Request for Proposal # Automated Voice Dispatch System

Transcription

1 Request for Proposal # Automated Voice Dispatch System Due Date: May 24, 2016 Time: 2:00pm Receipt Location: Government Center, 500 N. Main Street, Administrative Services, Procurement Division, Suite #709, Monroe, NC Procurement Contact Person Name: David Shaul Title: Procurement Specialist david.shaul@co.union.nc.us Telephone:

2 Automated Voice Dispatch Syatem Introduction Union County, through the offices of the Union County Emergency Communications Center ( Agency ), is soliciting proposals from qualified vendors to provide a turnkey Automated Voice Dispatch System. Installation of hardware and software, implementation services, including testing, certification and training, are requested. County Union County, North Carolina (population 212,756) is located in the central, southern piedmont. The County provides its citizens with a full array of services that include public safety, water /wastewater utilities and sanitation, human services, cultural and recreational activities, and general government administration. The Agency currently has 27 fire stations in the Agency system. Project Scope The Agency desires to purchase a redundant Automatic Voice Dispatch System. Based on available funding, the Agency may have to purchase a single system. A redundant system would be installed at the Judicial Center, 400 N Main Street and the Government Center, 500 N. Main Street, Monroe, NC or the single system would be installed at the Wingate Tower, 3303 Presson Road, Monroe, NC The selected vendor will be responsible providing the following: All equipment, materials, installation and supervision to provide a turnkey System. Installation shall meet all applicable national, state and local electrical and/or building codes. The System shall be compliant with the most recent edition of the National Fire Protection Association (NFPA) Standard 1221 and 1710, as applicable. A system designed specifically for use as an Automated Voice Dispatch system. The desired System shall interface with the Agency s existing Sungard OSSI CAD and Motorola P mhz trunked radio system, and will communicate using TCP/IP to the public safety agencies WAN. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 2

3 The server provided as part of the Redundant System shall be provisioned with auto failover, in the event that the primary server fails. The Single System shall be configured to provide redundant backup through RAID or other technical means. The contractor shall ensure that all components of the System are supported by an owner-supplied uninterruptible power supply. The desired System allows the stacking and simultaneous alerting of response units, speeding up deployment of the first responders. The System shall be designed to be network friendly by distributing quick alerting messages using low-bandwidth (typically kb). The System shall be able to handle a minimum of 100 individual fire stations and facilities, and is modular in design to allow for future expansion and upgrades. Fully implementing the proposed CAD Interface to Sungard OSSI CAD system. The System shall be controlled directly from the Agency s CAD system via a TCP/IP connection. The CAD system presently exists at the same location as Communications Center. The System interface to the CAD system shall support dispatch alerts and non-emergency alerts. The System shall be capable of alerting by Group, Station or Unit. The System shall provide a means of notifying dispatchers that all components are operating properly; self-diagnosis, system health check (per NFPA 1221). For each dispatch alert message received from CAD, the System shall send a response over the CAD TCP/IP connection indicating the success or failure of each dispatched station, unit or group for the given alert. This System shall be capable of providing manual non-emergency messages to units, stations or groups of stations. A visual indication shall be provided to dispatchers to indicate if the system and its components are properly operating. A manual alerting application shall be provided for dispatcher use to alert stations, units or groups in the event the CAD system is not available. The System shall provide an audible escalating alert tone that clearly identifies to the units and the type of call that is being dispatched. The alert tone shall immediately precede the dispatch announcement (per NFPA 1221). The System must support the use of at least four customized tones so that different tones can be used to indicate the type of call during the alert notification. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 3

4 This System shall include a radio interface for redundant dispatching and on-air dispatching. Each dispatched run shall be broadcast over both the alerting network and over the dispatch radio channel. The radio interface shall be equipped to detect channel traffic and wait until the channel is free to begin automated dispatching. The System shall have the capability, for any incident, to create voice dispatch alerts that announce simultaneously in multiple stations. Dispatch information shall allow live dispatcher voice in addition to the automated voice announcement. Automated voice announcements supported shall include: dispatch announcements, announcements of move-ups, and non-emergency messages. The automated voice dispatch announcement will include, as a minimum, detailed dispatch information, including apparatus to respond, incident type, street address, and common place name. Automated voice dispatch announcements shall immediately follow the audible alert tone as per NFPA The System shall have the ability to produce automated voice alerts on servers located at the dispatch center. The Automated Voice Dispatch alerting system should have the capability to alert authorized personnel using a mobile application that interfaces with customer s CAD system, enabling simultaneous alerts to smartphones or tablets. Alerts should include dispatch announcements, administrative alerts, IT support notifications and application update notifications. The mobile application should also have the ability to show incident locations using the smartphone s built-in mapping capabilities, and enable users to save and search prior notifications. The Automated Voice Dispatch alerting system should have the capability to remotely alert personnel by generating an alert that can send an to server via SMTP or ESMTP. This can be directed to a paging or cell phone system to deliver pages or SMS messages. Messages can be sent when specific Groups, Stations or Units are alerted, or when configured key words are found in the dispatch message. Event messages are delivered when the event occurs and when the event clears. The System shall be centrally managed. Both the Vendor and the Customer s system specialists shall have full control access. Authorized administrators shall be able to control, configure and update the System on a browser from any web-enable device. In addition, manual alerting shall be available from a browser from any web-enabled device. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 4

5 The system shall self-monitor each component in this System for online and offline status. This includes all computers, network connections, audio amplifiers and message display units. This System shall be capable of remotely alerting support staff of critical events that occur within the alerting system via visual, /pager, SMS text or a smartphone app. Each method shall be individually enabled or disabled via a configuration application. Error and status logs shall be generated for all traffic between the CAD system and any controllers, between any controllers and the fire stations, and between all network components in the fire stations. Error and status logs shall be available to the customer s system specialists via a log viewer application. Remote system monitoring from a client application residing on the network (and having appropriate permissions) shall be supported. The Agency shall be permitted to participate and assist in the installation of this system. Customer technical personnel will be in present for each installation, system activation and cutover. The Agency partners in a regional radio communication consortium headed by the City of Charlotte. The system must be interfaced with the MCC 7500 Consoles for unit specific and group paging. Therefore, the system must meet all security requirements as set by the City of Charlotte IT Department and will need to be submitted to and approved by the Charlotte Radio Shop for firewall security purposes. Submission and approval may be completed post-award. An AIS API plug-in or CAD API plug-in would be allowed and would negate the Charlotte IT requirement Operator training shall be provided to the dispatchers and their supervisors. The training schedule shall be completed on site as coordinated with the Agency Operations Manager. The System shall be capable of providing a zoning capability such that portions of a station can be alerted without alerting the entire station. Describe how zoning is managed in the System both centrally and at the station. Indicate if the System will allow certain rooms or areas to be able to be alerted individually and if there is an option to select the notifications that will be received for that area. The System shall have the ability to provide a means to silence all station speakers manually, with the System allowing the silenced speakers to be overridden by the receipt of a call for service. System maintenance, programming and troubleshooting training shall be provided for the customer s technical staff. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 5

6 The contractor shall provide a site visit by one of their engineers or system implementers prior to placing any equipment orders to ensure an understanding of what the customer is seeking to accomplish. It is imperative that the proposal is for the Automated Voice Dispatch System only (no non-expenditure authorized equipment), in accordance with the North Carolina 911 Board Eligible Expenditures report, which may be found at: Use-of-Fund-List pdf. Further, it must meet the requirements of the City of Charlotte with approval from the Charlotte Radio Shop, if not connecting though AIS or CAD. Detailed Submittal Requirements Proposal Format Proposers should prepare their proposals in accordance with the instructions outlined in this section. Each proposer is required to submit the proposal in a sealed package. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposer s capabilities to satisfy the requirements of the RFP. Utmost attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, or tables should be numbered and clearly labeled. Response information should be limited to pertinent information only. Marketing and sales type information is not to be included. The proposal should be organized into sections: Tab A for the Company Background; Tab B for Experience and Services; Tab C for System configuration; Tab D for Warranty, Training, and Support; Tab E for Appendix A, Cost Submittal; Tab F for Required Signature Forms; Appendix B, Proposal Submission Form and Appendix C, Addenda Receipt and Anti-Collusion. Omissions and incomplete answers will be deemed unresponsive. Please initial any corrections. Tab A - Company Background Please provide the following information about your company. Respond to each item and provide supporting documentation and/or exhibits as requested or desired. 1. Company Name UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 6

7 Address Telephone Number Fax Number Address Name of Single Point of Contact Name of Person with binding authority to enter into contracts 2. Describe your company s purpose, mission and values and explain how they will support the relationship with Union County. 3. Provide a history of your company. 4. Describe general characteristics that differentiate your company from others in the industry. Include any special advantages your services and system provides. Tab B - Experience and Service 1. Describe the professional staff available for design, engineering, installation, and maintenance support services. Include their qualifications and experience. 2. Provide a list of similar projects of the same magnitude, for at least the previous five years. Three (3) references shall be provided. Tab C System Configuration Provide an explanation of the system configuration, detailing hardware supplied, software capabilities, interfaces, and any owner-supplied equipment required or expected to be found on-site. Include a separate description of the typical station configuration represented by the Station Unit price on the Cost Submittal sheet. Tab D Warranty, Training, and Support 1. Describe warranty provided as well as length of warranty. 2. Describe extended yearly warranties available and their 3. Vendors should describe their approach to provide the most effective training method/process that would allow dispatchers and supervisors to successfully operate the system. 4. Specify your twenty-four hour a day, seven days a week software support capabilities. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 7

8 5. Specify your eight hours a day, five days a week software support capabilities. Specify in pricing sheet, pricing for single year support and for five-year support. Tab E Appendix A, Cost Submittal The Agency will be responsible only for the Automated Voice Dispatch and at a later date, each individual Fire Department will be responsible for any individual station alerting equipment or software. Agency requires a two (2) year pricing freeze on station package pricing to allow individual stations to budget for the system. Two (2) Cost Submittal pages, one for AGENCY hardware/software and one for STATION UNIT hardware/software, shall be filled out completely and included in this tab. Tab F - Required Signature Forms Proposers should include signed copies of the following documents: Proposal Submission Form, Appendix B Addenda Receipt and Anti-Collusion, Appendix C Divestment Act Certification Form, Appendix D Evaluation Criteria Selection Participants Evaluation Team. The Evaluation Team will be responsible for the evaluation and rating of the proposals and demonstrations and for conducting interviews. The Evaluation Team is responsible for evaluating background, experience, qualifications, and other selection criteria. The Evaluation Team will make the recommendation for vendor selection to the County Manager or Board of Commissioners. County Stakeholders. County stakeholders consist of subject matter experts from County departments. County stakeholders will support the Evaluation Team during the procurement process. Evaluation of Proposals Evaluation criteria will be used to assist in determining the finalist vendor. The vendor s proposal will be evaluated based on the following criteria below. These criteria are provided for informational purposes and are not intended to represent an order of preference. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 8

9 Company background Recent working history on similar projects Staff training and experience Warranty, training and support response Cost(s) Extent to which proposal represents the best value Compliance with the general bidding requirements, general submittal requirements, and detailed submittal requirements of the RFP. Evaluation Selection Process A weighted analysis of the evaluation criteria will be utilized to determine the vendor that represents the best value solution for the County. Award Procedures The County reserves the right to make an award without further discussion of the proposals received. Therefore, it is important that the proposal be submitted initially on the most favorable terms. It is understood that any proposal submitted will become part of the public record. A proposal may be rejected if it is incomplete. Union County may reject any or all proposals and may waive any immaterial deviation in a proposal. At a minimum, proposals will be evaluated based upon the criteria above, as well as assessments and comparisons that include evaluations of skills/experience, cost, client service and references, and/or other factors. The County may accept that proposal that best serves its needs, as determined by County officials in their sole discretion. More than one proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered. County may select and enter into negotiations with the next most advantageous Proposer if negotiations with the initially chosen Proposer are not successful. General Conditions and Requirements Terms and Conditions The term of contract shall be from date of award and execution with the County to an end date of June 30, All pricing submitted will be firm through the contract period. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 9

10 All proposals submitted in response to this request shall become the property of Union County and as such, may be subject to public review. Union County has the right to reject any or all proposals, to engage in further negotiations with any firm submitting a proposal, and/or to request additional information or clarification. The County is not obligated to accept the lowest cost proposal. The County may accept that proposal that best serves its needs, as determined by County officials in their sole discretion. All payroll taxes, liability and worker s compensation are the sole responsibility of the Proposer. The Proposer understands that an employer/employee relationship does not exist under this contract. Sub-Contractor/Partner Disclosure A single firm may propose the entire solution. If the proposal by any firm requires the use of sub-contractors, partners, and/or third-party products or services, this must be clearly stated in the proposal. The firm submitting the proposal shall remain solely responsible for the performance of all work, including work that is done by sub-contractors. Modification or Withdrawal of Proposal Insurance Prior to the scheduled closing time for receiving proposals, any Vendor may withdraw their proposal. After the scheduled closing time for receiving proposals, no proposal may be withdrawn for 90 days. Only written requests for the modification or correction of a previously submitted proposal that are addressed in the same manner as proposals and are received by the County prior to the closing time for receiving proposals will be accepted. The proposal will be corrected in accordance with such written requests, provided that any such written request is in a sealed envelope that is plainly marked Modification of Proposal Automated Voice Dispatch System. Oral, telephone, or fax modifications or corrections will not be recognized or considered. At the successful proposer s (hereafter Contractor ) sole expense, Contractor shall procure and maintain the following minimum insurances with insurers authorized to do business in North Carolina and rated A-VII or better by A.M. Best. A. WORKERS COMPENSATION Statutory limits covering all employees, including Employer s Liability with limits of: $500,000 Each Accident UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 10

11 $500,000 Disease - Each Employee $500,000 Disease - Policy Limit B. COMMERCIAL GENERAL LIABILITY Covering all operations involved in this Agreement. $2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $1,000,000 Each Occurrence $1,000,000 Personal and Advertising Injury Limit $ 5,000 Medical Expense Limit C. COMMERCIAL AUTOMOBILE LIABILITY $1,000,000 Combined Single Limit - Any Auto D. NETWORK SECURITY & PRIVACY $1,000,000 Claims Made Contractor shall provide evidence of continuation or renewal of Professional Liability Insurance for a period of two (2) years following termination of the Agreement. ADDITIONAL INSURANCE REQUIREMENTS A. Contractor s General Liability policy shall be endorsed, specifically or generally, to include the following as Additional Insured: UNION COUNTY, ITS OFFICERS, AGENTS AND EMPLOYEES ARE INCLUDED AS ADDITIONAL INSURED WITH RESPECT TO THE GENERAL LIABILITY INSURANCE POLICY. B. Before commencement of any work or event, Contractor shall provide a Certificate of Insurance in satisfactory form as evidence of the insurances required above. C. Contractor shall have no right of recovery or subrogation against Union County (including its officers, agents and employees), it being the intention of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses covered by the above-described insurance. D. Union County shall have no liability with respect to Contractor s personal property whether insured or not insured. Any deductible or selfinsured retention is the sole responsibility of Contractor. E. Notwithstanding the notification requirements of the Insurer, Contractor hereby agrees to notify Union County s Risk Manager, at 500 N. Main Street # 130, Monroe, NC 28112, within two (2) days of the cancellation or substantive change of any insurance policy set out herein. Union County, in its sole UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 11

12 INDEMNIFICATION discretion, may deem failure to provide such notice as a breach of this Agreement. F. The Certificate of Insurance should note in the Description of Operations the following: Department: Contract #: G. Insurance procured by Contractor shall not reduce nor limit Contractor s contractual obligation to indemnify, save harmless and defend Union County for claims made or suits brought which result from or are in connection with the performance of this Agreement. H. Certificate Holder shall be listed as follows: Union County Attention: Risk Manager 500 N. Main Street, Suite #130 Monroe, NC I. If Contractor is authorized to assign or subcontract any of its rights or duties hereunder and in fact does so, Contractor shall ensure that the assignee or subcontractor satisfies all requirements of this Agreement, including, but not limited to, maintenance of the required insurances coverage and provision of certificate(s) of insurance and additional insured endorsement(s), in proper form prior to commencement of services. Contractor agrees to protect, defend, indemnify and hold Union County, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings, or causes of action of every kind in connection with or arising out of this agreement and/or the performance hereof that are due, in whole or in part, to the negligence of the Contractor, its officers, employees, subcontractors or agents. Contractor further agrees to investigate, handle, respond to, provide defense for, and defend the same at its sole expense and agrees to bear all other costs and expenses related thereto. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 12

13 Proposal Submittal Deadline and Proposal Addendum Information Proposal Submission Deadline Submittals shall be sealed and labeled on the outside RFP# , Automated Voice Dispatch System. RFP s are to be received by the Union County, Procurement Division by 2:00 p.m., May 24, Mail or hand-deliver submission packets to: Union County Government Building Administrative Services, Procurement Division 500 North Main Street, Suite #709 Monroe, NC Attention: David Shaul, Procurement Specialist The proposal must be submitted electronically on non-returnable CD or flash drive, and in printed form. One (1) original (mark ORIGINAL COPY ) plus five (5) hard copies of the proposal must be submitted. The original proposal package must have original signatures and must be signed by a person who is authorized to bind the proposing firm. All additional proposal sets may contain photocopies of the original package. Electronic ( ) or facsimile submissions will not be accepted. There is no expressed or implied obligation for Union County to reimburse firms for any expenses incurred in preparing proposals in response to this request. Union County reserves the right to reject any or all proposals or to select the proposal, which in its opinion, is in the best interest of the County. Proposal Questions Proposal questions will be due on May 9, 2016 at 5 pm EST. The primary purpose of this is to provide participating firms with the opportunity to ask questions, in writing, related to the RFP. The County may respond with an addendum within five (5) calendar days. Submit questions by to David Shaul at david.shaul@unioncountync.gov by the deadlines shown above. The should identify the RFP number and project title. All questions and answers may be posted as addenda on and Union County may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum. Any addenda to these documents shall be issued in writing. No oral statements, explanations, or commitments by anyone shall be of effect unless incorporated in UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 13

14 the written addenda. Receipt of Addenda shall be acknowledged by the Proposer on Appendix C, Addenda Receipt and Anti-Collusion form. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 14

15 APPENDIX A - COST SUBMITTAL RFP # Automated Voice Dispatch System AGENCY Hardware or Service First Year and Ongoing Costs For Automated System One Time Costs Year 2 Year 3 Year 4 Year 5 Hardware Software acquisition Annual License(s) On-Going Maintenance OTHER: Implementation Training Other TOTAL COST Total First Year Cost, in words: AGENCY Total Five Year Cost Dollars and It is understood by the Proposer that Union County reserves the right to reject any and all Proposals, to make awards according to the best interest of the County, to waive formalities, technicalities, to recover and rebid this RFP. Proposal is valid for ninety (90) calendar days from the Proposal due date. Cents. Proposer Authorized Signature Date Please type or print name UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 15

16 APPENDIX A - COST SUBMITTAL cont d RFP # Automated Voice Dispatch System STATION UNIT Hardware or Service First Year and Ongoing Costs For Automated System One Time Costs Year 2 Year 3 Year 4 Year 5 Hardware Software acquisition Annual License(s) On-Going Maintenance OTHER: Implementation Training Other TOTAL COST Total First Year Cost, in words: STATION Total Five Year Cost Dollars and Proposer acknowledges that pricing proposed on this page for STATION UNITS will remain in effect for two (2) years to allow individual stations to plan and budget for the purchase of the system Cents. Proposer Authorized Signature Date Please type or print name UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 16

17 APPENDIX B - PROPOSAL SUBMISSION FORM RFP # Automated Voice Dispatch System This Proposal is submitted by: Provider Name: Representative (printed): Representative (signed): Address: City/State/Zip: Address: Telephone: (Area Code) Telephone Number Facsimile: (Area Code) Fax Number It is understood by the Proposer that Union County reserves the right to reject any and all Proposals, to make awards according to the best interest of the County, to waive formalities, technicalities, to recover and rebid this RFP. Proposal is valid for one hundred and eighty (180) calendar days from the Proposal due date. Proposer Date Authorized Signature Please type or print name UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 17

18 APPENDIX C ADDENDA RECEIPT and ANTI-COLLUSION RFP # Automated Voice Dispatch System Please acknowledge receipt of all addenda by including this form with your Proposal. Any questions or changes received will be posted as an addendum on and It is your responsibility to check these sites for this information. ADDENDUM #: DATE ADDENDUM DOWNLOADED I certify that this proposal is made in good faith and without collusion with any other proposer or officer or employee of Union County. (Please Print Name) Date Authorized Signature Title Address Company Name UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 18

19 IRAN DIVESTMENT ACT CERTIFICATION RFP # Automated Voice Dispatch System Name of Vendor or Bidder: IRAN DIVESTMENT ACT CERTIFICATION REQUIRED BY N.C.G.S. 143C-6A-5(a) As of the date listed below, the vendor or bidder listed above is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S A-4. The undersigned hereby certifies that he or she is authorized by the vendor or bidder listed above to make the foregoing statement. Signature Date Printed Name Title Notes to persons signing this form: N.C.G.S. 143C-6A-5(a) requires this certification for bids or contracts with the State of North Carolina, a North Carolina local government, or any other political subdivision of the State of North Carolina. The certification is required at the following times: When a bid is submitted When a contract is entered into (if the certification was not already made when the vendor made its bid) When a contract is renewed or assigned N.C.G.S. 143C-6A-5(b) requires that contractors with the State, a North Carolina local government, or any other political subdivision of the State of North Carolina must not utilize any subcontractor found on the State Treasurer s Final Divestment List. The State Treasurer s Final Divestment List can be found on the State Treasurer s website at the address and will be updated every 180 days. UNION COUNTY, NC RFP# AUTOMATED VOICE DISPATCH SYSTEM Pg 19