Analysis
Law Gang Tracking
Law Narcotics
Law Fleet Maintenance
Law Impounded Vehicle Processing
Law Line-up/Mug Shots
Law Licenses and Permits
Law Master Location Index
Law Master Name Index
Law Master Vehicle Index
Law Orders of Protection
Law Pawn Shops
Law Personnel and Training
Law Property Processing
Law Tickets and Citations
Law Wants and Warrants
Law Asset Management and Tracking
LERMS Workstation Clients
LERMS Administrator/Maintenance Positions
LERMS System Administrator/File Maintenance
Training
LERMS User Training
LERMS Software System Integration Services4 Lot
Additional Costs (Must Provide Details)
Subtotal
4 System Integration Services includes Vendor project management, installation, travel, expenses, etc.
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SOFTWARE – FRMS
Item Quantity Price
Fire RMS Base Application Software Lot
Fire Station Activity Tracking Log5
Fire Personnel and Training
Fire RMS Permits
Fire NFIRS Reporting
Fire Master Location Index
Fire Master Name Index
Fire Master Vehicle Index
Fire Investigations
Fire Inspections
Fire Hydrants
Fire Fleet Maintenance
Fire Equipment Maintenance/Asset
Tracking/Repair and Testing
Fire RMS Workstation Clients
Fire RMS Administrator/Maintenance Positions
Fire RMS System Administrator/File Maintenance
Training
Fire RMS User Training (Train-the-Trainer)
FRMS Software System Integration Services6 Lot
Additional Costs (Must Provide Details)
Subtotal
SOFTWARE - MOBILE
Item Quantity Price
Base Mobile Application Software Lot
Law Mobile Licenses
Law Mobile CLETS/NCIC Licenses
Fire/Rescue Mobile Licenses
Mapping Mobile Licenses
AVL Mobile Licenses
5 If an individual module listed in the pricing sheet is not included in the base price, include the cost for that module;
if the cost is included in the base package then indicate “included”.
6 System Integration Services includes Vendor project management, installation, travel, expenses, etc.
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Routing Mobile Licenses
Field Reporting Application Software – Fire
Field Reporting – FRMS/NFIRS Incident - Mobile
Field Reporting – FRMS/Inspections – Mobile
Field Reporting – FRMS/Permits – Mobile
Field Reporting – FRMS/Hydrants – Mobile
Field Reporting Application Software – Law Enforcement
Field Reporting – Case Entry – Mobile
Field Reporting – Field Interviews – Mobile
Field Reporting – Civil Process – Mobile
Field Reporting – Warrant Processing – Mobile
Field Reporting – Property Intake - Mobile
Mobile Interfaces
QuickTicket/Pocket Citation Interface
Mobile System Administrator Training
Mobile File Maintenance Training - Fire/Rescue
Mobile File Maintenance Training - Law
Enforcement
Mobile User Training – Law Enforcement (Train-
the-Trainer)
Mobile User Training – Fire/Rescue (Train-the-
Trainer)
Field Reporting System Administrator Training
Field Reporting File Maintenance Training -
Fire/Rescue
Field Reporting File Maintenance Training - Law
Enforcement
Field Reporting User Training - Law Enforcement
(Train-the-Trainer)
Field Reporting User Training - Fire/Rescue (Train-
the-Trainer)
Mandatory Software System Integration Services7 Lot
Additional Costs (Must Provide Details)
Subtotal
7 System Integration Services includes Vendor project management, installation, travel, expenses, etc.
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SOFTWARE – Required Interfaces CAD
Item Quantity Price
Primary Interfaces
Mobile Automatic Vehicle Location (AVL)
Interface
NextGen 9-1-1 Interface
CLETS/NCIC Interface
RMS Interface
Master Clock Interface
TDD/TTY Interface
Additional Interfaces
CAD2CAD Interface
Mobile messaging Interface (SMS)
Electronic Patient Care Report (ePCR) Interface
Pre-Arrival Instruction Interface
Hospitals Interface
Data Repository (First Watch, Pulsepoint, RMS,
etc)
Hazardous Materials Interface
WebEOC Interface
Locational Systems Interfaces
GIS Interface
Mobile Mapping Interface
Real-Time Mapping Interface
System Status Management Interface
ESRI to CAD/MDC Data Conversion Training
Software
Hardware
Database Maintenance
Administration Interfaces
Push-to-Talk Interface
Resource Scheduling System Interface
Communications Interfaces
Internet Call Generation Interface
Text /Alpha Numeric Paging Interface
Tone Alerting Interface
Alarms Tracking and Billing Interface
Public Awareness Messaging Interface
Required Interface Software System Integration
Services8
Lot
Additional Costs (Must Provide Details)
8 System Integration Services includes Vendor project management, installation, travel, expenses, etc.
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Subtotal
SOFTWARE – Required Interfaces Other
Item Quantity Price
Civil Court Paper System Interface
Local Law Enforcement Information Exchange (LiNX)
Interface – LERMS
CLETS/NCIC for LERMS
Regional Pawn Database (RAPID) Interface
Traffic Reporting Electronic Data Systems (TREDS)
Interface
Property Room Bar-coding – Asset Management -
Law
Property Room Bar-coding – Asset Management –
Fire/Rescue
Property Room Bar-coding – Evidence
Electronic Signature Interface
Required Interface Software System Integration
Services9
Additional Costs (Must Provide Details)
Subtotal
SOFTWARE – Optional Modules and Interfaces
Item Quantity Price
CAD Site License Lot
Mapping Site License Lot
Law RMS Site License Lot
Fire RMS Site License Lot
CAD2CAD Interface
Situational Awareness Interface
On-scene Incident Command Interface
Alarm Monitoring Interface
9 System Integration Services includes Vendor project management, installation, travel, expenses, etc.
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Law Enforcement Dispatch Protocol Software Interface
Fire Dispatch Protocol Software Interface
Emergency Notification System (ENS) Interface
WebEOC Interface
Facility Management Interface
Fleet Maintenance Interface
Forms/Report Writing Tool Interface
Optional Software and Interface System Integration
Services10
Lot
Additional Costs (Must Provide Details)
Subtotal
HARDWARE - Needed for the SYSTEM SOFTWARE
Item Quantity Price
CAD Servers Lot
CAD Workstations Lot
Law RMS Servers Lot
Fire RMS Servers Lot
Mobile Servers/Switch Lot
Network Switches/Routers Lot
Cabinets/Racks Lot
Hardware needed for Interfaces (list appropriate
interface)
Hardware System Integration Services - System
Software11
Additional Costs (Must Provide Details)
Subtotal
10
System Integration Services includes Vendor project management, installation, travel, expenses, etc. 11
System Integration Services includes Vendor project management, installation, travel, expenses, etc.
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HARDWARE - Needed for the OPTIONAL SOFTWARE
Item Quantity Price
Server(s) Lot
Routers/Switches Lot
Cabinets/Racks Lot
Hardware System Integration Services – Optional
System Software12
Additional Costs (Must Provide Details)
Subtotal
CONVERSION SUPPORT
Item Quantity Price
Conversion Analysis and Assessment Lot
Hourly Rate for Conversion Engineering Support
Additional Maintenance Costs (Must Provide Details)
Subtotal
SYSTEM MAINTENANCE – System Software
Item Quantity Price
1st Year Maintenance 24x7 Maximum 4 Hour Response Lot
2nd
Year Maintenance 24x7 Maximum 4 Hour
Response Lot
3rd
Year Maintenance 24x7 Maximum 4 Hour
Response Lot
4th
Year Maintenance 24x7 Maximum 4 Hour Response Lot
5th
Year Maintenance 24x7 Maximum 4 Hour Response Lot
Additional Maintenance Costs (Must Provide Details)
Subtotal
12
System Integration Services includes Vendor project management, installation, travel, expenses, etc.
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SYSTEM MAINTENANCE – Optional Modules and Interfaces
Item Quantity Price
1st Year Maintenance 24x7 Maximum 4 Hour Response Lot
2nd
Year Maintenance 24x7 Maximum 4 Hour
Response Lot
3rd
Year Maintenance 24x7 Maximum 4 Hour
Response Lot
4th
Year Maintenance 24x7 Maximum 4 Hour Response Lot
5th
Year Maintenance 24x7 Maximum 4 Hour Response Lot
Additional Maintenance Costs (Must Provide Details)
Subtotal
HARDWARE EXTENDED WARRANTY/MAINTENANCE System Software
Item Quantity Price
Server Hardware Support and Maintenance (3 Years) Lot
Workstation Hardware Support and Maintenance (3
Years) Lot
Server Hardware Extended Warranty (3 Years) Lot
Workstation Hardware Extended Warranty (3 Years) Lot
Additional Maintenance Costs (Must Provide Details)
Subtotal
HARDWARE EXTENDED WARRANTY/MAINTENANCE Optional Modules and
Interfaces
Item Quantity Price
Server Hardware Support and Maintenance (3 Years) Lot
Workstation Hardware Support and Maintenance (3
Years) Lot
Server Hardware Extended Warranty (3 Years) Lot
Workstation Hardware Extended Warranty (3 Years) Lot
Additional Maintenance Costs (Must Provide Details)
Subtotal
End Attachment A - Pricing
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RFP SIGNATURE PAGE
COUNTY OF MONTEREY RFP 10522
CONTRACTS/PURCHASING DIVISION ISSUE DATE: August 20, 2015
RFP TITLE: Computer-Aided Dispatch (CAD) with optional Records Management System (RMS) Replacement
PROPOSALS ARE DUE IN THE OFFICE OF THE CONTRACTS/PURCHASING
OFFICER BY
3:00 P.M., LOCAL TIME, ON OCTOBER 1, 2015
MAILING ADDRESS:
COUNTY OF MONTEREY
CONTRACTS/PURCHASING OFFICE
1488 SCHILLING PLACE
SALINAS, CA 93901
QUESTIONS ABOUT THIS RFP SHOULD BE DIRECTED TO
TOM SKINNER, [email protected], (831) 784-5791
CONTRACTOR MUST INCLUDE THE FOLLOWING IN EACH PROPOSAL (1 original plus 9 copies):
ALL REQUIRED CONTENT AS DEFINED PER SECTION 8.1 HEREIN
This Signature Page must be included with your submittal in order to validate your proposal.
Proposals submitted without this page will be deemed non-responsive.
CHECK HERE IF YOU HAVE ANY EXCEPTIONS TO THIS SOLICITATION.
CONTRACTOR MUST COMPLETE THE FOLLOWING TO VALIDATE PROPOSAL
I hereby agree to furnish the articles and/or services stipulated in my proposal at the price quoted, subject to the instructions and
conditions in the Request for Proposal package. I further attest that I am an official officer representing my firm and authorized with
signatory authority to present this proposal package.
Company Name: ______________________________________________________ Date _________________
Signature: ________________________________ Printed Name: _____________________________________
Street Address: _____________________________________________________________________________
City: ___________________ State: ______ Zip: ______________
Phone: ( ) ____________________ Fax: ( ) ________________ Email: ___________________________
License No. (If applicable): _____________________________
License Classification (If applicable): _____________________________________