Toledo Police Department. Records Management System Request for Proposals

Transcription

1 Toledo Police Department Records Management System Request for Proposals Chief David Enyeart July 21, 2015

2 Table of Contents 1. Project Overview Page 3 2. Proposal Format Page 3 3. Department/User Information Page 4 4. Vendor Qualifications & References Page 5 5. Pricing Page 5 6. Contract and License Agreements Page 5 7. Project Management Requirements Page 6 8. Hardware Department Providing Page 6 9. Technical Requirements Page Integrate Records Management Page Training Page Record Management System Page Computer Aided Dispatching Page Mobile Computers Page State Security and Reporting Page 14 2

3 Project Overview The purpose of this RFP is to solicit proposals from vendors who wish to provide a fully integrated computer aided dispatch (CAD) and a records management system (RMS) to the Toledo Police Department. The goal is to identify the vendor best able to provide for the CAD/RMS and software technology needs of our Department as defined by this RFP. The CAD/RMS vendor will: Provide all software necessary to accomplish the end goals of this project. Provide user and administrator training for software management. Provide for the migration of data from the department s current software packages to the new system. Provide for the population of all database and tables (IE: statutes, ordinances, codes, etc.). Provide an interface for the importation of data from related systems as defined here in. Provide a detailed list of necessary hardware. The Toledo Police Department will be responsible for ensuring the Department s computer system meets the minimum standards for the software being provided by the vendor and will work with vendor to ensure specific hardware needs are met. Proposal Submission Process Proposals must be submitted by 5:00 PM October 16, 2015 Name: Jay Baughman Title: City Manager Organization: City of Toledo Address: 206 N. Main Street, Toledo, OR Telephone Number: Fax Number: Address: manager@cityoftoledo.org Proposals received after 5:00pm on October 16, 2015 will not be accepted. Proposal Format All proposals shall be submitted in writing and in a sealed envelope to be opened on October 19, Please provide 1 paper copy and 1 digital copy (.pdf) on a digital thumb drive. Proposal organization: Section 1: Cover Letter 3

4 Section 2: Vendor Contact Information Section 3: Response to the Technical Requirements Section 4: Response to Project Management Requirements Section 5: Response to Vendor Qualifications & Referencing Section 6: Response to Pricing Section 7: Miscellaneous Information Process for vendors to ask questions All questions shall be submitted by to Maria Waldrip at by 8:00am on [Date?]. Questions submitted after that will not be answered. All questions will be answered within 5 business days of receipt. Evaluation Process Understanding of Scope of Work Administrative (compliance) Requirements Technical Requirements Price Project Management Requirements Vendor Qualifications & References Total: 25 points 25 points 100 points 75 points 25 points 25 points 300 Points Vendors who cannot satisfy the minimum technical requirements outlined in this RFP will not be considered. Pricing will be considered as part of the evaluation process. The award for the contract will not necessarily go to the vendor with the lowest price. High scoring vendors will be required to provide a demonstration within 30 days of notification. All other vendors will be eliminated from the process. The signing of an agreement between the winning vendor and the City of Toledo is dependent on current budget cycle. The Toledo Police Department reserves the right to reject any or all proposals. Vendors are advised that the City of Toledo will be responsible for settling all issues including source evaluation, disputes, and claims. Department / User Information The City of Toledo has a population of approximately 3,400. The department routinely cooperates with several other agencies in the area, the Lincoln County Sheriff s Office, Oregon State Police, and has mutual aid agreements for fire and medical with Newport Fire Department, Siletz Fire Department and Pacific West Ambulance. The Toledo Police Department employs 7 full-time officers and 6 civilian employees. The department averages approximately 650 entered reports per year; approximately 493 citations per year and approximately 209 arrests per year. We utilize mobile computers and have 6 in our 4

5 inventory. Currently the computers being used are Panasonic Tough Books and the department is looking to change to Apple ipad tablets. Our Department currently contracts with the City of Salem for records management and data storage. Our Department currently contracts with Willamette Valley Communications for computer aided dispatch and mobile computers. Vendor Qualifications and References In order to demonstrate vendor s ability and competency to complete the project, please provide the following information: 1. Outline of Company and Services Full legal company name. Year established. Number of employees. Explanation of the relationship between vendor and any outside product manufacturers to ensure product availability. Description of the qualifications of the proposed project management team. 2. References: Provide three (3) references from agencies where vendor is providing similar services in size & scope. 3. Miscellaneous: Vendor must complete & sign a Vendor Assurances statement. Pricing In order to ensure a fair comparison between vendors, pricing needs to be broken down into the following components. All figures must be valid through [some date]. 1. Software Currently, we use 2 desktop stations and 6 mobile computers. Cost per module or application. 2. Hardware Detail specific hardware items and their cost if not being provided by the Toledo Police Department. 3. Installation 4. Training 5. Project Management 6. Future Service Agreements Contract and License Agreements The contract between the winning vendor and the City of Toledo shall include but not be limited to the following, unless other arrangements are made before the contract is awarded: 5

6 1. 50% up front payment upon signing of the contract % payment upon installation, completion of training and the successful importation of old data % upon the successful transmission of data in all areas described in the technical requirements section. 4. Vendor shall provide all reporting requirements updates as required by the State of Oregon as a part of their standard maintenance agreement. Appendices 1: Maintenance Service Contract Project Management Requirements Vendors shall submit a detailed project management plan to include: 1. Description of vendor s project management team and key personnel. 2. Project schedule to include the following. Installation Training Data uploading Implementation Transmission of data per the technical requirements 3. Detailed description of all training this project will require. Detailed description of all maintenance activities and how service and system support will be provided. 4. Any other information vendor believes to be important with regards to this project. Hardware Our Department Will Provide Although hardware is not a part of this RFP, software functionality should be compatible with existing hardware and operating system software: 1. Microsoft SQL Server 2008r2. 2. Microsoft SQL Server access licenses for all client machines accessing data on the SQL Server. 3. Microsoft Windows 2008r2/2012 server operating in a client-server environment. 4. Microsoft Windows 2008r2/2012 Server access licenses for all client machines accessing data on the Windows 2008 Server. 5. Microsoft Office Data Security/backup. Database security and backup should be an integral part of software solution. Local and Cloud backup preferred. 7. Work Station Terminals 8. IOS-IPAD Compatible (MDTS) 6

7 Work stations are mostly 3.2GHz Quad-core with 4GM of RAM. Windows 7 is the primary OS on all our workstation computers. There are some legacy XP machines still in use. Technical Requirements As a minimum, the software solution should: Input data in a user-friendly and efficient manner. Integrate the major components of RMS, CAD, & Mobiles. Post dispatch data to an integrated Records Management System (RMS). Allow data entry personnel to easily add/display vital information. Facilitate quick and easy, or powerful in-depth, searching capabilities. Output a variety of ad-hoc and predetermined reports. Track and disseminate essential law enforcement information. Track accident-related statistical information. Managing department personnel files for active, reserve, terminated or volunteer employees. Document field contacts made by officers and related information. Provide alert system for dispatch to know when an officer needs help. Track alarm information pertaining to building location and managing the information associated with actual or false alarms. Manage departmental training records. Track permits, licensing, tickets, and registration for traffic and weapons. On-line Hazmat information from the U.S. D.O.T. Guidebook. Track contacts/violations involving registration, and lost/found animals. Track personnel equipment and other department inventories. Manage pictures & audio visual files for master name and crime scene photos. Track wrecker calls and vehicle storage/towing. Provide Photo Lineups. Provide advanced ad-hoc reporting/ search capabilities based on multiple criteria. Provide on-line slideshows/videos for user help and training. State reporting capability as required by Oregon CJIS. Reporting system which allows custom reporting to be defined per user screen. 7

8 INTEGRATED RECORDS MANAGEMENT 1. The system must be modular, so that application modules can be purchased and implemented separately if desired. 2. All software modules must be fully integrated to maximize information sharing and reduce duplication of effort 3. All software should be site-licensed to the respective Agency for unlimited use within the Agency. 4. The application software must utilize relational database management systems technology. Microsoft s SQL Server is the preferred database management system. 5. The system should be designed to operate under the Microsoft Windows operating system and be compatible with standard Windows networks. 6. The system must provide pop-up lists of valid codes for each coded field. The user must be able to search for codes and select a code from the list, whereupon the system enters the code into the field. 7. Whenever possible, the system must provide prompts and instructions to help the user navigate the system 8. The system must provide multiple user-defined security levels. System security should integrate with standard operating system security to minimize multiple logon in the system. 9. The system must provide virtually unlimited narrative for incidents, names, property, vehicles, arrests and other records. 10. The system should provide a spell-checking utility for all narratives and the ability of users to add to the dictionary. 11. Users may adjust commonly altered variables such as codes, tables, report parameters, etc. without the services of a professional programmer. 12. The software must provide the ability for multiple users to be in the same program(s) at the same time. 13. The software must provide the ability to verify the quality of the data being entered into the database by performing immediate field level error checking. 8

9 14. The software must provide the ability to direct output of data search to a user-specified printer upon demand. 15. The software must provide the ability for the entire screen of data to be confirmed before the data record is entered into the database. 16. Provide the ability for system back-ups without any down time. 17. The system must generate required State UCR/IBR Reports. Training 18. Training must be provided for all system users in their respective systems. Documentation should be provided. Record Management System 19. Training must be provided to the agencies staff members in the utilization and operation of proposed software, as shown directly above. 20. The proposed system should capture all data and be able to submit required UCR/IBR Reports. 21. The proposed system must support master name and master vehicle indexes. Data from the master indexes must be available to all modules to help minimize redundant entry. 22. Data must flow between modules to eliminate redundant entry; for example, data entered in an incident report should integrate with the Municipal Court module. 23. The incident report module must capture all data in a typical agency; including face sheet, names, vehicles, property, Narrative, charges, and arrests. 24. The incident report must capture unlimited names, vehicles property items, arrests, and charges. 25. The incident report should allow the linking of unlimited names with each vehicle and property item; i.e. the owner, driver, found by, stolen by, etc. 26. The incident report must have space for unlimited narrative. 27. Supplemental reports shall maintain same case number and be separate reports (not combined into one document). 28. Incident supplements should have the ability to capture additional names, vehicles, and property items in addition to unlimited narrative. 29. The department must have the ability to print, on demand, a complete incident report with all related information. 30. The system must have the ability to designate user defined alerts on names. Alerts must be clearly designated on inquiries. 9

10 Inquiry Features 31. The system must have a complete inquiry module that allows searching on any of the important data elements in the system. 32. The system must provide easy retrieval of information and the ability to search for information using almost any information or combination of information within the input records. 33. The system must allow the operator to search on parts of names, addresses or other entries, using wild card and partial key searches. 34. Searching must be based on query-by-example in which the search forms look similar to the input forms in the program. 35. The master name inquiry must allow the operator to find all known associates of a selected individual as well as review all activity associated with the individual.. Master Name File 36. The system must provide a central name file to hold ALL names entered into the system. This feature must include the following elements: 37. A single record for each person/business/group entered, to which all information related to that name can be attached. 38. The application must disallow name duplication and allow the user to make the determination whether a new name record should be added. A sounds like or close spelling feature should help in the determination. 39. The Master Name Index should contain, at a minimum, the following information: Full Name Most Recent Address Most Recent Phone Number/ Cell Phone Date of Birth Social Security Number State ID FBI ID Local ID Description Height, Weight, Eyes, Hair, Race, Ethnicity Multiple Scars, Marks, Tattoos Multiple Alias, Monikers 40. A history of all past addresses associated with a name record. 41. Allow the user to query names in the system using many combinations of search criteria, including partial name, AKA, address, social security number, phone number, date of birth, sex, race, hair color, eye color, approximate height, approximate weight, and/or scars/marks/tattoos, etc. 42. Accommodate Modus Operandi information for each name and provide the ability to find persons in the system with particular modus operandi. 43. Accommodate local, state and FBI identification numbers for each person. 44. Multiple and simultaneous access to the Central Name File. Master Vehicle File 45. The system must capture all necessary vehicle information, and store it for easy retrieval, presently, and in the future. This feature must have the following elements: 46. License plate number and state, 47. VIN (Vehicle Identification Number) 48. Year, Make, Model 10

11 49. Registered owner 50. Accommodate all types of vehicles, including cars, trucks, motorcycles, boats, and airplanes, and provide a field for indicating this type. 51. Allow the user to inquire into the vehicle file under many combinations of search criteria, including license plate, VIN, make, model, and year. 52. Allow linking of vehicle information to the owner and applicable incidents, accidents and traffic citations. Image Catalog 53. The program will have a photo imaging module that will catalog, store, display, and print photos. 54. The photo imaging will have the ability to store mug shots and create and print a line up. 55. The system will be able to scan in any documents and photos and attach them to case/reports or names. Property Management 56. The system must have an integrated property management system that support bar-coding, inventory, and chain of evidence capabilities. 57. The system must have easy check-in capabilities that allows officers to check in property entered in the incident report; including the printing of bar-code labels. 58. A separate module must be available to allow control of property within the property room; including check-in, check-out, and disposal operations. COMPUTER AIDED DISPATCH (CAD) 59. The proposed system must not have any program enforced limits on the number of active calls, the number of units assigned to a single call, or other important parameters in the system. 60. The CAD system must show continually updated status summaries showing both active calls and all logged on units and apparatus. 61. The event status display must show pending call first, sorted by priority and time; i.e. the oldest, unassigned, highest priority call should be at the top of the list. 62. The CAD system must automatically time-stamp all input commands; including incident creation time, dispatch time, arrive time, clear time, and all other unit status changes. 63. Data entered into the CAD system must be saved indefinitely for reporting purposes. 64. The proposed CAD system must fully integrate with other proposed components, including the State interface and records management system. 65. Call for service data must automatically transfer to the records management system to start the incident report. 11

12 66. The CAD system must interface with the state LEDS/ NCIC/ DMV state switch 67. The CAD system must allow the operator to view a previous history of calls at a given incident locations. 68. The CAD system must have provision for multiple event forms and be able to take data on two incomplete incidents at the same time. 69. The call for service screen must have a scrolling command area capable of capturing virtually unlimited information relative to the call. 70. The operator must have the ability to enter and close a call in one operation. This would be used, for example, to document a call that was completely handled by the call taker. 71. The CAD system must assign a unique incident number to every call for police fire and medical calls. 72. The CAD system must support the ability to define a separate case or reporting number to calls. The case number must be unique for each agency in the system. 73. Operators must be able to duplicate an active call for another agency; i.e. create a fire response from a working law enforcement call. 74. Operators must be able to dispatch/arrive multiple units and disciplines to a call at the same time. 75. CAD system must be able to interface with the phone company to receive E 911 ALI spills. 76. The system should capture profile information on contacts with the clear command; including age range, race, and sex. 77. The system must allow the dispatcher to assign Officer Initiated calls. 78. The system must allow the operator to designate and change the primary unit. 79. Rotating Wrecker information screen tracks next any number of Wrecker Categories. 80. The system must allow the operator to re-assign units to a higher priority call at any time. Incomplete calls must be re-queued for re-assignment when resources are available. 81. CAD shall incorporate map displays for each Call. 12

13 MOBILE COMPUTING (MDT s) REQUIREMENT 1. Mobile computing system should utilize a local cell phone provider for prompt throughput and communication. 2. Mobile MDT software should be compatible with touch screen laptop hardware. 3. MDT s should have vision compatible day/night backgrounds. 4. MDT s should provide comparable functionality to workstation RMS in providing Incident, Name, Narrative, Ticket, and search capability in the cars for maximum productivity. 5. State interface should be provided for running Plates, Wants, Driver s DMV photos, and Property queries. Out-of-state and Canadian queries should be available. 6. Peer-to-peer messaging should be available between cars and to dispatch CAD screen should be available to include calls, unit availability, and history of calls online. 8. Business Locator records for all businesses should list applicable data on businesses and contacts. STATE SECURITY AND REPORTING MEETS REQUIREMENT 1. System should be CJIS compliant. 2. System should be ONBIRS capable. 13