REQUEST FOR PROPOSALS
RFP#911-2015-02-14
COMPUTER AIDED DISPATCH, GEOGRAPHIC
INFORMATION SYSTEM AND AUTOMATIC VEHICLE
LOCATION FOR PITT COUNTY
ISSUE DATE: February 14, 2015
ISSUING DEPARTMENT:
PITT COUNTY EMERGENCY MANAGEMENT
911 COMMUNICATIONS DIVISION
1717 W 5TH STREET
GREENVILLE, NC 27834
PHONE: (252) 902-2602
FAX: (252) 830-6348
ATTN: Sam Tyson, Communications Manager
[email protected]
PROPOSALS WILL BE RECEIVED UNTIL March 25, 2015 AT 3:00 p.m.
PROPOSALS ARE TO BE SEALED AND MAILED VIA USPS TO THE ABOVE ADDRESS OR DELIVERED TO THE 911 COMMUNICATION’S CENTER LOCATED IN THE PITT COUNTY OFFICE BUILDING AT
1717 W 5TH STREET, GREENVILLE, NC 27834
RFP _________ PAGE 1
PITT COUNTY, NORTH CAROLINA
Emergency Management-911 Communications Division
RFP No. 911-2015-02-14
February 14, 2015
REQUEST FOR PROPOSALS FOR COMPUTER AIDED DISPATCH, GEOGRAPHIC INFORMATION SYSTEM AND AUTOMATIC VEHICLE LOCATION FOR PITT COUNTY
Pursuant to North Carolina General Statute 143-129.8, Pitt County is requesting and will accept sealed proposals for a Computer Aided Dispatch System, Geographic Information System and Automatic Vehicle Location, including all software and hardware, until March 25, 2015, at 3:00 p.m. addressed to Sam Tyson, Pitt County 911 Communications Manager; 1717 W 5th Street, Greenville, NC 27834. The sealed proposals shall be opened on March 25, 2015 at
3:00 p.m. in the Emergency Operations Center at 1717 W 5th Street, Greenville, NC 27834. The
proposals submitted shall not be subject to public inspection until the contract is awarded. The contract will not be awarded until after the FY 16 budget is approved by the Board of County Commissioners. Interested parties may obtain a complete description of the Computer Aided Dispatch System including all software and hardware from Sam Tyson, 911 Communications Manager, 1717 W 5th Street, Greenville, NC 27834, Phone Number (252)
902-2602, anytime between Monday and Friday, 8:00 a.m. until 4:00 p.m., except holidays. Any contract resulting from proposals received shall be awarded to the person or entity that submits the best overall proposal as determined by the awarding authority.
Pitt County reserves the right to reject any or all proposals.
All proposals in response to this request for proposals contained herein shall be made to Sam Tyson, Pitt County 911 Communications Manager in a sealed envelope containing proposal and be marked upon the outside the following: COMPUTER AIDED DISPATCH, GEOGRAPHIC INFORMATION SYSTEM AND AUTOMATIC VEHICLE LOCATION FOR PITTCOUNTY. The name and address of the person or entity making the proposal must be plainly marked on the outside of each envelope.
MAILING INSTRUCTIONS
1. Bidder submits a complete, fully executed RFP document.
2. If mailed, proposal should be forwarded by certified U.S. Postal Service. Please address and mark your bid as shown below.
Pitt County Communications Manager Attn: Sam Tyson
1717 W 5th St.
Greenville, NC 27834
“COMPUTER AIDED DISPATCH, GEOGRAPHIC INFORMATION SYSTEM AND AUTOMATIC VEHICLE
LOCATION FOR PITT COUNTY”
3. If forwarded other than by U.S. Postal Service, delivery must be made directly to Sam Tyson, Pitt County 911 Center, 1717 W5th St., Greenville, NC 27834
NOTE: IF MAIL OR DELIVERY BY ANY OTHER MEANS IS DELAYED BEYOND THE DATE AND HOUR
SET FOR BID OPENING, PROPOSAL THUS DELAYED WILL NOT BE CONSIDERED.
I. Description of Procurement Process A. Request for Proposal
Pitt County Government is seeking a prime vendor to provide a fully integrated single source solution; including implementation, service, training and maintenance of a Computer Aided Dispatch, Geographic Information System and Automatic Vehicle Location for Pitt County Emergency Management. Pursuant to North Carolina General Statue 143-129.8, the contract will be awarded to the person or entity that submits the best overall proposal as defined by the awarding authority. The factors to be considered by Pitt County in awarding the contract include the following:
1. Was the proposal submitted by the deadline; 2. Was the proposal sealed and labeled as required; 3. Was the proper format used;
4. Were all required responses included;
5. Ability and experience of person or entity making the proposal to perform and conform to the specifications;
6. Proposal that will be in the best interest of Pitt County;
7. Quality of the workmanship of the person or entity making the proposal;
8. Equipment performance of the equipment proposed by the person or entity making the proposal and the reliability of the same;
9. Design features contained in the proposal by the person or entity making the proposal which will be advantageous to Pitt County;
10. Freedom from premature obsolescence of such systems; 11. Ease of installation removal and servicing such systems; 12. Equipment interchangeability in such systems;
13. Safety and security provisions in such systems;
14. Warranties and service contracts available in the proposal; 15. Minimum installation time of such systems;
16. Redundancy of such systems; 17. Quality of Service on such systems;
18. Service response time on such systems; and
19. Price of such systems and service, though such shall not be the only consideration.
B. Interpretations and Clarifications:
Requests for information or clarification of this RFP must be made in writing and addressed to Sam Tyson at the address, fax, or e-mail address listed below, with e-mail being the preferred method of communication no later than March 4, 2015 at 10:00 am. NO
EXCEPTIONS. Please reference the RFP page and topic. (If your company is interested in
making a response to this RFP, please register your company with proper contacts with the name and contacts listed below so your company can be notified of any additional
information or clarifications made to this RFP. This means of communications will be in lieu of a pre-bid conference)
Sam Tyson
Communications Manager
1717 W 5thStreet Greenville, NC 27834
Phone: 252-902-2602, Fax: 252-830-6348 E-mail: [email protected]
C. Submission of RFP:
One (1) original, eight (8) copies, and one (1) electronic copy of the proposal along with the Non-Collusion Affidavit shall be submitted on or before March 25, 2015 at 3:00 p.m. to: Pitt County 911 Center
Attn: Sam Tyson 1717 W 5th Street Greenville, NC 27834
Sealed proposals should be clearly marked “COMPUTER AIDED DISPATCH, GEOGRAPHIC INFORMATION SYSTEM AND AUTOMATIC VEHICLE LOCATION FOR Pitt COUNTY”.
When received, all proposals and supporting materials, as well as correspondence relating to the RFP, shall become the property of the County. Proposals sent by fax will not be
accepted.
As allowed under NCGS 143.129.8, proposals shall not be subject to public inspection until a contract is awarded.
In submitting a proposal, it is understood by the vendor that Pitt County reserves the right to accept any proposal, to reject any and all proposals as non-responsive and to waive any irregularities or informalities in proposals when to do so is in the best interest of Pitt County. Any proposal may be withdrawn or modified by written request of the vendor, provided such request is received by the County at the designated address prior to the date and time set for receipt of proposals.
If a proposal includes any propriety data or information, such data or information must be specifically identified as such on every page on which it is found. Data or information so identified will remain confidential to the extent allowed by North Carolina law and will be used by Pitt County personnel solely for the purposes of evaluating proposals and conducting contract negotiations.
The cost of preparing a response to the RFP will not be reimbursed by the County. After the RFP issue date, all communications between the Issuing Department and
prospective Proposers shall be in writing. Email or facsimile questions will be accepted. Any inquiries, requests for information, technical questions, clarifications, or additional
information shall be directed to Sam Tyson at the address, facsimile number, or email on page one of this RFP.
NON-COLLUSION AFFIDAVIT
COMPUTER AIDED DISPATCH, GEOGRAPHIC INFORMATION SYSTEM AND AUTOMATIC VEHICLE LOCATION FOR PITT COUNTY
1. The signer of this document is the _____________________________ (Title) of ______________________________________________ (Company), who is the respondent that has submitted the attached bid response.
2. The undersigned person is fully informed concerning the preparation and content of the attached response and of all pertinent circumstances related to it, and is authorized to sign this affidavit. This affidavit is given under penalty of perjury as provided by law. 3. Such bid response is genuine and is not collusive of sham in any way whatsoever. 4. Neither the person responding nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including the signer of this affidavit, have in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other respondent, firm or person to submit collusive or submit sham response in
connection with the contract for which the attached response has been submitted or to refrain from responding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other responder, firm, or person to fix the price or prices in the attached response or of any other responder, or, to fix any overhead, profit, or cost to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against the Board of County Commissioners, Pitt County or any person interested in the proposed contract. 5. The price or prices quoted in the attached response are fair and proper and are not
derived by any collusion, conspiracy, connivance or unlawful agreement on the part of the respondent or any of its agents, representatives, owners, employees, or parties in interest.
____________________________________________ Signature of Officer
Subscribed and sworn to before me, this _____________day of _____________, 20______. Notary Public __________________________________________
My commission expires _________________________________ (SEAL)
Pitt COUNTY GOVERNMENT
1. INTRODUCTION AND BACKGROUND
The Computer Aided Dispatch System, Geographic Information System and Automatic Vehicle Location shall use state-of-art technology. No part of the proposed operating system shall be in testing mode, all components must be fully functional. The contract will be a firm-fixed price contract.
Pitt encompasses approximately 655 square miles with a population of approximately 180,000. It includes the City of Greenville, Town of Ayden, Town of Bethel, Town of Grifton, Town of Grimesland, Town of Farmville, Town of Falkland, Town of Fountain, Village of Simpson, and the Town of Winterville. Public safety communications are processed by Pitt County 911 Center, which is a division of Pitt County Emergency Management. The center is located in 1717 W 5th St. The dispatch center is the primary
Public Safety Answering Point (PSAP) and transfers Law enforcement calls to Pitt County Sheriff’s Communication, Greenville Police Communications, East Carolina Police
Communications, Vidant Police Communications, and North Carolina State Highway Patrol, dispatches 22 fire departments and 11 Emergency Medical Service Agencies and dispatches approximately 90,000 calls for service annually.
1.1. Project Objectives
Pitt County is seeking proposals for a seamlessly integrated Computer Aided Dispatch (CAD), Geographic Information System (GIS) and Automatic Vehicle Location (AVL) system. The proposed system must be capable of servicing a multi-organizational/multi-jurisdictional Public Safety Answering Position (PSAP) and be customizable to the individual user. The proposed system must utilize a Windows platform and have an Application Programming Interface (API) available to enable existing Mobile and Records Management System (RMS) providers to develop bi-directional interfaces to the
CAD/GIS/AVL system. The proposed system must be able to interface to a 911 phone system and include Automatic Number Identifier/Automatic Location Identifier ANI/ALI and Text Telephone for the Deaf or hard of hearing TDD data transfer. The proposed system must be able to interface with third-party paging and alerting systems, as well as call question protocol applications. The proposed system must provide a robust
reporting module to allow agencies to extract statistical data for each agency by incident, time, date or unit.
The following standard modules are required:
Help/Online Book Paging/Faxing
Pre-fire Plans Hydrants
Command Line Entry GIS-Based Event Analysis System Status Management GIS Imaging
Routing Plume Analysis
Dynamic Routing
The following table describes the desired specifications of the system for the County:
Software
Total Number of System users: 36
Number of Full CAD Dispatch positions: 6 Number of CAD Administrator positions: 3 Number of CAD View-only positions: 2
Training
Number of call takers and/or dispatchers to be trained: 20 Number of administrators to be trained: 4 Number of users to be trained on view-only workstations: 0 Number of administrators to be trained on view-only workstations: 4
1.2. Proposal Costs
All costs incurred by the proposing entity in preparing the proposal, or costs incurred in any other manner in responding to this proposal will be solely the responsibility of the Firm. All material and documents submitted by the Firms in response to this RFP become the property of Pitt County and will not be returned.
1.3. Open Procurement
The County reserves the right to lease and/or purchase more or less of each item or service at the unit price offered in the Vendor's system, unless the Vendor specifically and explicitly limits the response in this regard. The County reserves the right to negotiate with Vendors regarding variations to the original proposal(s) that may be in the best interest of the County. Proposals shall remain firm for thirty (30) days from opening.
1.4. Compliance with Industry Regulations and Standards
During their work, construction and equipment installation, all contractors must meet or exceed current standards of the organizations and guidelines listed below:
Federal Communications Commission (FCC) Electronic Industries Association (EIA)
Institute of Electrical and Electronic Engineers (IEEE) American National Standards Institute (ANSI) The Environmental Protection Agency (EPA) Contractor Work Hours and Safety Standards Act Equal Opportunity Act
Federal Aviation Authority (FAA)
1.5. Addenda to this RFP
The County will not be responsible for oral interpretations given by any of its employees, representatives or others. The issuance of a written addendum is the only official method whereby interpretation, clarification or additional information can be given. If any
addenda are issued to this RFP, the County will attempt to notify all prospective Vendors who have secured the RFP. However, it will be the responsibility of each Vendor, prior to submitting the competitive proposal, to contact the County’s Point of Contact to
determine if addenda were issued and to make such addenda a part of its competitive proposal.
2. Business Terms and Conditions
2.1. New Equipment, Software Version
The County shall accept only new equipment and the latest version of software and/or operating systems. Used and/or remanufactured equipment will not be accepted.
2.2. Vendor Commitment
The Vendor must offer maintenance and upgrades for the operational software and hardware at its then-current public-released level during the term of the contract or any subsequent maintenance contracts with the County, pursuant to this RFP.
2.3. Payment Terms
Following is the County’s schedule for payments to the Vendor.
1. Initial Payment: The County will pay the Vendor a payment of 25 percent (25%) of software, services and first year software and equipment maintenance upon a fully executed contract between the County and chosen vendor.
2. Installation Payment: Upon delivery and installation of the software and equipment of each subsystem published on the order form, the County shall make payment of 25 percent (25%) of the software, services, and first year software and equipment maintenance amount.
3. Go-Live Payment: The County shall make a payment of 25 percent (25%) upon the go-live of the new CAD System.
4. Final Payment: The County will make final payment of 25 percent (25%) upon a 30 day operational period without a substantial issue with the new CAD system 5. Other Potential Milestones:
a. Upon order the County will negotiate with the Vendor for payment of
custom interfaces and other customizations.
b. Upon order the County will negotiate with the Vendor for payment of any
change orders.
2.4. Independent Contractor Status
It is expressly understood and agreed that the proposing Vendor is an independent contractor at all times and for all purposes hereunder. Officers, employees or
representatives of the Vendor will not be deemed in any way to be and shall not hold themselves out as employees, servants, representatives or agents of the County and will not be entitled to any fringe benefits of the County such as, but not limited to, health and accident insurance, life insurance, longevity, economic increases or paid sick or vacation leave. The Vendor will be solely responsible for payroll wages, for the withholding and payment of all income and social security taxes to the proper federal, state and local governments and for providing workers’ compensation and unemployment insurance of the Vendor.
2.5. Assignment of Contractual Rights
It is agreed that the successful Vendor shall not assign, transfer, convey or otherwise dispose of the contract or its rights, title or interest in any part thereof, without prior written notification to the County. All subcontractors providing on-site services must be approved by the County.
2.6. Statement of Time
A period of time, unless stated as a number of workdays, shall include Saturdays, Sundays, and holidays.
2.7. Non-discrimination in Employment and Affirmative Action
During the performance of this contract, the Vendor agrees as follows:
1. The Vendor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Vendor. The Vendor agrees to post, in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.
2. The Vendor, in all solicitations or advertisements for employees placed by or on behalf of the Vendor, will state that such Vendor is an equal opportunity employer.
3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this RFP.
2.8. Qualifications of Proposers
The County may make such reasonable investigations as deemed proper and necessary to determine the ability of Proposers to perform the work. Proposers must furnish the County all such information and data for this purpose as may be requested. The County reserves the right to inspect Proposers' physical plants prior to award to satisfy
questions regarding Proposer capabilities. The County further reserves the right to reject any proposal if the evidence submitted by or investigations of such Proposer fails to satisfy the County that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein. The County requires a list from the vendor of all in state (North Carolina) applications that have been installed and in use today.
2.9. Compliance with the Law
Vendors shall adhere to all applicable federal, state and local laws ordinances and regulations while rendering services pursuant to any Agreement entered into as a result of this RFP.
2.10 Maintenance
Software maintenance support is expected to be available on a hotline or similar capability so that County personnel may contact support technicians. A secure high-speed Internet connection is required for software troubleshooting. Vendors will offer a yearly maintenance contract for software support to begin upon acceptance of the system in their bid document. It is preferred that software maintenance annual prices quoted in the proposal will be firm for one year from date of acceptance and project maintenance costs for five years.
2.11 Licenses, Permits and Approvals
The Vendor will obtain and pay for all permits, licenses and approvals necessary for them to perform their contracted services. The Vendor will comply with all of the laws
ordinances, rules orders and regulations relating to performance of work.
It is the County’s responsibility to obtain and pay for FCC and other licenses they are required to obtain. The Vendor can assist the County in this process, if agreed to for the project, but in an advisory capacity only.
2.11 Escrow of Code
Vendor will establish an Escrow Agreement (“Escrow Agreement”) with a third party escrow agent acceptable to Pitt County, as required in the solicitation documents. Within thirty days from the Effective Date of the Agreement, Vendor will add Pitt County as a beneficiary to such Escrow Agreement. In the event (i) this Agreement is terminated due to insolvency or the filing of involuntary bankruptcy proceedings pursuant to Chapter 7 of the U.S.
Bankruptcy Code and (ii) Vendor no longer offers support or maintenance services for the Software (both (i) and (ii) constituting the release condition (“Release Condition”) under the Escrow Agreement), the Software code deposited in accordance with the Escrow Agreement (the “Deposit Materials”) shall be delivered to the State and the State shall be granted a license to use the Deposit Materials solely to repair, maintain and support the Software licensed to State pursuant to this Agreement. The license to the Deposit Materials under this Section shall terminate upon the termination or cure of the Release Condition..
3. Proposal Format
The proposal must contain the following sections, in the order and format described: Table of Contents:
1. Executive Summary 2. Company Profile
3. Response to Technical Requirements
4. Description of the Proposed System Software and Minimum System Requirements. 5. Project Management Services
6. Training Services
7. Maintenance, Warranty and Support information.
8. References. Provide at least three (3) reference sites within the State of North Carolina of similar systems with contact name, phone number, address, applications installed, population served and date of installation.
9. Price Proposal. Include comprehensive, itemized pricing for each element of Proposer’s bid.
4. Technical Requirements
The Vendor’s proposed application software must be capable of meeting the mandatory requirements as set forth in the application software checklists provided in this section. The County prefers that all proposed software be currently developed and installed in other jurisdictions. While some modification of the proposed software may be required on the part of the Vendor to meet the County’s requirements, the County will not consider options where new system development is proposed for entire modules. The intention of the County is to purchase commercial off-the-shelf (COTS) software that has a high degree of functionality.
When packages do not precisely meet the County’s requirements, the Vendor must state the costs and schedule to update the packages to meet the County’s specifications. The cost of all modifications to the Vendor’s software must be included in the proposal cost submitted to the County. Modifications to the software must be made in such a way that the County will not be prevented from implementing future releases of the Vendor’s software.
4.1. Functional Requirements Checklist Format
Vendors are required to complete and submit all application software checklists included in this section. Each Vendor’s application software will be evaluated based on the
information in the checklists. These checklists will be included, along with the rest of the RFP, in the contract with the Vendor. Acceptance of the system will be contingent upon the Vendor’s delivering software that includes all the features promised by the Vendor.
4.2. Mandatory Requirements
The following requirements are MANDATORY features that must be available in the proposed system.
4.2.1. Response Codes
The Vendor must use the following codes when completing the application software requirements matrix. For each feature listed, the Vendor must include one of the
following codes in the “Code” column. When the PF or CD code is used, the Vendor must also include an explanation of the planned feature or custom development in the
“Exceptions” section that follows the matrix. These exceptions must refer to the section and requirement number.
SF Standard feature currently available and installed at customer sites.
PF Planned feature of the standard software, available in a future release.
CD Feature will be provided as an agency-specific custom developed option.
NA This feature is not available and there is no plan to provide it.
Vendors must complete the following general requirements questionnaire for the proposed application software. Apply a single response code, refer to instructions page for each feature listed. Blanks will be considered non-responsive and are cause to remove the vendor from consideration.
4.3. CAD Requirements
Item # Requirement Code
1. The system will use the industry standard database query engine, Microsoft SQL Server 2008 or 2008 R2 or a more current version.
2. The system will be supported on the Microsoft Server 2008 R2 or more current operating system.
3.
The system will support the use of the following 32 or 64 bit Microsoft operating system, WINDOWS 7 Professional or more current. The software will be supported on a network with a mixture of these operating systems.
4. It is preferable that the system runs in a virtual environment of vShpere 4.1 or newer.
5.
The system can be updated by the vendor remotely. The computers running the client will notify the user at start up to initiate the update process when a newer version is available. The update should not be a multiple step process for the user.
6. The vendor must guarantee its install to be successful and have a proven track record of excellent customer service.
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7. The vendor must provide a separate training and/or testing environment.
8.
The system must utilize a combination of Windows, SQL Server, and network and application security to provide users a secure method of accessing the system. Security will require an individual user Id and password to access the system.
9.
Imposes no constraints, other than limitations associated with physical storage capacity or the capacity of the database management software, on the number of records that can be maintained by the system.
10. All user permissions and levels of access within the system must be granted or denied depending on the user’s assigned role.
11. Allow front-end security option to restrict unauthorized users from running reports.
12.
During startup of the system, the user is required to login. The system inquires the user id table and verifies the correct password and user role. The user has a total of three chances to enter a valid id/password combination. After three tries the system closes.
13. The ability to view existing user profiles, add users, modify user profiles, delete user profiles and print a listing of user logins must be available depending on a user role.
14. Provide error-checking features, including edit criteria on all data fields that prevent users from entering erroneous or inappropriately formatted information.
15. Provide a spell check as a standard feature in areas where narratives may be entered.
16. There must be an audit trail for all user activity that modifies data.
17.
The system shall only utilize TCP/IP for communications throughout the system including back-up and failover processes between databases and between hardware components.
18.
The system must interface seamlessly to other systems, including VoIP phone system, VoIP radio system, paging system, IP based recorder, ProQA Paramount, and Priority Dispatch Fire.
19.
The system will provide for the creation of customized fields for local data collection including additional timestamp columns, etc. The system should accommodate a virtually unlimited number of customized columns.
20. Provide users with the means to define code tables, status and other items required for system operations.
21. The system data structure and function must preclude the need for redundant entry of information.
22. Allows individuals to create and view custom queries. Query results may export the results to a comma separated values (csv) file or view on screen.
23. Provide all users with the ability to print, email or export any report generated or query return by the system.
24. The system must support multiple and concurrent windows allowing a minimum of ten windows open simultaneously.
25. Allow users to view multiple screens without windows overlapping.
26.
Allow a user the following options when viewing the system: to save the position of most pop-up windows with a one button option, save the size and position of the windows for a user that can be recalled later, restore the windows to a defined size and position named and saved for different layouts, and re-size and manipulate the size and layout of windows independently from each other.
27. Support system functions without a mouse for any common user activity including hot keys, tab order and command lines.
28. It is preferred that the system has the ability to utilize Command Line functions. The system must display the last ten commands and be accessible at any time.
29. Allow the user to click and drag any window across screens when using two or more monitors.
30. Support click and drag for unit assignment.
31. Provides terminology that is consistent throughout the system.
32. Standardize data entry by providing pull-down selection menus whenever possible.
33. The System uses “Smart List” or Auto Complete technology that begins to display or anticipate the data being entered into the system.
34. All lists and grids must be sortable by the user beyond their default order.
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35.
Exclusive of network delays the system shall refresh all status monitors within one second of a status change or other transaction which must be displayed in a status monitor window.
36. The system shall provide a complete on-line copy of the system documentation including on-line help for step by step instructions on how to use system.
37. Provide an alternate method of recording data if the system is unavailable including the capacity to resynchronize the data when the system becomes available.
38.
The system contains a message board feature that allows messages to be posted for particular or all users. Messaging can be accessed through user log-in with a notification of outstanding messages.
39. The system has the ability to associate information for locations including but not limited to schools and businesses.
40. Contains a HazMat database that can be accessed from the main screen including the material, quantity, location and owner.
41.
Provide a method for looking up information from the Hazardous Materials Response Guide. Three ways to look up information must be supported including: selecting a material ID, selecting a material name, and selecting a guide number.
42. Users can color code the unit display base on category or station. Colors are user-defined.
43. Provide information describing the status of all units and identify those units available for service.
44. Provide for the utilization of color-coded icons or distinct images for types of units (i.e.; red for fire units).
45.
Provide the user with the ability to limit the number of active incidents that can be displayed on a workstation (i.e.; law enforcement only, fire only, emergency medical services only). Also, the ability to segregate by jurisdiction is provided.
46. Provide station and unit inventory of available equipment windows.
47. Provide a means to maintain information required for pre-planning for special assignments.
48. Allow the unit status definition for dispatch and auxiliary to be a user-definable and allow a virtually unlimited number of status codes.
49.
Provide a menu which allows access to the following options: system users, calendar, notes, memo, hazmat, and lookup menu, refresh all windows, CFS search, street type conversions, TC log, and turn tool tips on/off.
50. Provide active units status windows including location, destination and availability.
51.
Provide active CFS windows including phone, location, notes, dispatched and available stations and units, incident numbers, tracking numbers for county and city. EMD codes, notes, radio channels, etc.
52. The system must operate on a network with simultaneous users and be multi-user compatible. Multiple users can enter information into an active CFS.
53.
Upon receipt of a CFS the interface box must appear automatically with option of accepting or creating a new CFS or appending or adding new caller information to an existing CFS.
54. Provide edit function for all CFS related data unless restricted by user role.
55. Provide the ability to support dispatching for multiple Fire and EMS agencies and transferring a CFS to Law Enforcement.
56. The system will have the ability to share CFS information with other PSAP organizations on a per-call basis.
57. Provide a technique for attaching/associating documents and other media with a particular CFS.
58.
Provide a secure, read only interface for CFS information that can be used by other agencies and vehicles to monitor CFS status including date, time, location, station, unit, and call type with the ability to filter data based on group/agency permissions.
59. Unused ALI data can be deleted when an incoming call is not needed to initiate a CFS.
60.
Automatically display four main windows from which users enter and dispatch calls, edit call, units assigned, all calls, and all available units. Window design is based on users’ individual login or generic for all users.
61. Allow for automatic location identifier (ALI) and automatic number identifier (ANI) to populate the appropriate fields.
62. Include an internal automatic location identifier (ALI) to be set up for searches on name, address, or phone.
63.
Provide a Text Messaging system capable of manual and automatic notification. The automatic notification should be based on CFS Fire, EMS or Law. It must support individuals and/or groups. Additional hardware/software needed to support the Text Messaging system including SMS or a gateway must be identified in the response to
the RFP.
64.
Provide automatic notification of any prior CFS based on the phone number or address of the current CFS. The user must have access to all details of the prior CFS including date, time, location, name, address, reason, units responding, etc. Show prior CFS
before accepting a call.
65.
The software must have the ability to print required NC state reports. When the state mandates changes to these reports, the vendor shall make the changes, in a timely manner, with no charge for the modification.
66. Create incident reports within the system.
67.
Examine each new CFS as the address is verified to determine if it is a potential duplicate of an existing CFS. If duplicates are found the user will be able to merge the information into one CFS.
68.
The system shall allow an authorized user to reopen any closed CFS and provide an audit trail of actions taken.
69. The system must facilitate the transfer of data to other CAD systems.
70.
Provide specific reports in a variety of graphical formats such as Gantt charts and bar graphs.
71. All reports and searches are able to be exported out to email, Microsoft Excel, Word, HTML and PDF.
72. All search results must be viewable in an “AD HOC” type grid view that can be saved as a template.
73.
All address search results must be exportable to the GIS system where they will be
plotted.
74.
Provides a fax interface for the automatic transmission of CFS data with optional choices to also send fire plans, HAZMAT information, medical alerts or previous calls to fire stations, hospitals, or any other remote locations with a fax.
75. Any CFS entry record must support virtually unlimited Image attachments.
76.
The system should contain a color coded timer on the CFS entry screen. This function gives call takers visual feedback on time spent processing CFS’s for agency defined milestones. Color will not be the only clue of types of units due to color blindness.
77. Pending CFS must display in a separate window.
78. Must support virtually unlimited unit stacking for pending CFS.
79. Maintain a history of all CFS activity.
80. Unit times are recorded by CFS milestone and shall not be editable without an audit trail.
81. A user can transfer a CFS answered by one user to any other user within the center.
82.
Must have the ability to define mandatory field requirements on new, edit or closing of
the CFS.
83.
Facilitate the dispatching of public safety units that respond to calls for fire and emergency medical services and provide for the compilation and maintenance of information that provides a comprehensive historical record of requests for service and dispatch activities resulting from such calls.
84.
Allow users to view historical CFS in detail including injury, complaint, in progress (IP), incident report required(IR), priority, call owner, dispatch zone, class, fire grade, jurisdiction, IRA, tract, incident location, apartment, floor., city, bad data, time out, EMS run zone, unit, caller name, fire run zone, telephone, how received, categories, alarm code, alarm type, caller location, caller apt, caller floor, caller city, alternate
phone number, landmark, call number, call taker, position, ESN, medical, fire plan, images, contacts, hazards and previous calls. Warn no dispatch, times shipped, received, call, transmit, dispatched, Enroute, on scene, left scene, arrived destination and completed. Location comment, X and Y coordinates, Telco ID, Tower ID and incident narrative, press release information and directions.
85. Automatically generate CFS incident, county and city run numbers.
86.
Provide a location database that contains information considered important about an address. The information is displayed to the user upon entry of the address or nearby range. The information can be configured to display automatically.
87.
Provide for the determination of an address as the result of the comparison to a landmark database (e.g.; the address of 999 Main Street would be synonymous with "Ford dealership").
88. The ability to generate specific directions based on an address or range of addresses
89. Time stamp and date a new CFS when it is created. This time/date stamp must be viewable within the CFS history.
90. Provide the ability to assign priorities and status flags to a CFS.
91.
Allow units to be assigned to a CFS prior to it being available. This “stack” feature is virtually unlimited and will automatically suggest a unit’s next CFS, when that unit
becomes available.
92. Suggest appropriate units for a CFS, based on SOP’s.
93. Provide for the automatic notification of users if a response to a CSF has not been initiated within the time period required for responding to a particular type of CFS.
94.
Display all “open” CFS allowing the user to view these from the main screen until calls
are closed.
95. Display a pending call window that appears when a CFS is entered with no units dispatched. This window disappears when there are no pending units.
96. Allow the user to review closed a CFS with audit trail available when reviewing the CFS.
97.
Provide the user with the ability to manipulate the format which information is displayed. Available units shall be capable of being displayed by department and sorted by heading in detail mode. Users shall be able to choose between List view and
Detail view.
98.
Custom views of active CFS may be created by way of a grid view. This view can be built using combination of information contained within the active CFS window. All capabilities available with the normal active CFS window must be available in the grid. Virtually unlimited versions (templates) can be saved and recalled at any time.
99. Upon determination of the address to which public safety units are to be sent automatically provide recommendations for a response strategy.
100 Provide the capability to enter routing instructions for selected locations.
101.
Upon determination of the address to which units are to be sent, automatically provides information describing special circumstances such as the presence of hazardous materials or specialized medical environments, associated with that
address.
102.
Upon determination of the address to which units are to be sent automatically provide historical information describing previous incidents at that address.
103.
Warn of possible duplicates at the address being entered. When utilized with the integrated Map system warn of possible duplicates within a pre-defined distance
buffer.
104 Provide time-based notification of lapses in communication between users and dispatched units assigned to CFS. Users must have the ability to reset the timers.
105. The system will also support time checks on available units if desired.
106 Provide a user-friendly method by which average response times are obtained.
107. User profiles can be set to see only desired units and CFS’s.
108 Provide the ability to for a user to change the color scheme of the main screen.
109 Provide a Tool Tip window that displays the address, type and status for calls for service and available units when the mouse is hovering over a CFS.
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110. Users can add virtually unlimited additional locations to an incident.
111.
Provide virtually unlimited narrative entry with all transactions date, time and user stamped. Once entered, the narrative is not capable of being deleted by users. If the narrative is left open, the user shall dynamically see changes and additions made by
other users.
112.
Provide for user-defined disposition of all a CFS. The number of dispositions attached
to a CFS is virtually unlimited.
113.
Integrate with the Communications Center’s MSAG and street files where upon entering a CFS the system will display ESN information as well as cross street locations
on the main screen.
114.
Has a MSAG/Street address file. Using NENA 501 byte standard, files can be updated from the telephone company or local sources.
115. Both the MSAG/Street files database and the system adhere to NENA standards.
116.
The integration of the system and MSAG/Street file database records are seamless with no data entry required by users. However, the ability to add localized additions to the
MSAG exists.
117.
Users have access to the MSAG via one button resulting in the display of entire street addresses and structure descriptions for the caller’s location. This information is
printable.
118.
Users have access to the MSAG to search for addresses by resident name, street name, house number, or telephone number and have the ability to create a new call to
dispatch or to update a current CFS.
119. Display the cross streets, directions, map grids and ESN/ELT from the MSAG file upon entry of a valid address by a user, regardless of the CFS source.
120. Provide the option to automatically display instructions for CFS types.
121.
Include an interface with Priority Dispatch™ software. The interface is driven by the nature code of the CFS. The basic response information becomes part of the CSF
record.
122. Optionally the pending CFS can have a unique color.
123. The system shall support unique, multidisciplinary CFS type assignment dependent upon circumstance.
124.
When a mobile unit clears from a CFS and no units remain, the option should exist for
the CFS to return to the pending status.
125.
The system will support adding additional locations to an existing CFS. This should be a one button update process.
126.
The system must have the ability to dispatch Law Enforcement if the PSAP is required to dispatch them at a later time.
127. Vehicles have to option to send on-site timestamp to the system via radio.
128.
The system is able to dispatch based on location and type of incident using the connection between the radio and system provided by the status buttons on the radios.
4.4. GIS Requirements
Item # Requirement Code
General GIS Specifications
129. All equipment must comply with any and all applicable Federal Communications Commission regulations, Part 68, Part 15 and sub-part J. 130.
All equipment types and models must have been in service providing service to a client within the continental United States for a minimum of six (6) months. 131. The system must be capable of complete remote diagnostics and maintenance. 132. The mapping component must have the ability to operate offline.
133.
The system uses Geographic Information Systems (GIS) in conjunction with standard data formats from Environmental Systems Research Institute (ESRI). The system is capable of using Personal Geodatabases, Shape files, or SDE Connections. 134. The vendor must identify all GIS components for assessment of compatibility with existing systems. 135. The vendor must be a Certified ESRI Business Partner 136. The vendor must identify their ability to perform custom map development. 137. The system has automatic mapping of all active CFS’s entered. 138. CFS labels must contain CFS type, location and units assigned. 139. CFS’s are displayed as a separate layer. 140. CFS’s plot automatically when a CFS is answered. 141. A history window should contain CFS’s. 142. The system is FCC Phase II Wireless 911 compliant. 143. The systems GIS mapping interface has the ability to add map layers, edit those layers color, size and add aerial photography. 144.
The systems GIS mapping interface will display search results from systems historical
CFS search.
145.
Allow users to access mapping (where installed), use the mapping function, and view details on a map. Map operations include: address, all calls, area, boundary, call zoom, fax map, hydrants, pan, point, reset maps, units and zoom.
146. The Map Viewer integrates with Pictometry™ oblique imagery. 147.
The system uses GEO-validation which ensures all street addresses, intersections, and landmarks are legitimate.
148.
Provide GEO select screens that display information that may be helpful in finding an address and offers several options including select, all streets, landmarks, abort, locate, and incremental search.
149. The Map viewer must interface with Google street view and Bing map sources. 150. The user must have the ability to create a CFS from the Map Viewer using the intersection location or street address. 151. Support for the system is available twenty four hours a day, seven days a week. 152.
The Map Viewer must support interfacing with the local tax imagery including parcel
card information if available.
153.
The system must provide robust AVL search and playback functions including current
GPS location.
154. Units displayed on the map should contain unit Id, last status, call type, and street address at last update. 155.
Provide a user-initiated way to report a bad address needing correction in the GEO file and/or ALI data.
156.
The system should have a customizable quick drill function that displays vital information from visible layers.
157. The system must have a GIS function that allows stations to be designated as primary or mutual aid based on a selected service area. 158.
The GIS system must interface with the AVL system with current vehicle GPS data being plotted.
159. GPS AVL data will be updated or plotted within two seconds after being received.
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5. System Requirements
The vendor must supply a list of minimum hardware requirements for the proposed system in Section 4, Description of the Proposed System Software and Minimum System Requirements.
The following items shall be provided by Pitt County:
a. All LAN/WAN cabling and hardware needed for connectivity. 100 MB connectivity from CAD Workstation to CAD Server is provided at minimum.
b. Pitt County will provide a mutually agreed upon method for remote access for the vendor.
6. Exceptions
When the PF or CD code is used in Requirements Matrix above, the Vendor must include an explanation of the planned feature or custom development in the “Exceptions” section that follows the matrix. These exceptions must refer to the section and requirement number. Add additional rows as needed.
Section/Worksheet Item # Explanation
