Scotts Bluff County - Request For Proposals

Consolidated Communications Center

Computer Aided Dispatch and Records Management System (CAD / RMS) project

RFP Administrator: Brian E. Wasson

Objective

The Scotts Bluff County Consolidated Communications Center Advisory Board invites interested parties to submit proposals for providing software, implementation and maintenance services for a law enforcement multi-agency Computer-Aided Dispatch/Records Management System (CAD/RMS) for the Scotts Bluff County Combined Communications Center, Scotts Bluff County Sheriff's Office, Cities of Scottsbluff, Gering, Mitchell, Morrill, Minatare and Lyman police departments. Fire departments for each city or village currently using an existing records management system will be utilizing the CAD portion of this project to integrate with their current dispatch protocols and existing systems. The intended result of this Request for Proposal is to provide the agencies with viable proposals for a computer aided dispatch (CAD) and records management application that meets the operational and technical needs of all agencies. The project intends to also allow for the sharing of information between the agencies with the network center occurring at the Scotts Bluff County Administration Building in Gering, NE.

Tentative RFP Process Schedule

  • RFP Published - June 2016
  • Questions from the Proposers Due - July 15th, 2016
  • Proposals Due - August 15th, 2016
  • Oral Presentations - October 1st, 2016
  • Additional follow-up demos (if required) - October 15th, 2016
  • Vendor Reference Checks and Site Visits - January, 2017
  • Contract Award - February, 2017

Client Contact

All RFP inquiries should be directed solely to the RFP Administrator at the address below. No contact should be made with employees or contractors at any agencies. Failure to comply may result in disqualification.

Brian Wasson - Captain
bwasson@scottsbluff.org

Submittal Information

All proposals should be sent to the RFP Administrator at the following address:

City of Scottsbluff Police Department
Attn: Captain Brian E. Wasson
1801 Avenue B
Scottsbluff, NE 69361

Download RFP

The RFP is located on Scotts Bluff County's Secure Server. To Download a copy, click on the link below and follow the instructions. You will be required to enter a valid email. A login validation code and url will be mailed to this email. Upon downloading, you will be loged as having download the rfp.

 

Download RFP Here

 

All questions will be answered and posted for everyone to view below.

  1. How many dispatch seats in your communication center?
    1. 4 live stations using CAD.
  2. How many bed facility is the Scotts Bluff County Adult Corrections Center?
    1. There are 186 adult beds and 33 juvenile beds within the facility.
  3. Under the Statistics and Operational Information section is a table containing the number of mobile units for each agency. Do those numbers reflect both police and fire units? If it does, can we get a breakdown of how many police and how many fire units there are for each?
    1. Approximately 70 mobile police units within Scotts Bluff County.
    2. Approximately 85 mobile units within Scotts Bluff County.
  4. How many of the listed law enforcement agencies will need property and evidence bar coding functionality and signature pads? Does each agency manage its own property/evidence, or is there a central facility for the SBCCCAB?
    1. Each agency handles their own evidence. Each agency identified, as well as an off-site location housing a member of each the Scottsbluff and Gering Police Departments and Scotts Bluff County Sheriff's Deputy (Investigators) operating as a drug task force. This off-site is located on the Scotts Bluff County Campus.
  5. How many employees are there at the fire departments (please specify by full-time vs volunteer)?
    1. Gering 35 Volunteer
    2. Scottsbluff City 17 full-time, 4 volunteer
    3. Minatare 17 volunteer
    4. Lyman 22 volunteer
    5. Mitchell 37 volunteer
    6. Morrill 23 volunteer
    7. Henry 9 volunteer
    8. Banner County 43 volunteer
    9. Scb rural 17 volunteer
    10. Airport 16 volunteer
    11. McGrew 27 volunteer
  6. For CAD, does the SBCCCAB need interfaces to medical dispatch systems (such as ProQA or PowerPhone)
    1. Our current system does not have this ability. This is something we would like to explore for future capabilities or options. Some fire departments within the SCCCAB currently use ImageTrend with NEMSIS v3 or higher.
  7. For CAD, does the SBCCCAB need an interface with a voice recorder system?
    1. Must interface with EvenTide logger.
  8. For Jail, would the SBCCCAB specify how many corrections personnel there are?
    1. 98 personnel, typically there are 6 officers per shift, per adult and juvenile side of facility.
  9. For Jail, would the SBCCAB specify how many booking stations there are by area (adult and juvenile)?
    1. 2 and 2
  10. For Jail, does the SBCCCAB need an interface with VINE?
    1. Yes
  11. For Jail, does the SBCCCAB desire to use wristbands/barcodes for the inmates?
    1. Yes
  12. For Accident Reporting, does the SBCCCAB need the accident reports to be exported to the state system?
    1. Yes, most agencies are currently using an online solution offered by the state and known as EAF2. This is web-hosted report creation and scene diagraming solution that is automatically reported to them. If a solution exists within the software provided then automated state reporting would be a requirement.
  13. For eCitations, does the SBCCCAB need vendors to provide an eCitations solution, or will an interface be needed to download this from the state system?
    1. None of the law enforcement agencies represented by the SBCCCAB are currently using eCitations, yes a solution is desired.
  14. For Mobile requirement 113, does the SBCCCAB currently have the ability to import DWG or DXF files via an interface to its current CAD system?
    1. .
  15. For Jail requirement 214, does the SBCCCAB have a current commissary vendor to which the new JMS should interface?
    1. Yes, Keefe Commissary. JMS must also interface with CoreEmr for medical records.
  16. For Jail requirements 221 and 222, would the SBCCCAB its integration/desired integration with the OCSD OCJ system? It is Zuercher understanding that this is a system built and implemented for the Orange County Sheriff's Department (Orange County Jail) in Orange County California.
    1. No, please remove this requirement from the RFP.
  17. For Jail requirements 219 and 224, would a vendor supplied booking camera solution which is integrated with the JMS be a permitted alternative?
    1. Requirements 219 & 224 should be omitted however JMS must be able to integrate with Nebraska State Patrol AFIS system.
  18. For Jail requirement 231, does the SBCCCAB have a current system which is providing the video feed? If so, what is the name of the system?
    1. Requirement 231 is an Alarm requirement and there is currently no system providing a video feed. This is something we would like to explore for future capabilities.
  19. For Current Operations and Systems in the RFP document, would the SBCCCAB please list each agency with the version of Sleuth Software RMS which it is currently using?
    1. Scottsbluff Police Department - Sleuth Records v10
    2. Scotts Bluff County Sheriff's Office - Sleuth Records v9
    3. Scotts Bluff County Comm. Center - Sleuth CAD v10
    4. Gering Police Department - Sleuth Records v10
    5. Morrill Police Department - Sleuth Records v10
    6. Lyman Police Department - Not using RMS, new solution desired
    7. Mitchell Police Department - Sleuth Records v8.5
    8. Minatare Police Department - Sleuth Records v8
  20. For the Proposal Response Format, would the SBCCCAB consider extending the number of pages from 50 to 75 to permit vendors to provide the requested detail in their responses to the RFP?
    1. Yes
  21. For Graffiti Mgt. requirement 278, does the SBCCCAB currently have an interface with TAGRS or is this something desired for the new system?
    1. We currently have no solution for graffiti management; we are interested in exploring an option.
  22. For Pawn requirement 294, does the SSBCCCAB know the approximate go-live date for the state pawn system?
    1. The SBCCCAB is not aware of a state system for Pawn management.
  23. For Registrants requirement 330, does the SBCCCAB currently have an interface with BATS or is This something desired for the new system?
    1. The Scottsbluff Police Department has a Bomb Unit and the Scottsbluff Fire Department has the only local fire marshal. The need for an interface to the system likely only exists at this location. We currently have no interface with our current system but are interested in exploring for the purpose of use within these groups as well as any department within the SBCCCAB that may see benefit.
  24. Page 13 - Integration with Different RMS's
    This paragraph implies that there is the possibility that some agencies within the SBCCCAB will NOT purchase RMS via this RFP? If that is the case, are they all currently using Sleuth? If not, please provide a list of all current RMS vendors by agency.
    1. SBCCCAB will be purchasing RMS for all agencies. All but one agency is running Sleuth however, versions vary. The agency not running a records management system is the Lyman Police Department.
  25. #16 - Please provide a list and examples of all "required/mandated forms"
    1. Our current system allows for the introduction of forms commonly used by the departments through a term that has been described as "mail merging" specific to that solution. We would like to know if your solutions allow for similar, the creation or use of a form in Word or Excel to use as a template to populate information used in the creation of a report.
  26. #17 - Please confirm whether or not your current E911 system is Next Gen enabled and the name of the E911 vendor.
    1. Current vendor for call processing is Zetron CT. Mapping vendor is GEOCOM. Next Gen is not fully industry standardized so consider us not Next Gen enabled.
  27. #73 - Please specify which agency is using Firehouse CAD. Please define the requirement "native support".
    1. No agencies are currently using FH CAD. It is the intent that Scottsbluff City FD (2000 calls per year) to use FH CAD once the Comm Center CAD can support it. At least one other agency uses Firehouse software (Gering with 600-800 calls per year) and may also wish to implement FH CAD. Native meaning no third-party software needed to interface between the proposed CAD software and FH software.
  28. #92 - Please specify "all three cities". In addition, please provide definitions for the following acronyms and/or vendor names for the following systems to be queried:
    1. "All three cities" should actually be "all SBCCCCAB Law Enforcement Agencies as defined in the Objective statement on page two of the RFP.
    2. SRF - Please omit this term from the list(s)
    3. AWSS - Please omit this term from the list(s)
    4. Registrants - Please list, NE Sex Offender Registry, Protection Order Registry, Warrants
  29. NCIC/NCIS, Potentially Dangerous Offender Registry, NCJIS
    1. LARS - Please omit this term from the list(s)
    2. Search and Seizure/Courts - Desire a link to state probation systems through JUSTICE, NCJIS or any means that would inform officers of search clauses of subjects contacted.
    3. etc... (This leaves the requirement for queries to various systems open ended. Please define all systems or remove "etc" from this requirement. - Your request to remove etc. is accepted
  30. #93 - Please specify which agency is using JAMIN
    1. Scotts Bluff County Adult Detention Center and West Nebraska Juvenile Services
  31. #216 - What is "BSCC"?
    1. Please disregard, this is an acronym that is not pertinent to this RFP.
  32. #226 - Please provide interface specifications or vendor contact information for JAMIN
    1. Text and Data - Lisa.brodie@justicedatasolutions.com
  33. #231 - Please provide interface specifications and vendor contact information for the alarm system vendor.
    1. Alarm system monitored at communications center, Sur Gard 1 V 5.1.33.5, MKS, 1631 E Vine St, Kissimmee, FL 34744, Phone: 407-870-0040. No other agency monitors separate alarm systems.
  34. #242 - What is "DAGS"?
    1. DAG is the name of a Department of Justice form (i.e. DAG-71) used for asset forfeiture procedures. The asset forfeiture process allows for equitable sharing to the agency seizing the evidence and that associated forms are used throughout this process. A system to track them, if present, is desired.
  35. #244 - Please provide additional explanation/description of that is meant by "TFO AF totaling (DEA, HSI PACNET, RNSP)". Is this to be an interface? A form? A report?
    1. Please omit line #244 from this RFP as it was intended for another request.
  36. #333 - Please confirm that NE utilizes UCR and NOT IBRS reporting.
    1. Nebraska accepts both, UCR and NIBRS (IBRS). Most of the SBCCCCAB agencies are reporting UCR however some are reporting IBRS. Please inform us if your solution allows for agencies to report differently or if a single reporting system is necessary for implementation of your product(s). It is possible that with proposed mandate changes all agencies report IBRS in the future.
  37. In regards to Question # 8 that has been answered on the website reference the number of corrections personnel, are the 98 corrections personnel in addition to the 101 Full-time and 3 part-time personnel listed on Page 7 under the Law Enforcement Agencies table?
    1. No, the number has fluctuated slightly throughout the process of preparing this document. 101 Full-time and 3 part-time personnel is the authorized staffing of the corrections department at Scotts Bluff County.
  38. Aside from Scottsbluff PD, Gering PD, Scotts Bluff Co SO, Detention Center and the Comm Center, would the remaining law enforcement agencies be open to having their RMS hosted on the server(s) operated by Scottsbluff PD, Gering PD, Scotts Bluff Co SO, Detention Center and/or the Comm Center?
    1. Yes.
  39. In regards to Question # 3 that has been answered on the website reference the number of mobile units, are there 85 mobile units total, inclusive of the 75 police units, or is the total 155? Are these numbers total number of vehicles or total number of desired Mobile Data Terminals in vehicles that need to have access to CAD, RMS and/or JMS for users in the field?
    1. The 155 total includes all of the fire apparatus and public safety vehicles throughout the SBCCCAB. Mobile data is a second phase solution we are seeking, thus the need for CAD/RMS to have options available. It is not likely that all 155 mobile units would require or desire mobile data.
  40. In regards to #1: We sell the licenses for our software on a per user basis, so in order to be able to provide accurate pricing we'll need to know how many individual users (across all agencies, including the corrections department) will be utilizing the software. One license entitles the user to access all three of our core applications (CAD, RMS AND JMS) so there is no need to break the users down by agency.
    1. We are seeking a CAD/RMS Solution, while realizing specifications for JMS are in the RFP this is intended for future projects and considerations as is the fire and medical/EMT portions. Please refer to the RFP for personnel numbers and add that the communications center has 12 full-time and 1 part time employee(s). It is preferred that we obtain a concurrent user licensing model or site licenses for implementation of our project.
  41. In regards to #3: We are able to provide mobile data either at implementation or at a later date. Mobile RMS & JMS on a laptop is just a matter of some additional configuration on our part. Mobile CAD is an additional product that we license per device that will be running Mobile CAD since oftentimes officers, more so than deputies, will be sharing a Mobile CAD device. With mobile data being a second phase solution and not all mobile units, or agencies, would need/want mobile data, do you have recommendations on how to include it in the cost proposal? We can include the cost for Mobile CAD for a specified number of units, but would need to know what that number is.
    1. Our recommendation would be to not include pricing for mobile data in your responses. The SBCCCAB wants to ensure that products we examine have interoperability solutions between CAD/RMS and Mobile Data as we look to the future. The initial phase of this project should not include mobile hardware purchases as it is scheduled for a latter phase.
  42. Whether companies from Outside USA can apply for this? (like, from India or Canada)
    1. The SCCCAB will review any and all proposals submitted/received within the scheduling timeline and in accordance with the request.
  43. Whether we need to come over there for meetings?
    1. It is preferred that personal interaction with vendors selected to give product demonstrations occur, but we will remain willing to explore other options if not possible.
  44. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)
    1. The SCCCAB is visualizing an infrastructure (hardware) located within the county and placed at the direction of the SCCCAB with some potential web hosting by smaller satellite agencies within the county.
  45. Can we submit the proposals via email?????
    1. THE RFP describes the response format and submittal process, emailed responses will not be accepted.
  46. In the matrix, line 170 requests a LiveScan Fingerprint Interface for RMS. Does SBCCCAB desire LiveScan operation directly from the RMS apart from JMS?
    1. The LiveScan requirement should have been under the Jail Section rather than the RMS Section. SBCCAB Does NOT require a RMS LiveScan interface.
    2. We are seeking a CAD/RMS Solution, while realizing specifications for JMS are in the RFP this is intended for future projects and consideration.
  47. In the RFP, page 11 section C, the Technical Requirements are requested as if SBCCCAB will be managing its own network. In the matrix, however, line 5 says "Hardware must be provided and supported by the vendor for a minimum of 5 years." Is that referencing all server, workstation, and laptop hardware for the entire network?
    1. Line 5 in the requirements section should read "Software must be provided and supported by the vendor for a minimum of 5 years". Hardware should not be include in this RFP.
  48. Does SBCCCAB desire network management on its behalf? (Remote network management by the chosen vendor?)
    1. Network design, & Server Configuration will be managed by Scotts Bluff County IT staff in coordination with the vendor that is awarded a contract.
  49. Is SBCCCAB open to a hosted solution?
    1. The SCCCAB will review any and all proposals submitted/received within the scheduling timeline and in accordance with the request.
  50. Modules such as Online Reporting, Alarm Monitoring, Internal Affairs Case Management are typically not offered organically from RMS/CAD vendors (i.e RMS/CAD vendors must interface with 3rd party products). Would the SBCCCAB be open to a RMS/CAD proposal that don't include these modules?
    1. Yes, please provide your proposal for whatever portions of our requests you can satisfy. The SCCCAB will be reviewing any and all proposals received within the timeline and process outlined in the RFP. If you are accurate we would expect that we will encounter a similar response from all vendors as it relates to these specific areas of our request.
  51. Mobile #93: What information should be queried regarding these items Department of Transportation Emergency Response Guide look-up Parole LEADS, City Ordinances, JAMIN Photo Search
    1. The SCCCAB expects that some of this information for queries will be inputted by agency and others would be accomplished through integration with other systems. We would remind vendors that the mobile applications are not being sought for purchase in this RFP and the specifications are for future projects.
  52. Traffic # 154: Ability to interface with New World System for employee leave time and OT usage. - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. Please omit the reference to New World Systems specifically. The SCCCAB is interested in whether or not your product has scheduling, employee leave time / management etc. If not, please list third party solutions that you have worked with previously.
  53. RMS # 170: LiveScan Fingerprint Interface automatically populate fingerprint cards with biographical and arrest data, including booking photo. - Who is the current Livescan vendor?
    1. Currently the county detention facility (jail) is the only user in the SCCCAB. Morphotrak is the parent company of the AFIS System currently in use by the corrections department. We have a contact for them by request should you desire contact with that vendor. They are willing to assist with questions resulting from this RFP.
  54. Jail # 219: Integrated with the ILJAOC booking photo system (Hunter Systems) - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. Please disregard Jail item #219 from this RFP.
  55. Jail # 226: Mugshot interface with JAMIN - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. The law enforcement agencies within the SCCCAB desire the ability to access and share mug shot images from JAMIN or a third party solution. We desire an import or integration of mugshot images.
  56. Graffiti #278: Interface with TAGRS (incident downloading) - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. Please disregard Graffiti #278 from this RFP.
  57. Pawn #294: Integration with the state pawn system (soon-to-be released by DOJ) - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. Regarding Pawn #294, please disregard reference to a soon-to-be-released state system. The SCCCAB desires to know if your product possesses pawn tracking and property loss integration with systems like Leads Online etc.
  58. Personnel # 302: Ability to interface with New World System for employee leave time and OT usage. - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. Please omit the reference to New World Systems specifically. The SCCCAB is interested in whether or not your product has scheduling, employee leave time / management etc. If not, please list third party solutions that you have worked with previously.
  59. Registrants #331: Integration with State registrant forms (first-timers and renewals). - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. Please disregard Registrants #331 from this RFP.
  60. Warrants # 342: Ability to interface with JUSTICE and JAMIN. - Can you please expand on this requirement? Is this import and/or export and what data is exchanged?
    1. JUSTICE is the state court management records management system and JAMIN is the jail records management system. The SCCCAB desires to know if your product can be integrated with these systems. Examples, warrant notification, case dispositions, failures to appear etc.
  61. Number of CAD workstations needed?
    1. There are a total of 5 CAD stations within the communications center, 4 on the floor and one for administrative/emergency use.
  62. Number of RMS workstations needed?
    1. Approximately 60, the SCCCAB prefers a concurrent or site licensing solution.
  63. Number of JMS workstations needed?
    1. Approximately 25 within the corrections department. We would remind vendors that new JMS applications are not being sought for purchase in this RFP and the specifications are for future projects.
  64. Does the county wish to run physical servers or a virtual environment for this system?
    1. The SCCCAB will work with the successful vendor to deploy physical and/or virtual servers. The SCCCAB currently utilizes Microsoft Hyper-V virtual environment in its existing infrastructure.
  65. How many total Dispatchers?
    1. Twelve (12) Full-time and One (1) Part Time
  66. How many shifts and teams does the 911 center have?
    1. The Communications Center staff work 10-hour shifts, with staffing at 3 per shift.
  67. How many record clerks?
    1. Approximately 15 throughout the SCCCAB Agencies
  68. How many detectives throughout Scotts Bluff County?
    1. Approximately 10 throughout the SCCAB Agencies
  69. How many individuals work on the JMS?
    1. 98, typically 6 on duty for each adult and juvenile side per shift.

 

 

Updated: 2016.07.22 - 12:20 MDT