rfq / rfp template · 2018. 8. 13. · cad & lerms replacement project page 5 of 22 rtaa...

Reno-Tahoe Airport Authority

Reno NV

RFP #18/19-02

Qualified Software Vendors Integrated Public Safety

Information Management Solution CAD & LERMS Replacement Project

Reno-Tahoe Airport Authority Reno-Tahoe International Airport

RFP from Qualified Software Vendors #18/19-02 CAD & LERMS Replacement Project Page 1 of 22

REQUEST FOR PROPOSAL INTEGRATED PUBLIC SAFETY INFORMATION MANAGEMENT SOLUTION

CAD AND LERMS REPLACEMENT PROJECT #18/19-02

1. PURPOSE

The Reno-Tahoe Airport Authority (RTAA) has issued this Request for Proposals (RFP) with the sole purpose and intent of obtaining proposals from interested and qualified software vendors offering to provide a fully integrated Computer Aided Dispatch, Mapping GIS, Law Enforcement Records Management, and Field Reporting System.

The RTAA is soliciting sealed proposals from qualified software vendors to plan, install, and provide implementation, training and testing services for an integrated Computer Aided Dispatch (CAD) and Law Enforcement Records Management System (LERMS) on behalf of the Airport Police Department (APD), the Airport Communications Center (AirComm), and other public safety entities as noted within. The proposer will hereinafter be referred to as the “Consultant.” The CAD and LERMS replacement project will be a multi-department solution that will provide enhanced information sharing and the potential to greatly improve the overall effectiveness of each of the stakeholder’s organizations. A complete system can facilitate this for the RTAA stakeholders by improving integration, analysis, and dissemination of information both within and across RTAA organizations.

If awarded, a contract to provide these services will be effective on the date a contract is approved by the RTAA Board of Trustees, signed by all required parties and filed with the Manager of Purchasing and Materials Management.

As is more fully explained in Section 16, Evaluation Criteria of this RFP, an award, if made, will be made to the best overall Consultant(s) whose proposal is most advantageous to the RTAA, taking into consideration the evaluation factors set forth in this RFP. The RTAA reserves the right to not award a contract for any work herein; issuance of this RFP solicitation does not guarantee any subsequent award.

2. RTAA BACKGROUND

The RTAA is a quasi-municipal corporation created by the Nevada State Legislature and began operation on July 1, 1978. The act creating the RTAA provides that it will serve a public use and will facilitate safe and convenient air travel and transport to and from the Reno-Tahoe area. The nine-member Board of Trustees that governs the RTAA is appointed by local public entities. The RTAA is an independent entity that is not part of any other unit of local government and does not use local property or sales tax revenue to fund its operation.



The RTAA owns, and operates the Reno-Tahoe International Airport (RNO) and the Reno-Stead Airport (RTS). According to the latest available Federal Aviation Administration (FAA) statistics, RNO is the 66th busiest commercial passenger airport in the nation. RNO also has a vibrant general aviation community. As defined by the FAA, RNO is a small hub Part 139 commercial service airport, and serves almost 4 million origination and destination (O&D) passengers annually. RNO is home to the following passenger air carriers: Alaska, Allegiant, American, Delta, Frontier, JetBlue, Southwest, United, and Volaris Airlines. RNO also has substantial cargo activity with three major air cargo carriers: FedEx, DHL, and UPS. RTS is a general aviation reliever airport with over 5,000 acres that is home to approximately 100 based aircraft, the Reno National Championship Air Races, a Federal Aviation Administration designated Unmanned Aircraft System (UAS) test range, and the Nevada Institute of Autonomous Systems’ Nevada Unmanned, Autonomous & NextGen Collaborative Environment (NUANCE) Center that is connected to the National Aeronautics and Space Administration (NASA). In addition, the RTAA has a Master Development Agreement to develop vacant land into an aviation-centric business park. Both airports have Nevada National Guard bases on the airport. Together, the RTAA’s airports are powerful economic engines that have an estimated $3.1 billion annual economic impact on the local economy, and generate over 24,700 jobs.

The RTAA operates and does its financial reporting on a Fiscal Year (FY) basis that begins on July 1 of each year and ends on June 30 in the following year. For example, FY 2018/19 represents the period of July 1, 2018 to June 30, 2019.

The background information provided in this section is intended only to give prospective respondents a brief familiarization with the RTAA and its Airports. The information shown herein has been obtained from sources considered to be reliable. However, the RTAA and its directors, officers, employees, agents, and contractors are not liable for the accuracy of the information or for its use by respondents. Respondent must independently evaluate circumstances and conditions that may affect its response and its ability to provide the required services as detailed in Section 3, Scope of Services, below.

3. RTAA PUBLIC SAFETY OVERVIEW

The RTAA operates a communication center for its Police/Security and Fire agencies as well as communications services to the broader airport community such as maintenance groups, administration, and airfield operations.

The Airport Communications Center (AirComm) serves as the telecommunications and dispatch operations center for the delivery of all Fire/Rescue/EMS, Police and Security services to the patrons and employees of the Reno Tahoe Airport. AirComm operates a seven-digit emergency number and does not have a 911 number with the call information/call management tools of a typical 911 PSAP. AirComm handles emergency and non-emergency calls from the public, the airlines, airport tenants, and various airport department employees within the Airport environment.

The Airport Police Department (APD) is a stand-alone law enforcement agency which provides both law enforcement and security services for the RTAA. Further descriptions can be found under the Section 4, RTAA Project Team and Stakeholders.



The Airport Fire Department (AFD) is an Aircraft Rescue and Firefighting (ARFF) fire department whose primary responsibility is to respond to airfield emergencies. The AFD are a non-transport, treatment only organization. Further descriptions can be found under Section 4, RTAA Project Team and Stakeholders.

4. RTAA PROJECT TEAM AND STAKEHOLDERS

The key stakeholders within the Public Safety and Operations Division of the RTAA are committed to working collaboratively on this effort and have established an evaluation and implementation team that supports this project. Representatives of each of the stakeholder departments are listed here.

AIRPORT COMMUNICATIONS CENTER (AIRCOMM)

The AirComm dispatch center serves as the telecommunications center for the delivery of Fire/EMS and Police/Security Services for the entire RTAA, its passengers, and tenants. Most emergency calls are received on an airport designated number. There are 911 calls from the public which are handled by Reno emergency (E911) PSAP and calls related to the airport are subsequently transferred by telephone to AirComm for first responder dispatching.

AirComm is staffed 24 hours a day / 365 days a year by 9 personnel who are responsible for answering incoming phone calls, collecting pertinent information, and processing all emergency and non-emergency requests for first responder services. The entire process is supported by a commercially available off the shelf computer aided dispatch system and a Motorola radio system as well as various camera, alarm, access control, and security systems to monitor safety throughout the RTAA.

AirComm also provides radio and dispatch services for non-emergency airport support activities such as building maintenance, custodial services, airfield maintenance, and administration.

AIRPORT POLICE DEPARTMENT (APD)

APD is a stand-alone law enforcement agency which provides services for the RTAA. The police department is staffed by a Chief of Airport Police with a police operations division of 22 sworn members and a security division staffed by a civilian manager and 17 civilian personnel. The members of the department fulfill the following public safety functions: patrol, traffic, parking control, canine unit, police records, investigations, training, internal affairs, crime analysis, evidence, intelligence, and liaison with the Transportation Security Administration and support all TSA airport security directives.

APD performs many law enforcement duties and responsibilities common to a municipal law enforcement agency, including:

• Patrolling the airport environment on foot, bicycles, and vehicles to deter or prevent crime

• Make probable cause arrests

• Conduct investigations in such areas as larcenies, fraud, narcotics, weapons offenses, domestic disturbances, and fights to identify a few of the crimes experienced in the airport



• Traffic control and parking control near the building and premises including crash investigations and disabled/abandoned vehicles

• Property and evidence management

• Crowd control

• Police escorts

• Welfare and safety checks

• Enforcement of FAA and TSA security and safety regulations

• Animal complaints

• Assisting citizens

APD officers and Security Specialists are the primary responders that support the passenger and baggage screening mission of the Transportation and Security Administration (TSA) and their screening efforts. APD personnel have a unique public safety enforcement responsibility base on policing requirements supporting various airport operations:

• Airfield access and security

• Airport parking garage and parking lot inspections

• Secure and non-secure airport facility inspections and checks

• Aircraft accidents

• Injured patrons and employees

• Gate, parking, and fire alarm responses

• Lost and found

• Security violations

• Security breaches

• Securing prohibited items

APD contributes to and uses several regional, state, and national databases. These databases are routinely used to query information or to report on incidents and activities at the RTAA. The Nevada Criminal Justice Information System (NCJIS) is a primary source for APD queries. The Communications Specialists, who act as dispatchers, in AirComm uses a stand-alone National Criminal Information Center (NCIC) terminal that is not connected to the APD system.

AIRPORT FIRE DEPARTMENT (AFD)

The Aircraft Rescue and Firefighting (ARFF) fire department’s primary responsibility is to respond to airfield emergencies. AFD has one fire station that is staffed with career firefighter personnel, who are trained in structural firefighting, ARFF, and Basic Life Support (BLS) for initial medical responses. The AFD are a non-transport, treatment-only organization, which provide support to the City of Reno and Sparks by mutual aid agreement and utilizes Regional Emergency Medical Services Authority (REMSA) for patient transport and Advanced Life Support (ALS) ambulance services.



RTAA TECHNOLOGY & INFORMATION SYSTEMS (TIS)

The RTAA has TIS staff which consists of a Chief Information Officer (CIO), a Project manager, three full-time Network Administrators, an application specialist and a full time telecom specialist. The RTAA TIS staff partner with contracted IT services to assist as needed. To assist the RTAA with resource planning for the CAD and LERMS replacement project, prospective Consultants should identify the anticipated scope of activities to be supported by TIS staff in their proposal response.

RTAA SUPPORT DEPARTMENTS

In addition to supporting the core mission of dispatching first responders for public safety incidents, AirComm also manages incoming calls for non-emergency services that do not require a law enforcement or fire personnel response. These activities support the objective of creating, maintaining, or restoring the RTAA physical environment to ensure the safety of RTAA employees and/or patrons. AirComm coordinates response to non-emergency requests for airport services and citizen assistance depending on the nature of the response required, such as:

• Air Operations (active coordination and support for all air carriers and aircraft)

• Customer Service (Lost and Found – items collected, catalogued, customer retrieval and abandonment)

• Airfield Maintenance (safety and support – Hazardous Conditions Response)

• Landside Operations (parking – lost/abandoned/inoperable vehicles)

• Building Maintenance (malfunctioning systems, escalators, elevators, hazards, leaks, etc.)

• Custodial Services (safety and support – spills, other hazards)

5. PROJECT BACKGROUND

The AirComm Center is the non-emergency and emergency center for the RTAA serving police, security, fire, air operations, and various other departments within the RTAA. The center has evolved from using simple retail computer applications to commercial off the shelf systems (COTS), provided initially by ARMS and most currently by CAPERS Software, to provide an efficient CAD and LERMS solution. The existing contract with CAPERS will expire in August 2019.

In 2018, with a commitment from the RTAA executive leadership and budget allocated by the Board of Trustees, approval has been granted to improve interdepartmental interoperability and effective communication by replacing the existing CAD and LERMS system that provides shared access to all the RTAA departments and meets the collective needs of our stakeholders.

The following table provides a general overview of the AirComm Center’s current technology environment and applications. This section is for information only and does not imply or represent a preference or requirement for any one platform or technology for the CAD and LERMS systems. Consultants should review this and confirm the fit for their products with existing systems or provide guidance on the optimal technical environment (products and applications) for their CAD and LERMS product suite.



The RTAA is currently planning a major upgrade to our current AirComm including the facility and IT infrastructure. The current communications room and workstations will be replaced with all new equipment in 2019. Currently those specifications have not been established. We are considering a virtual machine for each work station to replace current standalone computers with large HD monitors. Software and OS currently include Windows 7, Adobe, MS Office Suite, Mozilla Firefox, and Google Chrome. Since the CAD and LERMS applications are mission-critical systems, part of the overall center upgrade includes this RFP.

Table 1-1 AirComm Center Technology and Applications

System Software Vendor / Product Comments

Phones Avaya No plans to Replace

CAD and LERMS CAPERS Software To be replaced

Radio Console Harris Symphony New System

Access Control Lenel On Guard Series No plans to replace

Fire Alarm System Fireworks No plan to replace

Security Surveillance Genetec Security Center Series No plans to replace

TTY/TDY System Ultratec No plans to replace

Voice Recorder VPI Empower No plans to replace

Video Recorder Dell Network Video Recorders No plans to replace

Mass Notification Everbridge and SNOM No plans to replace

Public Address System Innovative Electronic Designs Part of current contract to replace FIDS / PA system (complete by January 2019)

6. SCOPE OF PROJECT

CAD AND LERMS REPLACEMENT PRIORITIES

The RTAA CAD and LERMS Replacement Project has three core mandates:

1. Replace the current Police/Security and Fire/EMS CAD and LERMS software suite with a more flexible system that meets the needs of the RTAA’s public and non-public safety requirements.

2. Implement solutions designed to meet Federal and State Uniform Crime Reporting and Information Based Reporting System (UCR/IBRS) Standards using modern information technology standards and protocols.



3. Develop integrated and flexible solutions with CAD and LERMS system interfaces that promote operational efficiency and collaboration across public safety departments.

From the above core mandates, the RTAA has identified the primary objectives for the CAD and LERMS as follows:

• Enhance the safety of Police/Security and Fire Rescue first responders

• Reduce the overall response times

• Enhance the reliability, accuracy, and quality of data

• Streamline the current workload and burden placed on Communications Specialists

• Improve the reporting and incident case management tools

• Improve the coordination of operations, police, security, fire and EMS resources

• Improve the cost effectiveness of operations

• Improve the interoperability of available applications. Funding for the project has been approved, but dollar amount will not be disclosed as the RTAA requires the Consultant to recommend a solution that best suits the needs of RTAA based on the specifications as described herein.

GENERAL REQUIREMENTS

CORE APPLICATIONS

The core software applications needed to meet the requirements of this RFP are as follows:

• Combined LE/Fire/EMS CAD adaptable to security functions

• Single-Jurisdictional Law Enforcement Records Management

• Field-Based Reporting

CAD AND LERMS INTERFACES

The following interfaces will be needed for interoperability requirements:

• Interface from CAD to Zoll Fire RMS for fire and medical services information

• Full National Crime Information Center (NCIC) integration

• Brazos E-Citation and Crash Software

OPTIONAL INTERFACES

The following interfaces are desired for further interoperability and to reduce Communications Specialists workloads which may require customization which is beyond the market focus for some software vendors:

• Interface between CAD and the current access and security control systems, Genetec software module.

• Interface between LERMS and Brazos Citation / Crash Reporting system



• Interface between CAD and the current alarm system, Genetec software module.

LIMITATIONS AND PROJECT EXCLUSIONS

Consultants for the RTAA’s CAD and LERMS replacement systems are encouraged to align proposed products and services with the core requirements identified in this solution. The RTAA also encourages prospective Consultants to include optional tools and applications not specifically identified as a core requirement for the RTAA to maximize the benefit and use of Consultant’s CAD and LERMS products with the following exclusions:

AFD Record Management System (RMS): AFD currently uses a standalone system, Zoll Fire RMS, for its incident reporting needs. There are no plans to replace it.

Emergency Medical Dispatching (EMD)/Pre-Arrival Systems: The Dispatch Center is a small 4-seat operations’ center and Communications Specialists do not provide pre-arrival instructions for medical incidents; therefore, an interface to an emergency medical dispatch program is not required and not requested as an optional application.

Electronic Patient Care Reporting (ePCR) Systems and Fire Records Management: AFD medical first responders use software and tablets to document fire calls and patient information, and will be using a stand-alone ePCR solution that will link with the Zoll Fire RMS system. No Fire/EMS records management system or ePCR products/tools are required or requested as optional products/solutions.

PROJECT TEAM AND TIMELINE

The RTAA Operations and Public Safety Department has established an evaluation and implementation team for this project with a project manager who will oversee completion of this project. The project manager will provide overall direction of the project, act as a liaison with the selected Consultant, and will manage the project schedule, the implementation of the system and the acceptance of the deliverables.

The RTAA requests prospective Consultants to submit an overview of major milestones and proposed timeline is required in the form of a Gantt chart. A more detailed replacement chart and timeline will be negotiated and revised as needed with the selected Consultant.

7. PREFERRED MINIMUM QUALIFICATIONS

While the RTAA will review all submitted RFPs, the following minimum qualifications are preferred:

1. A proven CAD and LERMS solution successfully implemented and employed by public safety organizations similar in size and scope of operations to the RTAA.

2. A minimum of three (3) years of experience providing a full cycle of public safety system implementation from design through implementation, including transition planning and training delivery.



3. A highly qualified and experienced project management team including subject matter experts,

technicians and support personnel to support the RTAA CAD and LERMS replacement project.

8. RFP COMMUNICATIONS AND INQUIRIES

Interested parties must direct all communications regarding this RFP to the Purchasing Manager.

Purchasing Manager: Holly Luna, [email protected]

Interested parties regarding this RFP must use the Nevada Government eMarketplace (NGEM) website at: https://nevada.ionwave.net/Login.aspx. If interested in this opportunity, the Consultant must first register in the NGEM Supplier System to enable the download of these solicitation documents as well as receive future RFP/RFQ solicitations. Supplier Registration profiles will be shared with all participating government entities.

Communications from prospective Consultant (including the firm’s employees, representatives, agents, lobbyists, attorneys and sub-consultants), such as in person, by telephone, voice-mail, electronic mail, facsimile or any other means, to any Trustee, officer, agent or employee of the RTAA, other than the authorized representatives identified above, are strictly prohibited. Except for inquiries directed through the authorized representatives identified above, the RTAA, through its officers and employees, will neither meet nor otherwise communicate individually with prospective Consultants. The RTAA may, at its sole discretion, disqualify any Consultant who fails to observe this requirement.

9. SCHEDULE

All dates are subject to change. Should dates change, the RTAA shall notify prospective Consultants via written addendum. The RTAA is not responsible for costs or losses incurred by any Consultant due to date changes. A proposal may be withdrawn by written notice provided such notice is received prior to the date and time set for the proposal opening. The RTAA reserves the right to hold proposals for 120 calendar days from the date of the opening before awarding or rejecting said proposals.

EVENT DATE

RFP Release via NGEM Website (Section 10) August 10, 2018

Pre-Submittal Meeting [ OPTIONAL] 10:00 AM (PST), August 24, 2018

Written Questions Due to RTAA September 5, 2018

RTAA Written Responses Posted to NGEM Website (Section 10)

September 14, 2018

mailto:[email protected]

https://nevada.ionwave.net/Login.aspx



EVENT DATE

Addendum(s) Posted to NGEM Website by RTAA [if required]

September 19, 2018

RFP Submittal Due Time and Date 2:00 PM (PST), October 3, 2018

Internal Review of Proposals Completed October 8 – 12, 2018

Notification of Shortlist [tentative & if required] October 15, 2018

Interview of Short-Listed Consultants (as needed and determined by the RTAA)

October 29 – November 2, 2018

Consultant Recommendation and Negotiation of Contract [tentative]

November 5 – 16, 2018

Rejection Notification to Unsuccessful Candidates

November 19, 2018

Memos Written / Board Back-up Due November 22, 2018

RTAA Committee Meeting Presentation December 11, 2018

RTAA Board of Trustees Meeting/Award Consideration

December 13, 2018

10. PRE-SUBMITTAL MEETING & ON-SITE VISIT

Proposers are encouraged to attend the pre-submittal conference as announced in the advertisement for proposals. This is a non-mandatory meeting; therefore proposal submission will not be contingent upon attendance at this meeting.

A ☒non-mandatory ☐mandatory pre-bid conference will be held on August 24, 2018 commencing promptly at 10 a.m., and will be held at the RTAA’s administration conference rooms A/B. Consultants’ attendance for the Pre-bid conference is not required to be eligible to submit a proposal. However, all prospective Consultants are strongly encouraged to attend as this will be the only pre-bid conference for this solicitation. Upon request the RTAA will arrange a call-in telephone number for interested Consultants to attend remotely.

The purpose of the pre-bid conference is to allow an open forum for discussion and questioning with RTAA staff regarding the RFP with all prospective Consultants having an equal opportunity to hear and participate. Oral questions will receive oral responses, neither of which will be official, nor become part of the RFP. Only written responses to written questions will be considered official, and will be included as part of the RFP as an addendum. Written questions may be submitted directly to Holly Luna or through the NGEM website (refer to Section 8, RFP Communications and Inquiries).

Consultants shall carefully examine the proposal form, and any plans, specifications, attachments, special instructions, contract forms, and terms and conditions of the RFP for the project work herein.



Failure to do so will be at the Consultant’s risk. It shall be assumed that the Consultant has investigated and is satisfied as to the conditions to be encountered for performing the work relating to the character, quality, and quantities of work to be performed and materials to be furnished. It is mutually agreed that submission of a proposal shall be considered conclusive evidence that the Consultant has made such examination and is satisfied with all the conditions and contingencies. The Consultant shall submit a statement in the Cover Letter (Section 12, Submittal Requirements) attesting to this examination or to their culpability.

11. PREPARATION OF THE RFP

The Consultant shall examine all attachments, special instructions, and terms and conditions of the RFP. Failure to do so will be at the Consultant’s risk. Any discrepancies, irregularities or lack of clarity in the RFP should be brought to the attention of the RTAA Purchasing and Materials Management Division for correction or clarification.

Any addenda issued shall become an integral part of the RFP. The Consultant shall be required to acknowledge receipt of it by signing and returning an Attachment A, Consultant’s Certification and Acknowledgement of Addenda listing any issued addenda, if issued, with the original RFP submittal.

In the space provided on Attachment A, Consultant’s Certification and Acknowledgement of Addenda, a duly authorized representative of the proposing firm shall sign the RFP document and any addenda issued in blue or black ink.

All RFPs shall be submitted in a form and manner as indicated in this solicitation. Any RFP that is not submitted in a form and manner indicated by this solicitation or that contains information, statements, conditions, or qualifications that place conditions or qualifications on the RFP submittal for purposes of making an award, or that alter any terms, conditions, specifications, or format that had not previously been approved by written addendum issued by the RTAA Purchasing and Materials Management Division, or that does not meet legal requirements, shall be declared as a qualified, conditional, or non-responsive submittal and shall be rejected without further consideration. Any response that does not fully respond to and comply with all of the detailed terms, conditions, specifications or any requests for information including the execution of any resulting contract may be declared non-responsive by the RTAA and rejected without further consideration. The RTAA shall not be responsible for errors or omissions of the Consultant.

The completed forms should be without interlineations, alterations, or erasures unless the signatory initials such.

12. SUBMITTAL REQUIREMENTS

Consultants are required to submit eight (8) printed copies of their response and an electronic copy on a flash drive. One (1) should be marked “ORIGINAL” and the other seven (7) marked “COPY.” All documents required to be submitted shall be enclosed in a sealed envelope marked “RFP Submittal –



CAD and LERMS Replacement Project, #FY18/19-02” followed by the name and address of the Consultant and the due date and time for receiving RFP responses. Consultants shall submit their RFP only upon the forms provided with all items filled out, the original signatures of all authorized persons required to sign, and shall be typed or written in blue or black ink. The completed form should be without interlineations, alterations, or erasures unless the signatory initials such.

Consultants shall submit their RFP on 8 1/2 x 11" pages, using a minimum 11-point font, single-spaced formatting. Proposals shall be stapled, comb bound, or presented in a three-ring binder. Proposals shall be indexed, clearly labeled, and tabbed in the same order as denoted in the guidance listed below.

The maximum total number of pages allowed is provided below in each section with a combined submittal total of thirty (30) pages. If pages are double-sided, each side will count as one (1) page. Tabbing pages for indexing purposes are not included in the page limitations. All proposals and accompanying documentation will become the property of the RTAA and will not be returned.

RFP submittals are to address the items requested below in the order presented. Conformation, accuracy, completeness, legibility and coherency of the submittal and responses to the RFP document and instructions will be taken into consideration in the evaluation process.

A. Submittal Cover Page (Page Limit = 1 page)

B. Index (Page Limit = 1 page)

C. Cover Letter (Page Limit = 2 pages) • Include the legal name of the Consultant • Clearly identify the single contact person with title, email address, mailing address and

phone number • Identify any real or perceived conflicts of interests, inclusive of the prime, Sub- Consultant(s)

and key staff members • Include a statement of proposing Consultant’s understanding of Section 10, Pre-submittal

meeting & On-Site Visit • Include a statement of proposing Consultant’s understanding of Section 20, Substitution of

Sub-Consultants or Project Team Members • Provide a short summary of the Consultant’s expression of interest and capability to

perform the work requested as outlined in Section 6, Scope of Project • A duly authorized officer, employee, or agent of the Consultant must sign the cover letter

D. Consultant Overview (Page Limit = 1 page)

• Provide an overview of the Consultant, including: o The size of the Consultant (number of employees / branches, etc.) o Years in business under current company name



o A summary of the corporate background, demonstrating longevity and financial stability o Specify the number of years the Consultant has been in the public sector software

business; provide comparison of public sector versus private sector for number of clients

o Indicate if the Consultant (or Public Safety division/segment) has incurred an annual operating loss in the last 5 years

o Indicate if the company (or Public Safety division/segment) has had a workforce reduction during the past 5 years; if so, provide details regarding workforce reductions: percentage of workforce, areas or segments of business affected, senior management team changes, etc.

o Location and size of the corporate headquarters o Location and size of the North American branch offices at which work may be

performed o Clearly indicate which office will have the primary responsibility for providing these

services and/or execution of the work

E. Sub- Consultants and Vendors (Page Limit = 3 pages) • If team consists of multiple firms, identify which Consultant will lead, and if applicable, and

which firm(s) will act as a Sub- Consultant(s) • If team consists of multiple firms, describe prior working relationship(s) • Identify major areas of work that lead Consultant would utilize Sub-Consultants as part of

the final team • Identify each Sub-Consultant and describe all relevant work conducted by each Sub-

Consultant (by individual firm) in the last five (5) years, which involved the types of components listed in the Scope of the Project

• Include a list of three (3) references for each Sub-Consultant with the name of the client/agency, contact name, e-mail address and phone number; the RTAA may not be used as a reference

F. Team: Experience, Qualifications & Past Performance (Page Limit = 6 pages)

• Identify the team members who will be assigned to this RFP (including working titles, degrees, certificates, licenses and technical expertise); describe the roles and responsibilities of each team member and why each team member is critical to the success of the overall contract; demonstrate team’s ability to commit necessary resources to the scope identified in this RFP

• Describe the team’s experience in providing the services being requested in this RFP • Provide an organizational chart demonstrating the relationships and hierarchy of the team

described above; identify team members by name, position, and discipline; also identify key back-up personnel

• Include resumes of key team members; this requirement will not count against page limitations, but is limited to one single-sided page per individual resume



• Describe how the Consultant meets the preferred qualifications listed in Section 6, Scope of Project; RTAA prefers that the Consultant be able to demonstrate that it has furnished Computer Aided Dispatch, Field Reporting, Records Management Systems, Training Management Systems, Property Systems, Materials, as well as training and implementation services for at least the last three years

• Include a list of five (5) client references, two (2) of which must be airports, for the Consultant in the following format (the RTAA may not be used as a reference; references of similar size and type of operations is preferable)

o Agency Name o Agency Type (police communications, public safety, airport communications, etc.) o Agency Size (population served) o Project description o Indicate the length of the relationship for CAD / LERMS o Point of Contact information:

Name Title Telephone Number Email address

G. Implementation: Detailed Work Plan (Page Limit = 8 pages)

• Define the proposed product(s) and provide concise overview of the proposed system as well as narrative descriptions of the proposed software applications

• Provide a narrative response describing the approach and resources needed to implement the proposed software

• Provide an initial project schedule including key activities and proposed milestones in the form of a CPM Gantt chart for review by the RTAA to be utilized as the basis for managing the project timeline; this page may utilize legal-sized paper without penalty, if needed; include a statement of Consultant’s understanding of the 12-14 month required implementation period (refer to Section 2.2 of Attachment D)

• Provide a testing plan by providing an outline of the proposed test and commissioning plan and key success factors

• Provide a training plan that addresses groups, duration, material, and level of detail; if possible, include a sample training plan marked “SAMPLE”; this requirement will not count against page limitations

• Summarize the key issues and challenges related to the successful implementation of this project and why proposing Consultant / team is best suited to provide these services

H. Support and Quality Assurance (Page Limit = 5 pages)

• Describe how Consultant measures client satisfaction for software applications and client service and support



• Describe Consultant’s service and support philosophy, how it is carried out, and how success is measured

• Describe how Consultant will provide ongoing services and support, such as a toll-free 24x7 client service number, annual training classes, online client service web site and online software maintenance o If support is provided by a third party, provide a thorough description of the company

including its location, number of support personnel, and total number of current clients they support

• Provide a thorough description of help desk services including dial-in, web support and ongoing maintenance

• Provide a thorough description of how the Consultant provides services and troubleshoots problems for current clients

• Describe Consultant’s process for regular delivery of software updates and enhancements; communicate provisions and identify associated costs for new releases (e.g. a cost associated with moving from Version 1 to Version 2)

I. Supplemental Information (Page Limit = 3 pages)

• Provide samples of the proposed software license and maintenance agreements; this requirement will not count against page limitations

• Indicate if Consultant can develop the desired custom application interfaces indicated in Section 6, Scope of Project which will assist with the RTAA goal of increased airport interoperability; Consultant should indicate if these optional requirements can be met, and if so give a general description of how and what costs will be involved for each separate project

• Attachment A, Consultant’s Certification and Acknowledgement of Addenda must be included as the last page of the submittal, and signed by a duly authorized representative of the proposing Firm; using the provided form, submit the Certification, Exceptions, Disclosure of Principals, and Acknowledgement of Receipt of Addenda; this requirement will not count against page limitations

• Include Proposal Surety Bond; refer to Section 14, Proposal Surety; this requirement will not count against page limitations

• Consultants are required to complete the Functionality Requirement Submittal of this RFP on the template provided in Attachment B, Functionality Acknowledgment; this requirement will not count against page limitations

13. RECEIPT OF ADDENDA

All official clarifications or interpretations of the RFP documents will be by written addenda issued by the RTAA’s Purchasing and Materials Management Division. Verbal clarifications given during the RFP process will be considered unofficial. The RTAA shall not be held responsible for oral interpretations. Additionally, all interested parties should continually monitor the NGEM system to ensure receipt of any



addenda associated with this RFP. Consultants are solely responsible for checking the NGEM’s website for any addenda issued for this solicitation.

The Consultant should acknowledge receipt of addenda by putting addenda number and date in the appropriate area found on Attachment A, Consultant’s Certification and Acknowledgement of Addenda. Failure to acknowledge receipt of addenda shall be reason for disqualification of an RFP submission.

14. PROPOSAL SURETY

Response to this RFP shall include a proposal surety in the amount of ten percent (10%) of the total proposed amount.

Surety shall be acceptable only in the form of a proposal bond, certified check or cashier’s check in the amount stated, and drawn in favor of the RTAA, a quasi-municipal corporation of the State of Nevada.

The RTAA shall retain the successful proposer’s surety until successful proposer furnishes any required payment and performance bonds, provides proof of insurance, and executes and delivers the resulting contract. If the successful proposer refuses or fails to perform any of the above, the proposal surety shall be forfeited. The forfeiture of the proposal surety is intended to be a penalty by the RTAA. Should forfeiture of the surety bond occur, the RTAA also reserves the right to seek any damages resulting from the successful proposer’s refusal or failure to perform.

Surety of the unsuccessful proposer(s) shall be returned within thirty (30) days of award by the Board of Trustees upon request by the proposer.

15. SUBMITTAL DEADLINE & LOCATION

RFP responses shall be submitted not later than the date and time stated above in Section 9, Schedule. Mailed and hand delivered responses shall be enclosed within another envelope with the notation " RFP SUBMITTAL ENCLOSED" on the face of the outside envelope and be mailed directly to the following address: Reno-Tahoe Airport Authority Purchasing and Materials Management Division 2770 Vassar Street, Reno, NV 89502 Late proposals will not be accepted and will be automatically disqualified from further consideration. No RFP submittal, whether mailed or hand delivered, shall be considered if it has not been received at the RTAA Purchasing and Materials Management Division, 2770 Vassar Street, Reno, NV, on or before the RFP submittal deadline. Postmarks do not qualify as delivery. The clock at Purchasing Office is the RTAA’s official clock; timeliness of RFP submittals will be determined using only this clock. Consultant shall assume full responsibility for timely delivery of its RFP submittal at the specified location. Oral, telephonic, faxed or emailed RFPs are invalid and will not receive consideration.



Consultants assume the risk for the method of delivery chosen. The RTAA assumes no responsibility for delays caused by any delivery service.

16. EVALUATION CRITERIA

The RTAA will evaluate the RFPs based on the following criteria (exhibited below in no particular order):

EVALUATION CRITERIA

The technical competence, and qualifications of the team, including each member’s specific role and responsibility proposed for this project and their past experience and expertise in the areas for which they are proposed.

The Consultant’s capacity and ability to provide the RTAA with the required services detailed in the RFP. Consultant ability to demonstrate a thorough understanding of the RTAA’s needs and services to be provided in order to fully staff, manage and complete the Project.

Demonstrated recent success in providing similar programmatic, airport-oriented, projects for a public agency such as a RTAA.

Ability to provide a flexible public safety solution with ability to configure data input forms and fields; support of solution including software maintenance; level of ability to customize to RTAA needs and optional interfaces.

Accuracy, completeness, legibility and coherency of the RFP.

17. EVALUATION AND AWARD PROCESS

The RTAA shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the RTAA after all factors have been evaluated (NRS §332.065). Each proposal will be reviewed by the Manager of Purchasing and Materials Management to determine if the proposal is responsive to the RFP. Proposals deemed to be non-responsive may be rejected without being evaluated by the RTAA’s Evaluation Committee. A responsive proposal is one which has been signed and submitted by the specified deadline, and has provided the information required to be submitted with the RFP. While poor formatting, poor documentation and/or incomplete or unclear information may not be cause to reject a proposal without evaluation, such substandard submissions may adversely impact the evaluation of by a submittal. Consultants who fail to comply with the required and/or desired elements of this RFP do so at their own risk.



The RTAA’s Evaluation Committee shall review each Consultant’s submittal and select the Consultant(s) that it determines to be the most qualified to undertake the project, in the RTAA’s sole discretion, based on the evaluation criteria listed above. The RTAA may request clarifications if needed, and a Consultant may be required to submit additional or supplemental information to the RTAA to facilitate this selection process.

A selection may be made based on the RFP submittal and initial evaluation criteria alone. Alternatively, Consultants determined to be the most qualified through the initial evaluation phase (“short-listed”) may be invited to participate in interviews / presentations. Should the RTAA elect to interview short-listed Consultants, each Consultant interviewed shall be represented by the proposed project manager and key program/project team members, including Sub-Consultants. Any relevant information pertaining to the interview questions, date and time allotment for interviews and/or presentations shall be provided at a later date if deemed necessary. The RTAA, at its discretion, may conduct additional interviews, reference checks, or conduct individual interviews with the proposed project manager to obtain further clarification.

Evaluation of the short-listed Consultants will be based on a combination of reference checks and interviews. The decision as to the process, timing, and selection will be at the discretion of the RTAA.

The RTAA intends to select the Consultant who represents the most qualified team with the most responsive submittal and best proposed solution to the RTAA based on the evaluation criteria listed above. The RTAA will begin the negotiation and award process based on the evaluated scores. The selected Consultant will be invited to enter into contract negotiations with the RTAA. Should the RTAA be unable to negotiate a satisfactory contract with the Consultant considered to be the most qualified, negotiations may terminate with that Consultant and the RTAA may begin negotiations with the second most qualified Consultant and so on. Should the RTAA be unable to negotiate a satisfactory contract with any of the shortlisted Consultants, the RTAA shall select additional firms in the order of their competence and qualification and continue negotiations in accordance with this subsection until an agreement is reached or resolicit qualifications from additional Consultants.

Additionally, the RTAA reserves the right to negotiate all elements of the submittals, proposals, terms and conditions and/or scope of services as part of the contract negotiation process prior to any formal authorization of the contract by the RTAA.

A contract in the form of Attachment C, Agreement, shall form the basis for the resulting agreement for this work. Consultants shall note any and all exceptions to the terms and conditions contained in the agreement on Page 4 of Attachment A, Consultant’s Certification and Acknowledgement of Addenda. Failure to note exceptions as prescribed above shall be interpreted to convey that the Consultant agrees to perform in the manner described and/or specified in this agreement.

18. REJECTION OF SUBMITTALS & INCURRED COSTS

Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be



rejected. Additionally, a submittal may be rejected if it is determined by the RTAA to be non-responsive provided that the RTAA reserves the right to waive any irregularities or technicalities that it determines, in its sole discretion, to be minor in nature and in the best interests of the RTAA. Further, any response may be rejected if it is determined by the RTAA that the Consultant due to the failure of the Consultant to provide information requested relating to such determination. The RTAA reserves the right to reject any and all submittals on any basis without disclosing the reason.

This RFP does not obligate the RTAA to pay any costs incurred by Consultants in the preparation and submission of their qualifications, or subsequent interviews for short-listed Consultants. Furthermore, the RFP does not obligate the RTAA to accept or contract for any expressed or implied services. No party may incur any chargeable costs prior to the execution of a negotiated contract.

19. APPEAL BY UNSUCCESSFUL CONSULTANT

Any unsuccessful Consultant may appeal a pending proposal award prior to award by the RTAA per NRS §332.068. Only those Consultants that submit a responsive proposal may submit an appeal. The RTAA’s determination that a proposal is non-responsive is not subject to appeal or reconsideration.

The appellant of a responsive proposal must:

A. Submit a written appeal to the RTAA’s Manager of Purchasing and Materials Management not later than 10 business days after the RTAA sends out notice of non-selection to unsuccessful Consultant(s).

B. The written notice of appeal must include a statement setting forth the specific reason(s) the

person filing the notice believes the applicable provisions of law were violated. C. Post, with the written appeal, a bid protest bond, separate and apart from the Proposal Surety,

with a good and solvent surety authorized to do business in Nevada or submit other security in a form approved by the RTAA, who will hold the bond or other security until a determination is made on the appeal.

D. Post the bond or other security with the notice of appeal in an amount equal to the lesser of

25% of the total project as bid, or $250,000.

A notice of appeal filed in accordance with the provisions herein operates as a stay of action in relation to the awarding of any contract until a determination is made by the RTAA on the appeal.

A person who makes an unsuccessful proposal may not seek any type of judicial intervention until the RTAA has made a determination on the appeal and awarded the contract(s).

The RTAA is not liable for any costs, expenses, attorney’s fees, loss of income, or other damages sustained by a person who makes a proposal, whether or not the person files a notice of appeal pursuant to this Section.



If an appeal is granted, the full amount of the posted bond will be returned to the appellant. If the appeal is denied or not upheld, the RTAA may make a claim against the bond or other security in an amount equal to the expenses incurred by the RTAA because of the unsuccessful appeal. Any money remaining after the claim has been satisfied will be returned to the appellant.

20. SUBSTITUTION OF SUB-CONSULTANTS OR PROJECT TEAM MEMBERS

The selected Consultant shall be required to obtain written approval from the RTAA for a substitution of project team member or Sub-Consultant identified in the RFP. The selected Consultant shall not request a substitution of a team member or Sub-Consultant identified in the RFP unless the project team member or Sub-Consultant whose resume was submitted as a part of the RFP is no longer employed by the Consultant or Sub-Consultant, or is unavailable for medical reasons.

21. COMPLIANCE WITH LAWS AND REGULATIONS

The Consultant ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work.

22. CONFLICT OF INTEREST

The Consultant shall note any and all relationships that might be a conflict of interest and shall include such information with their submittal. For further reference, see also NRS §281A.400, NRS §332.800, and NRS §338.1423.

23. NON-COLLUSION

Submittal and signature of an RFP swears that the document is genuine and not a sham or collusive, and not made in the interest of any person not named, and that the Consultant has not induced or solicited others to submit a sham offer, or to refrain from proposing.

24. REQUIRED CONTRACT PROVISIONS

There are specific contract provisions that are required by the RTAA, and the selected Consultant (including all Sub-Consultants) shall be required to incorporate the text of the provision without change, except where specific adaptive input is necessary (e.g. such as the Consultant’s name) in each primary and lower tier contracts (e.g. subcontract or sub-agreement). The selected Consultant (including all Sub-Consultants) are required to incorporate the applicable requirements of these contract provisions by reference for work done under any purchase orders, rental agreements, and any other agreements for supplies or services. These contract provisions are incorporated into Article 41 of Attachment C, Agreement. The selected Consultant will be responsible for compliance with these contract provisions by any Sub-Consultant, lower-tier Sub-Consultant or service provider. Where the clause refers to the applicable activity, project, or program it means the CAM & LERMS Replacement Project. Where the clause refers to sponsor, it means the RTAA.



25. BOYCOTT OF ISRAEL

The RTAA is prohibited from entering into a contract with a company unless the contract includes a written certification that the company is not currently engaged in, and agrees for the duration of the contract not to engage in, a boycott of Israel. All contracts and subcontracts that result from this solicitation hereby acknowledge this confirmation through execution of any resulting contract. Boycott of Israel means refusing to deal or conduct business with, abstaining from dealing or conducting business with, terminating business or business activities with or performing any other action that is intended to limit commercial relations with a) Israel; or b) A person or entity doing business in Israel or in the territories controlled by Israel, if such an action is taken in a manner that discriminates on the basis of nationality, national origin, or religion. Each and every contract and subcontract(s) must include the following written certification, signed by a duly authorized representative: “Consultant and each and every Sub-Consultant hereby certify that through the execution of this contract that the Consultant and/or Sub- Consultant is not currently engaged in, and agrees for the duration of the contract not to engage in, a boycott of Israel.”

26. PROPRIETARY INFORMATION - PUBLIC DISCLOSURE

All documents submitted as part of the Consultant’s proposal will be deemed confidential during the evaluation process. Proposals will not be available for review by anyone other than the evaluation team or its designated agents prior to award of the contract.

However, under Nevada state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP become a public record upon submission to the RTAA, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law.

Any information in the submittal that the Consultant desires to claim as proprietary and exempt from disclosure must be clearly designated. The page must be identified and the particular exception from disclosure upon which the Consultant is making the claim. Each page claimed to be exempt from disclosure must be clearly identified by the word "Confidential" printed on the lower right hand corner of the page.

A Consultant may designate information deemed to be confidential in its proposal submission. Nevada law, as set forth in NRS §332.025, defines “proprietary information” to mean:

A. Any trade secret or confidential business information that is contained in a proposal submitted to a governing body or its authorized representative on a particular contract; or



B. Any other trade secret or confidential business information submitted to a governing body or its authorized representative by a Consultant and designated as proprietary by the governing body or its authorized representative.

As used in this subsection, “confidential business information” means any information relating to the amount or source of any income, profits, losses or expenditures of a person, including data relating to cost, price, or the customers of a Consultant which is submitted in support of a proposal. The term does not include the amount of a proposal submitted to a governing body or its authorized representative.

The Consultant must clearly identify in its proposal any information that it believes constitutes proprietary information within the above definition. Marking the entire submittal exempt from disclosure will not be honored. The Consultant must be reasonable in designating information as confidential. The RTAA will, upon review of the proposal, make its own determination whether the information constitutes such proprietary information. If the RTAA determines that the information does not constitute such proprietary information, it will then attempt to contact the Consultant at the email address provided to the RTAA in Consultant’s cover letter, to advise the Consultant of its determination. The Consultant may then, at its sole discretion:

A. Withdraw the proposal; or

B. Withdraw that portion of its proposal which it continues to believe constitutes proprietary information, regardless of the RTAA’s contrary determination; or

C. Agree to allow the disputed portion of the proposal to be made available for public inspection consistent with the terms of this RFP.

The Consultant must notify the RTAA, in writing, of its decision within 72 hours of the RTAA’s contact. The Consultant acknowledges that its election to withdraw a portion of its proposal which Consultant continues to believe constitutes proprietary information, regardless of the RTAA’s contrary determination, as explained above, might render the remainder of its proposal noncompliant with and unresponsive to this RFP, such that its proposal might be rejected or disqualified. The RTAA will not be liable for any failure by the Consultant to receive notice of its determination as to proprietary information, any failure by the Consultant timely to respond thereto, and/or any error in the communication or resolution of a proprietary information issue hereunder.

27. INSURANCE REQUIREMENTS

The selected Consultant shall maintain insurance that is sufficient to protect the Consultant’s business against all applicable risks, as set forth in the proposed Attachment C, Agreement. The Agreement specifies the insurance requirements established by the RTAA for services as described herein and shall be incorporated and made a part of any agreement resultant from award of this RFP. The cost of any required insurance coverages shall be borne by the bidder. Please review all insurance requirements prior to submitting a proposal.



28. INTEGRATION

This document and all associated attachments incorporated herein constitute the entire RFP.

END OF REQUEST FOR PROPOSALS

ADDITIONAL PAGES FOLLOW IN THE FORM OF ATTACHMENTS (A, B, C & D)


RFP from Qualified Software Vendors #18/19-02 CAD & LERMS Replacement Project Attachment A Page 1 of 6

ATTACHMENT A CONSULTANT’S CERTIFICATION AND ACKNOWLEDGEMENT OF ADDENDA



CONSULTANT’S CERTIFICATION

The Consultant listed below has carefully examined the Reno-Tahoe Airport Authority Request for Proposals #FY18/19-02 that includes scope, requirements for submission, general information and the evaluation and award process. The Consultant hereby proposes to provide the services requested in this solicitation. The Consultant agrees that the RTAA terms and conditions herein shall take precedence over any conflicting terms and conditions submitted with the response and agree to abide by all conditions of this document. I certify that all information contained in the response is truthful to the best of my knowledge and belief. As a representative of the Consultant, I further certify that I am duly authorized to submit this response on behalf of the Consultant as its agent and that the Consultant is ready, willing and able to perform if awarded an Agreement. I further certify that this response is made without prior understanding, agreement, connection, discussion, or collusion with any other person, company, or corporation submitting a response for the same service; no officer, employee, or agent of the RTAA or of any other Company who is interested in said agreement; and that the undersigned executed this Consultant’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so. Firm Name In compliance with this RFP and subject to all the terms Address and conditions thereof, the undersigned offers and agrees City that this response is accepted to furnish any and all State Zip Code services described herein at a price to be negotiated. Telephone Signed Consultant’s Federal Tax I.D. # Print Name E-Mail Print Title RFP DISCLOSURE: How were you first made aware of this solicitation opportunity? ☐RTAA website ☐NGEM website ☐RGJ Legal Ad (newspaper) MINORITY STATUS: Has this firm been certified as a minority, woman, or disadvantaged business enterprise by any governmental agency? Yes ☐ No ☐ If yes, please specify government agency: Date of certification: The above is for information only. The RTAA encourages minority business participation; however, no preferences shall be given.



PROPOSAL SCHEDULE Consultant to fill in table below.

Item

No.

Description with

Unit Price in Words

Unit Quantity Unit

Price

Extended

Total

1 Application software license fees

dollars

cents

2 Modification costs if denoted to satisfy a requirement

dollars

cents

3 Implementation, Training and Support Services Costs

dollars

cents

4 Annual Software Maintenance Costs

dollars

cents

5 Other Anticipated Costs (e.g. travel, data file conversions, etc.; use Exceptions sections to explain)

dollars

cents

TOTAL BASE PROPOSAL $ (words) (numerical)



EXCEPTIONS: Does the Consultant take exception to any of the terms and conditions of this RFP and attachments hereto? Yes ☐ No ☐ If yes, please indicate the specific nature of the exception or clarification in the space provided below. Attach additional sheet(s) if necessary.



DISCLOSURE OF PRINCIPALS (Please print or type)

Company Name Street Address City, State, and Zip Code

NAMES OF OFFICERS, MEMBERS, OR OWNERS, PARTNERSHIP, ETC. Name Official Capacity Street City, State, and Zip Code Name Official Capacity Street City, State, and Zip Code Name Official Capacity Street City, State, and Zip Code Name Official Capacity Street City, State, and Zip Code

If further space is required please attach additional pages.



ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA

This RFP is presented to the Reno-Tahoe Airport Authority by:

Company Name:

Address:

Phone No.: Fax No.

E-mail address:

Signature (blue or black ink only):_

Printed Name:

Title: Date:

Consultant acknowledges receipt of the following addenda:

Addendum No. Date Received:







RFP from Qualified Software Vendors #18/19-02 CAD & LERMS Replacement Project Attachment B Page 1 of 31

ATTACHMENT B FUNCTIONALITY ACKNOWLEDGMENT

#18/19-02CAD Functionality Acknowledgment 2 of 31

Comments1 CAD application must be part of a modular public safety suite of software to include Mobile, RMS and Officer Reporting/Field

Reporting. (Mobile for possible future needs, not to be included at this time)2 All modules must be integrated to increase information sharing and reduce duplication of effort.3 The software must utilize a relational database management structure.

4 CAD utilize Microsoft SQL Server 2012 or higher as the backend database management system.5 The server application must operate on MS Windows 2008 R2 Server or 2012 Server or newer.

6The system must provide for mandatory use of agency-specified "codes" in most fields such as Call for Service (CFS) type, call disposition, etc.

8 The operator is able to select a code from the list, at which time the system enters the code into the field.

9All code tables must be able to be updated by the agency’s personnel – no requirement for programmer or vendor intervention to maintain code tables.

10 CFS and Unit must be accessible through ad hoc query searches with an internal query tool and report writer.

11 Standard CAD Reports can open directly in MS-Excel or Google Apps.

12The application administration functions can be performed by any agency designated person and does not require technical skills.

13 The application provides module level security using agency and roles.

14 System must be able to accommodate up to 50 CAD Dispatcher/Call Taker workstations.15 System must be able to accommodate up to 100 Mobile units in the future.16 System must be able to accommodate at least 500,000 Calls For Service annually.

The CAD software must support:17 Ad Hoc Reporting via MS Excel or Google Apps18 Be-On-Lookout (BOLO) 19 Businesses and Places20 CFS 21 Configurable CAD Workspace22 Modern Windows UI with ribbon toolbar23 Integrated Esri Mapping24 Premise/Alert and Hazard Notifications25 System-wide Global Files26 Unit Recommendations 27 Text Paging28 CAD Unit Status Resource Monitor29 CAD-to-CAD Event Transfer30 Multi-Jurisdictional CAD (all disciplines)31 Rip-and-Run Printing/Email32 State/NCIC Transactions

38Any name entered by a Call Taker/Dispatcher must provide the capability to be associated or added to the RMS master name database.

39 The Call Taker/Dispatcher position must be capable of being either local or remote.40 The system must flag all incidents/calls that require a report submitted by the officer.41 The software must separate the CAD CFS from the RMS Incident and RMS Case.

42The user must be able to access a command line within the call entry window; CAD must support multiple command lines.

43The system must provide the ability to attach special response information to any CFS type desired by the agency. This must be automatically displayed when the specified call type is selected.

44 The system must provide the ability to view cleared calls.

45Cleared call processing must have the appropriate security, defined by the agency, to prevent unauthorized modification and viewing.

Fully Compliant

Modification/Custom Software

Not available

Computer Aided Dispatch


Comments

Fully Compliant


Not available

Computer Aided Dispatch

46The system must have the ability to reactivate cleared calls and allow additional activity/dispatching of units to the original CFS number.

47 The CAD Data Entry Window must show the closest map defined location48 The CAD Data Entry Window must allow jacket and global vehicle processing.49 The CAD Data Entry Window must allow for a non-E911 person to be added or deleted.50 The CAD Data Entry Window must indicate (with visual indicators) on the tabs if the tab contains information.51 The CAD Call Control Panel must allow users to customize the grid layout.

52The CAD Call Control Panel must allow for filters to be set, displaying just one type or any combination of call types (police, fire, EMS).

53 The CAD Quick Entry Call must support multiple license plates and driver’s license numbers.54 The software must allow multiple Unit Status Control Panels to be opened with different configurations.

55The software must have a list of values that can be used to facilitate the data entry process, such as abbreviations, directions, status codes and quick prompting

56 The CAD system must support shortcut or "hot" keys for quick navigation.

57The software must have the ability to set up permission for all components, including add, edit, view, delete, print, etc.

58 There must be three possible components permissions: granted, denied and not specified (null).59 Authorization for ORI-based components must be defined by the ORI.60 Components must have the ability to restrict individual users or groups. 61 Components cannot be changed or deleted by users.62 The software must support authorization templates, which are defined by name.63 Authorizations must be identified by user name and corresponding confidential password.64 Passwords must never be displayed.65 The system administrator must have the ability to easily create users.

66The application must allow for Microsoft Active Directory integration across domains; the application user ID and password would be managed by Active Directory.

67 The system administrator has the ability to change passwords if system not tied to Active Directory.68 If the system isn’t tied to Active Directory, the user’s password is encrypted to all users and administrators.

69 The software must provide the ability to restrict specific users at certain times of day, day of week, etc.

70 The software must automatically date and time stamp all CFS and unit activity in CAD.71 The software must provide a purge for the security violation log.72 The software must support both client and server logging.

73E911 calls must automatically generate and populate the call entry window with all known data (e.g., address, venue, registered name, phone number, etc.) based on the ANI/ALI information.

74The Call Taker screen must capture a minimum of information, including: call type, agency, status, phone number, address, cross street, nature of call, unlimited narrative and caller/complainant names.

75 The system must provide agency-defined security features to restrict commands and usage for each user.

76Once a Call Taker enters the minimal information about an incident it must be immediately available for dispatch or other CAD users

77The Call Taker must provide the option to put an unlimited number of partially completed call(s) on hold to retrieve at a later time.

78

When the Call Taker enters additional information to a current incident, the system must forward the updated communication to the Dispatcher. Dispatcher must be alerted to call updates by a visual indicator in the call control window.

79The Call Taker must have the ability to override geo-based addresses and have the system document overridden addresses.

80The Call Taker must provide easy access to the RMS name database for additional information on the Caller/Complainant, such as missing person, outstanding warrant, prior incidents, hazards, etc.


Comments

Fully Compliant


Not available

Computer Aided Dispatch81 The system must alert all the appropriate Dispatchers when the call is ready for dispatch.82 Multiple Call Takers and Dispatchers must be able to work on the same call simultaneously.83 The Call Taker must be able to enter individual unit activity.84 The software must allow an unlimited number of Call Takers.85 The system must allow for the Supervisor to view any Call Taker position on demand.

86The system must be able to schedule calls for future dispatch (i.e., parades, funerals, fairs, etc.) and assign to a specific unit as needed

87 The system must be able to display a list of all scheduled calls.88 The system must allow for agency-defined CFS types. When a CFS type is defined, the agency must be able to define default values for:

84 Priority Indicator85 Progress Indicator86 Hazard Retention Duration87 Report Required88 The icon displaying the CFS type on the map must be agency-defined.89 Unit recommendations must be agency-defined based on configurable response plans.90 The software must provide the ability to exchange one unit with another, automatically recording in history that the first unit

was initially dispatched and then switched with the second unit.91 The system must be able to reroute a unit from one call to another in a single command and stack the original call against the

rerouted unit. 92 When a rerouted unit is cleared, it must automatically be sent back to the original call.93 Command line entry must be agency-defined.94 Commands used in the command line must be agency-defined.95 The command line must support all unit and call functionality.96 State/NCIC Transactions can be run from the CAD application.97 State/NCIC Transactions use agency-configurable forms/masks.98 State/NCIC responses can be parsed for critical text and notify the dispatcher. The system must be able to add the following vehicle information to a CFS including:

106 VIN100 State101 Plate102 Color103 Model104 Condition105 Year106 Style107 The software must allow users to match a vehicle already entered into the system.108 Vehicle information can be sent to State/NCIC automatically.109 As the call is being entered, any potential associated active call must be made known to the Call Taker/Dispatcher.

110 The system must automatically track all activity by updating a CFS if dispatch updates any resource working that call.

111 Information about intersections, areas, sections, hydrants, etc., must be easily displayed based upon the entered address.

112 The Call Taker/Dispatcher/Officer working the call must be notified of any known hazards or alerts based on the location, subjects or vehicles.

113 CAD must create an agency-specific incident number for all responding agencies that is easily displayed.114 The system must provide capability to create additional incident numbers for the CFS.


Comments

Fully Compliant


Not available

Computer Aided Dispatch115 All narrative entered into an incident must be immediately available to everyone working the CFS.

The following information must be maintained with each CFS:116 NCIC Responses 117 All Known Associated Persons 118 Special Response Information119 Unit Recommendation 120 All Associated Vehicles 121 The system must allow a CFS to be canceled prior to dispatching it, and record that activity showing a cancelled CFS.

122 The system must provide the Call Taker/Dispatcher with a visual indicator if a CFS type has an associated questionnaire.

123 The software must support CAD commands and descriptions that can be maintained by a system administrator. The following CAD functions must be available to be mapped to agency-defined commands that can be run on any CAD

command line:124 Activate Mode of Operation125 Add Call Disposition126 Add Call Stack127 Add Unit Disposition128 Add Unit To Cross Staffing Group129 Alert Search130 Call Type Timer Check In131 Cancel Call132 Change Call Location133 Change Dispatch Position134 Change Status of All Units on Call135 Change Unit Personnel136 Change Unit Status137 Clear Call138 Clear Call Change Trackers139 Clear Units Assignment140 Close Command Line141 Copy Call142 Create Call from Alarm Permit143 Create Case Number144 Cycle Command Line145 Disassociate Call146 Dispatch Unit to Location147 End Unit Pursuit148 Exchange Units149 Execute UI Command150 Global Subject Search151 Launch EMD152 Load Template153 Make Primary Unit on Call154 Move Up Unit155 New Call156 New Narrative157 New Quick Call


Comments

Fully Compliant


Not available

Computer Aided Dispatch158 New Unit Log Entry159 Notepad Search160 Purge E911 Queue161 Remove Call Links162 Remove Unit Dispositions163 Remove Units from Cross Staffing group164 Report Fire Controlled165 Request Incident For Call166 Reroute Unit167 Return Unit to Cross Staffing group168 Run NCIC Form169 Run NCIC Query170 Search Cleared Calls171 Search Location Alerts172 Send Call Page173 Send Chat Message174 Send Custom Page175 Set Ready for Dispatch176 Set Standby Unit177 Show Call178 Show Call in Default Window179 Show Call Stack180 Show EMD Summary181 Show Recommendations182 Show Unit Detail183 Show Unit Log184 Show Unit Personnel185 Start Track Unit186 Stop Track Unit187 Test Tone (tone encoders)188 Transfer Call189 Update Call190 Update Unit Check In191 Update Unit Dispatch Location192 Update Unit Information193 Update Unit Location194 Update Unit Secondary Location195 Update Unit Station196 Update Unit Timer197 Update Unit Vehicle Number198 Zoom to Call199 Zoom to Point200 Zoom to Unit201 E911 functions are not required, no integration to E911 systems. 202 The dispatch screen must provide quick and easy access to all CFS information, specifically type, agency, status, phone number,

address, cross street, nature of call, unlimited narrative and caller/complainant name(s).


Comments

Fully Compliant


Not available

Computer Aided Dispatch203 The system must provide the option to setup a dispatch position as Law Enforcement only, Fire only, EMS only, combined Fire

and EMS, or combined Law Enforcement, Fire and EMS.204 Multiple Call Takers and Dispatchers must be able to work on the same call simultaneously.205 The call control panel must display all calls that are assigned to a dispatch position.206 The system must provide agency-defined security features to restrict commands and usage for each user.207 The software must provide Dispatchers with access to all unit recommendations and unit commands based on Law

Enforcement, Fire and EMS access security. 208 The software must provide the ability to access any CAD function based on authorized security.209 The system must provide the ability to filter (e.g., include or exclude) types of calls from the call control panel.

210 All dispatch positions can have access to all call types.211 The software must automatically dispatch stacked calls in order when a CFS is cleared.212 The system must automatically alert the Dispatcher of a possible duplicate call when two calls provide addresses that are in

close proximity to each other – radius defined by the agency.213 The software must provide agency-defined check-in times for officers to increase safety. When an officer exceeds the allotted

time, the software must visually and audibly display a warning alerting the Dispatcher. The reminder must provide an override/reset feature.

214 The software must provide agency-defined dispatch timers based on CFS type and priority. The software must visually display a warning alerting the Dispatcher that too much time elapsed without assigning a unit(s) to the call.

215 The software must provide the Dispatcher with easy access to the RMS name database for additional information on the Caller/Complainant, such as missing person, outstanding warrant, prior incidents, hazards, etc.

216 Officer initiated quick call and traffic stop call entry functions must be accessible from the dispatch position.217 The software must allow for officer initiated quick calls and traffic stops to be transferred to a regular incident/call.

218 The software must allow Dispatchers to override address geo-validation, run priority and unit recommendations.

219 The software must support an unlimited number of dispatch positions.220 The system must provide the ability to exchange one unit with another, automatically recording in history that the first unit was

initially dispatched and then switched with the second unit.221 The system must be able to reroute a unit from one call to another in a single command and stack the original call against the

rerouted unit. 222 A call control panel must display active CFS information

The call control panel must filter or subset the active calls by:223 Dispatched Calls vs. Non-dispatched Calls224 Police Calls225 Sheriff Calls226 Fire Calls227 Specific Coverage Area/Beats228 Specific Priority

The call control panel must sort by:229 Priority230 Unit Number231 Call Type232 Address233 CFS Number


Comments

Fully Compliant


Not available

Computer Aided Dispatch234 Jurisdiction235 Dispatchers must be able to quickly dispatch units from a displayed list of available units in the call control panel.

236 The system must be able to dispatch units and perform call taking activities simultaneously.237 All Dispatcher/Call Taker positions must be able to filter calls by agency including or excluding specific agencies.

238 The system must provide an integrated Esri mapping solution with the ability to plot incidents/calls and the units on a street map. The plotting of the incident/unit information must be a by-product of normal dispatch. The Dispatcher must be able to control the map from within the CAD display as to zoom, pan and layer control.

239 The administrator must have access to the mapping software (Esri) that provides user maintainable layers, such as hydrants, hot 240 Layers on the map, which can be turned on or off based on the level of detail required.

241 All primary dispatch functions must be accessible from the map.242 The system must be able to change a unit’s status from the Command Line or Unit Status monitor window243 To dispatch a unit, the software must allow the user to drag and drop a unit to the call control panel.244 From the unit control panel, a dispatcher must have access to a list of available calls and dispatch the units to calls.

245 The software must provide Supervisors with the ability to easily support Call Takers and Dispatchers from their own display station, as needed.

246 The software must provide Supervisors with complete access to unit assignments and replacements features.247 When a Supervisor fills in for a Dispatcher or Call Taker they will have the ability to perform all call-taking and dispatching

operations.248 The software must provide Supervisors with the ability to track CFS by Dispatcher using assigned calls or by area.

249 The software must provide Supervisors with the ability to maintain command and functional access for Call Takers and Dispatchers, allowing CFS assignment transfers.

250 The software must provide Supervisors with the ability to maintain single and combined CFS types (each discipline gets their own call type).

251 The software must allow Supervisors to easily maintain police unit assignments and unit replacements.252 The software must allow Supervisors to easily maintain police patrol assignments and patrol backups.253 The software must allow Supervisors to easily maintain unit timers used for officer safety.254 The software must allow the entry of alerts or hazards on an as-needed basis.255 Alert types are agency defined and can be proximity based.256 Alerts can be based on locations, persons, businesses and vehicles.257 The software must require first name, last name and ID number to enter an agency personnel record.258 The software must support maintaining personnel records by ORI/FDID and ID number.259 Personnel records require additional permissions to access.260 Personnel maintenance can display a picture of the employee on the initial screen of the personnel record.261 Each personnel record must support multiple education/training records with agency-defined course codes.262 Personnel records must support the attachment of other documents.263 The personnel record must support multiple assignments and require assignment date and type.264 The personnel record must support multiple issued equipment records and require issued date, item type and quantity.

265 The software must allow for a universal way to search for and select officer ID numbers throughout the applications.

266 The software must provide chat messaging across CAD, Mobile and RMS.


Comments

Fully Compliant


Not available

Computer Aided Dispatch267 The software must provide a separate message screen that shows all Call Taker, Dispatcher and Mobile Computing messages

sent to the Caller Taker/Dispatcher.268 The software must allow a CAD user to send and store messages to other users, groups or mobile units.269 The software must allow a message to be sent to multiple recipients.270 The software must allow a user to see all unread messages or all messages in the last 24 hours.271 System can archive messages without deleting them.272 System Administrators must have the ability to search for any message regardless of message state.273 The software must be able to log all messages.274 The software must automatically schedule CFS for future dispatch to help manage special events, such as parades, festivals,

prisoner transport, etc.275 The software must be able to display a list of all scheduled calls.276 The software must allow a user to manually activate a call.277 Authorized users must have the ability to activate a scheduled call at any time.278 The software must support location override for scheduled calls.279 The software must allow units to be assigned to multiple calls at the same time.280 The software must allow a user to view a unit’s call stack to see what call the unit is on, and what calls the unit will be handling

next.281 The software must have only one call that is active per unit.282 The software must be set up by ORI to allow automatic dispatching of a unit when the unit is available.283 The agency must be able to define and associate a questionnaire to each CFS type, as needed by the agency.284 If a CFS type has an associated questionnaire, the system must provide the Call Taker/Dispatcher with a visual indicator.

285 The software must have an unlimited number of questions, and an unlimited number of pre-set answers for each question.

286 Once the current question of the questionnaire is answered, the next button is activated.287 Once a question is answered, the previous button is enabled.288 The questionnaire(s) must have the ability to have the responses selected from a pre-set list of valid answers from a pull-down

window or entered as a free-form text.289 The questionnaires must allow for an answer to a question to change the priority and the status, as well as add sub-questions to

further detail the response.290 The questionnaire must provide the ability to prompt the user to change the CFS type based on a question’s response. This is

not an automatic or mandatory change, but a prompt.291 The questionnaire must have the ability to create a default synopsis of the questionnaire, which is updated as questions are

answered.292 When the questionnaire is closed or saved, the default synopsis is stored in the narrative of the call.293 The software must allow users to continue to view/use the call while questionnaire is being answered.294 The software must only allow one questionnaire narrative entry at a time, because if the user changes answers to questions, the

current synopsis narrative will be updated with the current synopsis.295 Supports cross-staffing for Fire/EMS units.296 Law Enforcement unit recommendations must be incident type specific and allow for multiple levels of backup.

297 Law Enforcement unit recommendations must support different unit types (i.e., one-man, two-man or K-9) to respond to a CFS based on the incident type, priority and in-progress flag.

298 The software must support changing the unit’s assigned primary police beat during the shift. 299 All Law Enforcement, Fire or EMS unit activity must be captured as part of the unit log.300 The Law Enforcement, Fire or EMS unit recommendation maintenance must maintain operating procedures on each incident

type.301 All Law Enforcement, Fire or EMS unit personnel activity must be captured in a unit personnel log.


Comments

Fully Compliant


Not available

Computer Aided Dispatch302 The software must allow agency-defined icons to represent unit types. 303 Unit Recommendations can be proximity based and can display unit ETA.304 Proximity-based recommendations use the street attributes, road closures and other GIS information.305 Fire/EMS recommendations must incorporate backup units, move up and stand by units, and backup stations.306 Proximity response plans, routing and ETA calculations leverage Esri network analyst and available GIS data so information is

based on "real-world" factors.307 CAD must support dynamic unit recommendations where if a better unit fit becomes available after initial dispatch, the system

will provide a notification to the dispatcher.308 The system must allow the agency to define an icon for each type of unit as defined by the agency.309 All unit statuses can be defined by agency.310 The software must allow the setup of unit timers and call timers.311 The software must generate a unit log, showing all actions that unit had taken.312 The unit log must show date/time of entry, status, action, CFS #, CFS type, CFS location and unit location.

Maintenance on units must allow entry of the following:313 Agency-based Unit Type314 Unit Alias315 Radio Number316 Personnel317 CAD client can operate as stand-alone client and continue basic dispatch operations without network connectivity or CAD server

access while in Catch-Up mode.

318 Provides mechanism to back enter CFS with correct date and times.319 Must provide security to limit access to CAD catchup functionality.320 Allows for blocking out of incident numbers by agency as needed.321 User only needs to enter the number of incidents to catchup; they do not need to know starting or ending incident numbers.

322 Narratives can be entered in catchup and reflect the actual event.323 Provide address/location verification against a common Esri geodatabase.324 Supports common names (building, business, landmark, places, etc.).325 Common Names are maintainable within the application.326 Provides street name suggestions to Call Taker with a drop down list as the user types.327 Provides intersection suggestions to Call Taker with a drop down list as the user types.328 The software must alert the Call Taker, Dispatcher and/or Officer of previous CFS at a location.329 The software must alert the Call Taker, Dispatcher and/or Officer if an active warrant exists for any person at the location or for

the caller/complainant.330 The software must alert the Call Taker, Dispatcher and/or Officer if any gun permits are at the location or guns are registered to

the caller/complainant.331 The software must alert the Call Taker, Dispatcher and/or Officer if the caller/complainant is a known offender, a suspect in an

open case, or a career criminal.332 The software must alert the Call Taker, Dispatcher and/or Officer if hazardous material is stored at a location.333 The software must alert the Call Taker, Dispatcher and/or Officer if there is any serious medical information concerning a

person at the location.334 The software must alert the Call Taker, Dispatcher and/or Officer if the location has an associated vacation check or house

watch.335 The software must alert the Call Taker, Dispatcher and/or Officer if the location is a known narcotics location.336 The software must alert the Call Taker, Dispatcher and/or Officer if a building pre-plan or geo-file information exists for the

location.337 The software must alert the Call Taker, Dispatcher and/or Officer if orders of protection are associated with the location and/or

caller/complainant.


Comments

Fully Compliant


Not available

Computer Aided Dispatch338 The system must provide the ability to reactivate an alert in the event an expired alert needs to be reactivated.

339 The software must alert the Call Taker, Dispatcher and/or Officer if a unit has gone over its allocated time, as setup for the CFS type to increase officer safety.

340 The software must have the ability to set a timer for CFS types based on priority. This timer alerts the dispatcher that an agency-specified time has elapsed and no units have been assigned to the called.

341 The software must provide automatic alerts to the Call Taker, Dispatcher and/or Officer on an as-needed basis.342 The software must allow the user to create an alert with a category, description, and duration of time and an assigned priority

for the alert.343 The software must allow a note pad function that allows CAD users to type in any unlimited text and store the text within CAD.

344 The software must have the ability to leave electronic shift notes.345 The software must support a subset of information by type.346 The software must allow a document to be attached via standard document controls.347 Note pad entries must be date/time stamped.348 The system must allow a purge function that will delete note pads prior to an entered date/time and have optional criteria to

purge by note pad type and and/or created by user.349 The software must allow note pads to be edited and deleted only by authorized users.350 The software must allow rip and run reports to be generated by a network printer, IP/cloud printer or email.351 The software must have the ability to determine when rip and run reports are sent and the format of the report.352 The software must allow the creation of response plans to define Law Enforcement, Fire and EMS unit recommendations that

are used to dispatch units based on the CFS type and location.353 Response plans can be configured as proximity based, to prefer proximity, or area based.354 The software must allow the user to assign a priority to the CFS, and enter the date/time range that the response plan is active.

355 The software must allow the user to define units or unit type/stations to a CFS based on Fire district (quadrant) and CFS type.

356 The software must allow a user to define alarm levels for response plans.357 The software must allow for multiple backups so that if the first backup is unavailable, the system will check for the next

available backup.358 The software must have the ability to add special response narrative for response plans.359 The Supervisor must be able to maintain unit response plans as needed.360 The software must allow units on a response plan to be placed in the dispatched or other defined status.

361 The software must display the recommended units with their ETA .362 The software must allow the creation of exception and location-based response plans.363 The software must be able to handle multiple levels of alarm responses.364 Response plans must be able to use unit type, unit, capability, equipment or skills in determining unit recommendations.

365 The system must allow for recommending units by proximity-based dispatching utilizing the agency's street network and impedance map layer to determine unit ETAs.

366 The system must provide the ability to recommend units based on agency-defined capabilities such as Haz-Mat, Fire Suppression, Extrication, etc.

367 The system must provide the ability to recommend units based on agency-defined personnel skills such as Rope Rescue Team Members, SWAT Team Members, Hostage Negotiation, etc.

368 The system must provide for creating response plans for altered responses to agency-defined modes of operation (such as disasters or storms). This feature is often called disaster/storm mode.


Comments

Fully Compliant


Not available

Computer Aided Dispatch369 The system must provide for easy entry of agency-defined response plans using templates that can be associated to multiple

areas and call types (eliminate duplicate data entry).

370 The software must allow multiple unit status control panels to be opened with different configurations based on the level of security.

371 The software must provide the ability to filter or subset the list in the unit status control panel.372 The software must allow to subset by agency type, allowing the selection of multiple agency types within any unit status control

panel.373 The software must allow the user to drag and drop a unit from the unit status control panel to a call on the call control panel.

374 The software must allow a user to change a unit’s status, open the unit’s call stack and reroute a unit within the unit status control panel via a mouse click.

375 From the unit status control panel, a user must be able to get a list of all available calls and dispatch the unit to the call.

376 An option must be available to determine if the unit will display on the unit status control panel if the unit is not on a call.

377 The software must allow the agency to modify the statuses that a particular unit can be assigned.378 The software must automatically refresh the unit status control panel when information is updated.379 Unit recommendations can be specific to the CFS type and allow multiple levels of backup.380 Police unit recommendations must provide for different types of units, such as one-man, two-man or K-9, to respond based on

the CFS type, priority and in-progress flag.381 Primary police beat can be assigned to a unit at the beginning of a shift or it can be changed during the shift.382 The software must be able to swap or exchange one unit with another, and record that the first unit was initially dispatched,

and then exchanged with the second unit.383 All Law Enforcement, Fire or EMS unit activity must be captured in a unit history database.384 The system must provide access to the unit recommendation process as part of the incoming call.385 As a part of the Law Enforcement, Fire or EMS unit recommendation maintenance, the software must maintain operating

procedures on each CFS type.386 The software must define the icon for the unit type using standard PC tools.387 The software must to maintain all agencies, including dispatched agencies and non-dispatched agencies.388 The software must support corresponding values based on various CAD and RMS modules for operating ORIs only.

389 The software must require the following mandatory fields: ORI/FDID, Abbreviation, Agency Type, Agency Name, and Full Address.

390 The software must create agency-specific incidents for a particular ORI/FDID.391 The software must have the ability to generate an incident number for mutual aid agencies.

#18/19-02CAD Mapping Functionality Acknowledgment 13 of 31

Comments1 The software must have mapping capability to plot CAD calls and the units on a map. 2 The plotting of the call and unit information must be a by-product of normal dispatch.

3The dispatcher must be able to control the map from within the CAD display as to zoom, pan and layer control.

4 All primary dispatch functions must be accessible from the map.

5The map must have a color-coded, user defined and maintainable layers that help identify real-time critical information, such as unit status and call type.

6The software must allow for the layers on the map to be automatically turned on based on the CFS and level of details shown.

7 Map layers must be able to be turned on or off manually.8 The software must provide the ability to dispatch by placing the cursor on the unit or the map.

9The software must provide the ability to easily change unit status and dispatch units right from the map control panel

10For each call for service type, the icon that displays on the map for that call type must be agency definable.

11 The map must display only the units within the dispatcher’s assigned ORI or beat.

12

Standard right-click options must be available to map control. Examples include center map on the unit; override unit time; check-in unit; change status; and go-to command (to send a unit to a different location).

13The map must provide a tool tip on the unit displaying the unit ID and unit location when mouse-over the unit.

14The map must provide a tool tip on the CFS, which must display the CFS number, the CFS location, and the CFS type when rolling the mouse over the call.

15Standard right click options, such as center map, open, clear, cancel, service vehicle rotation, access questionnaire, must be available for the CFS.

16 E911 mapping functions not requested17 E911 mapping functions not requested

18The software must have the capability to enter latitude and longitude of the caller’s location in the CAD Data Entry Window.

19The software must retain the latitude and longitude as original call location if the call taker changes the location to an actual address.

20The software must plot the lat/long location on the map control panel using a special icon to designate a cell phone call.

21The software must provide the ability to right-click on a cell phone call to get a list of potential addresses within an agency-defined radius.

22 The software must provide the ability to draw radius around incident and document said radius.

23The software must have the ability to plot, with agency-defined icon, known activity (e.g., street closures, parades, construction, etc.).

24 The software must have the ability to open the CFS from the map.25 The CAD map uses a standard windows toolbar (window ribbon format)26 Map updates must not require CAD being in a restricted or "down" state

27 Map must support both a street centerline and an exact address point layer for location verification

28Associating the CAD map with the GIS data must allow configuration to match the GIS data columns and not force specific GIS column names

Fully Compliant


Not available

CAD Mapping

#18/19-02CAD Mapping Functionality Acknowledgment 14 of 31

Comments

Fully Compliant


Not available

CAD Mapping29 The GIS map must be ESRI based using an SDE instance within MS SQL Server30 The CAD map must also provide a view for address verification in a separate window

31The CAD map must work as a window within the CAD workspace or as a "floating" window to maximize the available screen display.

32 CAD mapping must support map templates for easy configuration and restoration of map settings33 Must allow both a default zoom level and a custom zoom level for users

34CAD mapping must provide a "find location" function that supports both physical locations as well as common names and intersections.

35 Users must be able to add a call for service into CAD from the map36 Users must be able to go to any call for service from the map using a right click or context menu.37 CAD mapping must support finding the nearest verified system location. 38 The CAD mapping toolbar (ribbon) must be customizable

#18/19-02GIS Functionality Acknowledgment 15 of 31

Comments1 Software solution must be built on the ESRI v10.2 platform2 Support the Enterprise Level of ArcGIS Server (ArcSDE).3 Supports Esri geodatabase replication.

4GIS data is stored locally on CAD and Mobile clients (clients can operate with server connectivity) and automatically managed by the system.

5 The system shall provide a mechanism to "activate" any GIS updates for both CAD and Mobile.

6GIS updates will download automatically and work similar to Windows updates where the user can choose when to apply.

7 The system shall utilize ArcViewSDE for map generation.

8The system must be able to upgrade to the most current versions of ArcMap, ArcSDE and SQL Server as those versions become available and are deployed.

9 The system shall support definable map symbiology.

10Support the customization of how maps are displayed within the Vendor’s solution by use of Esri’s .MXD files.

11Provide the same advanced routing capabilities as available through Esri’s Network Analyst. Must be fully integrated into CAD solution.

12Support the use of Esri’s Dynamic Display technology for high performance display of Units, CFS, etc. on the CAD Map.

13 Support a Services Oriented Architecture.14 Support the use of a common Enterprise Geodatabase.15 Support Multiple Locator Services for geocoding.16 Support multiple maps for multiple agency configuration.

17Support the use of scale tolerances for map layers to allow certain layers to appear at appropriate zoom levels.

18 Support the ability to use agency-defined icons for units, CFS, etc. in the software.19 Support the use of Hyperlinks within the CAD Map.20 Supports proximity dispatch, routing and ETA using Esri technology.21 Provide accurate routing based on optional attributes of the street layer to build a network dataset.

Fully Compliant


Not available

GIS Requirements

#18/19-02CAD Interfaces Functionality Acknowledgment 16 of 31

Comments1 The software must automatically send a page to dispatched personnel with basic CFS information once an

incident is dispatched in CAD.2 The software must send text pages, using freeform text, to field personnel with alphanumeric pagers.

3 The software must send text pages to groups of pagers.4 The software must allow for the entry and maintenance of pagers or groups of pagers that have been added to

the pager software.5

CAD Paging must support numerous paging protocols to include: Standard TAP, SMTP, SNPP and WCTP.

6 Paging must provide the CAD CFS details in the body of the text page including location, coordinates, closest intersections and narrative.

7 Paging should allow configuration of the paging message including "literals" that would allow agencies to define their own label for fields in the page.

8Configuration for paging must be available from unit maintenance to allow easy setup of group pages

9 Paging must be supported from the Command Line in CAD.10 Paging must be supported from the unit response recommendations window.11 CFS types must support automatic paging so that certain dispatch events will be paged without user

intervention.12 Access to paging functions must be controlled by the application security.

13Paging maintenance must support drag and drop functionality to quickly and easily configure paging groups.

14The CAD application will provide a separate "Send Page" window for users to send text pages outside of a CFS.

15 The "Send Page" window should provide a drop down list of individuals and groups that can be paged allowing the user to quickly select from the list.

16 Users will be able to view unit attributes from anywhere in CAD and see which paging group the unit is assigned to

Comments17 The interface must export the following for the incident record:

FDIDIncident NumberAlarm Date and TimeArrival Date and Arrival TimeCleared Date and Cleared TimeExposure NumberStationMutual AidAddress type, Address Number, Street Prefix, Street Name, Street Suffix, Apt/Room, Cross Street Prefix, Cross Street Name and Cross Street Suffix

(ZOLL) Fire Records Interface

Fully Compliant


Not available

CAD Pager Interface

#18/19-02CAD Interfaces Functionality Acknowledgment 17 of 31

Comments

Fully Compliant


Not available

CAD Pager Interface Incident TypeDispatch Notified Date and Dispatch Notified TimeAlarm TypeDistrictIncident Narrative

18 The interface must export the following data for the fire unit record:FDIDIncident NumberAlarm DateArrival Date and Arrival TimeCleared Date and Cleared TimeUnit Code and Unit TypeFire/Medical/Rescue/OtherUnit Notified Date and TimeUnit Enroute Date and Time In Service Date and Time

19Interface must work with the Firehouse CAD Monitor to provide transfer of cleared call information.

#18/19-02LERMS Functionality Acknowledgment 18 of 31

Records Management System Comments

SYSTEM FUNCTIONSGraphical User Interface (GUI) Function

1 Shall provide a user friendly, graphical user interface (GUI).2 Shall provide online help from any screen.

Date/Time Stamp Function3 Shall create and record an automatic date/time stamp for every transaction related to a case report to include

the user ID.4 Shall maintain all time stamps to be minimally accurate to the second (e.g. hh:mm:ss).

Training/Testing Function5 Shall provide a Training/Testing environment that is identical to and isolated from the production (live)

environment for the purposes of the following:6 Program testing7 File maintenance8 New releases prior to going live9 Training of personnel

10 Shall have the exact functionality, utilize the same credentials and operates concurrently with the live environment without system degradation.

11 Shall allow Training/Testing to occur without impacting the live environment.12 Shall support program and file maintenance record changes and RMS system upgrade testing prior to being

implemented.13 Shall allow authorized users to perform the necessary functions to synchronize the live and Training/Testing

environments.OPERATING SYSTEMOperating System Requirements Function

14 Shall utilize a Microsoft Windows (2016 or newer) server operating software.15 Shall utilize industry standard database software.16 Shall have 99% or higher system availability.17 Shall run in a Windows 64-bit operating system version 7, 10, and newer.18 Shall allow for automatic / self updating or manual updates by the client if they prefer.19 Shall run web-based (browser-based) applications on Internet Explorer 11 (or newer) and the latest versions of

Edge, Google Chrome, Mozilla, and Safari20 Shall be controlled by a single computer with the capability of multiple windows on a single monitor as well as

multiple monitors, and the ability to drag windows across monitors.21 Shall support all functions of the workstation (e.g. event processing, mapping controlled by a single set of

keyboard and mouse).System Specifications

22 Shall have the ability to handle over 500,000 annual police reports, adapt to technological changes, hardware upgrades and accommodate 10 years of growth estimated at 5% per year.

23 Shall be able to expand the system without impact to users provided that proper system infrastructure is in place.

MASTER INDEX MANAGEMENTMaster Index Function

24 Shall provide a master index module.25 Shall have the ability to provide indexing of imaged documents by linking the image with the database.

Fully Compliant


Not available



Fully Compliant


Not available

26 Shall at minimum, include but not limited to, the following data elements in the indexing module:

Case report numbersIncident date/timeReported date/timeLocation by district, beat, sector and agencyComplainant, victim, suspect nameComplainant, victim, suspect addressComplainant, victim, suspect telephone numberIncident type codeIncident type code description

27 Shall have the ability to provide a manual index assignment.28 Shall allow a manual verification process of the master name index that is agency defined. 29 Shall allow verified names to be merged and automatically update all associated records.30 Shall be able to store multiple booking mug photos in the master index.31 Shall provide a master index that references all entries for an individual, property item, vehicle item, business,

and address.32 Shall allow data to be entered only once into the system and be automatically added to the master index as it

is entered into other parts of the system.33 Shall provide a visual alert (configurable by the agency) to notify users when a name queried results in an

outstanding status (e.g. warrants, TRO's). Notification parameters shall be configurable by the agency.

General Information34 Shall have the capability to allow the agency to:35 Search the database using full or partial data strings36 Save queries37 Utilize drop-down lists that is modified to contain agency-defined requirements38 Specify default values (e.g. a common value can appear in a drop-down list such as the state in

which the agency is located)Logging Function

39 Shall log and store all RMS transactions in the system's transaction audit database to meet post-incident analysis and legal requirements, including transactions dealing with:

IncidentsUser actions (printing, searching, viewing, entering and modifying information)Queries The system administrator has the ability to change passwords if system not tied to Active Directory.If the system isn’t tied to Active Directory, the user’s password is encrypted to all users and administrators.

40 Shall enable authorized system users to search the transaction audit database by date and time ranges, by application module, transaction type, specific data entry form(s), specific tables and data fields within tables, individual users, user groups, and various combinations of these factors.

41 Shall limit access to users that are specifically authorized to view transaction audit information.



Fully Compliant


Not available

42 Shall comply with Federal requirements for auditing and accountability and shall log all activity, including at a minimum, the date and time of the transaction, transaction type, user ID, and workstation ID.

43 Shall permit audit logs to be viewable, searchable, reportable, and printable.Configuration Function

44 Shall provide a mechanism and means (without rebooting) to perform configuration changes without degradation to the system or adverse impact to system performance.

45 Shall test, install and upgrade releases and patches.46 Shall be configurable to accommodate agency workflows.47 Shall contain configuration parameters that are tailored to meet the requirements of the agency and are only

accessible and modifiable by authorized administrators.48 Shall enable configuration parameters to be modified without the requirement of a programmer or other

support from the manufacturer.49 Shall allow for update and modification to parameters that consist of interactive, menu-driven, GUI based

tools.50 Shall provide online help that lists all of the available options for a configuration parameter, and a description

of the impact resulting from changing the parameter to each of its available options.

51 Shall allow the configuration of Soundex or other methodology.52 Shall have the ability to test and certify changes to baseline RMS configuration.53 Shall allow the system administrator to configure:

Case report number starting points and formatsReport formats and contentsSystem alerts and their formatsWorkstations (e.g. roles, positions, functions)User preferences (e.g. color, font, window size and layout, display, sort order, tab orders, spell check, etc.)Workflow parameter (e.g. routing, number of partial case reports held by an individual user)

System displayRouting process

54 Shall provide the ability to set up rules that will allow or deny attachments of specific file types (i.e. Txt, jpeg, mpeg, etc.).

55 Shall permit configurable timers to minimally include "down to the second" timestamps (e.g. hh:mm:ss).

56 Shall have the ability to define (e.g. roles, positions, or functions). In addition, create, modify, delete and maintain workstation groups defined by the agency.

Table Maintenance Function57 Shall enable changes made to RMS tables to become immediately effective and shall not affect the overall

system availability nor require any system down time.58 Shall permit system table data to be imported from or exported to standard format (e.g. MS Excel, CSV, PDF)

file.59 Shall provide the capability to create a printable listing of system table data.60 Should allow adding agency defined fields (non-key) to data tables.



Fully Compliant


Not available

Geofile Maintenance Function61 Shall allow the RMS system to use the same source of GIS data as CADS.62 Shall allow source data to be centralized to an enterprise geodatabase such as an SDE database.63 Shall validate all locations entered into or processed by the RMS system against the geofile.64 Shall support coordinate-based operations including X, Y, Z Latitude/Longitude /Elevation, and US National

Grid (USNG).65 Shall display a computer-rendered GIS map containing relevant dispatch information.66 Shall be capable of determining X, Y, Z coordinate values that represent the location of incidents whose

locations have been validated and will display coordinates on the map.67 Shall support the creation and maintenance of the geofile when using an available ESRI ArcGIS mapping/GIS

database software version 10.3 or higher.68 Shall use geofile(s) in ESRI file formats to validate and standardize location and address information, cross-

reference addresses and location with law enforcement-defined reporting areas (beats, sector, district, X, Y coordinates, Zip Codes, etc.) and provide cross-references to address and locations using common place names.

69 Shall provide interactive tools for validating the accuracy and completeness of the geofile.70 Shall have the capability of importing geographic boundary information (e.g. station boundaries, jurisdictional

boundaries, reporting districts, response zones, neighborhoods) from GIS and other geographic data sources.

71 Shall be capable of importing topologically-structured street networks and other linear features (e.g. rivers, streams, utility right of ways, bus routes) from GIS and other geographic data sources.

72 Shall support the use of planar GIS data that utilizes attribution to signify overpasses, etc. in a network dataset and represents the true travel of vehicles within the county.

73 Shall be capable of importing point data (e.g. landmarks, parcel address points, new street constructions, business location, retail store address points) and other types of geographic data (e.g. park boundaries, rectified aerial photography, apartment complexes) for GIS and other geographic data source.

74 Shall support multiple layers of information (e.g. building footprints, photographs) that are associated with specific areas and addresses.

75 Shall support the ability for authorized administrators to modify map elements, symbiology, labeling, layer order, etc. as needed.

76 Shall support the ability to have all GIS related files maintained by the agency while the system is live and operational.

77 Shall have the ability to update the geofile and map databases without requiring system downtime, interruption or impact to live operations.

78 Shall support the automation of some GIS upload/geofile creation tasks to allow for efficiency and accuracy.

79 Shall allow updated data to be pushed out to all RMS workstations and MDC's over the network from a central database and not require manual map file updates to be executed per terminal.

80 Shall support the use of test and production databases so that testing procedures can take place prior to being made "live" in the RMS.

81 Shall support the synchronization of GIS information in CAD to RMS based upon agency defined parameters.



Fully Compliant


Not available

82 Shall support the routine update process utilizing the same source of GIS data used in CAD.SECURITY Security Function

83 Shall comply with CJIS/NCIC data security requirements.84 Shall at a minimum, if no other form of encryption is employed, web-based applications shall be encrypted

with the server and clients utilizing TLS1.2.85 Shall have security/password protected user accounts and shall be configurable and system supported to

comply with federal, state and airport policy.86 Shall employ data encryptions that meet CJIS security policy standards for any exchange or transmittal of RMS

data between only authorized remote devices and RMS system servers.87 Shall utilize Lightweight Directory Access Protocol (LDAP) using the Airport's MS Active Directory servers for

user accounts in the CCHNL Domain to meet CJIS requirements.88 Shall ensure system and user accounts are security/password protected and shall be configurable to comply

with Airport policy:Minimum of eight (8) character lengthUse of alpha-numericsUse of special characters (e.g. # @ *)Not allow the user to re-use any of the last ten (10) previous passwords.Accounts to have a unique IDOperator accounts and passwords to be synchronized across all system modules.Store all passwords in encrypted formatAllow the users to change their own password at Airport determined intervals (e.g. every 90 days)

89 Shall facilitate the use of a unique user ID and password to control RMS system access and privileges.

90 Shall have appropriate safeguards to ensure that only authorized devices and users are allowed access to the RMS system and stored information.

91 Shall validate each user's credentials through a mandatory logon process before granting access to any function or data available within the RMS system.

92 Shall provide a "single entry" to enable logons to multiple authorized systems that are available through the RMS system (e.g. NCIC, NLETS).

93 Shall allow access (granted/restricted) authorization to RMS functions and data by assignment of user and groups. Users shall be allowed multiple group assignments.

94 Shall have a lock-out provision that will lock-out access to an account after a Airport defined number of unsuccessful log in attempts are made by the user. An account which has been locked-out may be reset by the authorized system administrator.

95 Shall provide the capability for individual user name change (e.g. getting married) and shall keep a link to historical data.

96 Shall permit system administrators through a GUI to create and maintain a centralized and indexed database containing information about each system user, including their unique user ID, password, and security profile.

97 Shall enable system administrators through a GUI to define individual user access privileges and assign them to security groups.

98 Shall limit access to the user security database to authorized system administrators.



Fully Compliant


Not available

99 Shall allow authorized administrators the ability to setup additional help screens.100 Shall be compatible with Commercial Off the Shelf (COTS) Anti-Virus software for workstations and servers.

CASE MANAGEMENTCase Report Function

101 Shall provide a report writing tool module that's user friendly such as MS Excel, MS Access or Google Apps

102 Shall provide a case report writing tool to allow users to input data related to a police report.103 Shall provide a single case folder that contains all documents associated with a case number.104 Shall automatically generate a case report folder upon issuance of a report number by CAD.105 Shall allow CFS data elements to transfer from CAD to the case report.106 Shall, at minimum, transfer the following data elements found in a CFS event to a case report:

CFS event numberIncident addressIncident location (common place)Incident type code Incident type code descriptionCaller name Caller addressCaller telephone number Incident narrative Date/time of incident (creation, close and other time-stamped event activities)Incident dispositionAgency response area (district, sector, beat)Unit(s) assigned to incident (unit ID, 6-digit personnel ID number)Case number(s)Unit status (dispatch, en route, arrival, clear)Primary unit designationPersons involved Vehicles involvedDate/time stamp

107 Shall allow the agency to create a police report form.108 Shall have the ability to populate data elements into a police report form. The data elements shall be defined

as, but not limited to:Case report numberIncident addressIncident location (common place)Incident type code Incident type code descriptionComplainant, victim, suspect nameComplainant, victim, suspect addressComplainant, victim, suspect telephone number Disposition Physical description



Fully Compliant


Not available

Vehicle license number and descriptionNarrative

109 Shall have the ability to retrieve, review and modify a case report from the MDC and workstation.

110 Shall allow users to update a case report with new information.111 Shall allow the user to add unlimited amount of narratives to a case report.112 Shall have ability to add a new case and associate the added case to the original case report.113 Shall be capable of associating related cases.114 Shall support integration of digitized mug photos, images, fingerprint identification records and digitized

image of records.115 Shall support the ability to attach various files (e.g. video, photos, PDF's, etc.).116 Shall allow users to attach a completed PDF form (i.e. accident diagram, statement forms, etc.) to a case

report.117 Shall allow the agency to attach a completed form to a case report. The form shall be a completed modifiable

and fillable PDF form outside of the application.118 Shall support the ability to attach property and evidence to a case report.119 Shall list initial and additional item(s) associated to a case report in sequential order.120 Shall provide a mechanism to require certain fields of the report form to be mandatory.121 Shall not allow the user to submit a report if mandatory fields are blank or the content does not meet the

criteria.122 Shall prompt users to save upon exiting any data entry form (e.g. field interview, citation, case report).

123 Shall allow NIBRS validation to occur during and after data entry on a case report.124 Shall have a workflow component for approval, follow-ups and routing of case reports.125 Shall allow the agency to define the approval process.126 Shall have the capability to view the workload of a specific individual or group.127 Shall have the ability to notify users when a case report enters the individuals workload queue. The

notification shall be audible, visual and electronic (e.g. email). 128 Shall not limit the number of times a case report is routed for review.129 Shall have the capability to wirelessly submit reports to supervisors with encrypted and compressed data for

immediate and secure data transmissions.130 Shall allow a supervisor to approve and deny reports.131 Shall allow supervisors to deny reports due to deficiencies and return the report to the responsible employee's

work queue.132 Shall permit supervisors to input comments about the reason for denial but not allow the comments to be

included in the case report.133 Shall provide a visual notification when a report has been denied by a supervisor. 134 Shall have the ability to retrieve a case report after initial submission for modification or correction before it

has been approved.135 Shall support the use of disposition codes (e.g. pending further investigation, follow-up, closed, etc.) The

disposition codes shall be agency defined.136 Shall provide the option to leave ownership of the report with the originating author, until the report is

approved.



Fully Compliant


Not available

137 Shall allow the user to route a case report to an external source such as a prosecutor. External sources shall be defined by the agency and based on policy.

138 Shall have the ability to track the routing of a case report and retain a complete history of the routing process.

139 Shall lock approved case reports as read-only.140 Shall provide a method to show the status of a case report. 141 Shall provide a mechanism to notify an individual when a report is overdue. The threshold (e.g. after 7-days,

etc.) for notification shall be agency defined.142 Shall be capable of notifying the individuals' supervisor when a report is overdue.143 Shall have the ability to submit a case report to RMS.144 Shall have a mechanism to update incorrect data associated with a case report; without any changes to the

original document to comply with NIBRS.Investigative Function

145 Shall have an investigative module.146 Shall permit case reports to be routed to the investigator queue for assignment.147 Shall allow the routing of a case report to a specific individual or group (i.e. robbery detail, reports reviewer,

etc.).148 Shall allow an investigator or supervisor the ability to re-route a case report.149 Shall have a mechanism to input comments, notes, summaries about the case but not allow the information to

be added to the police report.150 Shall support the use of disposition codes (e.g. pending further investigation, follow-up, closed, etc.). The

disposition codes shall be agency defined.151 Shall retain the complete history of a case report from the receipt of the original submission to final disposition

or case closure.152 Shall allow automatic sealing of specific cases based on offense type and is only accessible by agency defined

personnel.153 Shall permit an investigator to query the master index for photos of any individual for a photo lineup.

154 Shall allow an investigator the ability to generate a photo lineup from any photo contained in the master index.

155 Shall provide an investigator the ability to save a photo lineup for viewing at a later time.156 Shall permit the investigator to produce a photo lineup in similar format, type and size.157 Shall allow the investigator to produce a photo lineup, one (1) image per page in sequential order of similar

format, type and size.158 Shall permit the investigator to print a second set of lineup photos with personal information (e.g. DOB,

height, weight, etc.).Field Contact Function

159 Shall provide a field contact module.160 Shall have the ability to review, add and update field interviews.161 Shall have the ability to review, add and update a field contact while online and offline.162 Shall provide a field contact form or allow the agency to create one.163 Shall at minimum, include but not limited to, the following data elements on the form:

NameAlias name(s)



Fully Compliant


Not available

DOBAge SSNPhysical descriptionPersonal oddities/tattoosGenderEthnicityClothing descriptionCitizenshipAddress Telephone numberEmployer/OccupationComments/narrative

164 Shall allow for the field interview form to be printed.Reports Function

165 Shall provide users access to all reports, subject to permissions.166 Shall have the ability to define report forms (e.g. accident report forms, police report forms, etc.) tailored to

meet the requirements of the agency. 167 Shall allow the report forms to be updated, printed and attached to a case report.168 Shall allow all stored data to be available for inquiry, viewing, reporting, printing and exporting in agency and

user defined format (e.g. Excel, PDF, or CSV format exportable files).169 Shall allow authorized system users the ability to report any data element by any other data element in the

system (e.g. incidents received within 24 hour period or response time report by response area).

170 Shall offer multiple standard reporting formats.171 Shall allow new reports to be defined either through the RMS system or a third-party reporting tool and be

stored as a standard report available through the RMS system.172 Shall automatically generate an application log file for system error messages identifying hardware/software

problems, security violations and attempted breaches.173 Shall provide the ability to customize standard reports and allow the agency to save, store, and reuse agency

developed report templates.174 Shall provide pre-formatted standardized reports.175 Shall provide an ad-hoc reporting capability.176 Shall include the capability for creating agency and user defined reports such as workload and activity analysis

by specified geographical location, response area, time period and incident type.

177 Shall be able to redact and print the redacted version of case reports. Data to be redacted shall be defined by the agency and courts.

178 Shall provide the ability to automatically transfer case report data relevant to external RMS or reporting systems (e.g. NIBRS, UCR, etc.).

179 Shall have the option to determine which group or groups of documents are to be full-text indexed and/or read by Optical Character Recognition (OCR).

ANALYTICAL SUPPORT Analytical Support Function



Fully Compliant


Not available

180 Shall provide an analytical module.181 Shall be able to download statistical data to MS Excel182 Shall support extended statistical analysis processes based on types of events, response times, incidents by

area and date/time as defined by the agency.183 Shall perform database queries using any combination of data fields to search for crime and report statistics

based on multiple variables.184 Shall have system alerts when property crimes (e.g. burglaries and robberies) exceed agency defined threshold

levels.185 Shall perform queries using "string search" (e.g. free form text) without having to search for an exact data

match.186 Shall allow queries to not block further processing of the application.187 Shall have the ability to create reports from the results of database queries performed.188 Shall export agency defined data from the RMS in multiple formats (e.g. Access, Excel, Text, CVS, etc.) for

further analysis.189 Shall present crime statistics in a graphical format (e.g. pie chart, line and bar graphs) to be able to present

crime information.190 Shall aggregate data elements found in RMS records to create a report with all relevant data (e.g. name

associated with other data elements). 191 Shall have the ability to analyze crime data utilizing address and coordinates (lat/long) to view crimes in

proximity to a specific location and plotted on a map.Miscellaneous Interface Function

194 Shall comply with the National Information Exchange Model (NIEM) release 3.0 or higher.195 Shall comply with other industry standard data exchange types (e.g. XML, CVS).

Brazos Interface196 Shall provide an interface that will import crash data from Brazos to the LERMS Accident module.197 Shall import base accident information, including; 198 · Date/Time 199 · Location 200 · People involved 201 · Vehicles involved 202 · Officers 203 · Citations 204 Shall provide an interface that will import citation data from Brazos to the LERMS Ticketing module.205 Shall provide an interface that will import field interview data from Brazos to LERMS Field Investigation

module.206 Shall import the data as a batch process that will occur at a frequency configurable by the customer.

207 Shall transmit the data as a file, through a web service, as a TCP message or other agreed upon protocol. 208 Shall attempt to match the inbound subject and vehicle data with existing records in LERMS. When a match is

not found, a new record will be created. 209 Shall import a pdf document if included with the data, the document will be attached to the accident and/or

citation record in LERMS.

#18/19-02State NCIC Functionality Acknowledgment 28 of 31

Comments

1 The interface must support two way communication between the application suite and the National Crime Information Center (NCIC), as well as local and state systems.

2 Ability to authorize individual clients or workstations to access the State/NCIC application based on IP address or device name.

3 Ability to direct a single query to the state/NCIC, local database, or both.4 Ability to create user-designed format screens.5 Ability to specify security access permissions for any request format. 6 Ability to specify the maximum number of requests your agency can send to the NCIC. 7 Ability to log all transactions in a history file for viewing and reporting purposes. 8 Ability to search for state/NCIC responses by date/date range. 9 Ability to print messages received via a state/NCIC request/response.

10 Ability to send messages to specified units. 11 Ability to use information contained in a response to auto-populate a new online query for additional

information to submit to NCIC. 12 Ability to edit the string of data that is sent to the local, state, or NCIC system. 13 The interface must provide or support an online interface from the CAD application to the State/NCIC

database.14 Ability to link form the CAD software to the State/NCIC network to run license plate and warrant checks.

15 Ability to link from the CAD to the State/NCIC network to automatically attach a CAD inquiry to the incident/call database.

16 Ability to access NCIC forms within CAD.17 Ability to access NCIC history within CAD.18 Ability to setup the automatic transmission of license plate or driver license information based on CFS type.

19 All automatic transmissions that are attached to a CFS must be logged on the call and easily accessed.20 All responses that can be matched to the original transmission and are attached to a CFS will be logged on the

call in the same area as the transmissions.21 Application must support encryption up to AES 256 for state/NCIC traffic on the LAN and FIPS 140-2 for

wireless state/NCIC traffic.

Fully Compliant


Not available

State/NCIC Interface

#18/19-02Field Rpt Functionality Acknowledgment 29 of 31

Comments

1 The software must support entry of incidents, cases, arrests, supplements, and user-defined forms.2 The software must also offer an option for field investigations/contact cards so they can be done in the field

but still support a review process2 Forms and report merge (into RMS) process must be agency-defined.3 The software must support entry of accidents.4 The software must have the ability to add business logic to form entry.5 The software must be support an IBR compliant data schema

FBR must be able to have configurable form/field rules that will catch most IBR/UCR errors at data entry time

The printed output from any particular field report type must be agency configurable to support mandated report outputs.

6 The software must have the ability to use a scanned image as a background for the report.7 The software must allow an officer to review the report for errors and warnings before submitting to a

supervisor.8 The software must support Supervisor Review.9 The software must allow for upload of officer reports to the Supervisor via the following means:

Removable/Portable media (thumb drives)Wireless (RF) over any protocol and network (RF, GPRS, IPMobileNet, Cellular)

10 The software must support printing of a Field Report prior to being merged into the RMS database.11 The software must allow a user to merge officer reports into an existing Records Management Database,

eliminating duplicate entry and any re-keying of data.12 The software must be able to attach an exact copy of the report into the RMS as a PDF.13 The software must be able to attach an exact copy of all supplements into the RMS as a PDF14 FBR must support an exact copy of an officers report, as it existed when approved, for agencies that treat the

officers report as evidence in court proceedings15 The Field Reporting module must support the downloading of tables to all mobile devices, eliminating the

need to update tables on individual devices.16 The software should support user password protection17 Software should allow an officer to save an incomplete report for completion at another time.18 Incomplete reports can be completed in station or on any other device that has the FBR software installed

19 Software must support narrative text entry with spell checker. 20 Software must have automatic spell check.21 Software should be table-driven.22 All field reporting drop down lists should come from LERMS avoiding duplicate configuration and setup and to

ensure both LERMS and FBR are in synch23 The merge process should support merging one record at a time, allowing the merge administrator to make

changes if necessary.24 The Field Reports should be capable of automatically populating the Fields in the RMS database during the

merge process.25 Should provide the ability to complete accident diagrams.26 Any completed accident diagram must be part of LERMS and accessible from both FBR and LERMS.

Fully Compliant


Not available

Field-Based Reporting

#18/19-02Field Rpt Functionality Acknowledgment 30 of 31

Comments

Fully Compliant


Not available

Field-Based Reporting27 Should support hidden data for report entry allowing the administrator to configure default values and text

that is available based on any report field.28 Should allow agency-defined data entry screens for all field reports.29 Must support multiple report types for each incident and/or case so an agency can have separate screens for

specific report types like domestic violence30 Should support copying of data from different report sections and between different reports to cut down on

data entry.31 Should allow a user to base a report on an existing report. This would copy the applicable data out of one

report and into another.32 Should allow users to prompt data from the report into the narrative.33 Should provide the ability to print in the car.34 Should allow notes on every form and field as needed by the officer or supervisor35 Should support touch screen functionality.36 Should allow agencies to define business rules on any form.37 Should allow agency defined actions in the field report based on a certain text string or predefined setup. For

example if a report has a certain value in a field than other field(s) can be made mandatory. This type of action should be allowed on any form or any field on any form.

38 The software should allow for a report to be transmitted to a supervisor and back to individual for review and editing all over the wireless network.

39 The software should allow for agency defined colors and modes on all forms and screens.40 The software should allow all toolbars and toolbar buttons to be agency defined. In a multi-jurisdictional

environment each agency can layout the system the way they desire.41 The software should allow for patches and updates to be applied from a central site without having to go to

each individual mobile unit to load. The system should allow for administrator control and testing of each push of updates.

42 The software should support encryption during all processes both on the local client and over the wireless network.

43 The software should fully utilize XML to store, transmit, and edit data.44 Any form that is built or scanned into the field reporting software should also have ability to print with the

appropriate data as the original form.

#18/19-02Optional Interfaces Functionality Acknowledgment 31 of 31

Optional Interfaces - not required but preferred CommentsOptional Lenel Personnel Interface

1 Shall include an optional interface that would allow dispatchers to query Lenel via Genetec module or directly, NCIC, and LERMS all from CAD at the same time. It is anticipated this will be done via a message switch. It is understood that costs by the third party vendor Linnel or Genetec may charge for their side of the interface will not be included in this RFP response.

2 Shall return data from the Lenel/Genetec personnel record that includes security clearance data, employer, and more.

Optional Lenel Alarm Interface3 Shall include an optional alarm interface that will notify CAD when an alarm is triggered in Lenel. It will

place an alarm call in a call queue. It is understood that costs Lenel may charge for their side of the interface will not be included in this RFP response.

Fully CompliantModification/Custom Software

Not available


RFP from Qualified Software Vendors #18/19-02 CAD & LERMS Replacement Project Attachment C Page 1 of 24

ATTACHMENT C AGREEMENT


RFP for Qualified Consultants/Teams RFP #17/18-15 FIDS / PA System Upgrade Attachment C Page 2 of 18

INTEGRATED PUBLIC SAFETY INFORMATION MANAGEMENT SOLUTION CAD & LERMS REPLACEMENT PROJECT

AGREEMENT THIS AGREEMENT, made and entered into this ____ day of ______________, 20___, by and between the RENO-TAHOE AIRPORT AUTHORITY a quasi-municipal corporation of the State of Nevada, acting through its Board of Trustees, hereinafter called the "Owner," and [INSERT SOFTWARE VENDOR NAME], hereinafter called the "Consultant," and together called “Parties.” W I T N E S S E T H

That the Owner and Consultant, for the consideration hereinafter named, agree as follows: Article 1. Scope of Work The Consultant shall furnish all of the materials and perform all of the work described in Request for Proposal # 18/19-02, entitled "Integrated Public Safety Information Management Solution, CAD & LERMS Replacement Project”, and shall do everything required by the Request for Proposal document, this Agreement, and Specifications. Exhibit C, Supplemental Scope of Work contains additional instructions pertaining to the Scope of Work. These documents represent the entire Scope of Work (Work). Article 2. Contract Period The Consultant hereby agrees that time is of the essence with respect to performance of each of the Consultant’s obligations under this Agreement. The Work to be performed under this Agreement shall commence no later than fifteen (15) calendar days after receipt of the Notice to Proceed. Project completion is required to be not later than [INSERT WRITTEN #] ([INSERT NUMERICAL #]) calendar days (Project Completion Date) from the date of issuance of the Notice to Proceed. A detailed and comprehensive schedule in the form of a CPM Gantt chart shall be submitted for review and approval to the Owner within fifteen (15) calendar days from the issuance of the Notice to Proceed. Article 3. Contract Sum The Owner shall pay the Consultant, as full compensation for furnishing all materials and labor, project management, and doing all the Work in strict accordance with the Quote and to the satisfaction of the Owner, a sum not to exceed [INSERT WRITTEN AMOUNT] ($[INSERT NUMERICAL AMOUNT]). The contract sum is to be paid in the manner and under the conditions as specified in this Agreement. Article 4. Liquidated Damages Should the Consultant fail or refuse to complete the Work by the Project Completion Date, including any authorized extensions of time, the Contractor agrees to pay as liquidated



damages an amount of five hundred fifty dollars ($500.00) for each calendar day thereafter that the Work is not complete; said money to be deducted from the Contractor’s final invoice. The total amount of any liquidated damages shall not exceed ten percent (10%) of the total contract sum. Article 5. Notice to Proceed The RTAA Purchasing and Materials Management Division shall cause a written Notice to Proceed to be issued upon satisfactory evidence that all licensing, bonding, and insurance requirements have been met. The Consultant shall not perform on any portion of a resultant agreement with the RTAA without said written notification that shall be in the form of an RTAA purchase order or Agreement form. Article 6. Measurement and Payment The RTAA agrees to pay the Consultant progress payments if requested. Invoices submitted will be paid net thirty (30) days from the date of receipt of the invoice from the Consultant. It is expressly understood that the RTAA has the right to withhold payment on any invoice should the Consultant fail to provide adequate backup and the RTAA determines s/he has not performed the requisitioned Work efforts in a satisfactory manner. If the RTAA does decide to withhold payments to the Consultant for any reason, the RTAA must provide written notifications and an explanation to the Consultant within ten (10) days of the date of the invoice. As soon as practical following completion of the project, the Consultant shall make request by letter to the RTAA for a final inspection and acceptance of the Work, and if, in the RTAA’s opinion, all provisions of the project and Agreement have been satisfied, the RTAA will issue a written Notice of Completion and Acceptance of the Work to the Consultant. The RTAA shall make final payment within thirty (30) days after written acceptance provided no claims, liens, or outstanding debts have been filed against the Work. Upon demand by the RTAA, the Consultant shall submit evidence satisfactory that all payrolls, materials, bills, and other indebtedness relating to the Work performed have been paid before final payment is made. Article 7. Fees and Permits The Consultant shall be responsible for obtaining all necessary permits for the project as may be required by any governing authority and the cost of the fees is required to be included in the bid price. RTAA fees for permits, if any, shall be waived. Article 8. Immaterial Changes The Consultant is required to execute the Work as described in the Scope of Work and which can be reasonably inferable by the Consultant as necessary to produce the results intended by the supporting plan documents and specifications. Reasonably inferable is defined as nonmaterial additional costs and minor changes in sequencing and scheduling, and should not relate to additional documents required versus minor submittals. However,



should material additional costs be incurred or material scheduling changes be proposed, a change order shall be required. Article 9. Quality Standards Owner has contracted with Consultant for the Scope of Work and Owner has relied upon Consultant’s knowledge and skills in completing the Scope of Work. Consultant shall be responsible for the professional quality, technical accuracy, and the coordination of all Work performed on the project. All Work shall be performed in a workmanlike manner using the degree of skill, efficiency and knowledge that is possessed by those of ordinary skill, competency, and standing in the particular trade for which the Consultant is employed. Without limiting Consultant’s liability, Consultant shall, without additional compensation, correct or revise any errors or omissions in her/his Work. The Consultant shall install all products and materials according to manufacturer’s written instructions and construction industry standards. Consultant and its sub-consultants shall perform all services and duties required hereunder in conformance to and consistent with standards generally recognized as being employed by others performing this type of Work and services. Acceptance of Consultant’s services and equipment by the Owner shall not operate as a waiver of the rights granted the Owner herein. Article 10. Hidden or Changed Conditions Execution of this Agreement by the Consultant is a representation that the Consultant has visited the site, become familiar with local conditions under which the Work is to be performed and correlated personal observations with requirements of the this Agreement and associated exhibits. The Consultant shall carefully study and compare this Agreement and associated exhibits with each other and with information furnished by the Owner. Before commencing activities, the Consultant shall (1) take field measurements and verify field conditions; (2) carefully compare this and other information known to the Consultant with this Agreement and associated exhibits; and (3) promptly report errors, inconsistencies or omissions discovered to the Owner. If concealed or unknown physical conditions are encountered at the site that differ materially from those indicated in this Agreement or from those conditions ordinarily found to exist, the Contract Sum and Contract Period shall be subject to equitable adjustment. Article 11. Payment for Change Orders Owner and Consultant agree that the Owner may add to or deduct from the amount of Work covered by this Agreement, and any changes so made in the amount of Work involved, or any other parts of this Agreement, shall be by a written amendment setting forth in detail the changes involved and the value thereof which shall be mutually agreed upon between Owner and Consultant.



Payment or credit for any alterations covered by a Change Order shall be determined by one or a combination of the methods set forth in a or b below.

a. Unit Prices If applicable, those unit prices stipulated in the Quote shall be utilized for calculating the payment.

b. Lump sum

A total sum for the work negotiated and mutually acceptable to the Consultant and Owner shall be used.

In a and b above, Consultant’s quotations for Change Orders shall be in writing and firm for a period of thirty days. Any compensation paid in conjunction with the terms of a Change Order shall comprise total compensation due the Consultant for the Work or alteration defined in the Change Order. By signing the Change Order, the Consultant acknowledges that the stipulated compensation includes payment for the interruption of schedules, extended overhead, delay or any other impact claim or ripple effect and by signing specifically waives any reservation or claim for additional compensation in respect to the subject of the Change Order. The Owner’s request for quotations on alterations to the Work shall not be considered authorization to proceed with the Work prior to the issuance of a formal Change Order, and such a request shall not justify any delay in existing Work. Lump sum quotations for alterations to the Work shall include substantiating documentation with an itemized breakdown of Consultant and sub-consultant costs, including labor, material, rentals, approved services, and fixed fees including overhead and profit. Only after the Manager of Purchasing and Materials Management has been notified in writing, and written authorization in the form of an approved Purchase Order, may a Change Order be considered as authorization to proceed. Without such notification in writing and approved Purchase Order, Owner is not responsible to pay Consultant any additional compensation whatsoever. Consultant agrees to proceed with the Work as changed when so ordered in writing by Owner so as not to delay the progress of the Work. Article 12. Contract Time Extensions All claims for extensions of time shall be made in writing to the Owner within seven (7) calendar days after the beginning of the delay; otherwise, they will be disallowed. If the Consultant is delayed at any time in the progress of the Work by any act or neglect of the Owner, or by any separate contractor employed by the Owner, or by changes ordered in the Work, or labor disputes, fire, unusual weather conditions, unusual delay in transportation, or by unavoidable casualties, the Contract Period may be extended by change order for such reasonable time as the Owner may determine. Such determination shall not be unreasonably withheld by Owner.



It is further expressly understood and agreed that the Consultant shall not be entitled to any damages or compensation, or be reimbursed for any losses, on account of the delay resulting from any of the aforesaid causes or any other cause regardless of whether the delay is foreseeable or not, except that the Owner agrees to compensate the Consultant for any damages resulting from any affirmative, willful act in bad faith performed by the Owner or Owner’s employees which unreasonably interferes with the Consultant’s ability to perform the Work. An extension in Contract Period for a delay will be allowed only in the case that a normal working day is lost. A normal working day is defined as any day, except weekends and holidays, during which the Consultant can work for at least four hours. Delays will not be allowed for non-working days (e.g. weekends and holidays). Claims by the Consultant for delays will not be allowed on account of failure by Owner to furnish interpretations until fourteen (14) days after a request for information is submitted by the Consultant, and then not unless such claim is reasonable. Extensions of Contract Period shall not be allowed for the following types of delays:

12.1 Delays which could have been avoided by the exercise of care, prudence, foresight, and diligence on the part of the Consultant.

12.2 Delays in the execution of parts of the Work, which may in themselves be

unavoidable, but do not prevent or delay prosecution of other parts of the Work, or the completion of the whole Work within the time specified.

12.3 Delays arising from interruptions of the Work on account of reasonable

interference of other contractors employed by the Owner which do not prevent the completion of the whole Work within the Contract Period.

Article 13. Force Majeure In no event shall the Owner or Consultant be responsible or liable for any failure or delay in the performance of its obligations hereunder arising out of or caused by, directly or indirectly, forces beyond its control, including, without limitation, strikes, work stoppages, accidents, acts of war or terrorism, civil or military disturbances, nuclear or natural catastrophes or acts of God. It is understood that the Owner or Consultant shall use reasonable efforts which are consistent with accepted practices in the information technology industry to resume performance as soon as practicable under the circumstances. Article 14. Consultant Compliance Requirements The Consultant, sub-consultant, and any other person who provides labor, equipment, materials, supplies, or services must comply with the requirements of all applicable state and local laws, including, without limitation, any applicable licensing requirements and requirements for the payment of sales and use taxes on equipment, materials, and supplies provided.



Article 15. Consultant Notification to Owner Consultant shall, in each and every instance, obtain written approval from the Owner prior to the use of any sub-consultant for any phase of this Work. The Owner shall not unreasonably withhold such approval. Consultant shall be liable for all damage caused by sub-consultants as if they were the Consultant’s own employees. Article 16. Business License The Consultant and all sub-consultants shall be required to obtain appropriate City, County, and State business licenses prior to performance of the Work. Business License Number, Effective Dates, and Jurisdiction: _______________________________________________________________________________________________________________________________________________________________________________________________________________ Article 17. Insurance Consultant shall procure at Consultant’s expense and keep in effect at all times during the term of this Agreement until the completion of the Work hereunder, or until early termination of this Agreement, whichever occurs first, the forms of insurance set forth in Exhibit A, Insurance Specifications. It is the Consultant’s responsibility to familiarize itself with the coverages described herein. Immediate notification must be given to the RTAA and/or its agent upon receiving any knowledge or notification of claim or litigation on which the RTAA may be named. Article 18. Indemnification Consultant shall defend, indemnify, and hold harmless Owner, its Trustees, officers, agents, and employees from and against any and all liabilities, damages, losses, claims, actions, or proceedings, including, without limitation, reasonable attorneys’ fees, court costs, and expert fees to the extent that such are caused by the negligence, errors, omissions, recklessness or intentional misconduct of the Consultant or the employees or agents of the Consultant in the performance of this Agreement Owner shall give the Consultant reasonable notice of any such claims or actions. The Consultant shall also use counsel reasonably acceptable to Owner in carrying out its obligations. Any final judgment rendered against Owner for any cause for which the Consultant is liable hereunder shall be conclusive against the Consultant as to liability and amount, where the time for appeal therefrom has expired. Indemnity requirement shall survive the expiration or early termination of this Agreement. Acceptance of the Consultant’s services by Owner shall not operate as a waiver of the rights granted Owner herein. Article 19. Disclosure of Principals Consultant shall complete and return with the form entitled “Disclosure of Principals” included in the Agreement as Exhibit C, Disclosure of Principals.



Article 20. Tax Exemption The RTAA is not tax exempt from taxable materials related to part of the scope of Work as referenced by NRS §338.1423(2)(a). In all other cases, the RTAA is tax exempt in from Nevada State Sales Tax by act of the Nevada State Legislature, NR. §372.325, which exempts all local governments within the State of Nevada. The RTAA is also exempt from Federal Excise Tax. Article 21. Site Maintenance Throughout the project, the Consultant and sub-consultants shall maintain the Work site and all equipment used in the Work in compliance with applicable health and safety rules and regulations and in such a manner necessary to ensure the health, safety, and welfare of any employee, tenant, passenger, visitor, inspection personnel, and Consultant’s and sub-consultants’ employees who may come in contact with the site prior to completion of the project. During the project, the Consultant shall be responsible to bring in refuse container(s) for the purpose of disposing of any debris. RTAA refuse containers may not be used. Site maintenance is required on a daily basis.

At the conclusion of the project, the Consultant shall be responsible for clean-up at the

site, including removal of debris and excess construction materials and a thorough cleaning of all areas that were affected by the Work of the Consultant or their sub-consultants as acceptable to the RTAA. Article 22. Suspension of Work The Owner, or Owner’s designee, may order the Consultant, in writing, to suspend all or any part of the Work for such period of time as the Owner may determine to be appropriate for the convenience of the Owner. If the performance of all or any part of the Work is, for any unreasonable period of time as so determined by Owner, suspended or delayed by an act of the Owner in the administration of this Agreement (or if no time is specified, within a reasonable time as determine by Owner), and adjustment shall be made for any increase in cost of performance of this Agreement necessarily caused by Owner’s unreasonable suspension or delay, and the Agreement shall be modified in writing accordingly. However, no adjustment shall be made under this clause for any suspension or delay to the extent: (1) that performance would have been suspended for delayed by any other cause, including the fault or negligence of the Consultant; or, (2) for which an equitable adjustment is provided for or excluded under any other provision of this Agreement. Article 23. Failure to Perform Properly If the Consultant shall neglect to prosecute the Work properly or fail to perform any provision of this Agreement, the RTAA, after five (5) working days written notice to the Consultant may, without prejudice to any other remedy it may have, make good such deficiencies and deduct the cost thereof from the payment then or thereafter due the Consultant.



Article 24. Termination for Default In addition to other remedies set forth herein, in the event of breach for failure of Consultant to perform the Work or any default by Consultant in the terms and conditions of this Agreement, Owner will be entitled to notice Consultant of such breach in writing, and unless the Consultant can remedy such breach within thirty (30) days of the date of the notice, Owner may declare Consultant in default and terminate this Agreement, in whole or in part, and recover all actual damages and losses, including, but not limited to, all out-of-pocket expenses, costs of rebidding the project, costs of all labor and materials supplied by the Owner and others, lost revenues and all other costs and expenses resulting to Owner from Consultant’s default. Owner may pursue all remedies available to it, both at law and in equity. Should the Owner fail to perform any act required of it under this Agreement and fail to remedy such breach within thirty (30) days of receipt of notice from Consultant of such breach (except for nonpayment for good cause until Consultant remedies the reasons leading to nonpayment by the Owner), the Consultant may terminate this Agreement and receive payment to the date of termination for all labor and material satisfactorily completed and supplied. Article 25. Warranty Consultant shall warrant all workmanship, components, and materials for a period of one (1) year from date of written acceptance of certification of the installation by the Owner and not solely upon installation. A Warranty Notification form [provided by Consultant or Owner] shall be completed as proof of written acceptance of certification. Beginning at the expiration of the standard warranty, [INSERT WRITTEN #] ([INSERT NUMERICAL #]) years of additional warranty and support shall be provided via a separate Maintenance Services Agreement. Any and all manufacturers' warranties will be passed on to the Owner. Copies of all warranties and documentation of completion shall be secured and delivered to the Owner upon completion of the Work and prior to final payment. Consultant understands, acknowledges, and accepts all liabilities for all design and construction errors or omissions and for the quality and technical accuracy of all Work performed hereunder. Article 26. Status of Consultant The Consultant shall have the status of an “Independent Contractor” as defined by NRS §284.173 and shall not be entitled to any of the rights, privileges, benefits, and emoluments of either an officer or employee of the RTAA. Article 27. Ownership of Documents All documents, including drawings, plans, specifications, videotapes, DVDs, or other documents or maps prepared by Consultant pursuant to this Agreement, shall become the property of the Owner upon completion of the project or any termination of this Agreement prior to completion of this Agreement.



All intellectual property rights in the services provided by Consultant are either owned by or licensed to Consultant, and this Agreement does not convey to Owner any right, title or interest to such intellectual property rights. Consultant through a separate Software License Agreement grants Owner a non-transferrable, non-exclusive license to use the services solely for the purposes of this Agreement for the term of this Agreement. Article 28. Compliance with Laws, Rules, and Regulations Consultant agrees to be bound by the provisions of Owner's rules and regulations, all applicable laws, rules, and regulations adopted or made applicable to Consultant by any local, state, or federal authority having jurisdiction over the project or the Owner. Article 29. Governing Law and Jurisdiction It is understood and agreed by and between the Parties hereto that this Agreement shall be deemed and construed to be entered into and to be performed in the County of Washoe, State of Nevada, and it is further understood and agreed by and between the Parties hereto that the laws of the State of Nevada shall govern the rights, obligations, duties, and liabilities of the Parties to this Agreement and also govern the interpretation of this Agreement. It is further understood and agreed by and between the Parties hereto that any and all actions between the Parties brought as a result of this Agreement will be brought in the Second Judicial District Court in and for the County of Washoe, State of Nevada. Article 30. Arbitration Arbitration of a dispute arising between the Owner and the Consultant engaged on a public work is required if the dispute cannot otherwise be settled. Any dispute requiring arbitration must be handled in accordance with the construction industry’s rules for arbitration as administered by the American Arbitration Association or the Nevada Arbitration Association. This section does not prohibit the use of alternate dispute resolution methods before arbitration. Article 31. Costs and Attorney's Fees In the event suit or action is instituted to enforce any of the terms or conditions of this Agreement, or litigation concerning the rights and duties of the Parties to this Agreement, the losing party shall pay to the prevailing party, in addition to the costs and disbursements allowed by statutes, such sum as the court may adjudge reasonable after taking into account the extent to which the prevailing party prevailed as attorney's fees in such suit or action, in both trial and appellate court. Article 32. Headings The headings of the paragraphs of this Agreement are inserted for convenience only and shall not be deemed to constitute part of this Agreement or to affect the construction thereof.



Article 33. Waiver No waiver of a breach of any covenant, term, or condition of this Agreement shall be deemed to be a waiver of any other or subsequent breach of the same or any other covenant, term, or condition, or waiver of the covenant, term, or condition itself. Neither the Owner's review, approval, or acceptance of, or payment for any of the services required under this Agreement shall be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement, and Consultant shall be and remain liable to the Owner in accordance with applicable law for all damages to Owner caused by Consultant’s performance of any services furnished under this Agreement. The rights and remedies of Owner provided for under this Agreement are in addition to any other rights and remedies provided by law. Article 34. Severability If any provision of this Agreement is held illegal or unenforceable in a judicial proceeding, such provision shall be severed and shall be inoperative, and the remainder of this Agreement shall remain operative and binding on the Parties. Article 35. Counterparts This Agreement may be executed in any number of counterparts, each of which when executed and delivered shall constitute a duplicate original, but all counterparts together shall constitute a single Agreement. Article 36. Assignability This Agreement is deemed to be personal to Consultant and Consultant shall not assign this Agreement without the express written approval of the Owner. Consultant may, however, with Owner's approval, employ any other party or entity it deems necessary or proper for any part of the Work required to be performed under the terms of the Agreement. Consultant shall, in each and every instance, obtain written approval from the Owner prior to the use of any sub-consultant for any phase of Work associated with this Agreement. The Owner shall not unreasonably withhold such approval. Consultant shall be liable for all damage caused by sub-consultants as if they were the Consultant’s own employees. Article 37. Relationship of Parties Nothing in this Agreement shall be deemed or construed by the Parties or any third party as creating the relationship of principal and agent, partnership or joint venture between the Parties, it being understood and agreed that no provision contained herein, and no act of the Parties, shall be deemed to create any relationship between the Parties other than the relationship set forth herein. Article 38. Examination of Records The Owner, at any time, may cause an audit of the Consultant’s books of accounts and financial records related to the Work to be made by an employee or a representative of the Owner. The books of accounts and records include the complete general ledger and any source documents or recordings that support the general ledger, including calculations,



authorizations, attestations, warrants, affidavits, or other evidence of business transactions between the Owner and the Consultant pursuant to this Agreement. Such books of accounts and records shall be made available to the Owner upon demand. Failure to provide the Owner with adequate books of accounts and records may be deemed by the Owner to be a breach of this Agreement. Owner is to provide Consultant with fifteen (15) days written notice of any audit. All books of accounts and records are to be made available at the Reno-Tahoe International Airport during normal business hours upon request by Owner for a period of three (3) years following the completion of this Agreement. If such books of accounts and records cannot be made available at the Reno-Tahoe International Airport, then the Consultant shall pay the expenses of the Owner representative to travel to the location of the books and records. Article 39. Confidentiality Under Nevada state law, NRS §332.025, this Agreement and associated documents become a public record upon signing, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. Article 40. Asbestos If the presence of asbestos or any other hazardous material is suspected or detected at any time during the course of the Work, the Consultant shall be required to cease all Work, and immediately notify Owner. Owner will test suspected area or materials, and will be responsible for any necessary and subsequent mitigation of contaminated areas. Owner will provide written confirmation to Consultant when Work may be resumed. In accordance with Article 12, an authorized extension of time (non-monetary) equal to the number of days of mitigation efforts will be approved in writing by Owner. Article 41. Assurances There are specific contract provisions that are required by the RTAA, and the selected Consultant (including all Sub-consultants, Contractors, Subcontractors, Vendors and Suppliers) shall be required to incorporate the text of the provision without change, except where specific adaptive input is necessary (e.g. such as the Consultant’s name) in each primary and lower tier contracts (e.g. subcontract or sub-agreement). The selected Consultant (including all Sub-consultants, Contractors, Subcontractors, Vendors and Suppliers) are required to incorporate the applicable requirements of these contract provisions by reference for Work done under any purchase orders, rental agreements, and any other agreements for supplies or services. The selected Consultant will be responsible for compliance with these contract provisions by any Sub-consultant, lower-tier Sub-consultant or service providers, Contractor, Subcontractor, Vendor or Supplier. For purposes of these contract provisions, “Consultant” for this Section only shall mean Consultant, Sub-consultant, Contractor,



Subcontractor, Vendors, and Suppliers. Where the clause refers to the applicable activity, project, or program it means the FIDS / PA System Upgrade Project. A. General Civil Rights Provisions

The Consultant agrees to comply with pertinent statutes, Executive Orders and such rules as are promulgated to ensure that no person shall, on the grounds of race, creed, color, national origin, sex, age, or disability be excluded from participating in any activity conducted with or benefiting from Federal assistance. This provision binds the Consultant and sub-consultant from the bid solicitation period through the completion of the contract. This provision is in addition to that required by Title VI of the Civil Rights Act of 1964.

B. Title VI Solicitation Notice

The RTAA in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

C. Title VI Clauses for Compliance with Nondiscrimination Requirements

Compliance with Nondiscrimination Requirements: During the performance of this contract, the Consultant, for itself, its assignees, and successors in interest (hereinafter referred to as the “Consultant”), agrees as follows:

1. Compliance with Regulations: The Consultant will comply with the Title VI

List of Pertinent Nondiscrimination Acts and Authorities, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.

2. Nondiscrimination: The Consultant, with regard to the Work performed by it

during the contract, will not discriminate on the grounds of race, color, or national origin in the selection and retention of sub-consultants, including procurements of materials and leases of equipment. The Consultant will not participate directly or indirectly in the discrimination prohibited by the Nondiscrimination Acts and Authorities, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR part 21.

3. Solicitations for Subcontracts, including Procurements of Materials and

Equipment: In all solicitations, either by competitive bidding or negotiation made by the Consultant for Work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential



sub-consultant or supplier will be notified by the Consultant of the Consultant’s obligations under this contract and the Nondiscrimination Acts and Authorities on the grounds of race, color, or national origin.

4. Information and Reports: The Consultant will provide all information and

reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the sponsor or the Federal Aviation Administration to be pertinent to ascertain compliance with such Nondiscrimination Acts and Authorities and instructions. Where any information required of a Consultant is in the exclusive possession of another who fails or refuses to furnish the information, the Consultant will so certify to the sponsor or the Federal Aviation Administration, as appropriate, and will set forth what efforts it has made to obtain the information.

5. Sanctions for Noncompliance: In the event of a Consultant’s noncompliance

with the nondiscrimination provisions of this contract, the sponsor will impose such contract sanctions as it or the Federal Aviation Administration may determine to be appropriate, including, but not limited to: a. Withholding payments to the Consultant under the contract until the

Consultant complies; and/or b. Cancelling, terminating, or suspending a contract, in whole or in part.

6. Incorporation of Provisions: The Consultant will include the provisions of

paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations, and directives issued pursuant thereto. The Consultant will take action with respect to any subcontract or procurement as the sponsor or the Federal Aviation Administration may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the Consultant becomes involved in, or is threatened with litigation by a sub-consultant, or supplier because of such direction, the Consultant may request the sponsor to enter into any litigation to protect the interests of the sponsor. In addition, the Consultant may request the United States to enter into the litigation to protect the interests of the United States.

D. Title VI List of Pertinent Nondiscrimination Acts and Authorities

During the performance of this contract, the Consultant, for itself, its assignees, and successors in interest (hereinafter referred to as the “Consultant”) agrees to comply with the following nondiscrimination statutes and authorities; including but not limited to:

1. Title VI of the Civil Rights Act of 1964 (42 USC § 2000d et seq., 78 stat. 252)

(prohibits discrimination on the basis of race, color, national origin);



2. 49 CFR part 21 (Non-discrimination in Federally-assisted programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964);

3. The Uniform Relocation Assistance and Real Property Acquisition Policies

Act of 1970, (42 USC § 4601) (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);

4. Section 504 of the Rehabilitation Act of 1973 (29 USC § 794 et seq.), as

amended (prohibits discrimination on the basis of disability); and 49 CFR part 27;

5. The Age Discrimination Act of 1975, as amended (42 USC § 6101 et seq.)

(prohibits discrimination on the basis of age); 6. Airport and Airway Improvement Act of 1982 (49 USC § 471, Section

47123), as amended (prohibits discrimination based on race, creed, color, national origin, or sex);

7. The Civil Rights Restoration Act of 1987 (PL 100-209) (broadened the

scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, the Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);

8. Titles II and III of the Americans with Disabilities Act of 1990, which prohibit

discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 USC §§ 12131 – 12189) as implemented by U.S. Department of Transportation regulations at 49 CFR parts 37 and 38;

9. The Federal Aviation Administration’s Nondiscrimination statute (49 USC §

47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

10. Executive Order 12898, Federal Actions to Address Environmental Justice in

Minority Populations and Low-Income Populations, which ensures nondiscrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;

11. Executive Order 13166, Improving Access to Services for Persons with

Limited English Proficiency, and resulting agency guidance, national origin



discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);

12. Title IX of the Education Amendments of 1972, as amended, which prohibits

you from discriminating because of sex in education programs or activities (20 USC 1681 et seq).

Article 42. Boycott of Israel The RTAA is prohibited from entering into a contract with a company unless the contract includes a written certification that the company is not currently engaged in, and agrees for the duration of the contract not to engage in, a boycott of Israel. Boycott of Israel means refusing to deal or conduct business with, abstaining from dealing or conducting business with, terminating business or business activities with or performing any other action that is intended to limit commercial relations with a) Israel; or b) a person or entity doing business in Israel or in the territories controlled by Israel, if such an action is taken in a manner that discriminates on the basis of nationality, national origin, or religion. The authorized signature below provides that the Consultant will comply with the following statement. The Consultant and each and every sub-consultant hereby certify that through the execution of this contract that the Consultant and/or sub-consultant is not currently engaged in, and agrees for the duration of the contract not to engage in, a boycott of Israel. Article 43. Integration of Agreement This Agreement and all exhibits, including the original Request for Proposal #17/18-15 and associated attachments, incorporated herein constitute the entire agreement between the Parties with respect to the subject matter hereof and shall supersede all other previous proposals, both oral and written, negotiations, representations, commitments, writings, agreements and all other communications between the Parties. Any further modification to this Agreement must be in writing and signed by both Parties. In the event that any dispute arises or discrepancy exists between this Agreement and any of the exhibits incorporated herein, the terms and conditions contained in the body of this Agreement supersede those contained in the exhibits. Exhibit A – Insurance Specifications Exhibit B – Disclosure of Principals Exhibit C – Supplemental Scope of Work Article 44. Control Two additional agreements, Maintenance Service Agreement and Software Licensing Agreement, will be approved separately. For purposes of everything except the software license and the maintenance work covered by the maintenance agreement, the Agreement controls.



Article 45. Notices Notices to the Consultant shall be addressed to: Signature Technologies, Inc. dba Com-Net Software, a SITA company 3728 Benner Road Miamisburg, OH 45342 Notices to the Owner shall be addressed: Reno-Tahoe Airport Authority Purchasing & Materials Management 2770 Vassar Street Reno, NV 89502 In the event of suspension or termination of the Agreement, notices may also be given upon personal delivery to any person whose action or knowledge of such suspension or termination would be sufficient notice to the Consultant.

REST OF PAGE DELIBERATELY LEFT BLANK [Signature page follows]



IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the day and

year first above written.

RENO-TAHOE AIRPORT AUTHORITY [INSERT CONSULTANT’S NAME]

By: By:

Marily M. Mora, A.A.E. [INSERT NAME OF AUTHORIZED SIGNATORY]

President/CEO [INSERT TITLE] STATE OF s. COUNTY OF s. On this day of , 20__, personally appeared before me, a notary public, , known to me to be the of Consultant named herein, and acknowledged that s/he executed the within Agreement on behalf of said Consultant. (SEAL) Notary Public


RFP for Qualified Consultants/Teams RFP #17/18-15 FIDS / PA System Upgrade Exhibit A Page 1 of 4

EXHIBIT A INSURANCE SPECIFICATIONS

INTRODUCTION The Reno-Tahoe Airport Authority (RTAA) [hereinafter referred to as “Owner”] has established specific indemnification, insurance, and safety requirement for contracts to help assure that reasonable insurance coverage is purchased and safe working conditions are maintained. Indemnification and hold harmless clauses are intended to assure that a Contractor or Consultant [hereinafter referred to as “Consultant”] accepts and is able to pay for the loss or liability related to its activities. The Consultant’s attention is directed to the insurance requirements below. It is highly recommended that the Consultant confer with its respective insurance carriers or brokers to determine in advance of bid/proposal submission the availability of insurance certificates and endorsements as prescribed and provided herein. If there are any questions regarding these insurance requirements, it is recommended that the agent/broker contact the RTAA Manager of Finance directly at (775) 328-6830. If the Consultant fails to comply strictly with the insurance requirements, that Consultant may be disqualified from award of the contract. CONSULTANT PROVIDED INSURANCE The Consultant shall provide the following insurance coverage for itself, all sub-consultants, suppliers, material men, and all others accessing the project on the Consultant’s behalf.

COMMERCIAL GENERAL LIABILITY INSURANCE Using Insurance Services Office “Commercial General Liability” policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Such policy shall also include Broad Form Contractual Liability coverage and coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $5,000,000 per occurrence for all covered losses and no less than $5,000,000 general aggregate.

WORKERS’ COMPENSATION INSURANCE The Consultant and its sub-consultant shall procure Nevada Worker's Compensation Insurance as evidenced by a Certificate of Insurance from an acceptable insurance company covering Consultant’s employees for at least the statutorily required limits.

Employer's Liability Insurance with a minimum limit of $1,000,000 per occurrence for bodily injury, $1,000,000 per employee for bodily injury by disease, $1,000,000 policy limit for bodily injury by disease, including stop gap insurance. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of RTAA.

BUSINESS AUTOMOBILE COVERAGE The Consultant or sub-consultant shall be responsible for maintaining Business Auto Coverage on ISO form CA 00 01 including owned, and non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, Combined Single Limit. If Consultant or Consultant’s employees will use personal

DOES COVERAGE APPLY: YES ☒

NO ☐

N/A ☐


NO ☐

N/A ☐


NO ☐

N/A ☐



autos in any way on this project, Consultant shall obtain evidence of personal auto liability coverage for each person.

PROFESSIONAL LIABILITY (when applicable) The Consultant shall maintain Professional Liability insurance (errors and omissions coverage) with limits of not less than $1,000,000 combined single limit per occurrence with a per location aggregate of $5,000,000. If coverage is maintained on a claims-made basis, the following shall apply:

(a) The retroactive date must be shown and must be before the date of the contract or the beginning of the contract services.

(b) Insurance must be maintained and evidence of insurance must be provided for

at least three (3) years after completion of the contract services. (c) If coverage is canceled or non-renewed and not replaced with another claims-

made policy form with a retroactive date prior to the effective date of the contract, Consultant must purchase an extended period of coverage for a minimum of three (3) years after completion of the contract services.

CYBER LIABILITY - TECHNOLOGY ERRORS AND OMISSIONS COVERAGE (for contracts for services provided by IT Consultants, systems analysts, website designers, cloud based providers, software consultants, system installations, content providers) The Consultant shall obtain and maintain throughout the duration of the contract Technology Errors and Omissions Liability coverage with limits of $1,000,000 per occurrence/loss. The policy shall at a minimum cover professional misconduct or lack of the requisite skill required for the performance of services defined in the contract and shall also provide coverage for the following risks:

(a) Liability arising from the theft, dissemination and/or use of confidential

information, including but not limited to, personally identifiable information (PII), protected health information (PHI), security codes, access codes, passwords, security codes or personal identification numbers (PINS);

(b) Network security liability arising from the unauthorized access to, use of, or

tampering with computers or computer systems, including hacker attacks. (c) Liability arising from the introduction of a computer virus into, or otherwise

causing damage to the RTAA’s or third person’s computer, computer system, network, or similar computer related property and the data, software, and programs thereon.

(d) Liability arising from the failure of the technology product(s) required under the

contract to properly perform the function(s) intended. (e) If coverage is maintained on a claims-made basis, the following shall apply:


NO ☐

N/A ☐


NO ☐

N/A ☐



(i) The retroactive date must be shown, and must be before the date of the contract or the beginning of the contract services.

(ii) Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of the contract services.

(iii) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date of the contract, the Consultant must purchase an extended period of coverage for a minimum of three (3) years after completion of the contract services.

SURETY BONDS The Consultant shall furnish bonds covering the faithful performance of the contract and payment of all obligations thereunder in the following amounts:

☒Bid Bond: 10% of the contract value

CONSULTANT’S TOOLS AND EQUIPMENT The Consultant is responsible for its own construction tools and equipment whether owned, leased, rented, or borrowed for use at the RTAA worksite. DEDUCTIBLES AND SELF-INSURED RETENTIONS Consultant’s Commercial General Liability: $25,000 per claim maximum Any changes to the deductibles or self-insured retentions made during the term of the Agreement or during the term of any policy must be approved by the Owner prior to the change taking effect. ADDITIONAL INSURANCE CRITERIA It is the Consultant’s responsibility to familiarize itself with the coverages described herein. Consultant shall furnish the Owner with insurance certificates as evidence that the foregoing insurance is in force prior to commencement of work on the contract, including complete copies of the policies if requested. In the event Consultant fails to provide Owner with the insurance described, no work shall commence on the contract site. If the coverage required by the Consultant is terminated or reduced for any reason, all work on the contract site shall immediately stop until the all the required coverages are in place. The Owner reserves the right to have the Consultant furnish the Consultant’s actual insurance policies for examination by the Owner. Said policies shall be with insurance companies authorized to do business in the State of Nevada with an A. M. Best rating of A- VII or better. Such policies shall provide that written notice shall be given to Owner thirty (30) days prior to cancellation or material change of any protection which said policies provide. Said policies, except Worker's Compensation and Professional Liability, shall name Owner, its Board, officers, employees, related entities, and representatives as additional insureds. The policies will be primary and any other insurance carried by Consultant and/or Owner shall be excess and not contributing therewith.


NO ☐

N/A ☐



The extent of coverage or the limits of liability provided under the policies procured by the Consultant and/or sub-consultant shall not be construed to be a limitation on the nature or extent of the Consultant’s obligations or to relieve the Consultant of any such obligations or representation by the Owner as to the adequacy of the insurance to protect the Consultant against the obligations imposed on it by this or any other contract. Immediate notification must be given to the Owner and/or its agent upon receiving any knowledge or notification of claim or litigation on which the Owner may be named. COSTS Costs for providing such insurance as described above shall be incidental to the work.


RFP for Qualified Consultants/Teams RFP #17/18-15 FIDS / PA System Upgrade Exhibit B Page 1 of 1

EXHIBIT B DISCLOSURE OF PRINCIPALS

(Please print or type)

Company Name

Street Address

City, State, and Zip Code

Name Official Capacity

Street City, State, and Zip Code







If further space is required please attach additional pages.

NAMES OF OFFICERS, MEMBERS, OR OWNERS, PARTNERSHIP, ETC.


RFP for Qualified Consultants/Teams RFP #17/18-15 FIDS / PA System Upgrade Exhibit C Page 1 of XX

EXHIBIT C SUPPLEMENTAL SCOPE OF WORK

(IF REQUIRED, ATTACH ADDITIONAL SCOPE OF WORK DETAILS)


RFP from Qualified Software Vendors #18/19-02 CAD & LERMS Replacement Project Attachment D Page 1 of 7

ATTACHMENT D TECHNICAL SPECIFICATIONS AND PROJECT SYNOPSIS



1. CAD OVERVIEW 1.1. CAD SYSTEM REPLACEMENT OBJECTIVES

• Improve efficiency of public safety operations

• Improve reporting and the communication of information between public safety groups

• Eliminate redundant and repetitive actions

• Provide user friendly software applications

• Provide a fully integrated mapping system (GIS)

• Provide a fully integrated NCIC capability (industry standards)

• Provide flexibility in for future technology expansions

• Provide flexibility and adaptability for airport specific operations

• Provide security to ensure security and privacy of data

1.2. CAD FUNCTIONALITY

The new CAD and LERMS solution will be an integrated solution that provides shared access with enhanced security protocols that set permissions for access to the CAD and LERMS systems, records, and data fields and provides enhanced security audit ability (e.g., a historical record of who viewed or made what change to each record and when). The RTAA is also interested in assessing system options to assist in effective use of RTAA public safety resources, including: a roster/scheduling system and the ability to stack or schedule a call for service for a future date and the ability to return calls to the que pending availability of staff if they have to stop one task for a higher priority task.

The system shall serve as the first point of entry for a Call for Service (CFS) and include functions for: Police and Fire; resource management; location verification; dispatching of resources; resource statuses; incident disposition; and interface with external local, state, and federal information systems. The system should provide a set of master indices to minimize redundant data entry and facilitate linkages among data elements where appropriate. Above all, the system must be adaptable/customizable to the airport environment. Locations, situations, and incident data boxes must allow for relabeling and hiding features that are not applicable on certain call types.

The system should have a decision support system (DSS) to assist Communications Specialists during certain call types in order to ensure information is collected and disseminated in a timely manner as well as give recommendations on tasks to complete and minimum resource allocation. Ideally the DSS should be able to make a record of incident steps or tasks completed and identify if recommended resources have been deployed or recalled.

1.3. CAD INTERFACES

The prospective Consultant should be able to describe how the LERMS will interface with CAD and be able to have different levels of security of different aspects of the data of found in the LERMS. In



addition the system should have capability and be integrated with NCIC. The RTAA currently issues standard citation/crash reporting systems approved of by the State of Nevada. The Brazos Software should be able to download the field interview, crash and citation information directly to the LERMS solution. The Airport Fire Department (AFD) currently utilizes Zoll Fire RMS for their in-house needs. The CAD system must interface with the Zoll Fire RMS system so that information on medical and fire calls flows directly to that database.

In addition, the airport communication center is host to numerous complementary security, surveillance, and alarm systems that support the mission of the unit. The optional interfaces with Lenel and Genetec software solutions in these areas will greatly enhance airport interoperability of these systems and decrease redundancies for the Communications Specialists. It is understood that it may not be cost effective in many cases to implement some of these customizations and in many cases it may be beyond the scope of the marketing focus for many software vendors to take on these types of projects. They are preferred and simply give us a reference point for future development and interoperability of systems within the center.

1.4. CAD GIS REQUIREMENTS

Consultant will need to provide a clear understanding of their plan to the RTAA’s CAD team to ensure functionality of the GIS component. The Consultant will need to explain their process of training any RTAA staff to manage and edit the GIS data. The Consultant will need to demonstrate GIS and Mapping tools to support RTAA Operations.

1.5. CAD RFP RESPONSES

In their submittal, Consultant shall describe the functions and benefits of their proposed Computer Aided Dispatch application and illustrate alignment with the Airport Authority’s CAD replacement priorities and operational requirements. Respondents are encouraged to balance the need to provide descriptive information with the Authority’s interest in limiting the amount of content provided in the proposal responses. Prospective Consultants should limit responses to provide Airport Authority personnel with an understanding of each core and optional product service for the CAD system replacement. If the prospective Consultant can provide for the optional products and services or can propose other optional services that are complementary to the current core system, the Consultant shall provide detailed descriptions of all optional items and associated costs as a line item in the cost proposal.

The CAD shall provide, at a minimum, the following general requirements:

1.5.1. Support the Airport Authority objectives for system modernization, Communications Specialists’ ease of use, integration, security and permissions management, auditing, and analysis and reporting tools.

1.5.2. Enhance the data accuracy and quality by reducing or eliminating erroneous and duplicative data entry, providing master indices tools, spell check and formatting



capability, improved quality controls; and validation on data entry (i.e. checks against master indices).

1.5.3. Enhance the operational value of information by improving the timeliness and availability of relevant and actionable information available to all stakeholders because of better data collection tools at incident intake and recording by AirComm.

1.5.4. Provide for remote auditing of live call intake and inputting to the system by supervisors.

1.5.5. Improve public safety personnel efficiency by decreasing the time required to complete tasks through the elimination of redundant, duplicative tasks.

2. LERMS OVERVIEW

The RTAA requires the proposed LERMS solution be fully integrated with CAD and must meet the general requirements as depicted in this solicitation.

The RTAA will not be migrating old records to the new database but will be manually inputting warrants and certain open investigation records as part of the transition process. Any in-house instructions, procedures, agency documents needed will be introduced into the system as part of the transition.

2.1. LERMS SYSTEM OBJECTIVES

One of the objectives in replacing the existing LERMS system is to improve the ability to report on different types of calls for service and security incidents and not have to work through a full suite of law enforcement related data inputting fields. The RTAA is seeking a LERMS solution that will allow customization of the system based on report types and incident variables.

2.2. NATIONAL INCIDENT-BASED REPORTING SYSTEM (NIBRS) AND LAW ENFORCEMENT REPORTING

APD currently complies with state and federal requirements to submit data in the Uniform Crime Reporting Summary Reporting System (UCR SRS) format each month. This reporting is done manually by collating data in pieces from the current LERMS. The State of Nevada is implementing NIBRS requirements to be fully integrated by 2020. It is anticipated they will be fully operational and able to receive NIBRS format data by the fall of 2019. The RTAA has committed to being part of the initial testing of data transfers as early as January 2020, and the RTAA will need the proposed solution and implementation timeline to meet those requirements.

3. SPECIFIC SOFTWARE AND TECHNICAL REQUIREMENTS

The RTAA has attached a Functionality Acknowledgment with the common functionalities and features that are needed in the replacement CAD and LERMS solution. The Functionality Acknowledgment will assist the RTAA team during the evaluation process. The RTAA is looking for a total solution in the areas of CAD and LERMS, and the Functionality Acknowledgment is meant to be a list of basic requirements, but not exhaustive, of all the technical points that the RTAA will be considering during the evaluation



process. Customer service, support, training, and project management will be considered along with the technical requirements listed as well.

The enhancements are not mandatory but will demonstrate the ability of the Consultant to work with the RTAA in the future to improve functionality over the long run of the agreement. History with implementing these types of customized features and cost will be a significant factor in determining the ability to deliver enhancements and whether to implement requests upon initial transition to the new solution or in the future.

3.1. SOFTWARE REQUIREMENTS

3.1.1. Provide seamless integration between CAD, LERMS and Field-Based Reporting applications without the need for batch updates or data transfers.

3.1.2. The software vendor should be a Certified Microsoft Solution Partner. 3.1.3. The proposed system must run on a RTAA virtualized server, utilizing VMWare Version

6.5 or higher. 3.1.4. The proposed system must use Microsoft SQL Server 2016 or higher for the server

database software. 3.1.5. The software architecture must make extensive use of stored procedures for application

scalability, security and integrity. 3.1.6. The proposed system must be able to support Windows 7 and 10 clients. 3.1.7. Application security should provide flexible access control down to the field level,

allowing specific access permissions such as update, view-only or prohibit-view. 3.1.8. Application should provide ability for users to tailor system-provided reports, retaining

application level security and performance.

3.2. TECHNICAL REQUIREMENTS

Please capture responses to the following questions regarding minimum technical requirements for RTAA’s Technology and Information Systems (TIS) department within the response submittal.

3.2.1. Does the system architecture support a multi-tier deployment? Please describe proposed solution architecture.

3.2.2. Describe CAD Mapping capabilities, including a description of GIS integration. Is the link direct to the Environmental Systems Research Institute (ESRI) environment for GIS integration?

3.2.3. Does the system provide global query function so that users can search system-wide based on name, account, range of values or partial and wildcards?

3.2.4. Describe all third-party software required or recommended for the solution, including Database, Operating Systems, report writers, GIS, compilers, etc.

3.2.5. Does the system provide multiple levels of data security control access by station, terminal or department and by transaction, function and file?



3.2.6. Does the system provide Microsoft Active Directory integration? Please describe integration capabilities in detail.

3.3. FIELD REPORTING

Currently the RTAA has a limited field reporting through the Brazos software suite for e-Citations, crash, and field reporting. It is a requirement of the proposed new system to be able to interface with the Brazos system and download data directly to the LERMS solution for interoperability. RTAA expects to enhance field reporting capabilities in the future to include laptops that can be deployed to the field both for dispatch in an emergency and also for use by officers on lengthy incidents.

3.4. HANDHELD OR TABLET DEVICES

Currently the RTAA uses a Zebra TC75 Mobile handheld computer to process field reports for crash investigations, traffic citations, misdemeanor criminal citations, and field interviews. The E-Citation software application which processes the field reports on the TC75 is the Brazos product suite by Tyler Technologies. There are currently no laptops deployed but RTAA is planning to deploy two laptops in the near future which would be standalone and not attached to a specific vehicle. Please describe the proposed product’s ability to work with such devices. Describe Consultant’s experience with said products.

4. HARDWARE SPECIFICATIONS AND INSTALLATION PLAN

The RTAA reserves the option to purchase any hardware and/or Operating System (OS) software recommended separate from the Consultant’s proposal. The RTAA will be hosting the database in a VM environment using a Thin Client. The selected Consultant is expected to provide assistance in the installation process.

4.1. HARDWARE TASKS

The Consultant shall submit detailed specifications of all hardware recommended (e.g., servers, desktop computers) and Operating Systems required to achieve optimal performance specifications for each system. Please review and respond to the following in the response submittal:

4.1.1. The Consultant shall provide the minimum mandatory specifications for the ability to print documents from the proposed CAD and LERMS system.

4.1.2. If new equipment is purchased provide the ability to meet the following: 4.1.2.1. New equipment that is not first delivered to the Consultant’s location will be

delivered to the Authorities location in the manufacturers’ original packaging and carrying the manufacturers’ full warrant.

4.1.2.2. All equipment should be installed according to manufacturers’ requirements. 4.1.2.3. All hardware components should be sized appropriately to ensure that the

performance requirements of the Consultant’s application will be met. 4.1.2.4. Describe all warranty information in detail.



4.1.2.5. The warranty period begins after system acceptance and certification by the RTAA that the equipment is in production use.

4.1.2.6. Provide a hardware and software installation plan. 4.1.2.7. Describe all logistics required by the Consultant and the RTAA to complete:

4.1.2.7.1. Shipping and receiving of equipment 4.1.2.7.2. Storage of equipment 4.1.2.7.3. Installation, configuration and testing of equipment

5. CONSULTANT PROJECT MANAGEMENT (PM) REQUIREMENTS

The RTAA expects the Consultant to provide project management and field engineering services during the installation, configuration, testing, training, and cutover processes. The responding Consultant must provide a draft project schedule illustrating the projected project schedule, resources, and major milestones. The Consultant will provide the RTAA with an estimate of time and commitment needed from the stakeholders. The intent of the RTAA is to develop a shared project schedule that incorporates all Consultant and RTAA staff tasks and activities.

5.1. PM PLAN

The RTAA requires the Consultant to provide a staffing plan for the CAD and LERMS replacement project. The prospective Consultant should provide sufficient information to allow the RTAA to evaluate their capability and qualifications to perform proposed tasks.

• The Consultant must certify Criminal Justice Information Services (CJIS) certification level for all assigned staff.

• Provide information regarding who will be on site for each major phase of the project.

• The Consultant’s proposed PM personnel should have a successful track record of providing PM services at locations of similar size and complexity of the RTAA.

• Consultant personnel assigned to work on-site on the CAD and LERMS project may be required to undergo a criminal history check. Off-site personnel may also be subject to a criminal history check. Note that arrangements for required criminal history checks shall be made in advance with appropriate RTAA personnel.

• The RTAA reserves the right to reject any personnel proposed by the Consultant for any reason.

• All key personnel will be required to sign a confidentiality agreement for access to sensitive data.

5.2. TESTING PLAN

The prospective Consultant must provide a system acceptance testing plan that presents testing process for the CAD and LERMS system implementations. The testing plan should describe the prospective Consultant’s process for a variety of tests (including regression and failover testing) and the proposed timing of the testing processes.



5.3. TRAINING ENVIRONMENT

In addition to production, a separate test and training environment is required for this application to assist with minor development, such as mask creation, and testing service patches both for the application, as well as the server operating system. The RTAA expects to work with the Consultant to utilize virtualization software to create a test and training environment. The RTAA’s preference would be to utilize the production environment during the implementation phase to perform development, configuration, and testing activities. As part of cut-over activities, the Consultant will migrate the final production configuration to the test and training environment.

5.4. TRAINING PLAN

The RTAA will provide space for conducting training and for housing and securing the training equipment. The RTAA prefers the Consultant to utilize the Train the Trainer (TTT) approach for all applications unless designated otherwise by the Consultant and agreed upon with the RTAA.

5.5. CUTOVER PLAN

The prospective Consultant should provide a sample cutover plan that describes the proposed process for cutover in preparation for system go-live. The cutover plan should include key milestones that must be met before cutover.