HomeMy WebLinkAboutMemo - Mail Packet - 3/20/2018 - Memorandum From Carol Workman Re: Exemption To Competitive Bid - Combined Regional Information Sharing Project (Crisp)ee
Request for Proposals
Police Records Management and
Automated Field Reporting System
RFP Number: 2015‐25
City of Loveland
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
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Table of Contents
1.0 INTRODUCTION AND PROPOSAL REQUIREMENTS ................................................... 1
1.1 City Background .................................................................................................... 1
1.2 Project Background ............................................................................................... 1
1.3 Project Intent ......................................................................................................... 1
1.4 Key System Functions ........................................................................................... 2
1.5 Proposal Process Instructions ............................................................................... 3
1.5.1 Significant Dates ..................................................................................................... 3
1.5.2 Obtaining RFP ......................................................................................................... 3
1.5.3 Webex Pre-Proposal Conference ........................................................................... 3
1.5.4 Written Questions and General Inquiries ................................................................ 4
1.5.5 Proposal Submittal .................................................................................................. 4
1.5.6 General Submittal Requirements ............................................................................ 6
1.6 Definitive List of Proposal Contents....................................................................... 8
1.6.1 Response Format................................................................................................... 9
1.7 Evaluation & Award Process ............................................................................... 10
2.0 BACKGROUND AND FUNCTIONAL REQUIREMENTS ............................................... 12
2.1 Introduction .......................................................................................................... 12
2.2 Agency Background and Sizing........................................................................... 12
2.3 Systems Background .......................................................................................... 13
2.3.1 Application Systems Overview .............................................................................. 13
2.3.2 Major Networks ..................................................................................................... 14
2.3.3 Detailed System Description ................................................................................. 14
2.4 Future Direction ................................................................................................... 16
2.4.1 Application Systems .............................................................................................. 16
2.4.2 Data Conversion / Data Availability....................................................................... 17
2.5 Functional Requirements .................................................................................... 17
2.5.1 Overall Functional Requirements .......................................................................... 17
2.5.2 Software Functional Requirements ....................................................................... 19
3.0 ARCHITECTURE REQUIREMENTS .............................................................................. 20
3.1 Introduction .......................................................................................................... 20
3.2 Architecture ......................................................................................................... 20
3.3 Infrastructure Requirements ................................................................................ 20
3.3.1 Operating System and Related Software ............................................................. 20
3.3.2 High Availability Requirement ............................................................................... 20
3.3.3 Capacity ................................................................................................................ 21
3.3.4 Upgrades and Expansion ...................................................................................... 21
3.3.5 Concurrent Operation ........................................................................................... 21
3.3.6 Infrastructure Functionality .................................................................................... 22
3.3.7 System Backup ..................................................................................................... 22
3.3.8 Network Operating System and Protocol .............................................................. 22
3.4 Integration ........................................................................................................... 22
3.4.1 System Integration and Network Equipment ........................................................ 22
3.5 End User Equipment ........................................................................................... 23
3.5.1 Desktop Workstation ............................................................................................. 23
3.5.2 Bar Coding/RFID ................................................................................................... 23
3.5.3 Mobile Data Computer (MDC) .............................................................................. 24
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3.5.4 eCitation System ................................................................................................... 24
3.5.5 Tablets .................................................................................................................. 24
4.0 SERVICE AND MAINTENANCE REQUIREMENTS ...................................................... 25
4.1 Contractor Instructions ........................................................................................ 25
4.2 General Maintenance Provisions ........................................................................ 25
4.3 System Warranty ................................................................................................. 26
4.4 Service and Maintenance .................................................................................... 26
5.0 PERFORMANCE REQUIREMENTS .............................................................................. 27
5.1 Contractor Instructions ........................................................................................ 27
5.2 Testing ................................................................................................................. 27
5.3 System Acceptance ............................................................................................. 27
5.4 Functional Acceptance Test (Test # 1) ................................................................ 28
5.5 Performance Test (Test # 2) ............................................................................... 28
5.6 Reliability Test (Test # 3) ..................................................................................... 28
5.7 Ongoing System Performance ............................................................................ 30
5.8 System Performance Profile ................................................................................ 30
5.9 System Response Times .................................................................................... 31
5.10 Computer System Availability .............................................................................. 31
5.11 Formal Verification .............................................................................................. 32
6.0 IMPLEMENTATION REQUIREMENTS .......................................................................... 33
6.1 Contractor Instructions ........................................................................................ 33
6.2 General Implementation Requirements ............................................................... 33
6.2.1 Conduct of Work ................................................................................................... 33
6.2.2 Use of Facilities .................................................................................................... 33
6.2.3 Restoration of Premises ........................................................................................ 33
6.2.4 Qualifications of Implementation Staff .................................................................. 33
6.2.5 Documentation ...................................................................................................... 34
6.3 Project Management ........................................................................................... 35
6.3.1 Coordination .......................................................................................................... 36
6.3.2 Scheduling ............................................................................................................ 36
6.4 Site Planning ....................................................................................................... 37
6.4.1 Facility Requirements ........................................................................................... 38
6.5 Coordination Meetings ........................................................................................ 39
6.6 Phase-in Requirements ....................................................................................... 39
6.7 Acceptance Testing ............................................................................................. 39
6.8 Training ............................................................................................................... 40
6.8.1 Training Guidelines ............................................................................................... 40
6.8.2 System Training and Documentation Requirements ............................................ 40
6.8.3 Training Schedule ................................................................................................. 40
6.8.4 Training Database ................................................................................................. 40
6.8.5 Training Volumes .................................................................................................. 41
6.8.6 Ongoing Training................................................................................................... 41
6.9 Implementation Plan ............................................................................................ 42
7.0 CONTRACT REQUIREMENTS ...................................................................................... 43
7.1 Instructions .......................................................................................................... 43
7.2 Definitions ............................................................................................................ 43
7.3 Agreement Period ............................................................................................... 44
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7.4 Amendments and Change Orders ....................................................................... 44
7.5 Complete System ................................................................................................ 44
7.6 Continuity of Personnel ....................................................................................... 44
7.7 Patents and Copyrights ....................................................................................... 44
7.8 Permits ................................................................................................................ 44
7.9 New/Uniform Hardware ....................................................................................... 44
7.10 Transportation and Installation ............................................................................ 45
7.10.1 Initial Installation and Return ............................................................................... 45
7.10.2 Mechanical Replacement .................................................................................... 45
7.10.3 Installation ........................................................................................................... 45
7.10.4 Risk of Loss or Damage to Equipment ............................................................... 45
7.11 Subcontractors .................................................................................................... 45
7.12 Applicable Regulations ........................................................................................ 46
7.13 Payment Terms ................................................................................................... 46
7.14 Appropriations of Funds ...................................................................................... 46
7.15 No Right to Terminate ......................................................................................... 46
7.16 Liquidated Damages ........................................................................................... 47
7.17 Perpetual Software License/Source Code ........................................................... 47
7.18 Hardware Sizing .................................................................................................. 47
7.19 City’s Standard Software Agreement Terms ....................................................... 48
7.19.1 General Conditions. ............................................................................................ 48
8.0 PRICE REQUIREMENTS ............................................................................................... 70
8.1 General Information ............................................................................................. 70
8.1.1 Important Notice .................................................................................................... 70
8.1.2 Price Proposal Format .......................................................................................... 70
8.1.3 Evaluation Period .................................................................................................. 70
8.2 Price and Payment Terms ................................................................................... 71
8.3 Summary Price Proposal ..................................................................................... 71
8.4 Supporting Price Detail ........................................................................................ 71
8.4.1 Response Sheets .................................................................................................. 71
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1.0 INTRODUCTION AND PROPOSAL REQUIREMENTS
1.1 City Background
The Loveland Police Department (LPD) provides law enforcement services to the
City of Loveland (City) in Larimer County, Colorado. The City is a growing
community of approximately 73,000. LPD has a current strength of ninety‐seven
(97) Sworn and forty‐seven (47) non‐Sworn personnel.
In 2013, LPD completed a comprehensive Staff and Resource Study designed to
aid the agency and the City Council in strategically growing and sustaining the
operations of the LPD over the next decade. As part of that study, LPD’s current
Records Management System and Automated Field Reporting System were
identified as weaknesses.
1.2 Project Background
LPD is looking to replace its current, legacy Records Management System with a
new, modern one that is fully interfaced to its TriTech CAD.
The current applications and network environment are described in detail in
Section 2.3.
1.3 Project Intent
The City is seeking proposals for a turnkey implementation of a Law Enforcement
Records Management system that includes Automated Field Report (AFR)
capabilities and interfaces with the CAD/CAD Mobile to facilitate the patrol officer
workflow.
The primary objectives are to:
Improve operational awareness for law enforcement personnel in the
field
Provide modern mobile capabilities to the field, including Automated Field
Reporting
Incorporate industry best practices to streamline overall agency
workflows and reporting
In addition, the City is looking to:
Modernize the existing systems architecture in order to minimize long
term support costs, and enable Agency‐capable customization through
configuration parameters
Minimize the multiplicity of systems and databases to improve operational
efficiency and data management
Streamline electronic data collection and document review process
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Improve crime analysis and crime resolution through the use of integrated
internal and external databases and modern data mining tools
Provide for rapid recovery of systems from a critical event
Through this project, the City is looking to achieve the following:
Improved officer and citizen safety
Facilitate coordination and information sharing with other entities in the
criminal justice system
Enhance the ability and effectiveness of staff to perform their jobs
Facilitate coordinated crime prevention and reduction
Provide high levels of data security
Provide an open, flexible, reliable technology base for the future
Improve data quality
Improve data timeliness
Increase work process efficiency
Provide cost effective/economies of scale
1.4 Key System Functions
The City expects that a single Contractor will propose all project elements,
subcontracting certain aspects as necessary to achieve a best‐in‐class offering.
Proposals to the City must include the following project elements:
Server specifications
Implementation of the RMS, AFR and Crime Analysis
Mapping System Integration
Internal and External System Interfaces
Comprehensive System Training
Data Migration
Software Maintenance
Additionally, the City seeks assurance of:
Effective Project Management
Reliable, robust, hardware/software architecture
Verified network capacity
Long‐term useful life
State‐of‐the‐art technology
Competitive prices
It is important for the proposers to understand that the City has invested in its
infrastructure and expects to leverage that infrastructure in any application
changes. The Contractor is expected to (a) specify hardware and network
requirements as part of its proposal, and (b) propose services that enable it to
certify that the hardware and network utilized by the City meets its minimum
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standards so that the Contractor can comply with performance requirements
specified in this request for proposal.
1.5 Proposal Process Instructions
1.5.1 Significant Dates
It is intended that the following dates will govern this procurement. These
dates are subject to change based on the needs of the City.
Activity Date Time
RFP Issue Date July 30, 2015
Webex Pre‐Proposal Conference August 18, 2015 10:00 a.m.
Final Written Questions Due August 21, 2015 2:00 p.m.
Official Responses to Questions Issued August 28, 2015
Proposals Due September 10, 2015 2:00 p.m.
Short‐List Notification October 1, 2015
Short‐List Contractors Demonstrations November 2 ‐ 6, 2015
Reference Checks & Site Visits November 2015
Negotiations with Selected Contractor November – December 2015
Recommendation to Command Staff January 2016
Contract Award recommendation to
City Council
January 2016
1.5.2 Obtaining RFP
Proposal documents are available for download at www.govbids.com
Rocky Mountain E‐Purchasing. To register, visit Rocky Mountain
E‐Purchasing System and click on Vendor Registration. Follow the
instructions to complete the registration form. There are two options
available for registration. You can register for SEARCH ONLY ACCESS which
is free and gives you access to the website to check for bids on your own;
or, AUTOMATIC EMAIL NOTIFICATION for a fee which will send you an
email notification for commodities you select when bids, addendum, and
other bid communications are posted.
If you need help or need assistance in any way, please call the technical
support department at Interactive Procurement Technologies by BidNet
toll free at 1‐800‐835‐4603. To expedite your request, please ask for the
Rocky Mountain E‐Purchasing System.
1.5.3 Webex Pre‐Proposal Conference
A non‐mandatory Pre‐Proposal conference is planned on the date listed in
Paragraph 1.5.1; the meeting will be held via Webex. Contact Cindy
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Scymanski at cindy.scymanski@cityofloveland.org for the login
information for the Webex.
Verbal questions asked and answered during this Webex will be posted as
an addendum to the RFP no later than the Official Responses to Questions
Issued date in 1.5.1.
1.5.4 Written Questions and General Inquiries
Written questions must be submitted via email to Cindy Scymanski at the
City of Loveland Purchasing Department at
cindy.scymanski@cityofloveland.org no later than the Final Written
Questions Due Date. Answers will be posted as an addendum to the RFP
by the Official Responses to Questions Issued Date listed in 1.5.1.
Any general non‐technical inquiries and/or clarifications may be submitted
via email to the email shown in 1.5.4 above, and may be answered
immediately. No questions will be responded to after the Final Written
Questions Due Date in 1.5.1. Proposers are prohibited from
communicating with any staff members of the City in reference to this
request for proposal during the solicitation period. The solicitation period
begins on the RFP Issue Date listed in 1.5.1 and ends when official
recommended action is made by the administration and all proposers are
notified of that action. Notwithstanding the foregoing, the City may
interview Proposers and may request Proposers provide demonstrations
of the software.
All inquiries or clarifications must be submitted to the City’s Purchasing
Department in writing by email.
1.5.5 Proposal Submittal
Proposals Due: Per Paragraph 1.5.1.
One original paper submission and five (5) copies must be submitted in a
sealed envelope marked on the outside RFP 2015‐25 ‐ Police Records
Management and Automated Field Reporting System. One (1) paper
copy of the Pricing Proposal Response form must be submitted in a
separate sealed envelope marked RFP 2015‐25 ‐ Police Records
Management and Automated Field Reporting System Pricing Proposal.
Proposals shall be submitted to the Office of the City Clerk, City of
Loveland, 500 East Third Street, Suite 230, Loveland, CO 80537 prior to the
Proposal Due date/time identified in 1.5.1.
In addition, an electronic submission shall be made to
bids@cityofloveland.org by the date and time identified in 1.5.1.
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The City Clerk’s office will receive, date, and time stamp all bids. No bids
will be considered that have not been received by the City Clerk by the
deadline set forth on the Invitation to Bid, as determined by the clock
located in the City Clerk’s Office. The City is not responsible for delays
occasioned by the U.S. Postal Service, the internal mail delivery system of
the City, or any other means of delivery employed by the bidder.
No fax proposals will be accepted. Proposals not conforming to the City’s
submittal requirements may be viewed as non‐responsive. Proposals
received after the Proposal Due date/time will be determined non‐
responsive and will not be opened.
Contractors must follow the format outlined in Section 1.6 and completely
fill out all form(s) furnished in the attachments. For purposes of evaluation,
indicate any exception to the specifications on these forms. The City will
not determine exceptions based on a review of any attached sales or
manufacturer's literature.
Proposals must show the company name and be signed by a company
officer or employee who has the authority to bind the company or firm by
their signature. All manual signatures must be original ‐ no rubber stamp,
photocopy or similar replication.
Any costs associated with preparing proposals in response to this RFP are
the sole responsibility of the Contractor.
All proposals and supporting materials as well as correspondence relating
to the RFP become the property of the City when received.
Confidential Information. Pursuant to the Colorado Open Records Act,
C.R.S. §§ 24‐12‐201 et seq. (“Act”), all information contained in any bid or
proposal is subject to public disclosure unless it meets one of the
exceptions set forth in the Act. To avoid disclosure of trade secrets,
privileged information, or confidential commercial, financial, geological, or
geophysical data (“Confidential Information”), the bidder must clearly
mark all Confidential Information as such and provide a written, detailed
justification with its bid or proposal of the protected nature of the
Confidential Information under Colorado law. This justification must
address, at a minimum, the specific competitive harm that may result from
any disclosure, the intrinsic value of the Confidential Information to the
bidder, and any safeguards the bidder uses to protect the Confidential
Information from disclosure.
By submitting a bid, the bidder agrees to hold the City harmless from any
claim arising from the release of Confidential Information not clearly
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marked as such by the bidder or lacking written, detailed justification
supported by Colorado law.
1.5.6 General Submittal Requirements
1.5.6.1 The Contractor is responsible for assuring proposal delivery on
or before the stated date and local time as well as for any
associated delivery costs. The City is not responsible for
lateness of mail, carrier.
1.5.6.2 Proposals not received by the stated date and time will not be
opened and will be returned to the Contractor, as prescribed
by law.
1.5.6.3 Proposals may be withdrawn, modified, and resubmitted
prior to the stated submission date. Modifications submitted
in any other manner will not be considered.
1.5.6.4 Proposals must be signed in ink by a company official who has
authorization to do so. Any interlineations, alteration, or
erasure made before receiving time must be initialed by the
signer of the proposal, guaranteeing authenticity.
1.5.6.5 Prices offered by the Contractor shall be firm and not subject
to increase during the term of any contractual Agreement
arising between the City and the successful Contractor as a
result of this RFP. Prior to the submittal of proposals, each
Contractor shall make and will be deemed to have made a
thorough examination of the site of the Work and all
conditions existing thereon. Further, they shall carefully
examine the complete Agreement documents including the
Drawings and Specifications.
1.5.6.6 Additional work, if any, requested by the City during the term
of the Agreement will be paid for on a time and material basis
utilizing rates quoted in the proposal. Change Orders must be
approved in advance by the City Project Manager and must be
in writing. Changes may involve deletions (credits) as well as
additions. A material change, or a change that increases the
not‐to‐exceed amount specified in the Agreement, requires
an Amendment to the Agreement.
1.5.6.7 All competitive proposals shall be prepared and submitted in
accordance with the provisions of the RFP. However, the City
may waive any informalities, irregularities, or variances,
whether technical or substantial in nature, or reject any and
all competitive proposals at its discretion.
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1.5.6.8 Competitive proposals shall clearly indicate the legal name,
address, and telephone number of the Contractor, and shall
indicate whether the Contractor is a corporation, general
partnership, limited partnership, individual or other business
entity. Competitive proposals shall be signed above the typed
or printed name and title of the signer. The signer shall have
the authority to bind the Contractor to the submitted
competitive proposal.
1.5.6.9 The City reserves the right to refuse all proposals in their
entirety, or select certain components and/or services from
various proposals.
1.5.6.10 The City will conduct background checks and request
fingerprint submissions for all individuals working for the
Contractor who are providing services to the City in order to
comply with requirements for access to law enforcement
state and federal databases.
1.5.6.11 The City reserves the right to purchase more or less of each
item or service at the unit price offered in the Contractor's
response unless they specifically limit their responses;
further, the City reserves the right to separately obtain certain
components, including obtaining hardware from the State
Contract, as approved for compatibility by the Contractor.
1.5.6.12 A minimum of a one‐year warranty on all systems and
components is required (from date of system acceptance).
Since the Contractor will already have some components
installed at the City, the Contractor will address how this will
or will not apply.
1.5.6.13 All proposals and supporting materials as well as
correspondence relating to the RFP become the property of
the City when received.
1.5.6.14 Contractors will stipulate the delivery dates, implementation
timeline, and an implementation completion date.
1.5.6.15 A complete "TURN‐KEY" SYSTEM is required, so that nothing
remains to be purchased or supplied by the City other than
exceptions as indicated in the Contractor’s bid. If any items,
accessories, or groups of items required to complete the
project are not specifically indicated in the specifications, it
shall be the responsibility of the Contractor to indicate the need
of these items prior to his/her submitted bid.
1.5.6.16 Where specific equipment or components are requested,
equivalent items are acceptable.
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1.5.6.17 Where deviations from the specifications may result in lower
cost and/or improved performance, Contractors are
encouraged to describe, in writing, solutions that are in full
agreement with the specification as well as a suggested
alternate in sufficient detail to permit evaluation. Contractors
shall explain why the alternate proposal will provide equivalent
or improved performance.
1.5.6.18 Any exceptions to the specifications must be stated on the
Appendix forms.
1.5.6.19 The proposal shall include firm price bids for hardware and
software, and all services.
1.5.6.20 The Request for Proposals and the Contractor Proposal may be
attached and incorporated by reference into any Agreement,
which may ensue. Any exceptions to the RFP requirements
must be noted in the Contractor response.
1.5.6.21 Evidence of collusion among Contractors shall result in the
disqualification of Contractors, and the rejection of their
proposals.
1.5.6.22 Failure to include in the proposal all of the information outlined
above may be cause for rejection of the proposal.
1.5.6.23 Reservation for Rejections and Award: The City reserves the
right to accept or reject any or all proposals or parts of
proposals, to waive irregularities and technicalities, and to
request re‐proposals. The City also reserves the right to award
the Agreement on such items the City deems will best serve the
interests of the City. The City further reserves the right to award
the Agreement on a "split order" basis, or such combination as
shall best serve the interests of the City unless otherwise
specified.
1.5.6.24 Errors and Omissions: The Contractor shall not be allowed to
take advantage of any errors and/or omissions in these
requirements or in the Contractor's proposal. Full disclosure
will be made and full instructions will always be given when
such errors or omissions are discovered.
1.6 Definitive List of Proposal Contents
To expedite the evaluation process, we require a uniform proposal format. Hard
copy proposals are to be bound (loose‐leaf binders are sufficient) and numbered
using section numbers as outlined below. One (1) electronic copy in either MS
Word or .PDF format shall be submitted to the email address identified in
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Section 1.5.5. Section 2, Functional Requirements Response, must be completed
and returned in the original Microsoft Excel format electronically to the same
email. Respond to the Proposal Response Forms and respond in the format
outlined. For supplemental information, place that information at the end of the
section marked: “Contractor Supplemental Information”.
1.6.1 Response Format
Please follow the response format outlined below:
Cover Letter
Submit a cover letter on your letterhead signed by the responsible
official in your organization, certifying the accuracy of all information
in your proposal, and certifying that your proposal will remain valid for
a specified number of days from the date you submit it as required by
Section 8.1.3. It should also include the names of individuals within the
company to contact for technical, pricing, and contractual questions.
Use the attached Response Forms to respond to the following sections.
Section 1.0: Qualifications and References Response
Use the attached MS Word file titled, “Proposal Response Forms,” to
respond to this section.
Section 2.0: Functional Requirements Response
The requirements for all of the software systems covered by this
procurement are described in the attached MS Excel spreadsheet titled
“Specification Spreadsheets.” Respond directly into the spreadsheet.
Submit any additional information in the attached “Proposal Response
Forms.” Include both as part of your proposal. At the end of the
section, in the Contractor Supplemental Information, please provide an
introductory overview describing the proposed systems, noting any
exceptions to the list of key system functions specified in Section 1.4.
Section 3.0: Architecture Requirements Response
Respond to RFP Section 3. Use the attached MS Word file titled,
“Proposal Response Forms,” to respond to this section. Where the RFP
asks for lists or detailed supplemental information, place that
information in the Contractor Supplemental Information at the end of
the section. Include a schematic of the system.
Section 4.0: Service and Maintenance Requirements Response
Respond to RFP Section 4. Use the attached MS Word file titled,
“Proposal Response Forms,” to respond to this section. Where the RFP
asks for lists or detailed supplemental information, place that
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information in the Contractor Supplemental Information at the end of
the section.
Section 5.0: Performance Requirements Response
Respond to RFP Section 5. Use the attached MS Word file titled,
“Proposal Response Forms,” to respond to this section. Where the RFP
asks for lists or detailed supplemental information, place that
information in the Contractor Supplemental Information at the end of
the section.
Section 6.0: Implementation Requirements Response
Respond to RFP Section 6. Use the attached MS Word file titled,
“Proposal Response Forms,” to respond to this section. Place the
following information in the Contractor Supplemental Information:
o Detailed, preliminary implementation plan delineating your
proposed start date, major tasks, durations of major tasks, total
length of implementation, and resources required from the
Agency.
o Names and resumes for the Project Manager and staff.
o Project organization chart, and resumes for the specific persons,
and only the specific persons, who will work on this project. A
detailed resume for the project manager is required for your
response to be compliant.
Section 7.0: Contractual Requirements Response
Review the contract terms in this section. Note any exceptions to the
terms in the Response forms.
Section 8: Price Proposal
Must be submitted in a separate sealed envelope and electronically
uploaded separately using purchasing instructions. Follow the
instructions in RFP Section 8 for preparing cost summary, explanatory
notes, and back‐up details. Use the attached MS Word file titled, “Price
Proposal Response Forms,” to respond to this section.
Attachments:
Include brochures/specification/contracts for proposed products as
necessary.
1.7 Evaluation & Award Process
1. Proposals will be objectively evaluated by the project’s Steering Committee
based on conformity to the specifications as determined by Committee
evaluation criteria, and a short list will be developed.
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2. Short‐listed Contractors will then be evaluated based on references, oral
presentations, demonstrations, and/or site visits to similar installations.
Written responses to queries for further clarification may also be required.
3. Final scoring will be based on the criteria developed beforehand by the
project’s Steering Committee.
4. Best and Final offers may be requested from the Short Listed Contractors.
5. Contract negotiations may begin immediately with the selected Contractor.
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2.0 BACKGROUND AND FUNCTIONAL REQUIREMENTS
2.1 Introduction
This section provides an agency operational background and a detailed
description of the systems being replaced by the new RMS/AFR system.
2.2 Agency Background and Sizing
LPD is detailed in the organization chart below.
Statistics usable for the purposes of sizing the agencies’ requirements are shown
in the table below.
Area Statistic Comment
General
Population 72,794
Law Enforcement
Number of case
numbers pulled per
year
10,000
Sworn Police Personnel 97 As of 2015
Civilian positions 47 As of 2015
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Area Statistic Comment
Police Vehicles w/MDC 81 Currently, 81 cars with a mount for
an MDT. MDT’s are assigned to
officers and are not vehicle
specific.
Police Districts 5
Number of police
stations/substations
1
CAD mobile users 95
Law RMS users 144
2.3 Systems Background
The applications and network environments are supported by the City’s IT
Department. They are described in more detail below.
2.3.1 Application Systems Overview
In 1999, LPD began using the Northrup Grumman CommandPoint Records
Management System; it is currently on version 2.8.13.5 and its database is on SQL
2008 R2. The Automated Field Reporting (Police Reports) used today is a module
of the CommandPoint System.
In 1998, LPD began using TriTech Inform CAD in its Dispatch operation. Any new
RMS is expected to interface with that system. LPD also uses The Beast for
property/evidence management, and Brazos for citation issuance. LPD also uses
CopLink extensively for queries; Omega for crime analytics capabilities; and,
Lumen (piloting) for crime analytics capabilities. While LPD is satisfied with the
performance of all of these systems, it will be evaluating the trade‐off between
fully‐integrated functionality in a new RMS versus interfacing these systems, and
the costs and risks associated with each.
While LPD uses the County Jail for incarceration, it maintains a minimum number
of male and female holding cells for short term use. This area is equipped with
breathalyzer, finger printing and mugshot capabilities. LPD seeks an RMS that has
basic detention management capabilities, with integrated capabilities and
hardware for Live Scan and mugshots.
The City has standardized on the Microsoft Operating systems platform,
specifically: Windows Server 2008 R2 and 2012 R2; and SQL 2008 R2, 2012 SP2
and 2014 Standard. Solutions that support the City throughout this transition, and
incorporate Web Services technology will be favorably considered. For
information on desktop workstation standards, see Section 3.5.1.
City’s IT Department will not support any Unix/Linux‐based systems.
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2.3.2 Major Networks
TriTech Inform CAD & Northrup Grumman CommandPoint RMS are housed in a
data center at LPD, within close proximity to Dispatch. It is expected that the new
RMS will be virtualized, with a disaster recovery virtualized system hot synced on
the other side of the City. These locations will be connected by fiber to LPD with
mobiles currently being run over a Verizon 3G network. The City is currently
planning 4G rollout, prior to the selection of an RMS contractor.
2.3.3 Detailed System Description
The current applications used to support LPD are shown in the diagram below. The
key systems are described below.
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2.3.3.1 City Courts
The City’s Municipal Court is responsible for adjudication of municipal ordinance
violations. The Municipal Court uses Jworks’ CourtView case management
software. LPD desires an interface which would allow for the electronic transfer
of defendant and case information from the Police RMS system into the Jworks’
CourtView.
2.3.3.2 BEAST Property & Evidence System
The City currently utilizes The Beast Property & Evidence System (The Beast) in
their onsite property room and mobile crime scene investigation unit operations.
The Beast is used to identify and number, with barcode, each piece of evidence
individually. After identifying the evidence, The Beast is capable of tracking and
locating evidence within the property room and offsite facilities with the use of a
mobile palm device. The Contractor will propose bar coding (or RFID) capabilities
and mobile unit specifications for use in Property & Evidence, with their
recommended Bar Code readers and Bar Code Printers. Additionally, the
Contractor will propose an interface to the current Property & Evidence
application, The Beast. This interface must have a bi‐directional link that enables
the gathering of evidentiary data through the RMS/AFR pushed into The Beast;
and, the return of evidence disposition data from The Beast into RMS/AFR. After
reviewing the capabilities of both proposed options, the City will decide the route
in which it would like the Contractor to operate, either interfacing with The Beast
or switching operations to the Contractor’s Property & Evidence module.
2.3.3.3 Sex Offender Registrants & Database
The City is currently tracking, registering, and re‐registering sex offenders by
utilizing Excel and State/City Forms. The City maintains an Excel database that
monitors active registrants and their appropriate renewal dates. All forms are
manually collected, scanned into the RMS for retention and the data is manually
entered into the State of Colorado Sex Offender Registry. The current RMS has a
Registrant module that contains all sex offender registrant information. This
system is utilized to generate the on‐line and printed sex offender list required by
State law. The City desires the Contactor to propose a module within the RMS to
automate the registrant operations of the City.
2.3.3.4 Arrestee Booking
The City runs a booking operation out of LPD for persons taken into custody by
the Police Department. Arrestees are brought into LPD and have mugshots (PTS ‐
ITX EMM), and a breathalyzer taken. After this information is collected, the
arrestee is transferred to Larimer County Sheriff’s Department to be detained. The
information collected by LPD does not currently feed into the County system,
meaning all information must be recollected when the arrestee is transferred. The
City desires the Contractor to propose an interface to the booking software or a
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booking module, within the AFR, to automate information collection and transfer
data to Larimer County.
2.3.3.5 Case Solving Systems
The City currently uses the following systems for data query and crime analysis:
CopLink
Lumen
LeadsOnline
Omega – CrimeView
TLO Public Records Database of Queries
2.4 Future Direction
2.4.1 Application Systems
LPD has chosen to purchase a next generation integrated suite of
applications that both streamlines the information flow within the LPD and
also facilitates data sharing and information flow among external agencies.
The new integrated systems will provide LPD with the ability to utilize
industry best practices to optimize their workflows as well as modernize
systems and architectures.
The figure below depicts the future public safety data flow and interaction
among existing systems.
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2.4.2 Data Conversion / Data Availability
LPD desires conversion of the data in its current system to populate its new
RMS system. If this proves to be impossible or cost‐prohibitive, LPD wants
the vendor to extract the data into a database that can be queried by the
agency. LPD prefers this to be part of an integrated search function
available within the new RMS, hitting both the new RMS and optionally
other databases including the old RMS data.
2.5 Functional Requirements
The design considers the upgrade of the primary systems to include RMS/AFR
applications. Elements that will support this objective include well‐established
elements common to public safety systems.
2.5.1 Overall Functional Requirements
Industry Standard Architecture – The architecture will be flexible, and
will be based on widely accepted standards. This will make it easier to
integrate/interface the mission critical applications and other internal
and external modules. It can also improve the systems’ ability to
interoperate with a number of modern technologies, such as:
- Document and imaging management systems
- Powerful and flexible ad hoc reporting tools
- Geographic information systems (GIS)
Web‐Based Architecture – The systems will take advantage of the
integrating capabilities of the web services architecture. This will
provide many users the ability to interact with the applications via a
Web browser. The City will consider the use of HTML 5.0 with caching
capabilities for AFR with a compatibility minimum of Windows 7 and
Internet Explorer 10.
Document Management – The architecture will support the
integration with document management to support documents and
images, such as reports, tickets, mug shots and crime scene photos,
and make them available through a Windows‐based workstation to
investigators who can retrieve all case documents.
High Availability – The architecture will support the ability to operate
in a virtual server environment in order to facilitate fail‐over
capabilities.
Secure –The system will at a minimum incorporate the elements of
authentication, authorization, encryption, monitoring/detection, and
physical security that adhere to CJIS/CCIC and other applicable criminal
justice standards.
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Two‐Factor Authentication – The system will provide the ability to
comply with NCIC requirements for two‐factor authentication as
required.
Scalable – Scalability will be critical to support expansion and workload
variability. The system must be architected to maintain RMS
performance for the projected users.
Full Integration – RMS and AFR need to be integrated, permitting data
to be entered once to update applications and relevant portions of
associated systems.
Workflow Functionality –Fully integrated field applications with CAD
to RMS data flow as well as electronic report capture and electronic
review workflow. Electronic workflow between CAD and RMS is
provided through a tightly coupled interface that enables the
specification of business rules, roles, and routings that can be used to
automatically route electronic documents such as Offense Reports to
supervisors and management for notification, review, and approval.
Relational Database Management System – The database will be
based on relational database technology which supports ready
interface and integration among systems, where the database will be
accessible by the agency.
Data Integrity and Validation Tools ‐ The system will facilitate the
validation of the key parameters of address and personal identity. The
system will validate address entries through integration with the
system geo‐database. Citizen identity validation will be verified
through streamlined MNI search functionality and future positive ID
interfaces.
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Database Case Record Locking ‐ The system will allow for appropriate
security and record locking capabilities to ensure validity of the
approved and final case record in the RMS database.
External Integration Flexibility – The system will adhere to the use of
industry standards such as NEIM. This will make it easier to integrate
the mission critical systems and to share data with external systems via
NEIM Standards.
Integrated Map Based Crime Analysis – The system will use the County
map which the City replicates on its own ESRI server; it is shared among
all applications in order to expedite the production of accurate crime
analysis reports.
2.5.2 Software Functional Requirements
The requirements for all of the software systems covered by this
procurement are described in the attached MS Excel spreadsheets titled
“Law Enforcement Records Requirements and General Requirements”.
Respond directly into the spreadsheet. Submit any additional information
in the attached “Proposal Response Forms”. Include both as part of your
proposal.
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3.0 ARCHITECTURE REQUIREMENTS
3.1 Introduction
This section describes the infrastructure required for operation of the proposed
system(s) to support the application software requirements, volumes, and
processing characteristics defined previously.
Use Section 3, to develop an understanding of the existing and future
environment. Respond to each of the points as described in the section by using
the attached response forms. For each of the sections and subsections state
whether you will meet the requirements. Provide an explanation of your
compliance or non‐compliance on the response forms.
3.2 Architecture
Provide an introductory narrative of how the proposed RMS and AFR will meet the
overall objectives and functional requirements. It should cover the main features
and benefits of the proposed hardware/software architecture that distinguish it.
Follow it up with a System Diagram that depicts the overall design.
Subsequent to the introductory paragraph, expand upon your plan for future
system enhancements to convince the City of the long‐term viability of the system
architecture and hardware. The installed system must be capable of expansion in
a modular and incremental fashion.
3.3 Infrastructure Requirements
The City requires the Contractor to provide specifications for the servers that will
be required to operate their proposed application systems. The City will use these
specifications to purchase the servers.
3.3.1 Operating System and Related Software
The City prefers a HyperV virtual machine (VM) environment and storage
infrastructure, and believes that this architecture will best support its
phased deployment and long term maintenance needs. The standard for
server hardware is Dell.
In addition to the operating system the Contractor must state the
application that is being used for the Relational Data Base Management
System. City standard is Microsoft SQL Server 2008 R2 and 2012 R2.
3.3.2 High Availability Requirement
A high available design will be required in order to meet the Performance
Requirements specified in Section 5.0. A high availability architecture that
maximizes the use of virtual systems is preferred.
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The system must respond gracefully to an unexpected hardware or
software failure. RMS servers will provide 99.99% planned up‐time. The
proposed system must provide an architecture that will allow the
Contractor to guarantee system availability percentages as defined in
Section 5 initially and during the life of any license and maintenance
agreement.
Contractors are asked to describe how the high availability requirements
will be met.
3.3.3 Capacity
1. Recommended server CPU processing capacity must support the
proposed application software requirements, volumes, and processing
performance characteristics defined in Sections 2 and 5 for at least 5
years. Identify exceptions.
2. Sufficient direct access storage to support timely file query and update
for all applications, and retention of data.
3. Sufficient main memory, disk capacity, and processing capability to
facilitate installation of the application programs and peripheral
devices for processing currently defined systems and expansion
capacity to support future requirements. Identify limitations.
4. Multitasking capability for simultaneous processing of application sys‐
tems is required. Identify limitations.
5. Support of additional workstations and remote locations is required.
Identify limitations.
3.3.4 Upgrades and Expansion
At initial installation, using data volumes and processing characteristics de‐
scribed in Sections 2 and 5, the proposed system must operate at no more
than thirty‐five percent (35%) of capacity (for CPU, memory, and I/O
performance). It must have the capability to have a field upgrade to
projected capacity without changing the initial CPU / disk equipment or
other peripherals.
The initial configuration of the RMS servers must support the present data
requirements as well as data conversion requirements anticipated.
The Contractor must describe the expandability of the proposed system in
terms of processors, memory, I/O, disk drives, and peripheral devices.
3.3.5 Concurrent Operation
If the RMS and Interface/communications servers share the same
database, a query that spans a large number of tables might place undue
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stress on the database server. In addition, a request that locks a large
number of rows on a frequently used table could cause contention issues.
These types of situations could affect other requests (i.e., query
transactions), overall system throughput, and response times.
Explain the safeguards and design patterns that have been used in the
application in order to avoid memory leak issues and to ensure that a single
RMS request could not consume a disproportionate level of server‐side
resources. The agency will expect the Contractor to meet the performance
requirements specified in Section 5.
3.3.6 Infrastructure Functionality
The Contractor is to propose minimum specification for all networking and
hardware equipment to be used for the system, specifically the Contractor
should specify the application servers that they recommend be used in a
virtual environment.
After the start of the project, the Contractor will review all existing
network and hardware equipment for compliance with the minimum
specifications stated above. The Contractor will identify any weaknesses
for the City to correct, and once the City has corrected them, the
Contractor will certify that the network and hardware equipment meet
their standards and will support the application performance.
Performance of the review and certification will be itemized as a separate
cost as part of this proposal.
3.3.7 System Backup
Please describe the preferred backup solution and required storage to be
allocated by the City in their SAN to meet five years of RMS operation.
3.3.8 Network Operating System and Protocol
The Contractor must provide a system that works within the constraints of
the City’s current technology environment. It should also provide for
future support of the IP v6 networking protocol.
3.4 Integration
3.4.1 System Integration and Network Equipment
The Contractor is to provide recommendations to the City on how to best
maximize the performance of their proposed application in the following
areas:
Wide Area Network and reconfiguration enhancements to be
implemented by the City
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Integration of the City’s Active Directory
Storage Area Network to support the storage and backup
requirements
Wireless Management System for mobile devices
The Contractor is to provide the following installation services in
conjunction with the City IT staff:
Installation and configuration support of all application software at all
servers and workstations. Deployment includes development and
integration of interfaces to key external databases.
Deployment and installation of RMS and AFR client software, and
training of IT staff.
Perform needed conversion activities (e.g., data, file, table).
Detailed training of City System Administrators for support of the
databases, and the application software.
Detailed direct user training for application software.
Specify any necessary firewall systems changes necessary to properly
secure the installed applications.
Recommend the necessary network, server and storage systems to
support the backup for RMS.
Recommended best practices for implementation and maintenance
tasks that delineates responsibilities to be done by the IT department,
Police Department and contractor.
3.5 End User Equipment
3.5.1 Desktop Workstation
The City uses Microsoft Windows 7 and 8.1 64‐bit on many of its
workstations. Contractor must verify that their products will operate on
Windows 7 64‐bit and Windows 8.1 64‐bit operating system. The
contractor is also required to provide an explanation of their roadmap to
the Windows 10 and beyond operating system.
Any installed application must run as a normal, non‐administrative user.
Any updates that need to be performed to the workstation must be
accomplished using a normal, non‐administrative account or have the
ability to be pushed out silently using a network appliance utilizing scripted
install options.
3.5.2 Bar Coding/RFID
The Contractor will propose bar coding (or RFID) capabilities and mobile
unit specifications for use with their Property & Evidence capabilities, with
their recommended Bar Code readers and Bar Code Printers.
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After reviewing the capabilities of the Contractor’s Property & Evidence
capabilities and The Beast, the City will decide the route in which it would
like the Contractor to operate. Should the City select the Contractor’s
Property & Evidence capabilities, the Contractor will provide the above
described hardware to support the environment.
3.5.3 Mobile Data Computer (MDC)
The City will continue to use their existing MDC equipment, which operates
over the cellular network. The Contractor will confirm that the Panasonic
Toughbook CF 31s will run their application. If not then the Contractor
must recommend the Mobile Computer equipment for the proposed
Mobile applications.
3.5.4 eCitation System
The City would like the Contractor to propose an interface to their existing
Brazos Traffic Ticket system. The Contractor will confirm that the data
captured by the Brazos System will be transferable and populate in the
Contractor’s RMS.
Additionally, the Contractor may propose their citation module.
Contractor’s module should have capabilities for both data/signature
capture and citation printing.
After reviewing the capabilities of both proposed options, the City will
decide the route in which it would like the Contractor to operate, either
interfacing with the Brazos System or switching operations to the
Contractor’s eCitation module.
3.5.5 Tablets
The Contractor will specify the type of tablet(s) that work best with their
application, and how those tablets operate with/connect to the
application (e.g., native app, HTML 5.0, virtual workspace). Describe how
the tablet will support the AFR application including the ability for digital
signature capture. The tablet is expected to operate over WiFi and the
cellular network.
In addition, all mobile devices accessing the Records Management System
must meet CJIS security requirements, including those for two‐
factor/advanced authentication.
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4.0 SERVICE AND MAINTENANCE REQUIREMENTS
4.1 Contractor Instructions
This RFP Section contains general and specific requirements related to the
provision of system maintenance and repair and other services throughout the life
of the contract between the City and the Contractor. Services described are both
warranty and non‐warranty services for any equipment and software whose
warranty or maintenance is provided by the Contractor.
4.2 General Maintenance Provisions
The following requirements are applicable to all maintenance and repair services
supplied by the Contractor or Contractor’s subcontractors, both under and out‐
side of warranty.
4.2.1 The proposed Systems must include a minimum first year warranty after
acceptance, and assure availability and fixed price for 5 years support and
maintenance.
4.2.2 The City may purchase one or more additional years of support and
maintenance, and other specified ongoing services, on a year‐by‐year
basis, or purchase a five‐year support agreement.
4.2.3 Software support must be provided for the RMS/AFR during normal
business hours for the Police Department, i.e., Monday through Friday,
8:00 AM – 5:00 PM Mountain Time. State availability and call back time.
4.2.4 City will be responsible for the server operating system and server
software updates. As such, the Contractor will need to keep the system
updated to accept the latest operating system within twelve (12) months
of its release.
4.2.5 Contractor will allow for the submission for any system modifications
required by the City after system cutover. The Contractor shall provide
feedback to the City in the form of a price proposal, or the planned
development cycle for the change request.
4.2.6 The Contractor is to provide the City with their stated update strategy and
their requirements for the City to accept such updates.
4.2.7 The City expects that, as part of their obligations under warranty and
maintenance, the Contractor will provide at no additional cost any State‐
or Federally‐mandated modifications, or otherwise outside the control of
the City. This includes changes to CCIC/NIBRS submission parameters.
4.2.8 The City will only have to incorporate an upgrade to the overall system a
maximum of twice per year.
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4.2.9 Contractor will provide software and other materials and expenses
necessary to maintain the application software system in good operating
condition as part of the warranty in year one, and as part of the price for
maintenance, for those years in which the City has purchased maintenance
from the Contractor, in conformance with the application specifications in
Section 2 and the performance requirements in RFP Section 5.
4.2.10 Contractor will be held responsible for damage to the system caused by
abuse, negligence or theft by Contractor’s employees or employees of
Contractor’s subcontractors. If the Contractor is unable to perform under
these guidelines, then a separate Contractor of the City’s choice will be
used and the repair costs passed on to the Contractor.
4.3 System Warranty
The following requirements are applicable to all maintenance and repair services
supplied by Contractor or Contractor’s subcontractors under warranty.
4.3.1 The entire System solution as proposed in this RFP must include a first year
warranty (for Contractor‐supplied hardware and software) to conform
with contractually agreed specifications, and to protect against any defects
or damage, caused by Manufacturer, Contractor, or Contractor’s
subcontractors, in the system's equipment or software, as well as offering
a 5‐year support agreement.
4.3.2 The year one warranty will begin (for products accepted in phases) at the
point that the System is officially accepted by the City, as defined in RFP
Section 5.3, System Acceptance.
4.3.3 All repairs made under warranty will be at the sole expense of the
Contractor including parts, software, labor, travel expenses, meals, lodging
and any other costs associated with repair. If the Contractor is unable to
perform under these guidelines, then a separate provider of the City’s
choice will be used and the repair costs passed on to the Contractor.
4.4 Service and Maintenance
4.4.1. All proposals must clearly describe all provisions and specific arrangements
for service and maintenance of the System and related system
components.
4.4.2. The names, addresses, telephone numbers and contact persons for all
service facilities must be identified in the proposals.
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5.0 PERFORMANCE REQUIREMENTS
5.1 Contractor Instructions
This RFP Section contains general and specific requirements related to the per‐
formance of the proposed system, both at the point of system acceptance and
throughout the life of the contract between the City and the Contractor.
System Acceptance will occur in phases as various milestones identified in the
implementation plan and agreed to by the City are reached. The Contractors im‐
plementation plan must clearly define the hardware and software deliverables,
tasks or other criteria associated with each milestone.
5.2 Testing
A sample test plan will be provided with each proposal. The successful Contractor
must, as one of the early milestones, submit an acceptance test plan for the City’s
approval. The test plan must document how each of the functional specifications
are to be tested, the method of verifying the results, and the expected results. The
test plan must also include a scenario test that allows for the System (integrated
hardware/software) to operate under a simulated test situation.
The performance requirements specified in this RFP must be met before the
system is accepted. Contractor is to specify any requirements it has for
performance testing.
5.2.1 The Contractor must prepare a plan for correcting failures in any part of
the system. Said plan must include reasonable remedies for the City to
exercise if failures are not corrected in a timely manner.
5.3 System Acceptance
The following specifications apply to the requirements for the City’s acceptance
of Contractor’s system after phase in begins.
5.3.1 The City expects the starting date for the project to be immediately
following the execution of the contract.
5.3.2 Beginning with the first day after the completion of each phase (phases
will be specified in the implementation plan) that the proposed system
phase is operational and available to the City for testing, an acceptance
test will be conducted for thirty consecutive calendar days (the Accept‐
ance Period).
5.3.3 During the Acceptance Period, the proposed RMS/AFR will undergo a live
test, using the mix of users and applications or functions shown in RFP
Section 5.8, the System Performance Profile.
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In addition to the delivery and inspection of equipment, the following tests of the
systems and applications are anticipated:
5.4 Functional Acceptance Test (Test # 1)
During the Functional Acceptance Test (FAT) the Contractor will demonstrate the
operation of each proposed or required feature, function and interface as
specified in Sections 2 and 3 and the “Specification Spreadsheets”. Additionally,
the system must:
5.4.1 Incorporate the ESRI Map specified by the City.
5.4.2 Operate upon converted and newly entered data.
5.5 Performance Test (Test # 2)
The purpose of the Performance Tests must be to demonstrate compliance with
the performance requirements of this RFP. This test must be conducted on the
City’s system at the City Data Center, and must be conducted for a period of not
less than thirty days. To pass the Performance Test, the proposed system must,
for 30 consecutive days, perform successfully in accordance with the Performance
Requirements specified in the System Performance Profile, Section 5.8.
A second component of the Performance Test will be to demonstrate the
capability of the system to handle peak volumes. For this purpose a Stress Test
will be designed to simulate full capacity utilization of the entire workflow (i.e.
data transfer from CAD to RMS, and Mobile Data to Field Reporting)
Additionally, the system must:
5.5.1 Accommodate all applicable sizing parameters specified in this RFP.
5.5.2 Function effectively from all workstations (fixed and wireless).
5.5.3 Allow all files and tables to be updated on‐line without adversely affecting
performance.
5.5.4 Allow necessary back‐ups to be done on‐line without adversely affecting
system operations, and without lockouts for updates.
5.5.5 Complete queries to interfaced databases without adversely affecting the
System. Such inquiries will not tie up or lock up the workstations.
5.5.6 Have converted data loaded into tables at time of testing.
5.6 Reliability Test (Test # 3)
The Reliability Test will be conducted at the completion of all Contractor tasks to
demonstrate the operational capability and reliability of the system. In order to
successfully complete this test, the Contractor must meet the requirements of this
section. In addition the following general criteria and procedures for this test are
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provided to the Contractor as guidelines. Contractors are advised, however, that
the City may elect to review and modify the acceptance criteria during contract
negotiations based upon specifics of Contractor’s proposals.
The Contractor Reliability Test must be conducted for a period of 30 consecutive
days.
In order to complete the Reliability Test successfully the following conditions must
be met:
5.6.1 All computer hardware, and software components must demonstrate full
availability over the 720 hour test period;
5.6.2 Any component failing three times during the test must be replaced by the
Contractor without charge to the City;
5.6.3 System performance must continue to meet the Functional requirements
of the contract;
5.6.4 Perform successfully in accordance with the other mandatory technical
requirements specified in this RFP; and
5.6.5 System performance must continue to meet the Performance
requirements of the contract.
In the event that the system falls below the required availability mark, the
Reliability Test must be halted. At this time the Contractor must correct any
deficiencies in preparation for a re‐test. If the deficiencies are of such severity that
the re‐test cannot be initiated within 15 days the Contractor must prepare a Cure
Plan and submit the same to the City’s Project Manager. The Cure Plan must detail
the reason for the Reliability Test failure and the proposed correction, and be
approved by the City’s Project Manager.
The Contractor must have three opportunities to complete the Reliability Test
over a period of 120 days. If the Contractor fails to successfully complete the test
in this time period, then at the City’s option:
5.6.7 The contract between the City and the Contractor may be terminated as
specified in RFP Section 7, or
5.6.8 The Contractor will upgrade the system and implementation team with
whatever resources are necessary to bring the system into compliance, at
no cost to the City.
If each phase of the Contractor’s System passes the acceptance test, then the City
will notify the Contractor in writing.
Upon the successful completion of the Functional, Performance and Reliability
Tests and achievement of all milestones the City will issue a notice of Final
Acceptance.
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5.7 Ongoing System Performance
The following specification describes the performance requirements for
Contractor’s System following the City’s formal acceptance of the System and
throughout the life of the contract between the City and Contractor.
5.7.1 During the remaining warranty and contract period the
Hardware/Software components of the system must remain fully
operational and available:
5.7.1.1 99.99% for RMS/AFR.
5.7.2 The initial system hardware and software configuration must handle the
anticipated increase of work.
Assuming that growth of number of users has not exceeded 5% or other factors
beyond the Contractors control have not occurred, the system must continue to
meet the functional, reliability and performance requirements as expressed in this
RFP throughout the first five years of system life; hardware must satisfy planned
needs for this same time period. In the event that the system fails to meet any
requirement of this RFP after acceptance and during the warranty period the
Contractor must take appropriate steps to cure the problem and bring the system
back into compliance with the performance and reliability requirements at no cost
to the City.
5.8 System Performance Profile
The following performance criteria are provided as a guide to Contractors in
designing the RMS/AFR System and as the basis for acceptance testing of the
implemented System:
5.8.1 The system must conform to the requirements specified in Sections 2.0
and 3.0 of this RFP.
5.8.2 The system must satisfy all of the operational capabilities described in this
Section 5.
5.8.3 The system must provide problem‐free interoperability for all the systems
hardware and software components specified in this RFP.
5.8.4 The system will interoperate with the present City network components.
5.8.5 All reporting functions must be performed without adversely affecting
performance and system operations.
5.8.6 Under no circumstances must the user be required to halt RMS operations
during back‐ups or other system administration tasks.
5.8.7 Contractors will not be responsible for the processing time of external
systems (e.g., CCIC) when such systems are involved in a transaction.
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5.9 System Response Times
The system response time for a test transaction must not exceed an average of
the seconds defined below when operating at 2 times the expected initial
volumes. The average will be determined by a sampling of 5 transactions per hour
during the business day.
TRANSACTION MAXIMUM
RESPONSE TIME
Simple RMS queries, which utilize two or fewer search keys 3 Seconds
Complex RMS queries (i.e., those queries that require
greater than two search keys)
5 Seconds
CCIC queries after the state responds to the RMS 5 Seconds
5.10 Computer System Availability
The following specification defines both system availability and the method by
which it is calculated, as it is used in other sections of this RFP.
1. The system must be considered "available" for use only when all the following
three conditions are met.
Installed hardware/software components have power applied and are
operating correctly;
All functions and interfaces necessary for the processing and management
of calls for service and the management resources are operating correctly;
and
All functions necessary for creating, editing or searching for a record
maintained by the RMS/AFR systems are operating correctly.
2. System availability will be expressed as a percentage of the maximum
expected availability over a given period. The system must be available 7 days
per week 24 hours per day.
3. The percentage availability for any period will be calculated as follows:
(Total Hours in Period ‐ Hours System Unavailable) divided by (÷) Total Hours in
the Period multiplied (x) by 100
For example, in a 30‐day period, maximum availability is considered to be 24
x 30 = 720 hours. If the system is unavailable for 7.2 hours during that period,
then the availability of the system during the period is
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(720 ‐ 7.2) x 100 = 99%
720
4. Contractor will specify in the Proposal Response Forms, Section 5, how the
application and operating system patches and upgrades should be performed
in order to maintain a 99.99% uptime.
5.11 Formal Verification
Per the implementation schedule to be jointly developed and to be made a part
of the Agreement, City and Contractor shall schedule acceptance testing on a
module by module basis. Any given module shall be deemed as formally accepted
only after passing Formal Acceptance Testing, or when used in live, non‐paralleled
operation for 30 consecutive days. (City may run modules in parallel with existing
systems for up to 90 days). The testing will be based on the Documentation and
Functional Specifications, and other conditions mutually agreed to by both Parties,
and acceptable hardware performance standards. Should the test fail, City shall
give Contractor notice of non‐acceptance describing in reasonable detail the
material failure. Contractor shall be granted 30 days to cure non‐acceptance
condition(s) and another Acceptance Test shall then be scheduled. This procedure
may be repeated should City decide to do so. Note that all modifications,
interfaces, report writer files, etc., programmed by Contractor shall be subject to
individual acceptance testing as described herein. Should Contractor fail two
tests, City reserves the right to schedule additional tests or to invoke the Non‐
Performance Escalation Procedures clause herein. The right to determine Formal
Acceptance will be held by the City’s officially designated Project Manager.
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6.0 IMPLEMENTATION REQUIREMENTS
6.1 Contractor Instructions
RFP Sections 6.2 to 6.9 contain all general and specific requirements related to the
period between site planning and our final acceptance of the system. RFP Section
6.9 contains a list of required contents for your implementation plan.
6.2 General Implementation Requirements
6.2.1 Conduct of Work
All work will be conducted in a professional and orderly manner. In‐
stallation must be completed in a workmanlike manner.
6.2.2 Use of Facilities
Reasonable office facilities will be provided based upon stated
requirements of the Contractor. Access to any area outside of normal
business hours is restricted; necessary access must be arranged each day
as needed with the City’s Project Manager and a temporary access ID may
be provided.
6.2.3 Restoration of Premises
The City’s premises must be restored to their original condition following
implementation of the Contractor’s systems.
6.2.3.1. This includes removal of debris, restoring areas affected in the
normal course of implementation, and repairing damage done
inadvertently.
6.2.3.2. The Contractor’s Project Manager will be responsible for
inspecting all areas before work starts and reporting any pre‐
existing damage to the City’s Project Manager, and inspecting all
work done and the resulting conditions of the City’s premises
each day.
6.2.4 Qualifications of Implementation Staff
Contractor implementation staff must be fully trained and certified by the
manufacturer(s) of the system(s) you propose. Their training must be up‐
to‐date for the specific systems being installed. In addition, all key imple‐
mentation staff must be experienced in similar prior installations.
Additional requirements include: maintaining the involvement of
Contractor’s personnel essential to the project, timely replacing any staff
deemed unqualified by the City, and directing staff to comply with the
City’s rules and regulations.
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Note that staff will be subject to a security check, with the cost for any
security checks being borne by the Contractor. The Contractor will submit
pedigree information to the City for all implementation staff, for whom a
standard NCIC/CCIC background check will be conducted.
6.2.5 Documentation
6.2.5.1 General
a. The Contractor must be able to supply comprehensive soft copy docu‐
mentation for the system which covers at least the following subjects:
i) System Use
ii) System Administration (Server and workstation)
iii) Database Layout, Set up, and Maintenance
iv) Interface and API Design, Use and Maintenance
b. The system documentation must be consistent with the instructions
supplied by the on‐line help systems for the application.
i) The system must include documentation describing the use of
the system and its administration. The City requires authority
to copy documentation for internal use.
ii) Strong preference to support on‐line, context sensitive, help
which is granular enough to provide help for a specific item on
the screen without having to scroll through a help file to find
the specific description of the item.
iii) The Contractor must provide a printed database schematic
and data dictionaries to assist the customer with the addition
of site‐specific fields and support for the system. Electronic
copy to be provided.
6.2.5.2 Hardware Documentation
The City requires that the Contractor provide documentation for every
piece of equipment that the Contractor supplies as part of the system con‐
figuration.
6.2.5.3 Software Documentation
The proposal must include a list and description of the software that is
required to operate the proposed hardware/software configuration.
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Examples of these are:
Systems Management
Operating Software
Application System Reference
Application System Tutorial
Hardware Operations
As‐built drawings for hardware and network engineering
The City requires that the Contractor provide electronic documentation for
any software that the Contractor supplies as part of the system
configuration.
6.2.5.4 System Implementation Documentation
Prior to commencing work, the Contractor must coordinate with the City
IT department to provide an Engineering Plan, including systems design,
architectural plan, network integration and IP addressing requirements,
with clearly identified interface points to other systems. In addition, the
delivery of these and certain key documents are expected to be indicated
as milestone points on the Project Schedule; e.g., Implementation Plan,
System Test Plan and Procedures, and Training Plan.
6.2.5.5 Training and Operations Documentation
Several documents will be prepared that will be used in training personnel
and/or in operating the system. The Contractor must describe these
documents in its proposal and specify the number of each that will be
delivered to the City. Examples of these documents are listed above in
Section 6.2.5.3.
6.3 Project Management
The City will have a project manager for this implementation project. The City’s
Project Manager will be the point of contact with the Contractor’s Project
Manager in all areas indicated in this RFP section. He/she will be empowered to
resolve disputes and make decisions about any changes to the implementation
plan or technical aspects of the system. He/she will also provide liaison with the
City’s department heads, and will assist in coordinating work with the Contractor.
Contractor must also name a project manager. Key expectations for this individual
include that this person:
1) Will be empowered to authorize project changes;
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2) Will provide periodic written status reports at a mutually agreed upon time
frame;
3) Maintain the involvement of the same Project Manager throughout the project.
Subsequent to selection, the Contractor will present the project manager to the
City for approval.
6.3.1 Coordination
Contractors must include a review of the project plan in each weekly
teleconference briefing, and monthly on‐site meeting, or more often if
necessary. This briefing must include a review of the tasks accomplished
and items delivered or installed. The Contractor’s Project Manager must
keep the City fully informed of any change in schedule and must provide a
modified project plan including Gantt chart for each schedule change of
more than one day.
Contractors must deliver written notice to the City no less than two weeks
prior to the completion of each milestone. The purpose of this notice must
be to allow the City to schedule personnel who may be required to
participate in testing or other activities associated with a pending
milestone.
6.3.2 Scheduling
6.3.2.1. All proposals must include a preliminary schedule for the
complete implementation of the proposed system
components where the expected order of deployment may
be:
RMS Hardware Integration
RMS Configuration
CAD/RMS Integration
Data Conversion
Interfaces Integration
AFR Deployment
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6.3.2.2. The preliminary proposal schedules must include clearly
identified milestones and tasks for each of the major activities
and events that are planned for completion of the System
through the complete system acceptance.
6.3.2.3. The Contractor must be required to finalize a detailed schedule
and Implementation Plan for approval by the City as part of the
contract negotiation process.
6.3.2.4. The detailed schedules must be included as part of the
Contract, and must be maintained by the Contractor (or
Contractors), and must be updated and reviewed with the City
at regular intervals as part of normal project management
functions by the Contractor.
6.3.2.5. All scheduled changes must be subject to the prior approval of
the City.
6.3.2.6. Coordination with the City’s Project Manager is required. The
City will not be responsible for any extra costs in the
implementation phase that are caused by failure on the
Contractor’s part to coordinate with the project manager.
6.3.2.7. Installation of the main system components must also be
coordinated with the City’s Project Manager. Specify what
specific interactions will be required, and what time will be
required to make any required interfaces.
6.3.2.8. Installation of user equipment in occupied areas must minimize
disruption to normal business activities, particularly for CAD
operations. Specify how this requirement will be met.
6.3.2.9. Implementation of application systems must follow a logical
progression, with testing and acceptance of predecessor
systems prior to the implementation of additional systems.
6.3.2.10. During testing and startup of the new systems on‐site
Contractor technical support is required.
6.4 Site Planning
The Contractor as part of a walkthrough scheduled with the City after award, will
verify the condition of facilities available for implementation and recommend the
appropriate action if support requirements are not met.
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6.4.1 Facility Requirements
As part of site planning the Contractor must specify the facility
requirements necessary for the installation of Contractor supplied
equipment. This RFP section is indicative of the type of information that is
to be included in the proposal. The Contractor, however, must include any
additional pertinent information concerning the City and/or facility
requirements.
Short‐listed Contractor will be required to review the facilities and
recommend the changes required for a proper installation of their
equipment. The Contractor must then incorporate the time required for
any alterations into their project schedule.
6.4.1.1 Alterations
If alterations are needed to accommodate maintenance of the
performance of the RMS/AFR system, specify these changes. Things to be
considered here might include:
Alterations of walls or partitions
The need for conduit
Fire and safety precautions
Acoustics
Lighting
Air Conditioning
Special furniture
Other applicable items
6.4.1.2 Other Considerations
If applicable, the Contractor should describe any other facility
considerations deemed to be applicable. Such items may include, but are
not limited to:
Data protection
Security
Humidity
Cable installation
Uninterruptible Power Supply or power conditioning
Electromagnetic interference
Power Equipment Influence
HVAC
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6.5 Coordination Meetings
Contractor is required to integrate with the City Networking System and other
current applications, and interface with other agencies. Coordination meetings
will be required to ensure mutual understanding and shared expectations in
regard to the nature and extent of interface and integration activities. Further, to
assure timely compatibility and connectivity, the schedule as preliminarily
detailed below, must be accommodated.
6.6 Phase‐in Requirements
The project schedule expectations are provided below.
1. Contractor is required to analyze the workflow for each of the work areas
that will be impacted by the new applications in order to determine the
appropriate configuration settings for the system.
2. All system components must be tested and the results of testing
presented to the City’s Project Manager per Section 5.
3. A Phase‐in plan is required as part of your implementation plan, covering
testing, and the sequence and timing of events. The following is a
potential implementation sequence:
a. RMS server integration
b. Agency workflow analysis and RMS configuration
c. CAD/RMS workflow integration
d. RMS/AFR workflow integration
e. The Contractor must discuss their conversion methodology that
ensures an effective information flow while the field units are in
transition between the existing and the new field reporting
applications.
4. Contractors must have their own personnel at the City site during testing
and start‐up (“go live”) periods in order to ensure a smooth phase in
process.
6.7 Acceptance Testing
The performance requirements specified in RFP Section 5 must be met before
each system is accepted and / or milestone is met. Your phased implementation
plan must specify how performance testing for each phase will be done.
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6.8 Training
6.8.1 Training Guidelines
The general training approach desired will be training of System Administrators
and support personnel for general systems administration and operations, and
select staff for application operations. The Contractor’s training programs must be
designed and conducted to provide complete familiarization in applicable system
operation.
The Contractor must describe the types of training classes that will be conducted,
the number of persons that can be trained in each session, and the total number
of hours required for each person to be trained. The training plan must provide
for rotating shift operations.
All training, insofar as possible, is to be conducted on‐site in the City’s facilities, or
locally. A copy of all training materials used by the Contractor is to be delivered to
the City upon conclusion of the training.
Where necessary due to system configuration, training and documentation will be
tailored to match the City’s installation.
6.8.2 System Training and Documentation Requirements
The minimum training requirements are outlined at the end of this Section.
The Contractor should use this as a guideline of requirements and should
comment on suggested training.
6.8.3 Training Schedule
With the Implementation Plan the Contractor must submit a schedule of
all proposed training modules with the following information:
Course summary/outline
Duration of training for each module
Maximum class size
Audience
Location of training
Student prerequisites
6.8.4 Training Database
a. The system shall include a training database that allows users to access
a training RMS database that does not include live data.
b. Users logged on to the training database must utilize the same
commands, forms and system features as users logged on to the live
RMS system.
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c. Data entered or commands invoked while logged in to the training
module must not corrupt the live system or noticeably impede the
performance of the live system.
d. The system must provide an audit trail of all actions taken while in the
training mode for post training review.
6.8.5 Training Volumes
Training proposals must provide for Application Software and Operating
Systems training, primarily through on‐site training. Additional Contractor
classroom training may be proposed. The following training requirements
have been identified in connection with the proposed systems:
Class LPD
Systems and Management Overview 7
Records System Administration 6
Records (All Contracted Modules) 160
Crime Analysis 1
Ad Hoc Report Generation 3
UCR Functions 5
NCIC/CCIC Access 120
Operating Software, Database and
Hardware Maintenance
3
6.8.6 Ongoing Training
The following requirements are applicable to the provision by Contractor
of various categories of training after Implementation and Acceptance:
Train‐the‐Trainer capability to be provided with the above.
Contractor is asked to describe their program for follow‐up training, if
and when needed. This training is a separately chargeable item.
Rates for subsequent years are subject to negotiation.
Contractor may make training available at both Contractor’s training
facility and, at the City’s option, at the City’s site. If Web‐based training
is available or proposed as an option, please indicate the price
associated with it, if any.
Charges for training must be included in Project Price.
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6.9 Implementation Plan
Your response to these implementation requirements should be included in the
implementation plan. This plan can be in your format, but it must:
6.9.1. Include a complete schedule of events, consistent with Section 6.6, in
narrative and Gantt chart form.
6.9.2. Show an implementation schedule that has specifically designated
phases; each phase should have its acceptance plan and milestones. The
overall implementation plan should combine all phases into a coherent
plan.
6.9.3. Respond to all of the requirements in this RFP section in the narrative
using the same numbering scheme as shown in this RFP. State how each
requirement will be met.
6.9.4. Be able to be used as a stand‐alone document for use by the project
managers and implementation staff.
6.9.5. Incorporate training on Preventative Maintenance procedures and
software, if offered (please describe).
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7.0 CONTRACT REQUIREMENTS
The contract will be fully negotiated after a Contractor is selected by the City. Responses
to the contract terms outlined in this section may be considered in the selection process
and such terms shall be included in the final contract.
7.1 Instructions
The following contract terms and conditions, substantially in the form contained
herein, are expected to be agreed to by the Contractors as part of contract
negotiations. Exceptions must be explicitly noted in the Contractor Proposals in
the forms provided. Lack of exceptions listed on the checklist shall be considered
acceptance of all of Contract Requirements in this RFP Section 7.0.
7.2 Definitions
1. “Agreement” or “Contract”: The agreement between the City and the selected
Contractor, superseding any other verbal or written agreements, may consist
of several documents including this Request for Proposal, and the selected
Contractor's proposal.
2. The “City” in this Agreement shall mean the City of Loveland, Colorado.
3. “Calendar Day” shall mean everyday shown on the calendar.
4. “Contractor” and “Contractors” in this RFP shall mean any individual,
partnership, corporation, or joint venture submitting a proposal to the City,
and engaged by the City to perform services under a subsequent Contract.
5. "Component" shall mean any hardware or software element, including wiring,
workstations, software, and any other item save services acquired through this
Agreement.
6. "System" shall mean the totality of the prescribed hardware configuration or
software elements, including subsystems (e.g., Records Management System),
servers, workstations, application and operating software, and any other
element save services acquired through this Agreement.
7. "Services" shall mean the professional and technical work provided by the
Contractor to effect the implementation of hardware and software, data
conversions, data exchanges, customization or modifications, if applicable,
and the provision of training and documentation for those elements.
8. “Integrated” shall mean an integrated system where data are entered once
and become available in other application modules (e.g., RMS and AFR)
without re‐keying.
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7.3 Agreement Period
The signed proposal is considered an offer on the part of the Contractor, which
offer shall be considered accepted upon approval of the Agreement by the City.
The Agreement shall become effective immediately upon signing by both
Contractor and the City, and shall terminate on the project ending date, except as
extended by amendment, warranty, maintenance contract, or unless terminated
earlier as specified in the negotiated Agreement.
7.4 Amendments and Change Orders
This Agreement may be amended at any time by mutual consent of the parties.
Any amendment or change order must be in writing and signed by authorized
representatives of both Contractor and the City. Amendments may involve an
Agreement extension or an expansion or contraction of scope, resulting in an
increase or reduction in Agreement price. Contractor and the City shall specify in
writing the name(s) of the person(s) authorized to sign Agreement amendments
and change orders.
7.5 Complete System
Notwithstanding the details presented in the RFP, Proposal, and Agreement, it is
the responsibility of the Contractor to verify the completeness of the materials
lists and suitability of devices to meet the intent of the requirements.
7.6 Continuity of Personnel
Contractor personnel essential to the continuity and successful and timely
completion of the project will be available for the duration of the project unless
substitutions are approved in writing by the City’s assigned Project Manager.
7.7 Patents and Copyrights
The Contractor shall pay all royalties and license fees, and shall agree to defend,
protect, and hold harmless the City, its officers, agents, and employees against
any and all liability and demands for actual or alleged infringements of any patents
or copyrights by reason of any use by the City of any components or systems
furnished by Contractor under this Agreement.
7.8 Permits
The Contractor shall obtain and pay for all permits, licenses and approvals
necessary for the execution of the Agreement. The firm shall comply with all of
the laws, ordinances, rules, orders, and regulations relating to performance of
work.
7.9 New/Uniform Hardware
If hardware is to be implemented by the Contractor, the City will only accept new
equipment. Used and/or re‐manufactured equipment will not be accepted. The
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City may prefer to purchase hardware independently from another source.
Proposals must provide detail specifications required to allow for the purchase of
hardware by the City, but will provide for the purchase of hardware through the
Contractor at the City’s option.
7.10 Transportation and Installation
7.10.1 Initial Installation and Return
All shipments, rigging, and drayage will be made at the Contractor’s
expense, F.O.B. Destination. The Contractor will make all arrangements for
transportation.
7.10.2 Mechanical Replacement
The Contractor will bear the costs of transportation, rigging, and drayage
whenever defective equipment is shipped for mechanical replacement
purposes for equipment purchased by or through the Contractor, unless
the replacement was necessitated by damage caused by the City. This
applies until the warranty expiration or until system acceptance,
whichever occurs first for equipment/hardware purchased by or through
the Contractor.
7.10.3 Installation
The Contractor will furnish labor as may be necessary for packing,
unpacking, and placement of furnished equipment pursuant to this
Agreement when initially delivered to the City. Supervision of packing,
unpacking, and placement of equipment will be furnished by the
Contractor without additional charge to the City. All debris generated in
the performance of work during the installation will be removed by the
Contractor at no additional cost to the City.
7.10.4 Risk of Loss or Damage to Equipment
The City will be relieved from all risks of loss or damage to the equipment
purchased by or through the Contractor prior to final system acceptance,
except when such loss or damage is due to the fault or negligence of the
City.
7.11 Subcontractors
Contractor warrants that all subcontractors identified in their Proposal will
participate in this project as proposed, and that they will conform to the
requirements of this Agreement. Contractor will be responsible for carrying out
its obligation and responsibilities pursuant to this Agreement and all related
Agreements, and ensuring that the obligation and responsibilities of its sub‐
contractors are also carried out in accordance with the requirements of this
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Agreement. Contractor will be the only entity to receive payment for same from
the City.
7.12 Applicable Regulations
The Contractor and all systems provided by Contractor will comply with all
applicable federal, state and local building, fire, safety and electric codes and all
relevant industry standards. Contractor and any of its employees, agents, sub‐
contractors, laborers, or material men, during its work, construction, and component
installation will meet or exceed current standards of the following:
1. Federal Communication Commission (FCC);
2. Electronic Industries Association (EIA);
3. Institute of Electrical and Electronic Engineers, Inc. (IEEE);
4. The Environmental Protection Agency (EPA);
5. Work Hours and Safety Standards Act;
6. Equal Opportunity Act
7. American National Standards Institute (ANSI)
8. Federal Aviation Authority (FAA)
9. Occupational Safety and Health Administration (OSHA);
10. Building Officials and Code Administrators (BOCA).
The Contractor will not be reimbursed for any additional costs which the
Contractor incurs as a result of laws enacted after the effective date of this
Contract, nor be entitled to an extension of the Scheduled Date of Final
Completion as a result of laws, except as set forth in this Section.
7.13 Payment Terms
The parties will negotiate payment terms as part of contract negotiations.
All invoices should be mailed to the attention of Kim Pals at the City of Loveland
Police Department. The City agrees to pay all uncontested amounts due under this
Agreement within thirty (30) days after receipt of the invoice.
7.14 Appropriations of Funds
To the extent the Agreement constitutes a multiple fiscal year debt or financial
obligation of the City, it shall be subject to annual appropriation pursuant to the
City Municipal Charter Section 11‐6 and Article X, Section 20 of the Colorado
Constitution. The City shall have no obligation to continue the Agreement in any
fiscal year in which no such appropriation is made.
7.15 No Right to Terminate
The Contractor may not terminate the Agreement with the City for any reason
except for lack of timely payment by the City of uncontested invoices. Such
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termination cannot occur without 30 day notice, and cannot proceed if such pay‐
ment omission is corrected.
7.16 Liquidated Damages
The parties acknowledge and agree that the damages sustained by the City due to
an unapproved delay in performance by Contractor are difficult to ascertain. As
such, it is mutually agreed that should Contractor fail to timely complete or deliver
all components in time for the City to inspect, test, and accept such products and
services by the agreed‐upon Acceptance Date, the City will be entitled to liq‐
uidated damages in the form of Agreement price reductions as follows: $500/day
for each day delay after the scheduled Final Acceptance Date for all major systems.
The aforesaid specified amount(s) will not be construed as a penalty, but as
liquidated damages for any such failure on the part of Contractor. In any suit
involving assessment or recovery of liquidated damages, the reasonableness of
the charge will be conclusively presumed, and the amount assessed will be in
addition to every other right or remedy now or hereinafter enforceable at law, in
equity, by statute, or under this Agreement. Any such charges assessed against
Contractor may be deducted from moneys due to or to become due to Contractor.
7.17 Perpetual Software License/Source Code
The software license will not have a termination date. All software licenses will be
perpetual, surviving bankruptcy, sale, merger, or dissolution of any of the entities
providing software to the City. Additional licenses fees will not be due because of
the City having to upgrade its system to satisfy processing requirements.
Source code for proposed programs will be delivered to the City upon acceptance,
although not necessarily loaded onto the computer; it will be subject to terms such
as confidentiality as prescribed by the Contractor. Third‐party escrow will be a less
desirable option; if proposed, a copy must be provided as part of your proposal.
The City requires one (1) site license for the City, if the cost for such is not
prohibitive. Detailed licensing structure (i.e., site, named user, concurrent, or other
metric) for the system must be provided as part of your proposal.
7.18 Hardware Sizing
It is understood that Contractor is responsible to warrant the Sizing of the system
as configured for satisfying the requirements of this RFP. In the event the
hardware is determined by the City to be insufficient in size or capacity, or power,
Contractor will within 30 days of determination of undersizing, provide at no
additional cost to the City either a replacement unit or additional hardware to
satisfy the sizing requirements. A warranty of this requirement will be provided
for five (5) years.
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7.19 City’s Standard Software Agreement Terms
7.19.1 General Conditions.
1. Location: City of Loveland, Colorado.
2. This is not an Agreement of partnership or employment of Contractor
or of any of Contractors employees by City. Contractor is an
independent contractor for all purposes under this Agreement.
3. Contractor shall perform its services in a professional and workmanlike
manner and shall only use qualified and experienced personnel.
4. Contractor agrees at all times to maintain an adequate staff of
experienced and qualified employees for efficient performance under
this Agreement. Contractor agrees that, at all times, the employees of
Contractor furnishing or performing any services shall do so in a
proper, workmanlike, and dignified manner.
5. Contractor agrees that all persons working for or on behalf of
Contractor whose duties bring them upon the City’s premises shall
obey the rules and regulations that are established by the City and shall
comply with the reasonable directions of City’s officers. The City may,
at any time, require the removal and replacement of any of
Contractor’s employees or subcontractors for good cause.
6. Contractor shall be responsible for the acts of its employees and agents
while on the City’s premises. Accordingly, Contractor shall take all
necessary measures to prevent injury and loss to persons or property
located on City’s premises. Contractor shall be responsible for
damages to persons or property caused by Contractor or any of its
agents or employees. Contractor shall promptly repair, to the
specifications of the City, any damage that Contractor, or its employees
or agents, may cause to the City’s premises or equipment; on
Contractor’s failure to do so, City may repair such damage and
Contractor shall reimburse the City promptly for the cost of repair. City
shall have the right to offset any amounts due and owing from the
Contractor to the City for repair of damages to persons or property.
Contractor agrees that in the event of an accident of any kind,
Contractor shall immediately notify the City’s contact person and
thereafter, if requested, furnish a full written report of such accident.
7. Contractor shall perform the services contemplated in the Agreement
without interfering in any way with the activities of City’s staff or
visitors.
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8. Contractor and its employees or agents shall have the right to use only
those facilities of the City that are necessary to perform the services
under this Agreement and shall have no right to access any other
facilities of the City.
9. The City shall have no responsibility for the loss, theft, mysterious
disappearance of, or damage to equipment, tools, materials, supplies
and other personal property of Contractor or of its employees,
subcontractors or material‐men.
10. HOLD HARMLESS AGREEMENT. To the fullest extent permitted by law,
Contractor shall indemnify and hold harmless the City, its elected
officials, officers, agents, and employees from and against all claims,
damages, losses, and expenses (including but not limited to attorney’s
fees) of any kind whatsoever arising by reason of any act or failure to
act, negligent or otherwise, of Contractor, of any
subcontractor(meaning anyone, including but not limited to
consultants having an Agreement with Contractor or a subcontractor
for part of the services), of anyone directly or indirectly employed by
Contractor or by any subcontractor, or of anyone for whose acts the
Contractor or its subcontractor may be liable, in connection with
providing these services. This provision does not, however, require
Contractor to indemnify, hold harmless, or defend the City from the
City’s own negligence.
11. Insurance. The Contractor must have adequate insurance, for damage
or loss, for all equipment and other valuables until such time as the City
receives good and clear title and all services are performed. In defining
insurance coverage, the Contractor shall secure full replacement value
for the system without the requirement that the City be responsible
for any payments or deductibles. In the event that it is necessary to
make a claim under this policy, any funds received by the Contractor
shall be used to secure replacement equipment for the City. The City,
at its option, may require the Contractor to provide certificates
describing, to the satisfaction of the City, evidence of proper workers
compensation (according to the standards and limits set forth in
Colorado law) and liability insurance for all Contractor’s staff and
representatives involved in the installation of the computer equipment
and software. The City shall be named as primary additional insured
without any contribution from any insurance or self‐insurance of the
City. The Contractor shall furnish to the City a copy of the insurance
policy and all subsequent changes or updates. The Contractor’s
insurance policies shall include an endorsement or statement waiving
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the right of cancellation or reduction in coverage unless thirty (30) days
prior written notice is given to the City by registered or certified mail.
a. Insurance coverage. As a condition of performing work for the City,
Contractor shall provide satisfactory evidence of insurance
coverage as follows.
i. Commercial general liability of at least $2,000,000;
ii. Statutory Workers compensation with $500,000.00 of
Employers Liability for all sections.
iii. Professional liability or Errors and Omissions Insurance with
the provision to purchase an unlimited tail and a limit of a
$2,000,000 per occurrence; and
iv. A minimum Umbrella Liability Insurance of $3,000,000.00
b. The coverage shall be the minimum amounts and shall not be
diminished during the term of this Agreement and the Contractor
shall provide copies of all certificates of insurance to the
satisfaction of the City as to coverage and content and shall
maintain such coverages for at least six years from the completion
of the Project.
c. Other Insurance Requirements. Evidence of insurance coverage,
required herein, is to be provided to City in ACORD Certificate Form
25 or 25‐S or an equivalent form and must indicate:
i. That Commercial liability insurance policy includes coverage
for the items specified in Section 7.19.1 11(a) above.
ii. A.M. Best’s rating for each insurance carrier shall be A‐6 or
better.
iii. That the insurance company will provide 30 days written
notice of cancellation to the certificate holder and other
words “endeavor to” and “but failure to mail such notice shall
impose no obligation or liability of any kind upon the
company, its agents or representatives” do not apply or have
been removed.
iv. That “City” is additional insured on the General Liability
policy certified.
d. Insurance Options. General liability limits may be attained by
individual policies or by a combination of underlying policies with
umbrella and/or excess liability policies.
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e. Contractor to Notify Insurance Agent. Contractor may prevent
unnecessary follow up resulting from incomplete insurance
certificates, by sending or faxing a copy of these insurance
requirements to Contractor’s insurance agent when Contractor
requests the insurance certificates.
12. Entire Agreement Clause. This Agreement represents the entire
agreement of City and Contractor with respect to the subject matter
hereof, and supersedes any prior agreements, understandings and
representations.
13. Identification of Parties to the Agreement Clause. Both the Contractor
and the City shall be clearly identified by their legal names. Neither of
the identified parties to the Agreement shall assign or encumber any
of its rights, or delegate or subcontract any of its duties defined in the
Agreement, in whole or in part, to other third parties unless the other
party to the Agreement gives prior written consent. Subject to the
foregoing covenant against assignment and delegation, the rights
created by the Agreement shall pass to the benefit of the identified
party and the duties and obligations resulting from the Agreement
shall bind the identified party and their respective successors and
assignees.
14. No Third‐Party Beneficiary Clause. No provision of the Agreement is
intended to nor shall it in any way inure to the benefit of any third
party, so as to constitute any such Person a third‐party beneficiary
under the Agreement.
15. Amendment Clause. No amendment, addition to, or modification of
any provision hereof shall be binding upon the Parties, and neither
Party shall be deemed to have waived any provision or any remedy
available to it unless such amendment, addition, modification or
waiver is in writing and signed by a duly authorized officer or
representative of the applicable Party or Parties. Under no
circumstances shall any parties to the Agreement forfeit or cancel any
right presented in the Agreement by delaying or failing to exercise the
right or by not immediately and promptly notifying the other party in
the event of default. In the event that a party to the Agreement waives
a right, this does not indicate a waiver of the ability of the party to, at
a subsequent time, enforce the right. The payment of funds to the
Contractor by the City should in no way be interpreted as acceptance
of the system or the waiver of performance requirements.
16. No Waiver of Immunities Clause. In no event shall the language of this
Agreement constitute or be construed as a waiver or limitation for
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either party’s rights or defenses with regard to each party’s applicable
sovereign, governmental, or official immunities and protections as
provided by federal and state constitutions or laws.
17. Colorado Open Records Acts. Nothing in this Agreement shall be
construed to supersede, conflict with or otherwise defeat any
provision of the Colorado Open Records Act, C.R.S. Section 24‐72‐101
et seq.).
18. Records Retention Clause. Pursuant to Colorado law, both Parties
agree that all records shall be retained in accordance with Colorado
law and the records retention schedules adopted by the City of
Loveland. At the close date of the Agreement, either through
agreement duration or termination, Contractor shall provide to City at
no additional cost a method of migrating or exporting all electronic
records or data in a usable basis in a method and format acceptable to
the City.
19. General Laws Clause. Contractor shall comply with all federal, state,
and local laws, rules, regulations, and ordinances.
20. Governing Law and Venue. This Agreement shall be governed,
interpreted, and enforced in accordance with the laws of the State of
Colorado and/or the laws of the United States, as applicable. The
venue for all litigation arising out of, or relating to this agreement
document, shall be in Larimer County, Colorado. The Parties hereto
irrevocably agree to submit to the exclusive jurisdiction of such courts
in the State of Colorado. The Parties agree to waive any defense of
forum non conveniens.
21. Notices Clause. Any notice, demand, request, or communication
required or authorized by the Agreement shall be delivered either by
hand, facsimile, overnight courier or mailed by certified mail, return
receipt requested, with postage prepaid, to:
If to City:
City of Loveland
Police Department
810 E 10th St, Suite 100
Loveland, CO 80537
ATTN: Chief of Police
And a copy to:
City Attorney
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City of Loveland
500 E. Third Street, Suite 330
Loveland, CO 80537
The designation and titles of the person to be notified or the address
of such person may be changed at any time by written notice. Any such
notice, demand, request, or communication shall be deemed delivered
on receipt if delivered by hand or facsimile and on deposit by the
sending party if delivered by courier or U.S. mail.
22. Termination Provisions Clause.
a. Termination by Mutual Agreement. This Agreement may be
terminated at any time during its Term upon mutual agreement by
both Parties.
b. Termination due to Force Majeure. The agreement may be
terminated due to force majeure in accordance with paragraph 24.
c. Termination for Cause. Either Party may terminate this Agreement
in accordance with paragraph 23.
d. Termination for Convenience. With thirty (30) days written notice,
City may terminate this Agreement for convenience.
23. Events of Default Clause.
a. A Party shall be considered in Default of this Agreement upon:
i. The failure to perform or observe a material term or condition
of this Agreement, including but not limited to any material
Default of a representation, warranty or covenant made in this
Agreement;
ii. The Party (i) becoming insolvent; (ii) filing a voluntary petition
in bankruptcy under any provision of any federal or state
bankruptcy law or consenting to the filing of any bankruptcy or
reorganization petition against it under any similar law; (iii)
making a general assignment for the benefit of its creditors; or
(iv) consenting to the appointment of a receiver, trustee or
liquidator;
iii. The purported assignment of this Agreement in a manner
inconsistent with the terms of this Agreement;
iv. The failure of the Party to provide information or data to the
other Party as required under this Agreement, provided that
the Party entitled to the information or data under this
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Agreement requires such information or data to satisfy its
obligations under this Agreement.
b. Termination upon Default. Upon the occurrence of an event of
Default, the non‐Defaulting Party shall be entitled to immediately
terminate this Agreement.
24. Force Majeure Clause. Timely performance is essential to the
successful initial implementation and ongoing operation of the
network described herein. The performance of each Party under the
Agreement may be subject to interruptions or reductions due to an
event of Force Majeure. The term “Force Majeure” shall mean an event
or circumstance beyond the control of the Party claiming Force
Majeure, which, by exercise of due diligence and foresight, could not
reasonably have been avoided, including, but not limited to, flood,
earthquake, storm, fire, lightning, epidemic, war, riot, civil disturbance,
sabotage, strike, and act of God or any other cause beyond the control
of the Party claiming Force Majeure. However, the obligation to use
due diligence shall not be interpreted to require resolution of labor
disputes by acceding to demands of the opposition when such course
is inadvisable in the discretion of the Party having such difficulty. A
Party shall not be liable to the other Party in the event it is prevented
from performing its obligations hereunder in whole or in part due to
an event of Force Majeure. Force Majeure will not be allowed unless
within ten (10) business days of the occurrence of Force Majeure, the
party whose performance is delayed thereby provides the other party
or parties with written notice explaining the cause and extent thereof,
as well as a request for a time extension equal to the estimated
duration of the Force Majeure events. Notwithstanding the foregoing,
if the party cannot provide notice within ten (10) business days due to
the impact of the Force Majeure, the party shall notify the other party
as soon as conditions allow. Within ten (10) business days after the
cessation of the Force Majeure event, the party whose performance
was delayed provides the other party written notice of the time at
which Force Majeure ceased and a complete explanation of all
pertinent events pertaining to the entire Force Majeure situation.
Either party will have the right to terminate this Agreement if Force
Majeure suspends performance of scheduled tasks by one or more
parties for a period of one hundred‐twenty (120) or more days from
the scheduled date of the task. If cancellation due to a Force Majeure
occurs before title passes to the City, the Contractor may keep any
parts of the system as it can salvage, but must remove the same at its
own expense. If cancellation occurs due to a Force Majeure after title
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passes to the City, the system shall remain with the City and the
Contractor shall be entitled to any such payments as have accrued
according to the payment schedule.
25. Data Ownership and Security Clause.
a. Contractor’s Services shall at all times comply with the terms of this
Agreement, and applicable laws. Contractor shall require its
subcontractors to at all times comply with the terms of this
Agreement and applicable laws while performing work related to
this Agreement.
b. Duty to Report. Contractor shall maintain the security of City’s
content and data and that of persons and any user that is stored in
or in any way connected with the software products and
applications. If either party believes or suspects that security has
been breached or data compromised, whether it be from harmful
code or otherwise, the Party shall notify the other Party of the issue
or possible security breach within forty‐eight (48) hours.
c. Binding Subcontractors and subsidiaries to Data Security
Standards. Contractor shall include similar provisions in
Contractor’s agreements with subcontractors and subsidiaries that
perform work or services related to these software products and
services and or who have access to the City’s data contained
therein or in cloud storage.
d. No Harmful Code. Contractor warrants that the software products
do not contain Harmful Code. For purposes of this Agreement,
“Harmful Code” is any code containing any program, routine, or
device which is designed to delete, disable, deactivate, interfere
with or otherwise harm any software, program, data, device,
system or service, including without limitation, any time bomb,
virus, drop‐dead device, malicious logic, worm, Trojan horse or trap
or back door. Contractor shall include in contracts with any
subcontractor a provision which prohibits the use of Harmful Code.
e. Data Ownership and Storage. Contractor warrants and covenants
that any data from the City, its employees or customers or derived
therefrom shall be stored in the United States of America. The data
or any information derived therefrom shall not be transferred,
moved, or stored to or at any location outside the United States of
America. All such data and any information derived therefrom shall
be confidential and proprietary information belonging to either the
City or its customers or the users of the systems. Contractor
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covenants that Contractor, its subsidiaries or subcontractors shall
not sell or give away any such City data or information derived
therefrom.
26. Data Exchange Clause. This Agreement is contingent upon the City
obtaining methods of exchanging data between Contractor,
Contractor’s subcontractors, and third party software contractors for
each and every data exchange identified by the Parties in the Scope of
Work and /or otherwise required by this Agreement.
a. Requirements. Contractor shall reasonably work with identified
third party software contractors to develop, implement, and
maintain the data exchanges as identified in the Scope of Work.
i. For each data exchange identified in the Scope of Work, City
shall include in its contract with the third party software
contractors a provision requiring the third party software
contractor to work with Contractor and City on developing,
implementing, and maintaining each of the data exchanges
identified in the Scope of Work.
ii. City shall also require in its contract with third party software
contractors that the third party software contractor shall
review and sign the specifications, the performance schedule
and the test standards related to each applicable data
exchange.
iii. For each and every data exchange identified within the Scope
of Work, the Parties shall develop proposed specifications for
each of the data exchange (hereinafter “Data Exchange
Specifications”). The Parties shall reduce the Data Exchange
Specifications to writing which shall be signed and dated by all
Parties.
iv. For each data exchange, the Parties shall develop a schedule for
production, testing, and installation (hereinafter “Data
Exchange Schedule.”) The Parties shall reduce the schedule(s)
to writing which shall be signed and dated by all Parties.
v. For each such data exchange, the Parties shall agree in writing,
signed and dated by both Parties, to the testing standards and
requirements (hereinafter “Data Exchange Test Standards”).
vi. City shall issue written notice to proceed with the development
of each data exchange.
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b. Changes to Data Exchange. In addition, the Parties agreeing to a
data exchange may, by mutual agreement, impose additional
requirements or amend the testing standards or the performance
schedule. Should the Parties agree to change or amend any of the
specifications, the performance schedule or the test standard, the
changes shall be reduced to writing, signed, and dated by both
Parties.
c. Each data exchange, on which the City has issued a written notice
to proceed, shall be developed according to the data exchange
specifications in the time periods set forth in the data exchange
schedule. Upon completion of the development of the data
exchange, Contractor shall notify City that data exchange is
complete and ready for testing. City shall timely test the data
exchange according to the Data Exchange Test Standards. If the
data exchange passes the City’s testing according to the Data
Exchange Test Standards, City shall issue a written notice of
acceptance of the data exchange.
d. Warranty. Contractor warrants that the data exchange shall
perform according to the Data Exchange Specifications. Contractor
also warrants that the data exchange shall not void any other
warranty.
e. License for Use of the Data Exchange. Contractor grants City a
royalty –free license to the data exchange developed by Contractor
for the City according to the Data Exchange Specifications and
otherwise in accord with the license grant of this Agreement. This
license is in addition to all other licenses purchased pursuant to this
Agreement.
f. Maintenance of Functionality of Data Exchanges. So long as City is
current in its payment of maintenance fees for the Contractor
Software Products, Contractor shall warrant the continued
functionality of each and every one of the data exchanges and that
each and every one shall perform according to the Data Exchange
Specifications by which it was developed. There shall be no
additional cost to the City. Maintaining the functionality of the
data exchanges shall include any necessary programming or
redesign needed due to changes by Contractor.
g. Additional Data Exchanges. Should City desire additional data
exchanges that are not listed in the Scope of Work, the City shall
propose such additional data exchanges to Contractor, and
Contractor shall promptly review and respond to any such
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proposals. In the event the Parties agree to an additional data
exchange, the parties shall negotiate an amendment to this
Agreement.
27. Survival Clause. All duties and responsibilities of any party, pursuant
to the City’s ownership of any data hosted by the Contractor shall
extend beyond and survive the end of the agreement term or
cancellation of this Agreement. See 7.19.69 for additional
requirements.
28. Incorporation by Reference Clause. The Contractor shall supply
equipment, wiring, technology, training and other related services
adequate to accomplish the requirements set forth in the Request for
Proposals and the Contractor’s response to the Request for Proposals.
Parties agree that where there is a conflict between the terms of this
Agreement and the information presented in the referenced
documents, this Agreement shall take precedence.
29. Risk During Equipment/Software Storage and Installation Clause.
Delivery shall be made in accordance with the implementation
schedule referenced as part of this Agreement. Minor variances from
this implementation schedule may be permitted by mutual agreement
of the Parties and confirmed by prior written notice. The equipment
shall be installed and placed into good working order by
representatives of the City. During the time period where the
equipment/software is in transit and until the equipment is fully
installed in good working order, the Contractor and its insurer shall be
responsible for the equipment/software and relieve the City of
responsibility for all risk or loss or damage to the equipment/software.
In addition, Contractor shall hold the City and its officers, employees
and agents harmless from any risk of loss or damage arising out of
occurrences during the installation of the software and equipment.
30. Shipping of Equipment/Software Clause. All shipping and insurance
costs to and from the site shall be included in the Contractor’s
proposals. All payments to shipping agents and for insurance fees shall
be made directly by the Contractor. The City shall make no payments
to any firm concerning the shipment, installation, and delivery of the
equipment and software which is not a party of this Agreement and for
which exact payments are not described. Contractor shall be
responsible for all arrangements for the shipment and receipt of
equipment and software to City’s prepared site.
31. Patents, Copyrights, and Proprietary Rights Indemnification. The
Contractor, at its own expense, shall completely and entirely defend
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the City from any claim or suit brought against the City arising from
claims of violations of United States patents or copyrights resulting
from the Contractor or the City’s use of any equipment, technology,
documentation, and or data developed in connection with the services
and products described in this agreement. The City will provide the
contractor with a written notice of any such claim or suit. The City will
also assist the Contractor in all reasonable ways, in the preparation of
information helpful to the Contractor in defending the City against the
suit.
In the event that the City is required to pay monies in defending such
claims, resulting from the Contractor being uncooperative or
unsuccessful in representing the City’s interest, or in the event that the
City is ordered to pay damages as a result of a judgment arising out of
an infringement of patents and or copyrights, Contractor agrees to fully
reimburse the City for all monies expended in connection with these
matters, including attorneys’ fees. The City retains the right to offset
against any amounts owed Contractor any such monies expended by
the City in defending itself against such claims.
Should a court order be issued against the City restricting the City’s use
of any product of a claim and should the Contractor determine not to
further appeal the claim issue, at the City’s sole option, the Contractor
shall provide, at the Contractor’s sole expense, the following: a.
Purchase for the City the rights to continue using the contested
product(s); b. Provide substitute products to the City which are, in the
City’s sole opinion, of equal or greater quality; or c. Refund all monies
paid to the Contractor for the products subject to the court action. The
Contractor shall also pay to the City all reasonable losses related to the
product(s) and for all reasonable expenses related to the installation
and conversion to the new product(s).
32. Subcontractors. Contractors may use subcontractors in connection
with the work performed under the Agreement. When using
subcontractors, however, Contractor must obtain written prior
approval from the City for activities or duties to take place at the City’s
site. If using subcontractors, Contractor shall be responsible for all of
their acts and omissions to the same extent as if the subcontractors
were employees of the Contractor. In addition, subcontractors will be
subject to the same background checks as Contractor employees, as
identified in Section 6.2.4.
33. Effect of Change of Law, Rule or Regulation Clause. Should any local,
state, or federal regulatory authority having jurisdiction over the City
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enter a valid and enforceable law, rule, regulation or order upon the
City which has the effect of changing or superseding any term or
condition of this Agreement, such order shall be complied with, but
only so long as such order remains in effect and only to the extent
actually necessary under the law. In such event, this Agreement shall
remain in effect, unless the effect of the order is to deprive the City of
a material part of its Agreement with Contractor. In the event this
order results in depriving the City of its materials or raising their costs
beyond that defined in this Agreement, the City shall have the right to
rescind all or part of this Agreement (if such a rescission is practical) or
to end the Agreement term upon thirty (30) days written prior notice
to the Contractor. Should the Agreement be terminated under such
circumstances, the City shall be absolved of all penalties and financial
assessments related to cancellation of this Agreement. The City shall
not be charged for such compliance beyond the cost of the annual
support fees. The City shall also not be charged for analysis,
investigation, design, programming or conversion or implementation
of such compliance beyond the costs of the annual support fees.
34. Control of Subcontractor, Project Team and Project Manager
Designation Clause. The Contractor understands that the successful
installation, testing and operation of the system that is the subject of
this Agreement shall be accomplished by a cooperative effort. To most
effectively manage this process, the Contractor shall designate a single
representative to act as an ex‐officio member of the City’s project
management team and who shall have the authority to act on behalf
of the Contractor on all matters pertaining to this Agreement. City shall
have the right to approve all subcontractors, account/project manager,
and staff assigned to City’s Project by Contractor. In the event that an
employee of the Contractor is, in the opinion of the City,
uncooperative, inept, incompetent, or otherwise unacceptable, the
Contractor agrees to remove such person from the project. In the
event of such a removal, the Contractor shall, within fifteen (15) days,
fill this representative vacancy as described above. Regardless of
whom the Contractor has designated as the representative, the
Contractor organization remains the ultimate responsible party for
performing the tasks and the responsibilities presented in the
Agreement.
35. Amendment Clause. This Agreement may only be modified by written
amendment signed by the Parties.
36. No Assignment Clause. This Agreement shall inure to the benefit of
and be binding upon the Parties and their respective successors and
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permitted assigns. Neither Party shall assign this Agreement or any of
its rights or obligations hereunder without the prior written consent of
the other Party. Any attempt to assign the Agreement or any part
thereof without the prior written permission of the City shall be void
and of no effect.
37. Contractor as Independent Contractor Clause. It is expressly agreed
that Contractor is an independent contractor and not an agent of the
City. The Contractor shall not pledge or attempt to pledge the credit
of the City or in any other way attempt to bind the City. The
relationship of the Contractor to the City shall be that of independent
contractor and no principal–agent or employer‐employee relationship
is created by this Agreement.
38. Warranty Clause. The Contractor warrants that all components
provided under this Agreement, whether installed initially or under
subsequent purchase orders or amendments, shall be: newly
manufactured equipment or assembled from newly manufactured
parts; approved by Underwriters Laboratories; and will be free from
defects in workmanship or material for a period of twelve months (365
calendar days) from the date of final system acceptance. During this
12 month warranty period, the Contractor shall furnish all replacement
new parts, shipping costs, repaired parts, service labor, travel costs and
other repair costs at no cost to the City. At the conclusion of the
warranty period, the City may consider Contractor support under a
separate maintenance agreement.
a. Third Party Software. Contractor warrants that all third party
software products, brands, types, etc., have been recommended
based on Contractor’s understanding of the City’s operating
environment and that such third party software products, brands,
types, etc. shall operate as demonstrated by the Contractor and as
documented in the Documentation. Contractor and Third Party
Contractor further warrant that they have the right to license said
third party software products, brands, types, etc.
b. Third Party Hardware. Any and all hardware brands, types, etc.,
that Contractor and Third Party Contractor are recommending
sizing or other parameters shall be warranted to perform
satisfactorily as defined in Section 5 of this RFP for 2 years from the
final acceptance of the hardware pursuant to the terms of this
Agreement, assuming local or other hardware support contracts
are in effect for routine maintenance and diagnostics.
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39. Warranty of Fitness for a Particular Purpose. City has presented
detailed technical specifications of the particular purpose for which the
network and technology is intended. The City has provided detailed
descriptions and criteria of how the system can be defined to
accomplish this particular purpose. The City has also defined the exact
procedures and techniques to be employed in testing whether the
system has achieved the defined performance of this particular
purpose. Given this advanced preparation, and documentation about
the City’s particular purpose, Contractor acknowledges at the time this
Agreement is in force that Contractor has (1) reason and opportunity
to know the particular purpose for which the products, equipment and
software are required; and (2) that the City is relying upon Contractor’s
experience and knowledge of these software, products and equipment
to provide those which are most suitable and appropriate. Therefore,
the Contractor warrants that the system is fit for the purposes for
which it is intended as described in the Contract documents including
the City’s RFP.
40. Resolution and Response Time Warranty Clause. Contractor shall
provide software support as specified in Section 4.2.3. Contractor
warrants that all Resolution and Response Times shall be adhered to,
as determined by the City’s Project Manager.
41. Continuity of Warranty. City may continue the Warranty protection
described above by purchasing and paying for on‐going annual support
services as described below. By doing so, all warranty, warranty of
Fitness for a Particular Use, and Resolution and Response Time
Warranty Conditions above shall remain in effect, in perpetuity (except
for the “Third Party Hardware” clause above), as long as payments for
Annual Support are kept.
42. Final Acceptance of System Clause. The system proposed shall be
defined to be finally accepted by the City after the installation of the
equipment, training, and successful completion of the following
performance examinations: system hardware examination, software
performance examination, system functional competence
examination, system capacity examination, full‐load processing
capacity examination, system availability examination, approval of as‐
builts, training and system documentation. The City and its consultants
shall be the sole judge of whether all conditions for final acceptance
criteria have been met.
43. Standard Forms and Contracts. Any forms and contracts the
Contractor proposes to include as part of any agreement resulting from
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this proposal response between the Contractor and the City must be
submitted as part of this proposal. Any forms and contracts not
submitted as part of the proposal and subsequently presented for
inclusion may be rejected. City reserves the right to accept or reject in
whole or in part any form contract submitted by Contractor and or to
require that amendments be made thereto, or that an agreement
drafted by the City be utilized. This requirement includes but is not
limited to the following types of forms: license agreements, escrow
agreements, subcontractor, franchise, warranty agreements,
maintenance agreements, contracts, and support agreements. The
City will negotiate any and all contracts/agreements and prices/fees
with the finalist Contractor, if doing so is deemed in the best interest
of the City.
44. Advertisement Clause. Contractor shall not use, in its external
advertising, marketing programs or other promotional efforts, any
data, pictures or other representation of the City unless Contractor
receives specific written authorization in advance from the City’s
Project Manager. Such publications will be provided to the City in draft
form for the City’s advance review. City will review such drafts
promptly and will provide comments to Contractor. City may require
deletion of proprietary data or confidential information from such
publications. The cost of Contractor’s activities pertaining to any such
publication or advertisement shall be paid entirely by the Contractor.
Contractor will limit and direct any of its advertising on City’s premises
and shall make arrangements for such advertising through the City’s
project manager. Contractor shall not install any signs or other displays
within or outside of City’s premises. However, nothing in this clause
shall preclude Contractor from listing the City on its routine city list for
matters of reference.
45. Password Security Clause. The Contractor warrants that no ‘backdoor”
password or other method of remote access into the software code
exists. The Contractor agrees that any and all access to any software
code residing on the City’s server must be granted by the City to the
Contractor, at the City’s sole discretion and within the City’s sole
control.
46. Non‐Performance Escalation Procedures Clause. In the event that the
City determines that Contractor is not performing in a manner
consistent with the intent and spirit of the Agreement or in a manner
consistent with commonly accepted business and professional
practices, then the City shall have the right to, in the sequence shown:
(a) formally notify Contractor of non‐performance; (b) reserve the right
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to withhold any and all payments pending, including support and
maintenance fees, until the non‐performance is corrected; (c) request
a joint meeting of Contractor and City decision makers to attempt to
resolve the non‐performance; (d) require a Contractor employee to be
on‐site at City’s site at Contractor’s sole cost until the non‐performance
is resolved; (e) commence litigation or invoke the termination clause
or both.
47. Replication of Software. City shall not copy the Software for any
purpose other than for back up and disaster recovery. City has the right
to develop interfaces to, and or database applications that integrate
with the licensed software using the Contractor’s recommended
database and development tools without voiding the Support
Agreement or warranties herein.
48. Non‐Collusion. Contractor hereby represents and agrees that it has in
no way entered into any contingent fee arrangement with any firm,
employee of the City, or other person or entity concerning the
obtaining of this Agreement. In addition, Contractor agrees that a duly
authorized Contractor representative will sign a non‐collusion affidavit,
in a form acceptable to the City, that Contractor and Contractor, Inc.,
has not received from City any incentive or special payments or
considerations not related to the provision of the System described in
the Agreement.
49. Annual Maintenance and Support Fees. Support fees shall not be
increased by an annual average percentage greater than the annual
CPI‐W for the region or 3%, whichever is less, for as long as annual
support fees are paid and the license agreement between the City and
the Contractor is in effect. The Contractor shall not increase
maintenance higher than its “standard” increase in any year.
Contractor agrees to send an itemized invoice to the City at least 90
days before the maintenance is up for renewal. The City may cancel
maintenance upon 30 days notification to the Contractor. Cancellation
of maintenance shall not result in termination of the software licenses.
Maintenance may be reinstated by the City at an amount not to exceed
the back fees that would have been due if maintenance and support
had not been discontinued. The City shall not be forced to move to
new license models or to pay upgrade fees. Contractor shall give the
City at least an 18 month notice before unilaterally canceling
maintenance. In addition, the Contractor shall continue to support the
software/product as long as it is supporting such software /products
for the rest of its customer base.
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50. Payment Terms. Specific payment terms will be negotiated as part of
the final Agreement. It is expected that certain payments will be made
upon delivery of the hardware and the software with additional
payments made based upon specific project milestones. Contractor
shall submit to the City for its review a pay request in a form agreeable
to City. The pay request shall be accompanied by such supporting
documentation as required by City. Requests for payment shall be
accompanied with appropriate lien waivers for the prior partial
payments. The request for final payment shall be accompanied with
the final lien waivers from all subcontractors and material suppliers for
the project.
51. Travel Expense Reimbursement. All travel costs must be included in
Contractor’s fixed price cost. City will not make a separate payment
for reimbursable expenses. Per Force Majeure, City shall not be liable
for additional travel costs incurred due for any reason outside City’s
control.
52. Source Code. Contractor shall place Source Code for the software
modules and interfaces licensed by City in escrow with an independent
third‐party (with whom a separate Escrow Agreement will be entered
into by City at no additional cost to City). The Source Code shall be kept
current with the releases/versions of the Software in live use by the
City. The Source Code shall revert to City for City’s use if Contractor
files for bankruptcy or protection from creditors in a court of law. City
shall then have full rights to use source code for any purposes other
than resale. Contractor shall provide appropriate source code to City
in a timely manner in the event that Contractor goes out of business or
no longer supports the software being licensed. The same applies if
the Contractor is merged or acquired and the software is no longer
supported. Once the City obtains the source code, it will be a perpetual
license, and there will be no additional fees due, even if additional
licenses are deployed.
53. Additional Contractor Programming Services. City may during the
implementation period or thereafter require additional modifications,
interfaces, report writing, conversion or other services from
Contractor. Contractor agrees to provide City with a written estimate
describing the work to be performed and estimating the costs
associated with the work. Should the City wish Contractor to perform
the additional programming services, the Parties shall execute an
amendment to this Agreement or a new agreement for the new
services.
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54. Video Taping. City reserves the right to video tape and or audiotape
any and all training sessions, whether held at the City’s site, the
Contractor’s site, or via teleconference/webinar. Use of such
recordings shall be strictly for City’s staff training purposes.
55. Major Releases/Upgrades. City shall be entitled to future releases and
upgrades within 5 years from Formal Acceptance, whether of a “minor”
or “major” nature, of Contractor Software for no additional cost
beyond the Annual Support Agreement fees.
56. Solution Longevity. Contractor certifies the solutions proposed by
Contractor will remain available and supported for a minimum of 5
years from the time the Agreement is signed and that any material
changes to Contractor’s company or products will not affect the City’s
implementation or support.
57. Successor Software Products. In the event Contractor makes available
successor Contractor software products (e.g., software products based
on a new technical architecture) (“Successor Products”) with
substantially similar functionality to the Contractor software products
licensed by City (“Licensed Products”) within 10 years of Agreement
signing, City may transfer the Licensed Products to the Successor
Products, for no additional Contractor license fees. In such event, City
shall pay the then‐current Application Software Maintenance Fees for
the Successor Products, in addition to any services and /or third party
fees associated with the Successor Products.
58. Conflict of Interest. Contractor shall not employ as a director, officer,
employee, agent or subcontractor any elected or appointed official of
the City or any member of his or her immediate family.
59. Subcontracts. Contractor agrees not to subcontract any of the work
required by this Agreement without the prior written approval of the
City’s Project Manager. Contractor agrees to be responsible for the
accuracy and timeliness of the work submitted in the fulfillment of its
responsibilities under the Agreement regardless of whether the work
is performed by an approved subcontractor or by Contractor.
60. Intellectual Property of Created Works. All information, data,
programs, publications and media created specifically for and paid for
by the City or as a result of the work identified in this Agreement is the
property of the City unless otherwise noted, copyright protected or
defined or agreed to by both parties to the Agreement.
61. Licensing Structure and Use of Licenses by Personnel who are not
Employees. The Parties agree that the software licenses are not
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specific to a particular person or position and may be used by the City
and any persons approved by the City so long as the total number of
users actively using the Product at any given time does not exceed the
number of licenses purchased by the City.
62. Disaster Recovery and Disaster Recovery Testing. There will be no
additional software license cost to process at another site in the event
of a disaster that shuts down the City’s primary location or for testing
at the disaster recovery site.
63. Unlimited Liability for Software Contractor Infringement. The
Contractor will reimburse the City for all costs related to infringement.
There shall be no limit on liability on behalf of the Contractor if the
software is determined to be infringing.
64. Contractor Merger or Acquisition. In the event that the Contractor is
merged or acquired, the acquiring entity shall honor all of the terms of
the existing Agreement for 18 months or until the end of the present
Agreement term, whichever is longer.
65. Functionality Replacement. The City maintains the rights to the
functionality that was originally licensed, even if that functionality later
gets renamed or rebundled.
66. Wording Conflicts. Should there be a conflict in wording between the
Agreement and the Contractor’s RFP response, the terms of the
Agreement will prevail.
67. Liquidated Damages. Failure on the part of Contractor to complete
critical project milestones as established in the Agreement may result
in liquidated damages being imposed on the Contractor by the City for
breach of Agreement and for non‐compliance. The milestones and
extent of damages will be defined in the negotiated Agreement with
the selected Contractor.
68. Equal Opportunity Employment/Nondiscrimination Policy. It is the
policy of the City that all Contractors who provide goods and services
to the City by Agreement, shall, as a condition of providing goods and
services, adhere to all Federal, State and Local laws, ordinances, rules,
regulations and policies prohibiting discrimination in regard to persons
to be served and employees and applicants for employment including
but not limited to the following:
The Civil Rights Act, as amended
The Persons with Disabilities Civil Rights Act, as amended
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Section 504 of the Federal Rehabilitation Act of 1973, as amended
and rules adopted thereunder
The Americans with Disabilities Act of 1990, as amended, and
regulations promulgated thereunder.
As a condition of providing goods and services, as required by law, all
Contractors shall not discriminate against persons to be served or an
employee or applicant for employment with respect to hire, tenure,
terms, conditions, or privileges of employment, or a matter directly or
indirectly related to employment because of race, color, religion,
national origin, age, sex, sexual orientation, ancestry, disability that is
unrelated to the individual’s ability to perform the duties of a particular
job or position, height, weight, marital status or political affiliation.
Any violation of Federal, State or Local equal opportunity statutes,
ordinances, rules, regulations, or policies during the course of time
during which the Contractor is providing goods or services to the City
shall be regarded as a material breach of any Agreement between City
and the Contractor and the City may terminate such Agreement
effective as of the date of delivery of written notice to the Contractor.
69. City’s Cloud Computing Requirements. If Contractor proposes a
software solution that uses cloud computing, Contractor shall comply
with the City’s Cloud Computing Requirements.
70. Authority to Transact Business in the State of Colorado. For the life of
the Agreement, Contractor shall have authority to transact business in
the State of Colorado. Failure to maintain authority to transact
business in the State of Colorado shall be a material breach of the
Agreement.
71. Severability Clause. If any term or provision of this Agreement or the
application thereof, to any extent, be held invalid or unenforceable,
the remainder of this Agreement or the application of such term or
provision to persons or circumstances other than those as to which it
is held invalid or unenforceable will not be affected thereby, and each
term and provision of this Agreement will be valid and enforced to the
fullest extent permitted by law.
72. Confidentiality. Both parties recognize that their respective employees
and agents, in the course of performance of this Agreement, may be
exposed to confidential information and that disclosure of such
information could violate rights to private individuals and entities.
Each party agrees that it shall not disclose any confidential information
of the other party and further agrees to take appropriate action to
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prevent such disclosure by its employees or agents. The confidentiality
covenants contained herein will survive the termination or cancellation
of this Agreement. This obligation of confidentiality will not apply to
information that: a) At the time of the disclosure is in the public
domain; b) After disclosure, becomes part of the public domain by
publication or otherwise, except by breach of this Agreement by a
party; c) A party can establish by reasonable proof was in that party's
possession at the time of disclosure; d) A party receives from a third
party who has a right to disclose it to that party; or e) Is considered an
open record pursuant to the Colorado Open Records Act.
73. Costs Not to Exceed Clause. City will pay Contractor a not‐to‐exceed
price as specified in Section 8 of the Proposal Response Forms.
Maintenance fees and expenses shall be specified separately in the
same section.
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8.0 PRICE REQUIREMENTS
8.1 General Information
8.1.1 Important Notice
Please provide your Price Proposal under separate cover, in a sealed
package, using the Pricing Proposal Response Form.
8.1.2 Price Proposal Format
Submit your price proposal exactly as listed below:
A summary price proposal, for each option being offered, on the sheet
provided or comparable. See RFP Section 8.3 below.
A set of supporting price details, on the sheets provided or
comparable. See RFP Section 8.4 below.
Explanatory notes, further clarifying how you derived the prices in your
proposal, listed on or attached to the supporting price detail sheet
each note relates to.
A strong preference exists for a software site license to be provided to
the City. Explain limitations if otherwise.
You may also add any further narrative as needed to describe your
price proposal.
8.1.3 Evaluation Period
Our price evaluation will use a uniform method for all proposals. The
method will be a 5‐year life cycle net present value analysis using uniform
assumptions for economic analysis. We will also consider Contractor
supporting price details in the context of the related sections of your
functional proposal.
Time for Consideration: Contractor warrants by virtue of submitting the
proposal that costs as outlined in this proposal will be good for an
evaluation period of one hundred eighty (180) calendar days from the
proposal due date. Contractors will not be allowed to withdraw or modify
their proposals after the proposal due date and time.
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8.2 Price and Payment Terms
All items proposed shall be F.O.B. Destination with freight charges prepaid and
allowed to designated addresses as specified by the City on its purchase order(s)
or Agreement.
If there is an error in extensions (mathematical calculations), unit prices will pre‐
vail.
A cash purchase is contemplated.
8.3 Summary Price Proposal
The attached summary price sheet is clearly marked as “Price Proposal
Response Forms”.
Complete the sheet as instructed. Use duplicate or additional sheets as
necessary.
Add explanatory notes as required for clarity.
8.4 Supporting Price Detail
8.4.1 Response Sheets
In addition to the price summary sheet, there are several supporting price
detail sheets, and other signature forms, provided in the attached Price
Proposal Response Forms; one of each corresponds to major lines on the
Summary Price Proposal. Complete all sheets as instructed on the form.
Use duplicate or additional sheets as necessary, but do not change the
formats. Add explanatory notes as required for clarity.
Integrated Public Safety System
General Specification: Property
Property & Evidence
# Requirement Response Comments
General Requirements
1 Ability to capture Property and Evidence through the Property Form auto populated by the
case report.
2 Ability to capture property information, initially from the Unit Property Report via Mobile, as
well as desktop entry.
3 Ability for crime scene investigation unit to utilize full capabilities of system in the field.
4 Ability to satisfy CALEA requirements for property data capture.
5 Ability to adhere to and generate Agency property form standards.
6 Ability to generate property transmittal forms.
7 Provide automatic UCR Property Classifications.
8 Ability to set parameters and produce report that identifies property available for disposal.
9 Ability to match up stolen and found property.
10 Ability to flag upon entry of lost or stolen property a cross reference with previously
recovered articles.
11 Ability to capture the disposition status for all evidence.
12 Ability to clear property for disposition both by individual item and in batch processing
mode.
13 Ability to update RMS case record upon changes to evidence status (e.g., evidence test
results, disposal request).
14 Ability to enter evidence testing results and attach to case report.
15 Ability to search the Property records by any pre-defined field of information.
16 Ability to collect Property information related to a case.
17 Ability to automatically assign barcode numbers to impounded property items (singularly or
batch) based on the user identified criteria (e.g., Incident/Offense Report, Unit, Item
Number).
18 Ability to associate property items to persons within the Incident/Offense Report.
19 Ability to link to and export property detail information recorded in a report directly to an
NCIC / CCIC Stolen Article, Boat, Gun, or Securities screen to avoid redundant data entry.
20 Ability to automatically search lost and stolen property entered into RMS against the
applicable NCIC / CCIC Stolen Article, Boat, Gun, or Securities file, or vice versa.
21 Ability to automatically search lost and stolen property entered into RMS against
found/impounded property recorded in RMS, or vice versa.
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Integrated Public Safety System
General Specification: Property
Property & Evidence
# Requirement Response Comments
22 Ability to assign administrative rights only to select users who can make entry Modifications
(updates only, no ability to edit or tamper with time stamps).
23 Provide System Integrity: Each user should have predetermined access levels based on job
function.
24 Data cannot be deleted or modified. It can only be updated by a select few administrators
and those updates are recorded.
25 Ability to generate complete and accurate Chain of Evidence records/reports to Include PIN
access.
26 Ability to assign unique item numbers and location description to allow for quick
Identification and retrieval.
27 Provide integrated barcode technology with ability to capture electronic signatures with an
integrated signature pad.
28 Provide for immediate notification of certain data modifications, including:
29 Currency amounts
30 Destructions status
31 Original item description
32 Sensitive item storage location change
33 Provide case disposition inquiries "Tickler Files" on a scheduled basis:
34 City Charges 6 months
35 Misd Charges I year
36 Non-class A Felony 3 years
37 out to Prosecutor's Office
38 out to officer for court
39 out to laboratory
40 out to other agency
41 Issues overdue notices
42 Automates release letters with barcode for easy retrieval
43 Time delay feature to allow the setting of future release, disposal or review times
44 Ability to generate basic reports on both active and closed cases, such as:
45 Firearms - Ready for destruction with complete descriptions and pictures
46 Narcotics - Ready for destruction with complete descriptions and weights
47 Currency - Ready for Transfer with calculated dollar amounts
48 PropertyRoom.com Auction Items - Ready for transfer with complete description and
pictures
49 Items Received (Date and Time Range)
50 Items Released/Disposed (Approved by, Date and Time Range, destroyed where
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Integrated Public Safety System
General Specification: Property
Property & Evidence
# Requirement Response Comments
51 Items out to Prosecutor's Office/court/other agencies with reminder notifications
52 Notice to owner sent out file
53 Release notice from Prosecutor's Office requested file
54 Items in Unable to Locate status (UTL)
55 Provide for scheduled direct management reports generation as an oversight of
"Special/sensitive items":
56 all weapons
57 all currency
58 all valuables/jewelry
59 all sexual assault kits
60 all items with HOLDS placed on them
61 all items in safe keeping
62 Ability to generate customizable reports and import specific reports (i.e. MSHP lab reports,
MU release of information reports).
63 Ability to perform automated/regular audits.
64 Configurable work flow settings to increase efficiency and accuracy (Adjustable to account
for current procedural requirements).
65 Provide a list function capable of generating a list of any like transactions, items, etc.
66 Provide a phased inventory process as an audit tool.
67 If none of the active items were changed or moved, spot check inventories could be
conducted.
68 Automated regular audits
69 Provide Quality Management/Discrepancy/Exception reports:
70 Items classified or located in the wrong location - What is there that should not be, What
is not there that should be
71 Annual Statistical data of items: total items received by category (drugs, weapons, cash,
bikes) which can be used against crime Reports (5 year minimum):
72 Total items purged/destroyed (comparison with previous years)
73 Total items Class A held
74 Total number of items increased (required to be held)
75 Provide cash accountability relative to property and evidence, including:
76 Calculate total amount held
77 Calculate total amount received in and transferred out
78 Ability to auto links case files to all related evidence files.
79 Provide user defined fields customizable for future needs.
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Integrated Public Safety System
General Specification: Property
Property & Evidence
# Requirement Response Comments
80 Provide user flags to identify sensitive items (biohazard, DNA, sharps, etc.).
81 Ability to include field items in data entry, including:
82 Case Number
83 Evidence or control number
84 Name-suspect, victim, owner, finder
85 Address and phone number
86 Crime type (robbery, homicide, assault etc.)
87 Crime code - statute number
88 Date and time received
89 seizing officer
90 Investigating officer
91 Category- (firearms, narcotics, currency, etc.)
92 Storage location
93 Description of property
94 Serial number
95 Review date
96 Ability to share/communicate with other systems (RMS modules).
97 Ability to remotely view documents, Media etc. by other agencies, officers in the field etc.
98 Ability for ad-hoc search of all property records.
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Integrated Public Safety System
General Specification: General
General Law Records System Requirements
# Requirement Response Comments
General Requirements
1 Provide a Records Management System, a comprehensive system integrated with the
Mobile Reporting and Detention Management systems, and interfaced to the CAD system,
reducing the need for redundant data entry. PROVIDE CITYWIDE UNLIMITED USER LICENSE.
2 Ability to receive the majority of its initial data from the Computer Aided Dispatch System,
with immediate transfer of CAD records to RMS.
3 Ability to limit authorized users of the system to input, sort, and report any of the
information within the records system through any workstation.
4 Ability for the RMS/AFR to scale as the agency's needs expand so that bottlenecks do not
occur.
5 Provide all necessary software/middleware RMS APIs to successfully interconnect RMS to
CAD, Courts and DA Systems.
6 Ability to generate custom reports.
7 Provide for continual improvement of Law Enforcement operations and administration by
providing periodic reports of sections and departmental performance, and providing both
current statistical and long term data in tabular and graphic format.
8 Ability for non-technical personnel to retrieve information from all files in the system,
selecting records using the value of multiple fields through a graphical interface.
9 Ability to set the retention based on activity type, violation and/or status.
10 Ability for authorized personnel to purge records (and all related audit logs) from the
databases, removing names from the database.
11 Ability to change purge dates.
12 Ability to purge records from database that have been inactive for a user configurable time
and non-permanent records.
13 Ability to identify and track records that have been purged.
14 Ability to run a report on what items will be purged in a user configurable time period.
15 Ability to purge names from the database if they are not associated with any instances
within a user defined time period.
16 Provide a report of the most common incident locations for a user defined time period using
geo-location validation within RMS.
17 Ability to clone a report for the purpose of minimizing data entry.
18 Ability to identify voided citations.
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Integrated Public Safety System
General Specification: General
General Law Records System Requirements
# Requirement Response Comments
19 Ability to export pictures from RMS.
20 Ability to integrate Policies & Procedures with the principal software products to facilitate
the law enforcement accreditation process.
System Architecture
21 Ability to run under Windows 7, 8 64Bit / Windows Server 2008, 2012 64Bit.
22 The RMS must be compatible with the most current release of Windows Operating System
across all infrastructure platforms within a contract-defined duration of time.
23 The RMS must operate within an N-Tier architecture that provides separate layers, making it
possible to change or update one layer without impacting the operations of the other layers.
24 Provide a system that is a comprehensive, integrated Law Enforcement RMS and Automated
Field Reporting.
25 Provide support for mobile client platforms; identify platforms supported (e.g., PC Laptop
Windows 7,8 64Bit, Windows Mobile, iPad, iPhone, Android Tablet, Android Phone, Internet
Explorer etc.). EXPLANATION REQUIRED
26 Provide user-updateable table driven applications.
27 Ability to encrypt data, which will travel via public carriers or wireless LANs.
28 Ability for the System Administrator to enter “default” values in fields.
29 Ability for the System Administrator to define required fields.
30 Ability for the System Administrator to define the restricted values for any field.
31 Ability for the System Administrator to add custom data fields.
32 Provide safeguards and application design patterns used in order to ensure that a single RMS
request does not consume a disproportionate level of server-side resources.
33 Provide for continuous system operation without degradation while files are backed up.
34 Provide mobile capability that meets the most current CJIS standards.
35 Ability for the system administrator to attach up to 10 alert flags to a Master Name Record.
Database Design
36 Provide for a single Master Name Index (MNI) that is accessible across RMS, and AFR.
37 Ability to import/export data from/to Master Name Index (MNI), Master Location Index
(MLI), Master Vehicle Index (MVI) databases.
38 Provide forms, tools and devices for maintaining the various databases.
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Integrated Public Safety System
General Specification: General
General Law Records System Requirements
# Requirement Response Comments
39 Provide the system administrator the tools needed to recover files in the event of accidental
or malicious user record deletions.
40 Provide that if a server or disk drive becomes unavailable, automatically re-synchronize the
databases once the server or disk drive has been returned to service, with uninterrupted
servicing of disk drives.
41 Provide a RAID or Cluster enabled server infrastructure.
42 Provide a database that supports Standard Query Language (SQL Server 2008, 2012 64Bit
support).
43 Provide data import and export functionality. LIST all import and export file formats
supported, and describe mechanism for importing and exporting data.
44 Ability to read from databases in real time through ODBC, JDBC, and/or web services.
45 Ability to easily expand user definable fields including: Units/Resources, Personnel, Dispatch
Codes, Premise History, Offense Codes.
46 Provide support for both normal operations and a test/training database on separate
servers, with server switching Disaster Recovery Solution.
47 Provide a training/supervisory mode supported with test database which mirrors the live
system when in training mode, with either a live, mirror or test database.
Audit and Security Requirements
48 Provide a sophisticated security system that allows the system administrator to develop
security profiles, within the Active Directory, for either individuals or groups of users in both
production and training systems.
49 Provide a security matrix that determines what functions and information down to the field
level an individual may read, write, edit, or delete.
50 Ability for system administrators to manage both user and workstation security profiles from
a central location.
51 Ability to operate, within the Microsoft security environment and database environment,
allowing the System Administrator to manage access through Group Policy, NTFS, Active
Directory, Groups, and Share permissions.
52 Provide the system administrators the ability to delegate various levels of system
administration capabilities to multiple individuals.
53 Provide an audit log of each time a user logs on or off the system, what they added, what
they deleted, and what they changed.
54 Provide security for both operating system and database management software to prevent
unauthorized access by circumventing applications.
55 Provide database management security for database reads, writes, edits, and deletes.
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Integrated Public Safety System
General Specification: General
General Law Records System Requirements
# Requirement Response Comments
56 Provide sufficient security to prevent employee records from being viewed by anyone other
than the employee, supervisory or managerial employees.
57 Provide for Employee and/or Supervisor correction.
58 Provide documentation of change or ability to make notes.
59 Provide an audit log that records every transaction and change to the database, which
includes the type of transaction (including viewing and printing), the time and date, the
workstation and operator identification.
60 Provide a command for displaying the chronological audit log for any incident or personnel.
61 Provide interagency security that will restrict access to the data of an entire agency from
other agencies on the same system.
User Interface
62 Provide a modern, consistent graphical user interface that is native to the platform (
Windows) and easily configurable across multiple monitors.
63 Ability for users to personalize screens using the Microsoft Windows graphical user interface
capabilities (e.g., arrangement of Windows, colors, characters).
64 Ability to lock Windows in place.
65 Ability to restore Windows to default, if changed.
66 Provides a graphical user interface which utilizes menus, shortcuts (e.g., Alt + 1), and
function keys to operate and navigate the system.
67 Provides speed keys or shortcuts to specify frequently re-occurring information.
68 If the system presents multiple pages/screens of information in response to a user action
(e.g., inquiry, address verification), ability to page forward/backward through the material
using the keyboard.
69 Ability to dynamically resize the RMS Module while maintaining the module's original aspect
ratio.
70 Ability to run multiple sessions of different applications on the same screen.
71 Ability to run multiple windows of the same application on the same screen.
Mapping and Spatial Database
72 Ability to synchronize with the City's ESRI ArcGIS Server 10.x spatial database.
73 Provide a single spatial database or provide a mechanism for live synchronization of RMS,
and AFR spatial databases by the System Administrator without Vendor intervention.
Help Functions
74 Provide online, field or context-sensitive help for all forms and commands.
75 Ability, with System Administrator authorization, for users to create, add to, edit, and amend
online help files.
Page 4 of 5
Integrated Public Safety System
General Specification: General
General Law Records System Requirements
# Requirement Response Comments
76 Provide documentation that is searchable by key words.
77 Ability to provide help facility via icon,mouse click or function key from any screen or field
within any application.
78 Ability to maintain on-line user-defined, agency-specific documentation and procedures,
including: glossary of error codes, glossary of terms, staff procedures/ready references,
standard operating procedures, policy statements.
Training & Test System
79 Provide a training and test system that utilizes a copy of the production RMS data files.
80 Provide authorized user with the option to enable or disable system interfaces for users
logged on to the training and test system.
81 Provide a training and test system that does not degrade the performance of the production
RMS system.
82 Ability for the training and test system to record the entries made in secondary storage files
where they can be retrieved for review.
83 Ability to maintain separate training database, testing database, and production database.
84 Provide users logged on to the training and test system with access to all application
commands and functions.
85 Provide some visible designator on the screen that the system is in a training or test mode
while in that state.
Page 5 of 5
Integrated Public Safety System
General Specification: AFR
Automated Field Reporting
# Requirement Response Comments
General Requirements
1 Ability to run in a stateless (e.g. HTML5) environment whereas transactions will access the
server, cache, return the results and release the server, providing a rich client experience.
2 Ability to support a true single point of entry concept, utilizing information from previously
entered records to pre-populate new records and utilize drag and drop functionality.
3 Ability to add/copy an existing person in the report.
4 Ability to record the participant as the registered owner of the vehicle involved.
5 Ability to capture all aspects of an incident/offense report to include but not limited to;
dates, times, officers assigned, locations, persons, MO information, property, vehicles
involved, offenses, arrest/booking and UCR / NIBRS requirements.
6 Ability for officer to select disposition of report from drop-down list of user-defined values.
7 Ability to see all outstanding reports for officers.
8 Ability to run "officer working" status reports.
9 The AFR Offense must integrate with a real time Calls for Service module to maintain and
retrieve CAD data.
10 Ability to accept an information transfer from CAD, including but not be limited to the
following data elements:
11 CAD call number
12 Case Report number
13 Location of CAD call
14 Date and times of incident (received, dispatched, arrived, cleared)
15 Officers assigned to CAD call
16 Nature of Call
17 Disposition of call
18 Ability for the Incident/Offense module to interface with the Arrest, Citations,
Property/Evidence and Warrants modules.
19 Ability for the Incident/Offense module to support the collection of the following
information from multiple users: main incident information, persons, vehicles, violations,
narratives, property and evidence, citations, arrests, images, method of operations, and
solvability.
20 Ability for the Incident/Offense module to support the collection and validation of UCR /
NIBRS information.
Page 1 of 7
Integrated Public Safety System
General Specification: AFR
Automated Field Reporting
# Requirement Response Comments
21 The Incident/Offense module must provide the agency with the ability to configure their
own workflow process for each type of Incident/Offense.
22 Ability for the Incident/Offense module to support unlimited supplemental reports.
23 Provide an Incident/Offense module to support the creation of and pre-populate BOLO
information.
24 Ability for BOLO information to create an involvement for the appropriate master index.
25 Ability for an active BOLO to create an Alert for the applicable master index.
26 Ability for BOLOs to support the attachment of documents.
27 Ability to clearly identify mandatory fields.
28 Ability to support various printed versions of the report such as a face sheet, public release
or full Incident/Offense detail report.
29 Ability to support an internal workflow notes section that is not part of the official Offense
report. Note will be purged upon report approval.
30 Ability to support the attachment of standard windows compliant files such as documents
and photos.
31 Ability for Incident/Offense to support an unlimited number of user defined questions with
a point value used for solvability.
32 Ability for Incident/Offense to include a linking feature used to define the relationship
between the various elements of the Incident/Offense.
33 Ability to enter case report information and supplemental reports at the same time.
34 Ability to associate multiple case numbers.
35 Ability to send and receive messages and inquiries to other connected systems (e.g.
LeadsOnline, Outlook).
36 Ability to operate over restricted bandwidth communications channels.
37 Ability to submit AFR reports electronically to a report approval interface over a wireless
data network.
38 Ability to transfer AFR reports electronically to an MDC Flash memory device or other
media.
Page 2 of 7
Integrated Public Safety System
General Specification: AFR
Automated Field Reporting
# Requirement Response Comments
39 Ability to generate the case reports, arrest reports, field interview reports, traffic reports,
related report attachments and any other form required by the agency in the formats used
by the Agency.
40 Provide integrated digital dispatch and AFR applications in order to eliminate the need for re-
entry of dispatch information into the AFR.
41 Ability to interface with digital signature pads (to be provided by the contractor) that will
capture any signature directly into the AFR forms.
42 Ability to request a case number from CAD, and populate appropriate report fields with
responses.
43 Ability to access and update submitted AFR reports from the field prior to report approval.
44 Ability to write AFR reports simultaneously with other functions (e.g., electronic dispatch,
messaging, inquiries).
45 Provide an Arrest Report within an AFR module.
46 Ability to allow the systems administrator to generate and add new form masks/templates
and to update existing templates.
47 Ability to access approved reports from the field.
48 Ability to create reports, secure reports and limit access by individual user or group as
specified by a System Administrator.
49 Ability to automatically log AFR transactions including user name.
50 Ability to utilize an automated approach that determines what fields and forms are
necessary based on circumstances (type of crime, if in custody, etc.).
51 Ability to utilize a single entry approach to populate across reports and systems to eliminate
redundant data entry.
52 Ability for users to incorporate CAD Event information as the basis for a report written on a
mobile device in a wireless mode.
53 Ability to associate geographic code information from a validated address into the
Incident/Offense Report, Accident, Arrest, Citations, and Field Information Report (FIR).
54 Ability to make data available for inclusion in any associated Incident/Offense Report as
soon as the data is entered into the system.
55 Provide support for spatial database for address verification and a control file for
Incident/Offense Report assignment.
56 Provide a method to alert a user that the wireless connection is not active.
57 Ability for Agency to identify which fields are mandatory and should not allow a report to be
"completed" if any mandatory field does not contain valid data.
Page 3 of 7
Integrated Public Safety System
General Specification: AFR
Automated Field Reporting
# Requirement Response Comments
58 Provide an override capability allowing a report to be identified as a "Completed Report" in
the event all mandatory information is not available.
59 Ability to alert supervisor when a user without the proper credentials attempts to access the
system.
60 Ability to validate prior to submission to supervisor.
61 Ability to define the requirements of data entry fields (e.g., field length, alpha, numeric,
date).
62 Ability to define auto-fill or default options.
63 Provide common data entry editing and validation capabilities.
64 Ability to flag the invalid fields to clearly identify what is in error and what is mandatory.
65 Ability to flag incomplete reports for investigation.
66 Ability to position the user in the first offending field of a screen to allow correction and
then proceed to the next invalid field until all corrections are made.
67 Ability to suspend a data entry screen containing errors so they can be resolved at a later
time.
68 Ability to suspend a report containing errors so they can be resolved at a later time.
69 Ability to print out log to supervisor of anyone printing reports that are not approved and
may have errors.
70 Ability to display (and select from) Code Tables as a list of valid responses whenever a data
element has a specified and valid response (e.g., State Statute).
71 Ability to configure Supervisor's inbox to show report queue by selected attributes.
72 Ability to suspend a report that is not completed, while still saving the data entered, to
facilitate the need to quickly change functions.
73 Ability for AFR to save to server at the request of the user.
74 Ability to enter and collect an unlimited amount of freeform text narrative to a
Incident/Offense Report.
75 Ability to retain original text formatting for text pasted into the system's narrative editor.
76 Provide Microsoft Word functions (e.g., spell check) for the text editor.
77 Ability for the system administrator to limit font/attribute types available for use.
78 Ability to export a report to Microsoft Word or PDF.
79 Ability to allow police personnel to use specific Narrative Templates based on an incident
type (e.g., Auto Theft, Missing Persons, Warrant Arrest, DWI Form). Agency shall have the
ability to add/modify templates as necessary.
Page 4 of 7
Integrated Public Safety System
General Specification: AFR
Automated Field Reporting
# Requirement Response Comments
80 Ability for the Unit to identify if the person is homeless when entering their person
information.
81 Ability to choose Society as the victim and customize the description to be searchable.
82 Ability to record residential and other locations that require special monitoring.
83 Ability to record the results of the patrol activities for each location.
84 Ability to access pending reports from the field and show their current status of approval.
85 Ability to view all report related materials in the field (e.g. Warrants).
86 Ability to match names against MNI and compare record elements such as Driver's License
Number, DOB, SSN, and address, and associate records with correct MNI record.
87 Ability to identify AFR reports that need to be reviewed by Records.
Remote Photo Lineup
88 Ability to collect and edit image array.
89 Ability for the user to view a lineup "template" or montage with a "key" suspect randomly
placed in a position within either a 6-up or 8-up lineup format.
90 Ability to upload photos to the lineup "template" or montage from mobiles.
91 Ability to download images and miscellaneous lineup information to a remote
workstation/laptop to facilitate the lineup process; this must be able to occur while the
laptop is disconnected from the network.
92 Ability to produce an image of the final lineup with associated information which can be
attached to the case once the laptop is reconnected to the network.
Arrest/Booking Features
93 Ability for the Arrest/Booking module to interface with the Calls for Service and
Incident/Offense modules.
94 Ability for an Incident/Offense to pre-populate the arrest information.
95 Provide for an unlimited number of violations per arrestee.
96 Ability for the Arrest/Booking module to support the attachment of documents and photos
(singular/batch).
97 Ability for the Arrest/Booking module to use the applicable master indices.
98 Provide a user friendly advanced search capability within the Arrest module. The search
must provide the ability to create a user/agency specific search result using any/all
combinations of data fields from the Arrest entry screens.
99 Ability to prepare the Arrest & Booking Form in the Mobile and on Desktops.
Accidents
Page 5 of 7
Integrated Public Safety System
General Specification: AFR
Automated Field Reporting
# Requirement Response Comments
100 Ability to capture information pertaining to all types of motor vehicle accidents in order to
comply with all Colorado Accident forms.
101 Provide an Accident module that produces all Colorado Accident forms.
102 Ability to support the collection of associated images, documents and diagrams.
103 Provide a mechanism for a visual documentation of vehicle damage.
104 Ability to access a related master index and auto-populate to the applicable data fields
without having to re-enter previously gathered information.
105 Ability to exchange data with the citations and property and evidence modules.
106 Ability to support the creation of a new Citation or link to any existing Citation.
107 Ability to support the collection of trailer and cargo information.
108 Provide a user friendly advanced search capability within the Accident module. The search
must provide the ability to create a user/agency specific search result using any/all
combinations of data fields from the Accident entry screens.
109 Ability to capture and print accident reports compliant with the State of Colorado DR 2447
Form.
110 Ability to utilize a Graphics Drawing to create and attach to-scale an unlimited number of
graphics of crime/incident/crash scenes.
111 Provide a Graphics Drawing tool which can use industry-standard, graphical theme
templates and stencils. (Agency currently uses EdgeFX and ARAS 360.)
112 Ability for Graphic Drawings to be saved, re-opened, and edited without distortion. (i.e.
image does not resize after being attached)
113 Ability to import the crash diagrams into the accident report.
114 Ability to create a Scene Library for commonly used locations/intersections.
Citations
115 The RMS must support the collection of applicable citation data to include but not limited
to: vehicle information, violator information, date, time, location and type of violation, court
and disposition.
116 Ability to distinguish between a person and business name.
117 The Citation module must support the ability to record citation information for any type of
citation issued to a person or business.
118 Ability to generate any citation from any desktop.
Page 6 of 7
Integrated Public Safety System
General Specification: AFR
Automated Field Reporting
# Requirement Response Comments
119 The system must provide a user friendly advanced search capability within the Citation
module. The search must provide the ability to create a user/agency specific search result
using any/all combinations of data fields from the Citation entry screens.
120 The Citation module must support the collection of additional persons information such as
witnesses or complainants.
121 Ability to generate eCitations and capture data in the RMS.
122 Ability to use a driver's license swipe to capture data for eCitations.
Field Interviews
123 The RMS must support the collection and tracking of Field Interview/Contact information to
include but not limited to date, time and location of contact, persons, vehicles and
description of incident.
124 Field Interview cards must track an unlimited number of persons and vehicles per incident.
125 The collection of detailed persons information must be supported for each individual added
to a Field Interview card.
126 The collection of detailed vehicle information must be supported for each vehicle added to a
Field Interview card.
127 The system must provide a user friendly advanced search capability within the Field
Interview module. The search must provide the ability to create a user/agency specific
search result using any/all combinations of data fields from the Field Interview entrance
screens.
Tracking Non-Criminal Personal
128 The RMS must support the collection and tracking of department contacts with the non-
criminal personal, to include but not limited to date, time and location of contact, persons,
vehicles and description of incident.
Page 7 of 7
Integrated Public Safety System
General Specification: Reporting
Reporting
# Requirement Response Comments
General Requirements
1 Ability to cross-reference incident information to the Case Report, Case Supplemental
Reports, Call Taker notes, and all other case documents to build an electronic case folder.
2 Ability to allow personnel with appropriate security ability to flag a Case for release (default)
or non-release of information to the public.
3 Ability to allow for "sticky note" type explanation for flags on case.
4 Ability to link two or more cases.
Report Entry/Edit/Approval
5 Ability to perform initial data entry from Desktop Workstations or Mobile for case reports,
associated reports (e.g., persons, property, vehicle), supplements, arrest report, traffic
citations, traffic crash report, crash diagramming, field interrogation.
6 Ability to have the same case number for multiple activity types. (e.g. an offense and traffic
accident can have the same case number (DUI with a traffic accident)).
7 Provide Mobile Reporting System support for Incident/Offense Report entry.
8 Ability to electronically route "Completed Incident/Offense reports" and report data to the
supervisor for approval.
9 Ability to track and audit inter-department notes or comments about reports returned for
corrections.
10 Ability to have notes purged upon approval.
11 Ability to electronically route approved reports from supervisors to Records.
12 Ability to automatically lock specific data fields to ensure that data elements are not altered.
Data should become locked when a report is identified as "completed".
13 Ability to associate original Incident/Offense Report or Accident (Crash) Report with
unlimited supplemental reports.
14 Ability for a Supplemental Report to be written and filed prior to the original.
15 Ability for the author to specify if the report being entered is the "original" or a
"supplemental" report.
16 Ability to link multiple Incident/Offense Report numbers, providing a clear indication to the
user when cases are linked.
17 Ability for the user to switch from one Incident/Offense Report directly to another without
re-querying.
18 Ability to produce a sortable list for status on all reports in system (e.g. sortable by status
and age since last action).
Page 1 of 6
Integrated Public Safety System
General Specification: Reporting
Reporting
# Requirement Response Comments
19 Ability to select and print (as well as print preview) single or multiple Incident/Offense
Reports residing on the MDC including all associated attachments.
20 Ability for the user to select what report components to print.
21 Ability for supervisory personnel to restrict cases.
22 Ability to log when a report has been reviewed or printed.
23 Ability to configure the system so that attempts to print will result in an alert to person
attempting to print.
24 Ability to configure the system so that attempts to print a restricted case will result in an
alert to person restricting print identifying person attempting to print.
25 Ability to notify supervisory personnel, after user defined period, to remove restriction.
26 Ability to print a report prior to final approval and should include an indication (such as a
watermark), to indicate to anyone viewing the report, that the report is "Unapproved".
27 Ability to include the date printed and individual printing on the printed report.
28 Ability to print a report after final approval and should include an indication (such as a
watermark), to indicate to anyone viewing the report, that the report is "Official".
29 Ability to redact information in a report, such as SSN, name, date of birth, sexual assault,
juvenile and other key fields.
30 Ability to provide data entry validation.
31 Ability to produce a preformatted "Press Report."
32 Ability to update reports with Clearance information, and generate another record to send
to the State.
33 Ability to generate and update State Accident Reports.
34 Ability to submit updated NIBRS information to the State.
35 Ability to capture and record all Uniform Crime Reports (UCR) and National Incident-Based
Reporting System (NIBRS) criteria using the standard reporting form. Provide edit/validation
capabilities for UCR / NIBRS data.
36 Ability to convert input to comply with UCR / NIBRS.
Report Indexing
37 Ability to collect information on persons directly or indirectly related to all reportable
incidents from original and supplemental reports, and add/cross-reference them to a single
Master Name Index (MNI) shareable and modifiable by all agencies.
38 Ability to maintain history of MNI data, default display showing the most current
information available.
Page 2 of 6
Integrated Public Safety System
General Specification: Reporting
Reporting
# Requirement Response Comments
39 Provide a visual indicator for juvenile records and conformance to applicable confidentiality
requirements.
40 Ability to expunge juvenile records upon receipt of court orders.
41 Ability to seal adult records upon receipt of court orders.
42 Ability to allow search on other record elements.
43 Ability to flag possible duplicates.
44 Provide for notification (e.g., mail, message at logon) when "hits" are made upon a search of
the MNI, advising other Agency members associated with an active case that another Unit
has retrieved a subject of their investigation.
45 Ability to associate digital mug shots with the Master Name Index, and perform a "Point &
Click" retrieval of the associated mug shot.
46 Ability, with proper security, to Join, delete/transfer MNI records, or to transfer associated
information to another MNI record.
47 Ability to automatically index records by Master Name Index, Master Location Index, Master
Vehicle Index, and Master Property Index.
48 Ability to access related information by Unit, Date/Time, Incident Number, Case Number,
location, name, SSN, vehicle tag, VIN.
49 Provide for integration of the Master Location Index with CAD and the spatial database.
Database Inquiry
50 Ability to perform a master file inquiry (MNI, MLI, MVI) for all applications allowing for
identification and retrieval of related records, including Offense Reports, citations, property.
51 Ability for authorized users to change MNI data for RMS.
52 Ability to search the entire (MNI) database of information, subject to data security
limitations, to locate individuals associated with case reports, arrests, warrants, criminal
history, citations, impounds, and field investigation reports.
53 Ability to enter data elements (e.g., First Name, DOB, SSN, date) to help narrow search.
54 Ability for "SOUNDEX" name search, or similar.
55 Ability to search by type of crime or all calls at a single address or by a map location for
selected time period.
56 Ability to direct output of a data search to a screen (workstation) or a printer.
57 Provide a log of inquiries to include logged-in user name, time/date, information accessed.
Page 3 of 6
Integrated Public Safety System
General Specification: Reporting
Reporting
# Requirement Response Comments
58 Provide document images and indexing of digital imaging such as mug shots and crime scene
photos, and make them available through a windows-based workstation to investigators
who can retrieve all case documents. Size of requirements must meet the needs of the
agency.
Agency Reporting (UCR, NIBRS)
59 Ability to satisfy the State requirements for UCR / NIBRS reporting.
60 Provide an electronic file writable to CD-ROM or other removable media, an electronic
file/data transfer for the UCR and NIBRS data, and a hard copy of the same information;
provide a copy of the same information for the submitting agency.
61 Provide the required State and National data elements.
62 Ability to edit the records for UCR and NIBRS validity and consistency as prescribed by the
State.
63 Ability to search for any time period a summary UCR / NIBRS data on the system for
analytical and statistical reporting.
64 Ability to output (to optical or other re-readable media) a periodic snap-shot of all UCR /
NIBRS data so that it can be accessed by analytical groups.
65 Ability to create Reports, including formats required by the State UCR / NIBRS Forms.
66 Ensure the State's acceptance of Agency UCR / NIBRS reports.
67 Ability to reclassify prior cases.
68 Ability to pre-edit reports before sending them to the State by listing any which do not
satisfy the State's edit requirements.
69 Provide internal reporting with drill-down capabilities (e.g.,UCR Part 1/2 Offenses, Hate
Crimes, year end summary of NIBRS statistics).
70 Provide a generalized file query by UCR / NIBRS defined categories.
Management Reporting
71 Provide a charge sheet and ability to print probable cause affidavit and associated forms
(i.e., i.e., LPD Custody Report, Larimer County Sheriff's Office Booking form, District Attorney
Case Summary and Filing Form).
72 Provide an Offense Summary Report by UCR / NIBRS code, by month, with comparisons with
prior month and same month prior year, and year to date totals.
73 Provide output files in .doc, .xls, and .pdf formats.
74 Provide an Exception Database Report: Listing of database updates requiring manual review
for MNI, MLI, MVI updates (e.g., duplicated/conflicts).
Page 4 of 6
Integrated Public Safety System
General Specification: Reporting
Reporting
# Requirement Response Comments
75 Provide Exception Case Reports: Match of calls for service in CAD with completed reports in
Records to identify required reports, and missing reports, listed by supervisor and unit.
76 Provide exception citation report audit of all issued citations by officer against assigned
citation numbers to determine which citations are still outstanding.
77 Ability to track issued and voided citations.
78 Ability for an authorized user to delete a case number that was unwanted from RMS so that
the case number would still be accounted for but not active in use.
79 Ability for an authorized user to change the disposition of the incident to "No Report
Required" after the fact if the initial entry was incorrectly coded to assign a case number
that was unwanted.
80 Provide Daily Activity Reports: Provide a report of Unit Activity each day.
81 Provide a monthly summary of the above Daily Activity Reports.
82 Ability to annotate, sort, summarize, and report on historical information for reporting
purposes.
83 Ability to seal & expunge records to comply with a court order for a specific charge or arrest.
84 Ability to retain cases consistent with State records retention requirements.
85 Ability to seal or expunge one arrestee in a report involving multiple arrestees.
Ancillary Functions
Registrants
86 Ability to capture a Criminal Registrants database for the registration of sex offenders and
other felons.
87 Ability to run queries and reports based on status (current sex offender, known, etc.).
88 Ability to capture sex offender and felon registration data, such as: conviction information,
alias, address verification (done and needed), mugshot, fingerprint, palm print,
demographics, next registration date, DOB, and sex offender status.
89 Ability to produce a sex offender report for release to public.
90 Ability to produce an exception report for registrant's address changes that do not match.
91 Ability to report on subset of criminal registrant file based on registrant type (e.g. sex
offender, treatment registrant).
92 Ability to select sex offenders information for ability to post to web ( default is not postable).
Page 5 of 6
Integrated Public Safety System
General Specification: Reporting
Reporting
# Requirement Response Comments
93 Ability to produce a sex offender report that meets the web criteria and with the assistance
of the City's IT personnel, make the report available via the City web site.
94 Ability to deactivate a sex offender.
95 Ability to run queries and reports on all registered sex offenders.
96 Ability to electronically create, complete (with signature) and print all sex offender
documents required by the state of Colorado and Loveland Police Department (e.g. Colorado
Sex Offender Registration, Colorado Sex Offender Vehicle Addendum, Colorado Sex Offender
Electronic Identifier Addendum, Colorado Sex Offender Employment Addendum, Loveland
Police Department Sex Offender Registration, State Advisement).
97 Ability to produce a report of registrants up for renewal in a user-defined time frame.
98 Ability to sort generated report by the due date
99 Support "Special Offenders" file for sexual offenders, habitual offenders; flag and alert
100 Ability to report on Criminal Registrant file.
101 Ability to notify agency-specified personnel when any registered person is contacted (e.g.,
inquiry into RMS, Field Interview taken, individual is arrested, citation).
Bicycle Registration
102 Ability to allow for self registration online, through city website
103 Ability to track registered bicycle information, including but not limited to the following:
104 a. Owner information to include name, address, phone number, email
105 b. Permit Number
106 c. Bicycle Make
107 d. Model (boys, girls, tandem)
108 e. Serial Number
109 f. Color
110 g. Photograph
111 h. Miscellaneous
POP, Extra Patrols
112 Ability to record residential and other locations that require special monitoring.
113 Ability to record the results of the patrol activities for each location.
Page 6 of 6
Integrated Public Safety System
General Specification: Community Policing
Community Oriented Policing
# Requirement Response Comments
General Requirements
1 Ability to track information, such as community complaints, investigations, incidents, alerts.
2 Provide for a primary control (tracking) number for each incident type (e.g., Traffic
Complaints, Community Oriented Policing, Citizen Inquiry).
3 Ability to capture and track crime prevention metrics (e.g. community events, presentations,
lock boxes).
4 Ability to import/export data from/to Master Name Index (MNI), Master Location Index
(MLI), Master Vehicle Index (MVI) databases.
On-Line Citizen Reporting
5 Ability for citizens to report minor incidents, crime tips, submit forms, etc. through an On-
Line service available 24 hours a day, 7 days a week.
6 Ability for On-Line reporting to populate the RMS.
7 A user friendly interface that even the most novice computer user can handle.
8 Incident specific messages provide the citizen with the same information an officer would in
the field so that there is no difference between a citizen’s interaction with the agency online
or with an officer on scene.
9 Ability to issue citizens temporary report numbers to refer to upon submission, which is
traceable in the online system as well as in the RMS.
10 Ability to email citizens with pdf attachment of report as well as approved permanent
offense number.
School Resource Reporting
11 Ability to email school district officials
12 Ability to import/export data from/to Master Name Index (MNI), Master Location Index
(MLI), Master Vehicle Index (MVI) databases.
13 Must follow SRO guidelines established by Colorado House Bill 12-1345 and House Bill 15-
1273.
Page 1 of 1
Integrated Public Safety System
General Specification: Hot Sheet
Hot Sheet (Shift Notes)
# Requirement Response Comments
General Requirements
1 Ability to notify units of key information through Dispatch or Patrol Briefing.
2 Ability to define distribution groups for hot sheets.
3 Ability for user to subscribe to hot sheets by type or specific data.
4 Ability to automatically create hot sheets based on user defined criteria (e.g. weekly,
quarterly).
5 Provide wireless distribution / dissemination and search / queries.
6 Provide Notices (e.g., name and description, wanted persons, runaways, missing persons).
7 Ability to search Hot Sheets for names, plates, etc.
8 Ability to manage Hot Sheets through manual and automatic (timed) item removal.
9 Ability to create electronic Hot Sheets through selection of report/incident data culled from
system reports, logs and records, and aggregating selected data elements into the electronic
Hot Sheet (e.g., stolen vehicles reported in last 24 hours, missing persons reported in last 48
hours, daily press report).
10 Provide active links to the originating data source/record/report for queries by personnel
reviewing a Hot Sheet.
Page 1 of 1
Integrated Public Safety System
General Specification: Booking
Booking
# Requirement Response Comments
General Requirements
1 The Booking System shall support the current booking process and a connection between
RMS and JMS to share data.
2 Provide a comprehensive system supporting intake processing, mugshots, and
administration.
3 Provide pick lists for frequently used fields including offense or statute codes, race, sex,
property types, and physical characteristics.
4 Ability for authorized users to program a pick list for any data entry field in the application.
5 Utilize the same MNI as the RMS.
6 Utilize a "Soundex" algorithm for use when searching the master name.
7
Provide an audit trail record for every record entered, edited or deleted. The audit trail
entry shall record the original value of the record or field, the new value, identify the user
who entered or changed the data, and the date and time of the entry or change.
8 Perform logging of all records viewed.
9 Provide a thumbnail photo with selected inmate queries/reports.
10 Capture the data necessary to complete all essential booking forms and make these easily
customizable by the system admin. (e.g. Loveland Police Department Custody Report,
Larimer County Sheriff's Office Booking Form, District Attorney Case Summary and Filing
Form)
System Administration
11 Ability for an authorized user to reset any system generated number (e.g., booking number)
yearly, monthly or daily.
12 Ability for an authorized user to make any field in the application a required data entry field
and must be able to switch from required to optional.
13
If a new ID number is issued for an arrestee and it is determined later through fingerprint
identification or some other means that the arrestee already had an ID number, the
application shall:
14 a. Allow the new information to be added to the original record as a new arrest.
15 b. Delete the ID number that was issued in error, but maintain an audit record of it.
16 c. Accommodate inmate name changes for repeat arrestee.
Intake Processing
Booking and Identification
Page 1 of 3
Integrated Public Safety System
General Specification: Booking
Booking
# Requirement Response Comments
17
For each Booking activity, record the Booking Officer involved, including the booking officer,
and those who conduct the following activities: fingerprinting, computer data entry, search,
and mug shot.
18 Ability to require Supervisor electronic or hard copy review/approval for all admissions.
19
Provide a list of any records that match either the name/alias or social security number
provided by the arrestee. The booking officer shall then have the responsibility for
determining which previous record, if any, matches the arrested person.
20 Ability for participant in the RMS/AFR to be pulled in to booking module to eliminate data re-
entry.
21 Upon selecting a previously issued ID Number, retrieve all pertinent data for that individual,
enter it in the new booking screen, and require verification of the data.
22 Ability to edit any field that has been pre-filled by the retrieval of a previously issued ID
number.
23 Display historical mugshot at time of booking and allow all previous mug shots to be viewed.
24 Ability to record type of search (e.g., pat down, strip search), Booking Officer performing the
search, search authorization.
25 If the arrestee has not been previously assigned an ID number, assign the next sequential
number in the ID number queue and proceed to the Arrestee/Inmate Information Form.
26 The Arrestee/Inmate Booking data shall incorporate all fields on required Booking Form and
shall be customizable to allow for new fields as deemed useful, necessary or mandated.
27 Provide an Add Charge process to enter additional charges that are added subsequent to
initial booking.
28 Ability to print all Booking Sheets when complete.
Arrestee Property
29 Ability to record and track all arrestee's property brought to Loveland Police Department.
30 Ability to track if arrestee's property has been processed into Property & Evidence.
31 Ability to track when property is released to non-arrestee, including a signature.
Facility Maintenance
32 Ability to log damaged equipment.
Page 2 of 3
Integrated Public Safety System
General Specification: Booking
Booking
# Requirement Response Comments
33 Provide a means of notifying a supervisor if an item is added to the damaged equipment log.
Reports & Queries
Reporting
34 Provide a report on all persons booked for a date or date range.
35 Ability to print an Inmate Property Inventory Report, detailing an inventory of arrestee's
property on demand.
Searches and Queries
36 Ability to send any report to the printer after it has been viewed on the screen.
37 Ability to provide multiple ways to search for booking records. At a minimum the system will
allow users to search by full or partial name, alias, Social Security number, arrestee ID
Number, other identifying numbers, or address.
38 Ability to display an Arrestee Summary Form which includes the following information:
39 a. First, Middle and Last Name, & Suffix
40 b. SSN
41 c. Booking Date & Time
42 d. Number of times arrested
43 g. Charges
44 j. DOB, Sex, Race, Height, Weight, Eye Color, Hair Color, etc.
45 Ability to provide a simple form for entering and transmitting wanted person, criminal
history and other common inquiries to CCIC.
46 Ability to cut, paste and output to Microsoft Office programs.
47 Ability to provide for an integrated mugshot system.
48 Ability for an end user to retrieve and view attached images from within the application.
49 Ability to track and search on prior arrestee mugshots, tattoos, Inmate property, etc.
Page 3 of 3
Integrated Public Safety System
General Specification: Mugshots
Mugshots
# Requirement Response Comments
General Requirements
1 Ability for the user to crop, resize, center, rotate, choose landscape or standard, alter the
picture's contrast, sharpness and brightness.
2 Ability to e-mail mug shot.
3 Ability for each record to store up to 999 active images and 999 archived images.
4 Ability to store images as individual JPEG images, as a non-proprietary format, directly
accessible without requiring conversion through the image capture application.
5 Ability for the user to view a lineup "template" or montage with a "key" suspect randomly
placed in a position within either a 6-up or 8-up lineup format.
6 Ability to upload photos to the lineup "template" or montage from mobiles.
7 Ability to alter the position of individual photos in the montage and add other photos using
drag & drop functionality.
8 Ability to display a preview of the captured image prior to final acceptance.
9 Provide consistent image quality throughout the agency.
10 Provide a user with the ability to acquire an image from the Windows clipboard for use
within the system.
11 Provide for thumbnail of the first image shown on the primary data entry screen and easily
enlarged by simply clicking on the thumbnail.
12 Provide the ability to create a selection set (query) of images based on a single suspect or on
a specific set of database physical and/or demographic data such as an eye color, hair color,
weight, height, comments, etc.
13 Provide for the image to be viewable at any capture or display station once a captured
image is saved to the image set.
14 Ability to dynamically resize the photo image while maintaining the image's original aspect
ratio.
15 Ability to post an image to the Clipboard for use in other applications.
16 Ability for users to display either the front or profile images (in either black and white or
color) within the lineup without switching to a separate window or initializing a separate
utility.
17 Ability to generate ID cards and wanted/missing posters.
18 Provide direct integration between digital mugshot system and the RMS.
19 Ability to integrate mugshots to the Master Name Record.
Page 1 of 1
Integrated Public Safety System
General Specification: Warrants
Warrants
# Requirement Response Comments
General Requirements
1 Ability to automatically generate a unique RMS file number for each warrant entered (i.e.,
number begins with the start of each year and starts over at the start of the following year).
2 Ability to maintain and track information concerning wanted persons, both within and
outside the agency’s jurisdiction.
3 Ability to record information on wanted persons (e.g., name, DOB, height, weight, hair color,
eye color, violation, bond amount and type, expiration date (for example 2 years), warrant
number, CCIC number).
4 Ability to enter narrative information for warrants.
5 Ability to automatically display if there is an active want (disposition of want is active) for
that person whenever the user accesses a name record.
6 Provide a visual alert to appear beside the person’s name or alias If there is an active want;
the visual alert describes the nature of the want or alert.
7 Ability for the wording of the want or alert display flag to be defined by the user.
8 Ability to log all wants, including by: warrant number, date of warrant, name and comments.
9 Ability to withdraw wants.
10 Ability to perform warrants inquiry.
11 Ability to run the warrants reports (e.g., all active warrants, active felony warrants, active
misdemeanors) containing:
12 a. Name
13 b. Date of Birth
14 c. Height / Weight
15 d. Hair Color
16 e. Eye Color
17 f. Type of Warrant
18 g. Warrant Date
19 h. Expiration Date of Warrant
20 i. Offense
21 j. Bond Amount / Bond Type
22 k. Address
23 Provide a log of all warrants removed from the system.
24 Ability to link without interfering with other entries and cancellations.
Page 1 of 2
Integrated Public Safety System
General Specification: Warrants
Warrants
# Requirement Response Comments
25 Ability to input multiple active wants or multiple offenses per want.
26 Ability for the wanted person's name automatically to become part of the central name
table.
27 Provide selected user-defined pre-formatted reports.
28 Provide for changes to a warrant (e.g., enter, modify, clear or cancel, enter/view State
messages) so that the changes are effected in the RMS and CCIC from a single entry and a
history of these changes are logged.
29 Ability to run a report of all active warrants for a user-defined time period.
30 Ability to run a report on expiring warrants coming due and the ability to delete the warrant
from the system directly from the report after verification.
31 Ability to flag a Master Name Record with an active Municipal warrants flag.
Page 2 of 2
Integrated Public Safety System
General Specification: Case Management
Case Management
# Requirement Response Comments
General Requirements
1 Provide a single Case Management System integrated with Records.
2 Ability to track Colorado Department of Human Services (CDHS) referrals, including the
ability to track the case referral number provided by CDHS.
3 Provide electronic case management including management and reporting of investigative
activity.
4 Provide a status indicator to review follow-up after user definable period.
5 Ability to make changes in case status.
6 Provide a variety of management and analytical tools to better manage Investigator
workloads, monitor performance, and allocate Agency resources.
7 Ability to determine the case solvability rating based on data entered in other fields by an
officer.
8 Ability to manually override the automatically determined solvability factor, or assign an
overriding priority.
9 Ability to track case outcomes and crime statistics over several year periods.
10 Ability to retrieve digitally-stored photographs, fingerprints, documents, etc., to be linked
digitally after imaging to the electronic case folder.
11 Ability to access reports by elements such as but not limited to Case Number, Name,
Location, Staff Assigned, and narrative text.
12 Ability for the Criminal Investigations Supervisor to call up all cases from a previous time
interval and review case assignments or dispositions.
13 Provide a supervisor's input queue displaying the Crime description and class, the case
number, incident number, date and time the incident was reported, location, type of report,
and the case solvability rating.
14 Provide electronic distribution of new cases to the appropriate units and/or individuals.
15 Ability to electronically route cases back to Patrol for follow-up.
16 Provide alerting to the Investigative supervisor when a new case is added to the system that
meets pre-determined/defined criteria (e.g., major crimes).
17 Provide alerting to the Investigative supervisor if the solvability factor changes once the
case has been approved by the Patrol Supervisor.
18 Provide a place for assigned cases in an investigator's case load pending queue when the
Investigator logs on to the computer, new cases are automatically presented for review.
19 Ability for the Investigator to complete a case, and transfer it to the Supervisor to mark a
case as closed.
20 Provide a case record, linked/associated by case number, which includes a case report,
supplemental reports, and evidence.
21 Provide access to mug shots though digital mug shot system interface.
Page 1 of 3
Integrated Public Safety System
General Specification: Case Management
Case Management
# Requirement Response Comments
22 Provide an audit log of all printed case records.
23 Provide a log of individuals reviewing cases and of those editing case records and/or
associated attachments (logged by type of action).
24 Ability for Investigators to enter unlimited searchable free-text into supplemental narrative
forms of the case record.
25 Ability to retrieve all reports associated with cases, including those prepared by other
officers.
26 Ability to prohibit/restrict/limit/regulate inquiry into selected in-process investigations and
completed cases where necessitated by law or court order.
27 Ability to selectively display reason for restriction.
28 Ability to secure special investigation information using assigned security passwords.
29 Provide authorized staff access to all Case records, but restrict editing / updating to
specifically authorized personnel, only.
30 Ability to restrict access to confidential / sealed cases / records.
31 Ability to report all cases not closed after an Agency-determined period from the incident
date.
32 Ability to identify cases w/o activity for a user-defined number of days.
33 Ability to classify and reclassify case status, with appropriate audit log (e.g., Active, Pending
Lab Report, Inactive, Closed).
34 Ability to generate case follow-up and case closure letters to be mailed to victims.
35 Provide a module that supports the division which investigates crimes associated with
financial crimes, gangs, narcotics, prescription drugs, and money laundering.
36 Ability to flag organized crime investigators for cases that contain narcotics information.
37 Ability to associate digital pictures as attachments to case records in order to avoid holding
CD of pictures in evidence.
38 Ability to print out to an audit log whenever a print out of evidentiary digital media is
accessed or printed.
39 Provide text search in body of Incident/Offense Reports.
40 Ability to track key organized crime person information, including name/alias, case report,
warrants, criminal history, citations, impounds, and field interview reports.
Page 2 of 3
Integrated Public Safety System
General Specification: Case Management
Case Management
# Requirement Response Comments
41 Ability to perform "Soundex" name search.
42 Ability to flag a person of interest if they are being investigated elsewhere in the agency.
43 Ability to perform text retrieval (narrative search).
44 Ability to access Field Incident Reports, Crash Reports, and Hot Sheets files.
45 Ability to flag during an address search for "hot spots" that may be a danger to officers.
Principal Case Management Reports
46 Ability to identify detectives that are assigned to a case to help facilitate victim queries.
47 Ability to query a case to identify all involved investigators/officers.
48 Ability to identify all cases with which an investigator/unit were involved.
49 Provide a case closure report listing the number and type of closures by division on periodic
basis.
50 Provide a clearance report, listing the number, type and percentage of cases cleared by
individual Investigator.
51 Provide a case aging report listing the report chronological case history by investigator and
offense type, and providing periodic review notifications.
52 Provide a case status report listing all cases and all changes in case status for a time period,
by unit or by division.
53 Provide case schedules listing due dates associated with cases.
54 Provide a case management report detailing by detective, a count of assigned, open, and
closed reports and the ratio of closed to assigned cases.
55 Provide closure letters, i.e., case closure letters to be mailed to victims.
56 Provide an audit log of closed cases.
Intelligence
57 Ability to prevent non-intelligence approved access to the Intelligence portion of the
system.
58 Ability for officers to enter information into the intelligence system that they cannot access
once entered.
59 Ability to maintain informant confidentiality.
60 Ability to track investigative funds distribution.
61 Ability to maintain a log and notify investigators of name searches performed by other
members of the investigative team.
62 Ability to track gang associations.
63 Ability for an authorized user to declassify any intelligence reports so that they can be
shared with prosecutors.
Page 3 of 3
Integrated Public Safety System
General Specification: Crime Analysis
Crime Analysis
# Requirement Response Comments
General Requirements
1 Ability to establish thresholds for exception reporting.
2 Provide support for continual improvement of law enforcement operations and
administration by providing periodic reports of division and departmental performance,
providing both current statistical and long term data in tabular and graphic format.
3 Ability to link via mapping, stolen vehicle steal and recovery locations.
4 Provide monthly and annual Report by division, shift, and unit of various statistics including
Arrests, Citations.
5 Provide Traffic Summary (Monthly and Annual Summary of Traffic Citations, Collisions and
Fatalities by location/intersection and age).
6 Ability to query based on a specific date range and date type (occurrence, entered, report,
etc.) for all reports.
7 Provide Arrests Reports (Monthly and Annual) of Total Arrests and by category: Felony,
Misdemeanor.
8 Provide Investigations Reports (Monthly and Annual): Case status Report; Crime Clearance
and Arrests.
9 Provide Exception Reports indicating significant variances of key metrics from prior months
and years.
10 Provide reports on the most recent 24 hours activity generally available, including: key
offenses, statistical RMS summary, Unit Activity.
11 Provide reports for Patrol: Monthly and Annual Report, by unit and shift, of various statistics
including Arrests, Citations.
12 Provide an exception report of invalid occurrence locations.
13 Provide a unit activity time per individual and department for events, Report Writing, and
other defined activities.
14 Provide a Demographic Profiling Report: Statistical data on unit-initiated traffic stops to
analyze racial / other profiling.
15 Provide information gathering and sharing, crime analysis, and Geographical Information
System (GIS)/mapping capabilities for criminal justice agencies by contributing data to
regional and/or state data sharing initiative(s).
Analysis
16 Ability to gather and analyze all information on a Police Report to aid in the research and
analysis of unsolved criminal acts within an area.
17 Ability to perform a link analysis with all of the various elements.
Page 1 of 4
Integrated Public Safety System
General Specification: Crime Analysis
Crime Analysis
# Requirement Response Comments
18 Provide support for Crime Prevention efforts by making information easily accessible and
updateable from the Agency.
19 Provide statistical data concerning the frequency and distribution of crime.
20 Provide access to data via ad hoc report writers using Boolean logic, spatial database
analysis, and longitudinal statistics.
21 Ability to utilize City's ESRI ArcGIS to perform analysis utilizing the RMS data.
22 Ability to produce electronic pin mapping by crime type and location (e.g., District,
Neighborhood, Census Tract).
23 Provide a user-friendly interface for updating existing boundaries and adding new ones.
24 Ability to map any incident type by any boundary.
25 Provide pin mapping access from workstations.
26 Ability to track complaints, crimes, and final dispositions by ways including: District,
Neighborhood, Census Tract.
27 Ability to identify crime patterns, including rates of increase/decrease, and areas with a
concentration (e.g., rash of burglaries).
28 Ability to perform proximity analysis.
29 Ability to collect relevant data and retrieve from the database crimes with a specific method
of operation (MO); e.g., Tools Used, Method of Entry, Point of Entry, Characteristic Actions,
Evidence Found, Victim Type/Location, Weapon.
30 Ability to rerun MO checks for new cases.
31 Ability to identify cases with similar subject characteristics to the following items, but not
limited to: Glasses, Teeth, Speech, Age, Demeanor, Habits, Appearance, Facial Hair,
Complexion Scars, Tattoos, Hair Length, Hair Style, Race, Height, Weight, Sex, Nickname, eye
color, build, piercing, handicaps.
32 Provide additional capacity for narrative "string" search.
33 Provide ad hoc reporting capability: Display or list cases through ad hoc inquiry for similar
characteristics.
34 Ability to sort and select the individual file data by a varied amount of descriptive elements.
35 Ability to automatically utilize the information, which was received during the initial incident
contact, as well as any further information developed during the investigation process.
Page 2 of 4
Integrated Public Safety System
General Specification: Crime Analysis
Crime Analysis
# Requirement Response Comments
36 Ability to link various elements with a case record, including: offenders, stolen/recovered
property, victim residence, names/telephone numbers, arrested person's residence, arrest
armed, drug related, vehicle description, domestic violence, assisting officers, case history,
event location, and arrest location.
37 Ability to record and search Field Interrogation Reports.
38 Provide ad hoc inquiry by various data elements (e.g., location, location type, block,
number).
39 Provide Soundex/Similar name retrieval search capability.
40 Ability to capture Crime Analysis related system information automatically from the
complaint report, and target specific crime types based upon offenders, date and time of the
offense, frequency of like occurrence, location of offense, grid location, type of
premises/location type, geographical grouping, method and point of entry, weapon/tool
used, method and point of entry/exit, victim data, type of property targeted, type of
property stolen, vehicle description, suspects description, evidence, MO factors, similar
crime patterns, habitual offender records, prints taken, prints matched, narrative search,
drug involvement.
41 Ability to search, sort, and report Crime Analysis information utilizing Name, Alias, and
Nickname with the above information.
42 Ability to generate career "patternable" criminals based on user defined criteria.
43 Ability to perform threshold reporting using user defined criteria (e.g. geographic location,
MO).
44 Ability to select records and create reports by selecting a geographic area on a map display
and adding additional search criteria to the query.
Reporting & Querying
45 Provide crime analysis data in graphical format: bar charts, pie charts, and maps.
46 Ability to export results to Excel.
47 Provide crime analysis data in geographically-based map format, utilizing the ESRI map / GIS
maintained by the City.
48 Ability for crime analysis tracking to interface to RMS to extract appropriate operating
parameters; provide Agency management with the ability to generate the statistics report
for a user defined period.
49 Provide agency management with the ability to extract specific CAD and RMS data so that
they can develop statistics report for a user defined period.
50 Provide a consolidated database, data dictionary and extract tools which crime analyst can
access to produce analytical reports.
Page 3 of 4
Integrated Public Safety System
General Specification: Crime Analysis
Crime Analysis
# Requirement Response Comments
51 Provide a report on agency-wide periodic and comparative crime statistics by crime type.
52 Provide a statistical report of complaints and crimes by District.
53 Provide a statistical report of complaints and crimes by specific Neighborhood, Census Tract.
54 Provide a report of individuals with user-defined criteria such as names/aliases satisfying
indicated specifications.
55 Ability to produce electronic maps of crime activity by crime type and location (e.g., District,
Neighborhood, Census Tract).
56 Ability to display and print graphs of crime trends.
57 Ability to output statistical information in a dashboard using various formats (numerical,
graphical).
Page 4 of 4
Integrated Public Safety System
General Specification: Personnel-Training
Personnel & Training
# Requirement Response Comments
General Requirements
1 Ability to generate multiple inventories for ammunition control.
2 Ability to store a compiled list of instructors to include: cell phone, home, office, and pager
numbers, along with area of expertise.
3 Ability to perform real time ammunition inventory updates.
4 Ability to notify the Training Section when a firearm is due for Preventive Maintenance (i.e.,
after a certain number of rounds have been fired).
5 Provide the Training Section access to Central Supply's master inventory, and the ability to
add or subtract weapons, when issued or returned, from their master inventory list.
6 Ability to search firearms/Tasers or other weapons, including: serial number, member
number, weapon type/manufacturer, member name.
7 Ability to generate multiple inventories for firearms/Taser control.
8 Ability to create a requisition or notify, when the ammunition inventory is becoming
depleted.
Personnel
9 Provide a personnel database that supports RMS local and AFR users with personnel
information.
10 Provide a personnel database from which users with permission can read and update
personnel information (e.g., Patrol Supervisor can update Patrol personnel information).
11 Ability to correlate equipment assigned with certification for all staff.
12 Provide a report of the agency roster based upon assignment.
13 Ability to assign a unique system identifier number as the primary identifying index.
14 Single personnel database from which all users will draw personnel information, with
authorization.
15 Secured ability to record and sort the personnel data, including but not be limited to:
16 Employee number
17 Name
18 Date of Hire
19 Date of Termination
20 Reason for Termination
21 Promotion Date
22 Pager, Cell Phone, Radio Address
23 Street Address
Page 1 of 3
Integrated Public Safety System
General Specification: Personnel-Training
Personnel & Training
# Requirement Response Comments
24 Identification Number (at least 5 digits)
25 Social Security Number
26 Date of Birth
27 Assignment
28 Rank
29 Special qualifications or skills (e.g., Radar Operator, Hostage Negotiator, SWAT trained,
language skills)
30 Emergency contact including telephone number
31 Name of spouse
32 Blood type
33 Driver's license number and expiration date
34 Additional variable user-defined data
35 Ability to correlate weapon-assigned with weapon-certified, which may be multiple, for all
staff.
Training Tracking
36 Ability to track training hours, budgets, and training by individuals, position, rank, and
category.
37 Ability to setup and maintain a schedule for different types of training activities.
38 Ability to track training course information, including: name/title of training course, course
number, date, location, hours, mandatory/non-mandatory, reimbursable/non-reimbursable,
grade.
39 Ability to capture and maintain the training information for each employee including:
date(s), name, employee ID, rank/position, assignment, employment data, education level,
certificate(s) of training, in-service training, training courses attended (course name/title,
course number, hours completed, instructor, certificate number), State-mandated training
(first aid, CPR, firearms/weapons, user defined fields).
40 Ability to display and/or print training shortfall list by employee.
41 Ability to print summary of training by employee, equipment, or by training type.
42 Ability to display and/or print a breakdown of monthly training, by: date, subject, sessions,
trainees (names), hours and total hours.
43 Ability to display and/or print an individual's training history in reverse chronologic order
(most recent first).
Record Entry & Querying
44 Ability to auto-post training information to a class roster.
45 Ability to download this information into individual member's training screens.
Page 2 of 3
Integrated Public Safety System
General Specification: Personnel-Training
Personnel & Training
# Requirement Response Comments
46 Ability to input a complete class at one time.
47 Ability to search by class name or wild card.
Quartermaster
48 Ability for agency to define and track inventory for items issued to staff.
49 Provide equipment inventory management capabilities, including tracking and reporting on
equipment by: Specific Unit (Property & Evidence, Criminal Investigations, Records, Patrol);
Specific Team (Crime Scene Technicians, SWAT, Crisis Negotiations, Mounted Patrol);
individual officer assigned (weapons, communications, tools).
50 Ability for officers to request and order specific equipment needs with supervisor approval.
51 Ability to inventory both disposable (or issue once items such as t-shirts, clothing) as well as
serialized items such as weapons, bullet proof vests, etc.
52 Ability to track historical inventory issuance per item.
53 Ability to track approved/preferred vendor information for each item.
Page 3 of 3
Integrated Public Safety System
General Specification: Interfaces
Interfaces
# Requirement Response Comments
General
1 Ability for interfaces to be capable of error checking.
2 Ability for web service notification if interfaces fail.
3 In the event that the interface becomes unavailable, ability for the system to notify the users
that the remote system is unavailable.
CAD Interface
4 Provide a one-way interface from LPD's TriTech CAD to RMS.
5 The CAD to RMS interface will be configurable; API or XML.
6 Provide LPD's TriTech CAD with the ability to access the RMS Master Name Index.
Active Directory Interface
7 Provide an interface to the Active Directory for user log in using a single ID and password to
have access to the system.
Mapping Interface
8 Ability to use data from the City's ESRI system in order to populate the system map.
9 After initial configuration of the map file format, updated files can automatically be used in
the system.
10 Ability to receive map updates from the GIS system.
11 Ability to use the same map/map data in RMS and AFR.
NCIC/CCIC Interfaces
12 Provide NCIC/CCIC interactive services, including: name inquiries, warrant checks, sexual
predator checks, license plate and VIN inquiries, item and serial article inquiries,
boat/aircraft/other registration inquiries, gun serial number inquiries, criminal history
inquiries.
13 Ability to run name and driver's license status check from single entry of either name
information or driver's license number, utilizing query response data for the
additional/subsequent queries, without the need to re-key any data.
14 Ability to comply with NCIC/CCIC policies and procedure regarding security and encryption.
15 Provide higher security for NCIC/CCIC criminal history queries.
16 Provide NCIC/CCIC access from any RMS workstation or Mobile.
17 Provide that all application fields related to NCIC/CCIC processing conforms to the NCIC/CCIC
rules for processing messages successfully and are table validated according to NCIC/CCIC
rules.
18 Ability to initiate NCIC/CCIC queries on all valid NCIC/CCIC message types using predesigned
forms. Responses to inquiries are returned to the original terminal requesting the inquiry
and give a visual or audio indication that the message is waiting to be viewed.
19 Provide logging of transactions to NCIC/CCIC and have the ability to retrieve them based on a
time/date range to be determined by the user.
Page 1 of 3
Integrated Public Safety System
General Specification: Interfaces
Interfaces
# Requirement Response Comments
20 When names are entered from various modules within the application, including felony
offenders or missing persons, provide for the entry of the name to generate an inquiry to
NCIC/CCIC for that name and returns a response to the originating terminal.
21 Provide for formatting and sending of inquiries to NCIC/CCIC and local Agency databases.
22 Ability to update the interface to the state's NCIC/CCIC system as the State changes its
specifications through the warranty period and/or under a current maintenance program.
23 Provide multiple levels of security for NCIC/CCIC access to include, but not limited to: Inquiry
only, Inquiry and criminal history access, entry capability, full access to all functions.
24 Ability to support 2-factor authentication.
Ticket Interface
25 Provide an interface to the Brazos ticket system. Based upon a review of the selected
vendor's RMS Citation capabilities, LPD will choose either to continue to use Brazos or the
vendor's capabilities.
Municipal Court
26 Provide an interface to the City's Jworks CourtView Municipal Court system.
27 Ability to validate prior to submission to courts.
28 Ability for re-submittal to CourtView.
29 XML Interface.
Jail/Corrections Interfaces
30 Provide an interface with the ability to capture livescan data and pull that data into the RMS.
Property & Evidence
31 Provide a bi-directional interface to The Beast system. Based upon a review of the selected
vendor's RMS Property & Evidence capabilities, LPD will choose either to continue to use The
Beast or the vendor's capabilities.
Data Sharing
32 Provide a one-way push interface to the CopLink system. The CopLink system node has a
machine footprint located in LPD’s network call “PDiBox”. This machine connects directly to
the RMS. PDiBox pulls records that are then shared through the Aurora node and out to the
larger CopLink user Agency community.
33 Assuming vendor's mug shot system is not selected, interface with the PTS-ITX EMM digital
mugshot system.
34 Provide a one-way push interface to the Lumen system.
35 Ability to submit records as required by Senate Bill 190. Senate Bill 190 will create a
statewide discovery system that all law enforcement will send their documents to.
36 Provide a one-way interface to the LeadsOnLine system for queries.
37 Provide a one-way push interface to the CrimeMapping.com/Omega system.
38 Convert current RMS data into the new RMS or provide a solution that will allow current
RMS data to be searched and retrieved.
Page 2 of 3
Integrated Public Safety System
General Specification: Interfaces
Interfaces
# Requirement Response Comments
39 Allow the DA to pull needed case files.
40 Provide a one-way interface to the TLO Public Records Database for queries.
Page 3 of 3
Pricing Proposal
Police Records Management and
Automated Field Reporting System
RFP Number: 2015 - 25
City of Loveland
RESPONSE FORMS INSTRUCTIONS
The Respondant is required to use the response forms contained in this document, the Proposal
Response Forms and the additional MS Excel Spreadsheets (Section 2 – Specification Spreadsheets).
The forms were created with Microsoft Word and Excel. Table fields have been added for the
convenience of the Respondant. In order to navigate the entire document, use the scroll bar. To
proceed to the next form field, press the arrow, tab, or page keys. The cursor will advance directly to
the next field.
Attach any supplemental information to the end of each section as directed.
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page ii
Table of Contents
Section Eight - Price Proposal .................................................................................................3
Summary Sheet: Project Charges ............................................................................................... 3
Section 8.1 – Hardware – Initial – Purchase............................................................................... 4
Section 8.2 – Operating Software – Initial – Purchase ................................................................ 6
Section 8.3 – Application Software – Initial – Purchase .............................................................. 7
Section 8.4 – Training .................................................................................................................. 8
Section 8.5 – Services .................................................................................................................. 9
Section 8.6 – Maintenance ....................................................................................................... 10
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 3
Section Eight - Price Proposal
Please complete the forms below.
Summary Sheet: Project Charges
Description Charges
1. Hardware $________ Complete
(Detail on Section 8.1)
2. Operating Software $________ Complete
(Detail on Section 8.2)
3. Application Software $________ Complete
(Detail on Section 8.3)
4. Training $________ Complete
(Detail on Section 8.4)
5. Services (Provide a brief description of the services that will be provided in Section 8.5.)
Project
Hours
Charges
1. Requirements, Planning and Design ________ $________ Complete
2. Systems Engineering ________ $________ Complete
3. Project Management ________ $________ Complete
4. Testing ________ $________ Complete
5. Travel Expenses $________ Complete
6. Delivery/Handling $________ Complete
7. Network Integration ________ $________ Complete
8. Mobile Systems Integration ________ $________ Complete
9. Mapping/Geofile Implementation ________ $________ Complete
10. Data Conversion ________ $________ Complete
11. Other _________________ ________ $________ Complete
12. Other _________________ ________ $________ Complete
13. Other _________________ ________ $________ Complete
14. Other _________________ ________ $________ Complete
15. Other _________________ ________ $________ Complete
16. Other _________________ ________ $________ Complete
Total Services: ________ $________
Total Project: $________
Discount: $________
TOTAL PROJECT: $________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 4
Summary Sheet: Project Charges
6. Maintenance – Annual Cost
(Detail in Section 8.6)
Hardware & Operating Software $________ Year 1
Application Software $________ Year 1
Section 8.1 – Hardware – Initial – Purchase
List all equipment items (e.g., Servers, Printers, Network Upgrades as needed, and all related
components) included in your proposal. Use additional sheets as required and number all pages.
Include any network and mobile hardware. Transfer the total to Summary Sheet, Line 1. Hardware.
Item
Number Description QTY
Unit Cost
$
Extended Cost
$
Hardware
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 5
Section 8.1 – Hardware – Initial – Purchase
List all equipment items (e.g., Servers, Printers, Network Upgrades as needed, and all related
components) included in your proposal. Use additional sheets as required and number all pages.
Include any network and mobile hardware. Transfer the total to Summary Sheet, Line 1. Hardware.
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
TOTAL HARDWARE COST $__________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 6
Section 8.2 – Operating Software – Initial – Purchase
List all operating software items (e.g., Operating Systems, Database Management Systems, and System
Utilities) included in your proposal. Use additional sheets as required and number all pages. Include any
network and mobile software. Transfer the total to Summary Sheet, Line 2. Operating Software.
Item Number Description QTY Unit Cost
$
Extended Cost
$
Operating Software Database and Utilities
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
Total Operating Software, Database and Utilities Cost $__________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 7
Section 8.3 – Application Software – Initial – Purchase
List all software modules included in your proposal. Use additional sheets as required and
number all pages. Transfer the total to Summary Sheet, Line 3. Application Software.
Item
Number Description
Seats or
Licenses Unit Cost $
Extended Cost
$
RMS
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
Total RMS $__________
AFR
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
Total AFR $__________
Other
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
________ _____________________________ _____ $_______ $__________
Total Other $__________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 8
Section 8.4 – Training
Please provide detail regarding proposed application and operating software training, including
system administration, and summarize on Summary Sheet, Line 4. Training.
Class Description
Max
Class
Size
Number of
Classes
Hours/
Class Charge $
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
__________________________________ _____ ________ _____ $_________
Please provide your current rates.
Trainer and User Training $ Per Hour
$ Per Day
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 9
Section 8.5 – Services
Provide pricing for services offered and their effect on the project. Services should be summarized on
Summary Sheet, Line 5. Services.
Service Description Hours Fees
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
________ _____________________________ ________ ________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 10
Section 8.6 – Maintenance
Maintenance must be complete as specified in RFP Section 4. The maintenance or license
charges for the first year must be included in the system purchase prices on Line 6.
Maintenance – Annual Cost, of the Price Summary Sheet.
Year 1 Year 2 Year 3 Year 4 Year 5
Server Hardware
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
Operating Systems
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 11
Section 8.6 – Maintenance
Application Software
Year 1 Year 2 Year 3 Year 4 Year 5
RMS
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
AFR
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
_______________________ $_________
$_________
$_________
$__________ $__________
Provide the percentage annual charge for application software maintenance, if applicable:
_____%
Provide the general maintenance program proposed (items covered or excluded, response
time, hours of coverage, etc.)
_____________________________________________________________________________
Request for Proposals
Police Records Management and
Automated Field Reporting System
RFP Number: 2015-25
City of Loveland
RESPONSE FORMS INSTRUCTIONS
The Respondant is required to use the response forms contained in this document, the Pricing
Proposal Response Forms and the additional MS Excel Spreadsheets (Section 2 – Specification
Spreadsheets).
The forms were created with Microsoft Word and Excel. Table fields have been added for the
convenience of the Respondant. In order to navigate the entire document, use the scroll bar. To
proceed to the next form field, press the arrow, tab, or page keys. The cursor will advance directly to
the next field.
Attach any supplemental information to the end of each section as directed.
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page ii
Table of Contents
Section One – Introduction and Proposal Requirements ..........................................................1
1.2 Project Background ......................................................................................................... 1
1.3 Project Intent ................................................................................................................... 1
1.4 Key System Functions ...................................................................................................... 1
1.5 Proposal Process Instructions.......................................................................................... 1
1.6 Definitive List of Proposal Contents ................................................................................ 1
1.6.1 Response Format ..................................................................................................... 1
1.7 Evaluation & Award Process ............................................................................................ 1
Additional Requirements and Information ................................................................................. 2
Project Organization ............................................................................................................... 2
Prime Contractor / Integrator Company Information ............................................................... 3
General Questions .................................................................................................................. 8
Contractor Supplemental Information ................................................................................... 12
Section Two – Background and Functional Requirements ...................................................... 13
2.2 Agency Background and Sizing ...................................................................................... 13
2.3 Systems Background ...................................................................................................... 13
2.3.1 Application Systems Overview ............................................................................... 13
2.3.2 Major Networks ....................................................................................................... 13
2.3.3 Detailed System Description ................................................................................... 13
2.4 Future Direction ............................................................................................................ 13
2.4.1 Application Systems ............................................................................................... 13
2.4.2 Data Conversion / Data Availability ........................................................................ 13
2.5 Functional Requirements .............................................................................................. 13
2.5.1 Overall Functional Requirements ........................................................................... 13
2.5.2 Software Functional Requirements......................................................................... 13
Additional Requirements and Information ............................................................................... 21
Additional Data Migration Requirements .............................................................................. 21
Contractor Supplemental Information ................................................................................... 22
Section Three – Architecture Requirements .......................................................................... 23
3.2 Architecture ................................................................................................................... 23
3.3 Infrastructure Requirements ......................................................................................... 23
3.4 Integration ..................................................................................................................... 23
3.5 End User Equipment ...................................................................................................... 23
Additional Requirements and Information ............................................................................... 24
Contractor Supplemental Information ................................................................................... 26
Section Four – Service and Maintenance Requirements ........................................................ 27
4.2 General Maintenance Provisions .................................................................................. 27
4.3 System Warranty ........................................................................................................... 27
4.4 Service and Maintenance .............................................................................................. 27
Additional Requirements and Information ............................................................................... 28
Contractor Supplemental Information ................................................................................... 30
Section Five – Performance Requirements ............................................................................ 31
5.2 Testing ........................................................................................................................... 31
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page iii
5.3 System Acceptance ........................................................................................................ 31
5.4 Functional Acceptance Test ........................................................................................... 31
5.5 Performance Test .......................................................................................................... 31
5.6 Reliability Test ............................................................................................................... 31
5.7 Ongoing System Performance ....................................................................................... 31
5.8 System Performance Profile .......................................................................................... 31
5.9 System Response Time .................................................................................................. 31
5.10 Computer System Availability ....................................................................................... 31
5.11 Formal Verification ........................................................................................................ 31
Additional Requirements and Information ............................................................................... 32
Contractor Supplemental Information ................................................................................... 32
Section Six – Implementation Requirements ......................................................................... 33
6.2 General Implementation Requirements ....................................................................... 33
6.2.1 Conduct of Work ..................................................................................................... 33
6.2.2 Use of Facilities....................................................................................................... 33
6.2.3 Restoration of Premises ......................................................................................... 33
6.2.4 Qualifications of Implementation Staff .................................................................... 33
6.2.5 Documentation ........................................................................................................ 33
6.3 Project Management ..................................................................................................... 33
6.3.1 Coordination............................................................................................................ 33
6.3.2 Scheduling .............................................................................................................. 33
6.4 Site Planning .................................................................................................................. 33
6.4.1 Facility Requirements ............................................................................................. 33
6.5 Coordination Meetings .................................................................................................. 33
6.6 Phase-in Requirements ................................................................................................. 33
6.7 Acceptance Testing ........................................................................................................ 33
6.8 Training .......................................................................................................................... 34
6.8.1 Training Guidelines ................................................................................................. 34
6.8.2 System Training and Documentation Requirements .............................................. 34
6.8.3 Training Schedule ................................................................................................... 34
6.8.4 Training Database .................................................................................................. 34
6.8.5 Training Volumes .................................................................................................... 34
6.8.6 Ongoing Training .................................................................................................... 34
6.9 Implementation Plan ..................................................................................................... 34
6.9.1 Include Schedule of Events .................................................................................... 34
6.9.2 Structure with Phases, Acceptance Plan & Milestones .......................................... 34
6.9.3 State How Requirements Will Be Met .................................................................... 34
6.9.4 Provide a Stand-alone Document ........................................................................... 34
6.9.5 Training on Preventative Maintenance Procedures and Software ......................... 34
Additional Requirements and Information ............................................................................... 35
General Questions ................................................................................................................ 35
Contractor Supplemental Information ................................................................................... 36
Section Seven – Contract Requirements................................................................................ 37
7.1 Instructions .................................................................................................................... 37
7.2 Definitions ..................................................................................................................... 37
7.3 Agreement Period ......................................................................................................... 37
7.4 Amendments and Change Orders ................................................................................. 37
7.5 Complete System ........................................................................................................... 37
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page iv
7.6 Continuity of Personnel ................................................................................................. 37
7.7 Patents and Copyrights ................................................................................................. 37
7.8 Permits........................................................................................................................... 37
7.9 New/Uniform Hardware ................................................................................................ 37
7.10 Transportation and Installation ..................................................................................... 37
7.10.1 Initial Installation and Return .................................................................................. 37
7.10.2 Mechanical Replacement ....................................................................................... 37
7.10.3 Installation ............................................................................................................... 37
7.10.4 Risk of Loss or Damage to Equipment ................................................................... 37
7.11 Subcontractors .............................................................................................................. 38
7.12 Applicable Regulations .................................................................................................. 38
7.13 Payment Terms .............................................................................................................. 38
7.14 Appropriations of Funds ................................................................................................ 38
7.15 No Right to Terminate ................................................................................................... 38
7.16 Liquidated Damages ...................................................................................................... 38
7.17 Perpetual Software License/Source Code ..................................................................... 38
7.18 Hardware Sizing ............................................................................................................. 38
7.19 City’s Standard Software Agreement Terms ................................................................. 38
Contractor Supplemental Information ................................................................................... 39
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 1
Section One – Introduction and Proposal Requirements
Use the table below to acknowledge your review and acceptance of the sections of the RFP. If an
explanation is required, it can be entered in Additional Requirements and Information in this
section.
1.2 Project Background Yes No
1.3 Project Intent Yes No
1.4 Key System Functions Yes No
1.5 Proposal Process Instructions Yes No
1.6 Definitive List of Proposal Contents Yes No
1.6.1 Response Format Yes No
1.7 Evaluation & Award Process Yes No
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 2
Section One – Introduction and Proposal Requirements
Name of Principal Software Contractor: _____________
Principal Contact Person: _____________
Address 1: _____________
Address 2: _____________
Address 3: _____________
Telephone: _____________
FAX: _____________
Name of RMS Contractor: _____________
Name of Mobile Contractor: _____________
Name of Mapping Contractor /Product _____________
Names of Hardware Contractors: _____________, _____________
_____________, _____________
Additional Requirements and Information
Project Organization
Name of Contractor: _____________
Principal Contact Person: _____________
Address 1: _____________
Address 2: _____________
Address 3: _____________
Telephone: _____________
FAX: _____________
E-mail: _____________
Name of Individual Project Manager: _____________
Telephone: _____________
E-mail: _____________
Location of Project Office: _____________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 3
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
Systems Experience of Integration Firm
1. Years in Public Safety integration business: _____________
2. Total number of Public Safety systems installed: _____________
3. Total systems installed in Colorado Counties/Cities: _____________
FIRM EMPLOYEES involved in System Integration
4. National: _____________
5. Local (within 100 miles of Larimer County, CO): _____________
6. Total Full Time Employees: _____________
7. Total Part Time/Contract Employees: _____________
8. Percentage of revenue from Public Safety Systems
Integration:
_____________
9. Percentage of revenue from Other Sources: _____________
a. List principal other sources: _____________
10. Proposed Project Manager: _____________
a. Project Manager Resume Provided (Mark
“X”)?
b. Office Location of Project Manager: _____________
11. Financial Statements Enclosed: (Mark “X” for Yes).
a. Include the company’s past three (3) years of
audited Financial Statements
_____________
12. Specify the number of years the contractor has
been in the public sector software business.
Provide public sector vs. private sector for number
of clients, as well as revenue percentage
comparisons.
_____________
Prime Contractor / Integrator Company Information
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 4
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
Prime Contractor / Integrator Company Information
13. Provide a chronology of the company’s growth,
heritage, staff size and ownership structure.
_____________
14. Indicate whether the business is a parent or
subsidiary in a group of companies
_____________
15. Has the company or product being proposed ever
been purchased by another company or acquired
because of a merger or acquisition.
Yes No
a. If yes, provide details regarding the name of the
companies involved, specific products affected
and when such merger or acquisition(s) took
place.
_____________
16. What percentage of revenues does this offered
system versus other products/services represent to
your company?
_____________
17. Provide a brief statement of the company’s
background demonstrating longevity and financial
stability.
_____________
18. Indicate if the Company incurred an annual
operating loss in the last 5 years.
_____________
19. If Contractor is a subsidiary, provide financial
statements for parent organization as well as
separate financial statements for the proposing
subsidiary.
_____________
20. Has the company had a workforce reduction during
the past 5 years?
Yes No
a. If yes, provide details regarding workforce
reductions: i.e., percentage of workforce,
areas affected, senior management team
changes.
_____________
21. Provide details of all past or pending litigation, liens
or claims filed against contractor.
_____________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 5
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
Prime Contractor / Integrator Company Information
22. Have any of these lawsuits involved a County
Government?
Yes No
a. If Yes, Which? _____________
23. Describe the seniority, tenure and background of
the senior management team.
_____________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 6
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
Prime Contractor / Integrator Company Information
(Please submit a minimum of four references in detail; give system integration client references who
have been clients for at least one year using similar systems as the one requested here (Colorado
agencies preferred).
1. CUSTOMER NAME: _____________
CUSTOMER LOCATION: _____________
POPULATION, if Government: _____________
CUSTOMER CONTACT PERSON : _____________
CUSTOMER PHONE NUMBER: _____________
CUSTOMER CONTACT FAX: _____________
CUSTOMER CONTACT E-MAIL: _____________
PROJECT DESCRIPTION: _____________
2. CUSTOMER NAME: _____________
CUSTOMER LOCATION: _____________
POPULATION, if Government: _____________
CUSTOMER CONTACT PERSON : _____________
CUSTOMER PHONE NUMBER: _____________
CUSTOMER CONTACT FAX: _____________
CUSTOMER CONTACT E-MAIL: _____________
PROJECT DESCRIPTION: _____________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 7
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
Prime Contractor / Integrator Company Information
3. CUSTOMER NAME: _____________
CUSTOMER LOCATION: _____________
POPULATION, if Government: _____________
CUSTOMER CONTACT PERSON : _____________
CUSTOMER PHONE NUMBER: _____________
CUSTOMER CONTACT FAX: _____________
CUSTOMER CONTACT E-MAIL: _____________
PROJECT DESCRIPTION: _____________
4. CUSTOMER NAME: _____________
CUSTOMER LOCATION: _____________
POPULATION, if Government: _____________
CUSTOMER CONTACT PERSON : _____________
CUSTOMER PHONE NUMBER: _____________
CUSTOMER CONTACT FAX: _____________
CUSTOMER CONTACT E-MAIL: _____________
PROJECT DESCRIPTION: _____________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 8
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
1. Have you included all requested products, services
and training in your Response?
Yes No
a. If no, explain: _____________
2. Will prices be firm for 180 days from date of
submission?
Yes No
3. Copies of the standard contracts must be included
with the Proposal. Indicate which sample contracts
are attached.
Yes No
• Software License Agreement _____________
• Software Maintenance Contract _____________
• Operating System Software License Contract _____________
• Hardware Purchase Agreement (if proposed) _____________
• Hardware Maintenance Contract (if proposed) _____________
• Others (list): _____________
4. What is the cost-free software warranty period? _____________
5. What agency information technology staffing do you
recommend to support your system? Please provide
in full time equivalent (FTE) figures.
_____________ FTEs
6. Will the agency be provided with the data dictionary
and be allowed to gain access to the database in
order to develop any ancillary applications external
to the application systems provided?
Yes No
a. What tool is provided to the agency to develop
queries of the database?
_____________
7. Will software maintenance prices associated with
State and Federal mandated changes be included
and maintained for the duration of the proposed
maintenance contract?
Yes No
General Questions
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 9
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
1.9.4 General Questions
8. Will you provide, at no additional charge, new
products, if RMS or AFR applications are replaced
while under warranty or maintenance contract?
Yes No
9. Will application software license be a license in
perpetuity?
Yes No
10. Will the source code for application software be
provided to the customer and the costs provided
with this proposal?
Yes No
11. What is your charge (during the contract period)
for additional systems work?
• Programming $_____________ per hour
• Training $_____________ per hour
• File Conversion $_____________ per hour
12. Are all software changes provided to other
customers incorporated into the release of the
product to be offered to the agency?
Yes No
13. Describe how your company measures customer
satisfaction for software applications and
customer service and support.
_____________
14. Describe internal performance metrics used to
quantify key customer support responsiveness,
such as: issues resolved on the first call, average
call duration, average time to reach resolution.
_____________
15. Describe the company’s commitment to research
and development for the specific public safety
applications being proposed; include development
staff size and percentage of annual revenue
invested in application development of solution.
_____________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 10
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
1.9.4 General Questions
16. What is the date the original application software
was released?
RMS: ___ / ___ / ___ ( mm / dd / yyyy )
AFR: ___ / ___ / ___ ( mm / dd / yyyy )
17. How long have the present software versions been
on the market?
RMS: _____________
AFR: _____________
18. What is the name of the language in which the
software is written?
RMS: _____________
AFR: _____________
19. Was the system designed with a relational
database management system? If yes, specify the
database engine employed.
Yes No
RMS: _____________
AFR: _____________
20. Who originally wrote the proposed software: Self,
Agent, Licensor or Other?
RMS: _____________
AFR: _____________
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 11
Section One – Introduction and Proposal Requirements
Additional Requirements and Information
1.9.4 General Questions
21. How many customers are using the most current
version?
RMS: _____________
AFR: _____________
22. Does AFR Application support a forms-based field
entry so that the incident reporting screen has the
look and feel of standard forms?
Yes No
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 12
Section One – Introduction and Proposal Requirements
Contractor Supplemental Information
Additional Requirements and Information
Please add any additional supplemental information in this section.
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 13
Section Two – Background and Functional Requirements
Use the table below to acknowledge your review and acceptance of the sections of the RFP. If an
explanation is required, it can be entered in Additional Requirements and Information in this
section.
2.2 Agency Background and Sizing Yes No
2.3 Systems Background Yes No
2.3.1 Application Systems Overview Yes No
2.3.2 Major Networks Yes No
2.3.3 Detailed System Description Yes No
2.4 Future Direction Yes No
2.4.1 Application Systems Yes No
2.4.2 Data Conversion / Data Availability Yes No
2.5 Functional Requirements Yes No
2.5.1 Overall Functional Requirements Yes No
2.5.2 Software Functional Requirements Yes No
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 14
Section Two - Background and Functional Requirements
Description Yes / No Comments
2.5.1 Overall Functional Requirements
Industry Standard Architecture /
Web-based Architecture /
Document Management /
High Availability /
Secure /
Two-Factor Authentication /
Scalable /
Full Integration /
Workflow Functionality /
Relational Database
Management System /
Data Integrity and Validation
Tools /
Database Case Record Locking /
External Integration Flexibility /
Integrated Map Based Crime
Analysis /
2.5 Functional Requirements
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 15
Section Two - Background and Functional Requirements
2.5.2 Software Functional Requirements
This section is part of the RFP and contains an attachment in the form of an MS Excel Specification
Spreadsheet (e.g., General, AFR, Reporting, Community Policing, Hot Sheet).
Contractor shall prepare as part of their response the following in the Functional Exceptions /
Clarifications table below:
To detail the deliverable date and cost for any requirements which are answered with the
“Modification Required” designation.
To provide an explanation for any requirement which is marked “EXPLANATION REQUIRED.”
To provide additional explanation to the answer provided in the response block if the
Contractor feels so compelled.
To provide additional information about a feature which the Contractor believes is unique or a
particular capability of the proposed product.
Functional Exceptions/Clarifications Table
Spec # Functional Exceptions / Comments / Clarifications Cost ($)
2.5 Functional Requirements
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 16
Section Two - Background and Functional Requirements
2.5.2 Software Functional Requirements
Functional Exceptions/Clarifications Table
Spec # Functional Exceptions / Comments / Clarifications Cost ($)
2.5 Functional Requirements
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 17
Section Two - Background and Functional Requirements
2.5.2 Software Functional Requirements
Functional Exceptions/Clarifications Table
Spec # Functional Exceptions / Comments / Clarifications Cost ($)
2.5 Functional Requirements
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 18
Section Two - Background and Functional Requirements
2.5.2 Software Functional Requirements
Functional Exceptions/Clarifications Table
Spec # Functional Exceptions / Comments / Clarifications Cost ($)
2.5 Functional Requirements
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 19
Section Two - Background and Functional Requirements
2.5.2 Software Functional Requirements
Functional Exceptions/Clarifications Table
Spec # Functional Exceptions / Comments / Clarifications Cost ($)
2.5 Functional Requirements
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 20
Section Two - Background and Functional Requirements
2.5.2 Software Functional Requirements
Functional Exceptions/Clarifications Table
Spec # Functional Exceptions / Comments / Clarifications Cost ($)
2.5 Functional Requirements
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 21
Additional Data Migration Requirements
Additional Requirements and Information
Migration of present data files is required to the system selected through this process. It is
expected that the conversion programs will be thoroughly tested, and that full data sets will be
totally converted and loaded into the system during an evening or weekend.
In addition to the data volumes specified respond to the following:
1. Available programs/scripts for scrubbing Master Name Index information prior to data
migration. Provide an explanation of the process used to perform this function.
Response: Yes No
Explanation
2. Capacity to assist in the set up of the Geofile, and scrub associated data. Provide an explanation of
the process used to perform this function.
Response: Yes No
Explanation
3. Ability to convert data from current RMS to populate the new RMS.
Response: Yes No
Explanation
4. Ability to transfer the data from the current RMS to a new database that can be searched and
retrieved from within the new RMS.
Response: Yes No
Explanation
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 22
Section Two - Background and Functional Requirements
Please add any additional supplemental information in this section.
Additional Requirements and Information
Contractor Supplemental Information
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 23
Section Three – Architecture Requirements
Use the table below to acknowledge your review and acceptance of the sections of the RFP. If an
explanation is required, it can be entered in Additional Requirements and Information in this
section.
Description
Conform With
Requirements
Yes / No
Comments
3.2 Architecture /
3.3 Infrastructure Requirements
3.3.1 Operating System and Related
Software /
3.3.2 High Availability Requirement /
3.3.3 Capacity /
3.3.4 Upgrades and Expansion /
3.3.5 Concurrent Operation /
3.3.6 Infrastructure Functionality /
3.3.7 System Backup /
3.3.8 Network Operating System and
Protocol /
3.4 Integration
3.4.1 System Integration and Network
Equipment /
3.5 End User Equipment
3.5.1 Desktop Workstation /
3.5.2 Bar Coding/RFID /
3.5.3 Mobile Data Computer /
3.5.4 eCitation System /
3.5.5 Tablet /
S
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 24
Section Three – Architecture Requirements
1. Are all delivery and installation charges for
Contractor supplied hardware included in this
Response?
Yes No
2. If Agency provides hardware according to
Contractor specifications, will the Contractor
warrant the system?
Yes No
3. Which proposed items are priced at State or
Federal Contract pricing?
_____________
4. Do the Workstations use MS Windows as the
primary OS for the proposed application?
Yes No
a. If no, what OS is being proposed? _____________
b. How long has the workstation model been
on the market?
_____________
5. Proposed primary servers Make/Model _____________
a. How long have they been on the market? _____________
6. Do the primary application (RMS, AFR) servers
operate on MS Windows?
Yes No
a. What version of MS Windows? _____________
b. If not MS Windows, what OS? _____________
c. Do any of the servers operate on an OS
other than MS Windows?
Yes No
i. If yes, what OS? _____________
7. Do the tablets use MS Windows as the primary OS
for the proposed application?
_____________
a. If no, what OS is being proposed? _____________
8. Have you included requested network integration
services?
Yes No
a. What is the proposed firewall? _____________
b. What is the proposed core network switch
model?
_____________
c. Have you included any required building
cabling changes?
Yes No
Additional Requirements and Information
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 25
Section Three – Hardware and Network Requirements
9. Please identify any switching equipment needed. _____________
10. Please indicate the minimal and optimal workstation configurations below:
(Full Specifications must be submitted with Proposals)
• RMS WORKSTATIONS specifications MINIMAL / OPTIMAL
• What is the Operating System? _____________ / _____________
• Processor Type _____________ / _____________
• Monitor Size _____________ / _____________
• Hard Disk Storage _____________ / _____________
• RAM Memory _____________ / _____________
• Cache memory size: _____________ / _____________
• Additional: _____________ _____________ / _____________
11. Please indicate the minimal and optimal workstation configurations below.
• Mobile Data Computer Specifications MINIMAL / OPTIMAL
• What is the Operating System? _____________ / _____________
• Processor Type _____________ / _____________
• Monitor Size _____________ / _____________
• Hard Disk Storage _____________ / _____________
• RAM Memory _____________ / _____________
• Cache memory size: _____________ / _____________
• Additional: _____________ _____________ / _____________
12. Please indicate the minimal and optimal workstation configurations below.
• Tablet Specifications MINIMAL / OPTIMAL
• What is the Operating System? _____________ / _____________
• Processor Type _____________ / _____________
• Monitor Size _____________ / _____________
• Hard Disk Storage _____________ / _____________
• RAM Memory _____________ / _____________
• Cache memory size: _____________ / _____________
• Additional: _____________ _____________ / _____________
Additional Requirements and Information
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 26
Section Three – Hardware and Network Requirements
Contractor Supplemental Information
Additional Requirements and Information
Please add any additional supplemental information in this section.
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 27
Section Four – Service and Maintenance Requirements
Use the table below to acknowledge your review and acceptance of the sections of the RFP. If an
explanation is required, it can be entered in Additional Requirements and Information in this
section.
Description
Conform With
Requirements
Yes / No
Comments
4.2 General Maintenance Provisions /
4.3 System Warranty /
4.4 Service and Maintenance /
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 28
Section Four – Service and Maintenance Requirements
1. What is your cost-free application warranty period? _____________
a. Does warranty start at time of acceptance? Yes No
2. Is the application system license perpetual without any added
fees? (This means that the City can use the system without ever
paying again. Thus, there will be NO time limit on the
application license contract.)
Yes No
a. If no, how long is the license agreement valid? _____________
b. Will you sign a 10 year software maintenance agreement
with a built in escalator?
Yes No
3. Will you guarantee to make available 10 years of support for
the proposed application systems?
Yes No
4. Will all equipment be warranted as factory new (if proposed)?
Yes No
5. What is your cost-free hardware warranty period (if proposed)? _____________
6. Is equipment maintenance to include preferred response time
(if proposed)?
Yes No
a. Hours to respond? _____________
b. Is on-site warranty coverage provided? _____________
c. Where is the hardware support office? _____________
d. Where is the nearest hardware parts office? _____________
7. Does the proposed equipment maintenance provide:
a. A loaner unit if unit is not repaired in 24 hours of first
call?
Yes No
8. What is your cost-free software warranty period? _____________
9. Are annual application upgrades and enhancements included
when maintenance is purchased?
Yes No
10. Do you offer a "Help Desk" for software problems? _____________
a. If so what are the hours of operation? _____________
b. Toll-Free Telephone Number? _____________
Additional Requirements and Information
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 29
Section Three – Service and Maintenance Requirements
11. What is your average response time for a software
maintenance call? _____________
a. What hours of support are you offering? _____________
b. Is on-site support available 24 hours and 365 days a
year?
Yes No
c. Is the same 24 x 7 support available during the
warranty period?
Yes No
Additional Requirements and Information
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 30
Section Four - Contractor Supplemental Information
Contractor Supplemental Information
Additional Requirements and Information
Please add any additional supplemental information in this section.
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 31
Section Five – Performance Requirements
Use the table below to acknowledge your review and acceptance of the sections of the RFP. If an
explanation is required, it can be entered in Additional Requirements and Information in this
section.
Description
Conform With
Requirements
Yes / No
Comments
5.2 Testing /
5.3 System Acceptance /
5.4 Functional Acceptance Test /
5.5 Performance Test /
5.6 Reliability Test /
5.7 Ongoing System Performance /
5.8 System Performance Profile /
5.9 System Response Time /
5.10 Computer System Availability /
5.11 Formal Verification /
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 32
Section Five – Performance Requirements
Contractor Supplemental Information
Additional Requirements and Information
Please add any additional supplemental information in this section.
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 33
Section Six – Implementation Requirements
Use the table below to acknowledge your review and acceptance of the sections of the RFP. If an
explanation is required, it can be entered in Additional Requirements and Information in this
section.
Description
Conform With
Requirements
Yes / No
Comments
6.2 General Implementation
Requirements
/
6.3 Project Management /
6.4 Site Planning /
6.5 Coordination Meetings /
6.6 Phase-in Requirements /
6.7 Acceptance Testing /
6.2.1 Conduct of Work /
6.2.2 Use of Facilities /
6.2.3 Restoration of Premises /
6.2.4 Qualifications of Implementation Staff /
6.2.5 Documentation /
6.3.1 Coordination /
6.3.2 Scheduling /
6.4.1 Facility Requirements /
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 34
6.8 Training /
6.9 Implementation Plan /
6.8.1 Training Guidelines /
6.8.2 System Training and Documentation
Requirements /
6.8.3 Training Schedule /
6.8.4 Training Database /
6.8.5 Training Volumes /
6.8.6 Ongoing Training /
6.9.1 Include Schedule of Events /
6.9.2 Structure with Phases, Acceptance Plan
& Milestones /
6.9.3 State How Requirements Will Be Met /
6.9.4 Provide a Stand-alone Document /
6.9.5 Training on Preventative Maintenance
Procedures and Software /
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 35
Section Six – Implementation Requirements
General Questions
Additional Requirements and Information
1. What agency technical staffing do you recommend to support
your system?
_____________
2. Will you provide electronic documentation for the following?
a. Hardware Manuals (if proposed) Yes No
b. Application Systems Documentation Yes No
c. User Operations Manual Yes No
3. How many hours of project management will you provide to
Agency?
_____________
4. Explain any environmental modifications (e.g., electrical, air
conditioning) that may be needed in order to install your
system.
_____________
5. Have you attached your proposed implementation plan and
Gantt Chart?
Yes No
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 36
Section Six – Implementation Requirements
Contractor Supplemental Information
Additional Requirements and Information
Please add any additional supplemental information in this section.
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 37
Section Seven – Contract Requirements
Use the table below to acknowledge your review and acceptance of the sections of the RFP.
Description Conform With Requirements
Yes / No
7.1 Instructions Yes No
7.2 Definitions Yes No
7.3 Agreement Period Yes No
7.4 Amendments and Change Orders Yes No
7.5 Complete System Yes No
7.6 Continuity of Personnel Yes No
7.7 Patents and Copyrights Yes No
7.8 Permits Yes No
7.9 New/Uniform Hardware Yes No
7.10 Transportation and Installation Yes No
7.10.1 Initial Installation and Return Yes No
7.10.2 Mechanical Replacement Yes No
7.10.3 Installation Yes No
7.10.4 Risk of Loss or Damage to Equipment Yes No
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 38
Description Conform With Requirements
Yes / No
7.11 Subcontractors Yes No
7.12 Applicable Regulations Yes No
7.13 Payment Terms Yes No
7.14 Appropriations of Funds Yes No
7.15 No Right to Terminate Yes No
7.16 Liquidated Damages Yes No
7.17 Perpetual Software License/Source Code Yes No
7.18 Hardware Sizing Yes No
7.19 City’s Standard Software Agreement Terms Yes No
Loveland Police Department
Police Records Management and Automated Field Reporting System RFP
Page 39
Section Seven – Contract Requirements
Contractor Supplemental Information
Additional Requirements and Information
Please add any additional supplemental information in this section.
Request for Proposals
Addendum #1
Police Records Management and
Automated Field Reporting System
RFP Number: 2015-25
City of Loveland
Office of the City Clerk
500 East Third Street, Suit 230
Loveland, Colorado 80537
Question to: cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
Page 2 of 3
RFP 2015-25: Police Records Management
and Automated Field Reporting System
Addendum #1
Answers to Questions from Pre-Proposal Conference
1. Q: Is there a possibility of a 30 day extension on the Proposal Response time?
A: The City has chosen to extend the schedule for RFP 2015-25. The revised
schedule is shown below, and is intended to replace Section 1.5.1 of the RFP
Narrative document. The altered dates are shown in italics.
1.5.1 Significant Dates
It is intended that the following dates will govern this procurement. These
dates are subject to change based on the needs of the City.
Activity Date Time
RFP Issue Date July 30, 2015
Webex Pre-Proposal Conference August 18, 2015 10:00 a.m.
Final Written Questions Due September 4, 2015 2:00 p.m.
Official Responses to Questions Issued September 11, 2015
Proposals Due October 8, 2015 2:00 p.m.
Short-List Notification October 30, 2015
Short-List Contractors Demonstrations December 7-11, 2015
Reference Checks & Site Visits December 2015 –
January 2016
Best and Final Offer from Selected
Short-List Contractors
December 2015 –
January 2016
Finalization of Contract with Selected
Contractor
January – February 2016
Recommendation to Command Staff February 2016
Contract Award recommendation to
City Council
March 2016
2. Q: Is the Vendor expected to propose hardware?
A: Yes. Vendors are expected to provide the hardware specifications and
recommendations, but the City reserves the right to purchase the hardware
Office of the City Clerk
500 East Third Street, Suit 230
Loveland, Colorado 80537
Question to: cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
Page 3 of 3
separately from the Vendor contract if it can acquire the hardware at a lower cost
through State contract.
3. Q: Does the City have an established budget and funding for the project?
A: The City has an established budget with funding. It seeks the best solution for
the investment that it can achieve.
Request for Proposals
Addendum #2
Police Records Management and
Automated Field Reporting System
RFP Number: 2015-25
City of Loveland
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
RFP 2015-25: Police Records Management
and Automated Field Reporting System
Addendum #2
Answers to Questions Submitted
1. What do we do if the locked Pricing Response Form does not provide enough room
for response?
A. Please provide an attachment with your additional detail, and refer to the
attachment within the body of the Pricing Response Form.
2. The City has a mapping system to be integrated? What components of the mapping
system need to be integrated beyond the supply of maps?
A. The City of Loveland Police Department (LPD) utilizes an ESRI GIS database.
LPD expects for the Vendor’s RMS to integrate with the City’s ESRI GIS for the
purpose of, but not limited to: crime mapping, crime analysis, record
validation.
3. What is the City looking for in the way of basic detention management capabilities?
A. The RMs must support the import of detention data (breathalyzer, finger
printing, mugshots, and forms) and the temporary holding of arrestees until
transfer.
4. How does the Beast import and export data?
A. The Beast utilizes its own database and a PDF417 bar coding system to import
property data. The Beast exports data via email, Microsoft Office, Adobe
Acrobat, or Crystal Reports.
5. Can the contractor choose to provide interfacing capabilities only for the BEAST
Property & Evidence system?
A. Yes, but LPD would prefer that the Vendor propose both a Property &
Evidence module and an interface to the Beast.
6. Does the State of Colorado Sex Offender Registry import data? If so, how?
A. The State of Colorado does not currently have the ability to import data.
7. How does Larimer County import booking data?
Page 2 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
A. At this time Larimer County does not import the booking data. However, LPD is
looking for a system that is capable of exporting this data so that, in the
future, it is able to support it.
8. How does CAD export data?
A. Tritech Inform CAD exports data in either an ASCII or XML data format.
9. How would the geo-database be queried and what form would the response take?
A. It is expected that the geo-database will be used for address validation in the
RMS and the crime analytics section of the system.
10. What future positive ID interfaces does the City envision?
A. LPD is looking to acquire an RMS that is state-of-the-art, and continually tests
and utilizes advances in technologies as they emerge. For example, we
anticipate the Department will want to utilize fingerprint scanners in the field
for positive ID.
11. Does the mission critical systems/ external systems already use NIEM?
A. LPD’s current RMS, Northrup Grumman, utilizes NIEM.
12. How does the Brazos Traffic Ticket system export data?
A. Brazos Traffic Ticketing System can export data elements and a pdf copy of the
ticket within an xml file.
13. Functional Requirements, General tab, item 7: What data is supplied by Active
Directory to the RMS?
A. Item 7 does not discuss Active Directory. Item 48 and 51, involve Active
Directory. Active Directory supplies the login and password.
14. Functional Requirements, General tab, item 9: Does the City expect the RMS to
automatically delete RMS records based on a configurable retention schedule and
parameters?
A. Yes. LPD expects the RMS to automatically delete an RMS record when it
reaches the end of its configured retention schedule.
15. Functional Requirements, General tab, item 15: Does the ability to purge names not
associated with any instances refer to Master Name Records that are not associated
with an incident/involvement?
A. Yes. LPD expects the RMS to have the ability to purge a name from the Master
Name Record if the name is not associated with an incident within a user
defined time period.
Page 3 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
16. Functional Requirements, General tab, item 17: How much of or what data elements
of a report would be expected to be cloned? What reports would this involve?
A. LPD expects the RMS to have the ability to clone a report in its entirety with
the option to select individual sections. This option should be available for all
report types.
17. Functional Requirements, General tab, item 20: Does integrating Policies and
Procedures entail making a Policies and Procedures document available to users? If
not, what does it entail?
A. Yes, preferably in an electronic, field sensitive manner.
18. Functional Requirements, General tab, item 26: What features of the application
would be expected to be table driven?
A. We are requesting that you provide an off-the-shelf, configurable system. If
your system provides the necessary functionality through the use of tables,
this is compliant. If not, please explain how you provide this type of agency-
configurable functionality. We are not looking for a custom-designed system.
19. Functional Requirements, General tab, item 38: What forms, tools, and devices
would the City expect to be provided for maintaining various databases?
A. LPD is looking for a highly-configurable system, preferably table-driven. Forms
also must be highly-configurable by LPD (e.g., easily modified, labels changed,
and fields marked as mandatory). The system must also provide for the update
of lookup tables and an API for interfaces must also be provided.
20. Functional Requirements, General tab, item 50: What is expected in the
management of workstation security profiles? Certain machines could access only
portions of the RMS?
A. LPD expects the RMS to support system admin’s ability to set security
parameters on users and selected workstations. Under security parameters,
certain workstations would not be capable of utilizing the entire RMS Suite.
21. Functional Requirements, General tab, item 56: Is the RMS expected to house
employee records?
A. Yes. LPD expects the RMS to incorporate a Personnel, Training and
Quartermaster module, capable of storing employee and personnel data.
22. Functional Requirements, General tab, item 80: Provide an authorized user the
ability to enable/disable system interfaces through a user interface?
Page 4 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
A. No. LPD expects the RMS to give authorized users the ability to enable/disable
system interfaces for users, while those users are utilizing the training/test
environment.
23. Functional requirements, AFR tab, item 128; The RMS must support the collection
and tracking of department contacts with non-criminal personal, to include but not
be limited to date, time and location of contact, persons, vehicle and description of
incident. Does “personal” mean personnel or does it mean citizen contacts?
A. In the specification, “personal” means a citizen contact. LPD expects the RMS
to support the ability to capture non-criminal citizen data relating to incidents.
24. Functional Requirements, AFR tab, item 8: What defines ‘officer working’?
A. LPD expects the RMS to be capable of running “officer working” reports, a
report that management can use to understand which case reports are not
completed, which officers are on those cases, and when were they started.
25. Functional Requirements, AFR tab, item 9: Is the Calls for Service module part of the
current TriTech CAD system?
A. Yes.
26. Functional Requirements, AFR tab, item 18: What types of citations are to be
handled by the Citations module?
A. The citation module will need to include traffic, parking, and animal control
and must stay up-to-date with Colorado citation reporting.
27. Functional Requirements, AFR tab, item 19: What is expected in the way of
‘solvability’ information?
A. LPD expects the RMS to support the prioritization of key data points and
produce a probability of solving a case, the case’s “solvability”.
28. Functional Requirements, AFR tab, item 25: Is this automatic or manual? Should an
alert be associated with the Master Name Index because the BOLO, or should the
officer creating the BOLO be notified of an existing index?
A. LPD expects the RMS to have the ability to automatically associate an Active
BOLO to create an Alert within the Master Name Index.
29. Functional Requirements, AFR Tab, item 32: Please provide a list of elements which
may need to be linked.
A. LPD expects the RMS to have the ability to link elements of an Incident (i.e.
link Car to Registered Owner, link Car to Driver, link Property Items to Property
Owner).
Page 5 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
30. Functional Requirements, AFR tab, item 33: What supplemental reports would be
entered into the RMS before the case report was finalized?
A. LPD expects the RMS to have the ability to capture new information collected
by the officers and produce supplemental reports to be attached to current,
but not finalized, case records. (i.e. new evidence, new suspect information)
31. Functional Requirements, AFR tab, item 36: What type of operations that would be
supported by the RMS would be done over restricted bandwidth communication
channels?
A. LPD expects the RMS to have the ability to link with the AFR module to allow
mobile case data to automatically sync live to the RMS database.
32. Functional Requirements, AFR tab, item 39: Is the ability to generate case reports,
etc., referring to an ability of an agency to generate their own custom forms?
A. LPD expects the RMS to have the ability to generate all reports based on
standardized templates. These templates must be customizable by System
Admins.
33. Functional Requirements, AFR tab, item 42: What form of request does the CAD
accept when an AFR requests a case number?
A. The following language will replace AFR tab, item 42. Please respond to this
language in item 42. The request for a case should be made in CAD. After that
is done, the data should populate the appropriate report fields in the RMS.
34. Functional Requirements, AFR tab, item 52: What CAD Event information would be
used as a basis for a report?
A. LPD expects the RMS to interface to CAD for the transfer of call data into the
Police Case Record. The data transferred from CAD can be, but is not limited
to: call time, caller information, unit dispatched, & unit dispatch time.
35. Functional Requirements, AFR tab, item 71: What sort of selected attributes would
be in showing a supervisor’s report queue?
A. LPD expects the RMS to have the ability for supervisors to select attributes to
sort reports in their queue. These records could be sorted by: oldest report,
most recent report, report type, report date, & report by officer.
36. Functional Requirements, AFR tab, item 83: What report would be used to record
the results of the patrol activities for each location? What are the data elements
that would be recorded?
A. LPD expects the RMS to have the ability to produce Problem Oriented Policing
(POP)/Extra Patrol reports that record data about patrols activity at a given
Page 6 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
location. The data collected should include, but is not limited to: location,
date, time, case number, officer information, & free-form narrative.
37. Functional Requirements, AFR tab, item 91: What data transmission methods would
be used to download images and information from a remote workstation/laptop
while the laptop is disconnected from the network?
A. To clarify, we are not expecting to download images when the remote device
is disconnected from the network. Instead, LPD expects the RMS to have the
ability to download images and information directly to the mobile
workstations and, when in disconnected mode, utilize those images and
information.
38. Functional Requirements, AFR tab, item 100: How many Colorado Accident forms
are there and what are all the types of accidents that each covers?
A. The State of Colorado has a DR2447 form which is used for all types of traffic
accidents. In addition, there is a DR2447A which is included for accidents that
have a fatality.
39. Functional Requirements, Reporting, item 4: What does linking refer to here? Does
it refer to having a hyperlink to access one case while in the other, just being able to
add a comment that these two cases are connected, or does it refer to grouping
cases?
A. LPD expects the RMS to have the ability to link two or more cases together
into groups. Grouping cases will be used to show associated cases.
40. Functional Requirements, Reporting, item 38: Please provide a list of fields for
which the history data should be audited. For which fields should the history be
available on the UI?
A. We are requesting that you provide an off-the-shelf, configurable system. This
item is asking whether your system is capable of supporting this functionality.
We are not looking for a custom-designed system.
41. Functional Requirements, Reporting, item 46: In case of transfer of one MNI to
another, or transfer of associated information to another MNI record, what is
expected of the information overwritten in the MNI? Should a fully auditable copy
of the original information be maintained?
A. Yes, a fully auditable copy of the original information needs to be maintained.
42. Functional Requirements, Reporting, item 46: Is the Master Name Index expected
to be overwritten if an incident details are overwritten? Is it expected that the
historical data will be audited or available as historical data within the system?
Page 7 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
A. Yes, a fully auditable copy of the original information needs to be maintained.
43. Functional Requirements, Reporting, item 102: Is it expected that the data captured
on the online portal is retrieved, stored, and available for review OR is the online
portal for registration expected to be part of the RMS?
A. LPD expects the RMS to have the ability to retrieve, store, and make available
for review the data captured on the online portal.
44. Functional Requirements, Reporting, item 112: Exactly what information should be
recorded?
A. If the selected Vendor is not able to provide an off-the-shelf report, LPD
expects to work with the selected Vendor during implementation to create a
report that meets the needs of the Agency.
45. Functional Requirements, Reporting, item 113: Exactly which details should be
reported?
A. If the selected Vendor is not able to provide an off-the-shelf report, LPD
expects to work with the selected Vendor during implementation to create a
report that meets the needs of the Agency. Please see the response to
question 36.
46. Functional Requirements, Community Policing, item 11: Is it sufficient to redirect
the email to the client of the user?
A. No. We are looking for the system to be able to store email addresses of
school district officials and send notifications to those emails.
47. Functional Requirements, Community Policing, item 8: Does this refer to broadcast
messages, or a chat help desk? Does the creation of the specific messages have to
be free from human intervention completely?
A. LPD requires the system have on-line citizen reporting capabilities; this is
preferred through a Web interface that has the same look and feel as the LPD
website. The data from the citizen report will be automatically loaded into the
RMS from the on-line citizen report.
48. Functional Requirements, Property, item 10: Will this involve human intervention?
Is this expected to be a notification if a match is found? Or is it supposed to be to
find matches when specifically searched for? Or is it supposed to match
periodically?
A. LPD expects the RMS to have the ability to flag lost or stolen reported items
when they are entered into the RMS. (i.e. while reporting on a missing bike,
Page 8 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
the officer inputs the bikes description and is notified that the bike has already
been discovered and is being held as found property.)
49. Functional Requirements, Property, item 96: What is the expected data to be
shared?
A. LPD expects the RMS to have the ability to communicate Property data across
all RMS modules. (i.e. property data populates case reports, property linked to
crime analysis)
50. Functional Requirements, Booking, item 49: Is the mugshot & tattoo search
expected to be an image search, where the search parameter itself is an image? Or
is it expected to search by the associated meta data of the image?
A. LPD expects the RMS to store all mugshots and allow the user to retrieve the
mugshots. In addition, a user must have the ability to photograph and store
tattoo photos and enter tattoo descriptions and search by tattoo descriptions.
51. Functional Requirements, Case Management tab, item 1: What type of inputs
should the Case Management System receive from the Colorado Department of
Human Services besides case referral number? How should the RMS track CDHS
referrals?
A. Item 1 does not refer to CDHS. LPD believes this question refers to Item 2. We
are requesting that you provide an off-the-shelf, configurable system. This
item is asking whether your system is capable of supporting this functionality.
We are not looking for a custom-designed system.
52. Functional Requirements, Case Management tab, item 2: What workflows should be
incorporated into the case management system for the City? What interaction
would the City need between the case management system and the court system?
A. LPD believes this question refers to Item 1. We are requesting that you
provide an off-the-shelf, configurable system. This item is asking whether your
system is capable of supporting this functionality. We are not looking for a
custom-designed system.
53. Functional Requirements, Case Management tab, item 6: What sort of analytical
tools did the City have in mind to better manage investigator workloads,
performance and agency resources?
A. We are requesting that you provide an off-the-shelf, configurable system. This
item is asking whether your system is capable of supporting this functionality.
We are not looking for a custom-designed system.
54. Functional Requirements, Case Management tab, item 7: What is the case
solvability algorithm?
Page 9 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
A. LPD expects to work with the Vendor during implementation to create a
solvability algorithm that meets the needs of the Department.
55. Functional Requirements, Case Management tab, item 20: What data elements
would the City need in a case record?
A. LPD expects the RMS to have the ability to create case records that include,
but are not limited to: case reports, supplemental reports, & evidence records.
56. Functional Requirements, Case Management tab, item 35: What kind of support
would the division which investigates crimes associated with financial crimes, gangs,
etc. need?
A. We are requesting that you provide an off-the-shelf, configurable system. This
item is asking whether your system is capable of providing a module to track
these types of crimes. We are not looking for a custom-designed system.
57. Functional Requirements, Case Management tab, item 39: For the provision of a
text search in the body of Incident/Offense reports, in a web-based application,
would the browser’s search functionality suffice or what more would be required?
A. LPD expects the RMS to have the ability to perform in-application text
searches.
58. Functional Requirements, Case Management tab, item 40: For the ability to track
key organized crime person information, would a Master Name record search where
the master name record contains the person’s involvements suffice or could the City
give an example of the required functionality?
A. LPD expects the RMS to have the ability to track organized crime person
information utilizing the Master Name Record.
59. Functional Requirements, Case Management tab, item 57: What data elements are
desired in the Intelligence portion of the system?
A. LPD is looking for a system that has field-level configurable security. These
data elements will be discussed during the configuration of the system with
the selected vendor.
60. Functional Requirements, Case Management tab, item 58: What information/fields
would the officer not be able to access once they entered it into the Intelligence
portion of the system? Would that denial of access include view permission such
that the office can no longer see that information or just edit permission such that
the officer cannot change the information?
Page 10 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
A. LPD is looking for a system that has field-level configurable security. These
data elements will be discussed during the configuration of the system with
the selected vendor.
61. Functional Requirements, Case Management tab, item 60: What data elements are
needed to track investigative funds distribution?
A. We are requesting that you provide an off-the-shelf, configurable system. This
item is asking whether your system is capable of supporting this functionality.
We are not looking for a custom-designed system.
62. Functional Requirements, Case Management tab, item 62: To track gang
associations, is something more needed than to record gang information and
provide the ability to search gang information? If so, what?
A. LPD is looking for a system that allows for the tracking of gang associations
and the ability to search the data.
63. Functional Requirements, Personnel-Training tab, item 1: What data elements
would be needed for ammunition control?
A. We are requesting that you provide an off-the-shelf, configurable system. This
item is asking whether your system is capable of supporting this functionality.
We are not looking for a custom-designed system.
64. Functional Requirements, Personnel-Training tab, item 5: How does Central Supply
provide access to their master inventory list and what data elements are accessible
and what data elements are modifiable by the RMS’s Personnel-Training module
beyond the ability to add/subtract weapons and issued/returned date/times?
A. In the same tab, Personnel-Training, the Quartermaster subsection provides
for tracking of assigned inventory.
65. Functional Requirements, Personnel-Training tab, item 25: Should the SSN or any
other personnel data be encrypted/restricted?
A. LPD expects the RMS to have the ability to secure SSN data through
encryption.
66. Functional Requirements, Warrants, item 24: Link warrants amongst them? Or link
warrants with another module?
A. This is the ability to link between warrants that may have related factors.
67. Functional Requirements, Warrants, item 26: Does the Central Name Table refer to
the Master Name Index?
A. Yes. The Central Name Table is the Master Name Index.
Page 11 of 12
Office of the City Clerk
500 East Third
Street, Suite 230
Loveland, Colorado 80537
Question to:
cindy.scymanski@cityofloveland.org
Proposals to: bids@cityofloveland.org
http://www.ci.loveland.co.us/
68. Functional Requirements, Warrants, item 28: Is it expected that the RMS will update
without asking for user confirmation? Is it desired that the Master Name index also
update automatically?
A. LPD expects the RMS to have the ability for warrant changes to be entered
once into the RMS and automatically update the Master Name Index.
69. Functional Requirements, Crime Analysis, item 1: For which fields is threshold
based exception reporting expected?
A. Specific fields will be identified during the implementation process. At this
time, the Agency is asking whether or not you are capable of supporting this
functionality.
70. Functional Requirements, Crime Analysis, item 48: Please provide a list of operating
parameters which may need to be extracted.
A. Parameters will be provided to the selected Vendor. At this time, the Agency is
asking whether or not you are capable of supporting this functionality.
71. Functional Requirements, Crime Analysis tab, item #15: The requirement: Provide
information gathering and sharing, crime analysis, and Geographical Information
System (BIS)/mapping capabilities for criminal justice agencies by contributing data
to regional and/or state data sharing initiative(s). What information would be
shared and how would it be contributed to (transmitted to or viewed by)
regional/state data sharing initiatives?
A. The specific data to be shared will vary on a case-by-case basis. At this time,
the Agency is asking whether or not you are capable of supporting this type of
data sharing capability.
Page 12 of 12
0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00% 80.00%
CoHero
Optimum Tech
Sungard
TriTech
Qualifications
Data Conversion Experience
Functional Requirements
Hardware/Network
Service & Maintenance
Performance
Implementation
Contractual
Price
Demo
Quick View
ITEM CoHero Optimum Tech Sungard TriTech
Main Office San Diego, CA Columbus, OH Lake Mary, FL San Diego, CA
Employees
3 Full time / 1
Contract
29 Full time / 1
Contract
769 Full Time / 30
Contract
606 Full Time / 5
Contract
Server Windows 2012 R2 Windows
Windows Server
2008
Windows Server
2008 R2 and 2012
R2
Operating System Windows 7 / 10
RMS: Windows 7
Mobile: iOS 5 &
Android 2.1
Windows Windows 7 or 8.1
Database Microsoft SQL Microsoft SQL 2012 Microsoft SQL
Microsoft SQL
Server (SQL 2008
R2, 2012 SP2, and
2014)
Language
Server: C# / Client:
JavaScript/HTML5
.NET 2.0
RMS: C# (.NET),
Visual FoxPro
AFR: Visual FoxPro
Delphi for .net
and C#
Source Code Provided YES NO YES YES
Perpetual Application Software
License
YES YES YES YES
File Conversion? None Anticipated YES YES YES
Software Support
9 5 M F Non
Critical
24x7 Critical
8 8 M F Standard
24x7 Available
8 5 M F Standard
24x7 Emergency
7:30 7:30 M F
Standard
Afterhours support
offered
Software Warranty and First year
Maintenance provided after
acceptance.
12 Months /
Contracted after
First Year
CoHero Optimum Tech Sungard TriTech Maximum CoHero Optimum Tech Sungard TriTech
Qualifications 5.33% 3.83% 8.00% 8.83% 10.0%
Data Conversion Experience 0.83% 0.83% 4.17% 4.17% 5.0%
Functional Requirements 15.46% 16.73% 20.71% 20.09% 25.0%
2.1 General RMS
2.1.1 General Requirements 0.21% 0.13% 0.23% 0.18% 0.25% 3 2 4 2
2.1.2 System Architecture 0.23% 0.18% 0.25% 0.22% 0.25% 4 2 4 3
2.1.3 Database Design 0.25% 0.25% 0.25% 0.23% 0.25% 4 4 4 4
2.1.4 Audit and Security Requirements 0.25% 0.23% 0.25% 0.18% 0.25% 4 4 4 2
2.1.5 User Interface 0.15% 0.25% 0.23% 0.20% 0.25% 2 4 4 3
2.1.6 Mapping and Spatial Database 0.25% 0.25% 0.25% 0.25% 0.25% 4 4 4 4
2.1.7 Help Functions 0.20% 0.25% 0.25% 0.25% 0.25% 3 4 4 4
2.1.8 Training & Test System 0.21% 0.25% 0.25% 0.21% 0.25% 3 4 4 3
2.2 AFR
2.2.1 General Requirements 0.25% 0.19% 0.20% 0.24% 0.29% 3 2 2 3
2.2.2 Remote Photo Lineup 0.00% 0.23% 0.29% 0.11% 0.29% 0 3 4 1
2.2.3 Arrest/Booking Features 0.29% 0.24% 0.29% 0.24% 0.29% 4 3 4 3
2.2.4 Accidents 0.23% 0.00% 0.29% 0.19% 0.29% 3 0 4 2
2.2.5 Citations 0.18% 0.21% 0.29% 0.29% 0.29% 2 3 4 4
2.2.6 Field Interviews 0.29% 0.29% 0.29% 0.29% 0.29% 4 4 4 4
2.2.7 Tracking Non Criminal Personal 0.00% 0.29% 0.29% 0.29% 0.29% 0 4 4 4
2.3 Reporting
2.3.1 General Requirements 0.22% 0.11% 0.22% 0.22% 0.22% 4 2 4 4
2.3.2 Report Entry/Edit/Approval 0.19% 0.13% 0.19% 0.17% 0.22% 3 2 3 3
2.3.3 Report Indexing 0.21% 0.19% 0.21% 0.22% 0.22% 4 3 4 4
2.3.4 Database Inquiry 0.20% 0.20% 0.22% 0.20% 0.22% 3 3 4 3
2.3.5 Agency Reporting (UCR,NIBRS) 0.20% 0.07% 0.22% 0.22% 0.22% 4 1 4 4
2.3.6 Management Reporting 0.13% 0.16% 0.21% 0.22% 0.22% 2 2 4 4
2.3.7 Registrants 0.13% 0.00% 0.18% 0.18% 0.22% 2 0 3 3
2.3.8 Bicycle Registration 0.20% 0.00% 0.20% 0.20% 0.22% 4 0 4 4
2.3.9 POP, Extra Patrols 0.00% 0.11% 0.22% 0.22% 0.22% 0 2 4 4
2.4 Community Policing
2.4.1 General Requirements 0.50% 0.50% 0.50% 0.50% 0.50% 4 4 4 4
2.4.2 On Line Citizen Reporting 0.33% 0.00% 0.42% 0.00% 0.50% 2 0 3 0
2.4.3 School Resource Reporting 0.33% 0.00% 0.33% 0.50% 0.50% 2 0 2 4
2.5 Hot Sheet
2.5.1 General Requirements 0.00% 0.00% 0.90% 0.00% 1.50% 0 0 2 0
2.6 Property
2.6.1 General Requirements 0.29% 0.99% 1.16% 1.36% 1.50% 0 2 3 4
2.7 Booking
2.7.1 General Requirements 0.15% 0.15% 0.19% 0.13% 0.21% 2 2 4 2
2.7.2 System Administration 0.21% 0.21% 0.18% 0.21% 0.21% 4 4 3 4
2.7.3 Booking and Identification 0.20% 0.13% 0.20% 0.20% 0.21% 4 2 4 4
2.7.4 Arrestee Property 0.21% 0.21% 0.21% 0.21% 0.21% 4 4 4 4
2.7.5 Facility Maintenance 0.00% 0.00% 0.11% 0.21% 0.21% 0 0 2 4
2.7.6 Reporting 0.21% 0.21% 0.21% 0.21% 0.21% 4 4 4 4
2.7.7 Searches and Queries 0.18% 0.20% 0.21% 0.20% 0.21% 3 4 4 4
2.8 Mugshots
2.8.1 General Requirements 0.00% 0.55% 1.34% 1.11% 1.50% 0 1 3 2
2.9 Warrants
2.9.1 General Requirements 0.73% 1.45% 1.45% 1.31% 1.50% 1 4 4 3
2.10 Case Management
2.10.1 General Requirements 0.43% 0.36% 0.46% 0.43% 0.50% 3 2 4 3
2.10.2 Principal Case Management Reports 0.41% 0.41% 0.45% 0.50% 0.50% 3 3 4 4
2.10.3 Intelligence 0.36% 0.36% 0.36% 0.50% 0.50% 2 2 2 4
2.11 Crime Analysis
2.11.1 General Requirements 0.36% 0.49% 0.67% 0.62% 0.67% 2 2 4 4
2.11.2 Analysis 0.57% 0.62% 0.67% 0.64% 0.67% 3 4 4 4
2.11.3 Reporting & Querying 0.67% 0.67% 0.67% 0.67% 0.67% 4 4 4 4
2.12 Personnel Training
Proposal Total
Weighted
Score
Rating Weighted
Score
Rating Weighted
Score
Rating Weighted
Score
Weighted Score
CoHero 38.96% 0.53 2.66% 0.00 0.00% 0 0.00% 41.62%
Optimum Tech 42.86% 3.00 15.00% 1.60 8.00% 0 0.00% 65.85%
Sungard 48.96% 1.38 6.88% 2.49 12.43% 0 0.00% 68.26%
TriTech 51.94% 0.90 4.48% 2.93 14.64% 0 0.00% 71.06%
INSTRUCTIONS: This spreadsheet is used to refine the Ratings based upon References, Demonstrations, and Site Visits.
Only the Demonstrations and Site Visits columns are completed on this page; other information is automatically updated.
Evaluation Details
Pricing Demo Site Evaluation
Proposal Cost Details
ITEM CoHero
Optimum
Tech
Sungard TriTech AVERAGE
1. Hardware $ $ 18,000 $ 74,043 $ 4,897 $ 32,313
2. Operating Software $ $ 9,800 $ 21,193 $ $ 15,497
3. Application Software $ 962,500 $ 60,000 $ 465,390 $ 677,347 $ 541,309
4. Training $ 52,000 $ 3,600 $ 124,120 $ 56,306 $ 59,007
Subtotal Hardware/Software $ 1,014,500 $ 91,400 $ 684,746 $ 738,550 $ 632,299
5. Services /Other
1 Requirements Planning and Design $ 79,000 $ 25,000 $ 68,900 $ 56,000 $ 57,225
2 Systems Engineering $ 59,800 $ 40,000 $ $ 18,600 $ 39,467
3 Project Management $ 332,500 $ 28,000 $ 88,800 $ 126,108 $ 143,852
4 Testing $ $ 21,600 $ 48,500 $ 15,000 $ 28,367
5 Travel Expenses $ 165,000 $ 20,000 $ 55,000 $ 46,475 $ 71,619
6 Delivery/Handling $ $ $ $ 125 $ 125
7 Network Integration $ 45,000 $ 4,000 $ $ $ 24,500
8 Mobile Systems Integration $ $ 8,000 $ $ $ 8,000
9 Mapping/Geofile Implementation $ 46,000 $ 16,000 $ 7,000 $ 1,800 $ 17,700
10 Data Conversion $ $ 16,000 $ 145,000 $ 116,375 $ 92,458
11
Other Application Installation and
Configuration
$ 75,900 $ 3,200 $ $
12 Other Interfaces $ 228,000 $ 48,000 $ $ $ 138,000
13 Other Personnel and Training Module $ 45,000 $ $ $ $ 45,000
14 Other Onsite Testing and Cutover Support $ 228,000 $ $ $ $ 228,000
15 Other Softare Modifications $ 432,000 $ $ $ $ 432,000
16 Other Dell Inc. Installation $ $ 6,000 $ $ $ 6,000
17 Other Bar Coding Hardware $ $ $ 1,600 $ $ 1,600
18 Other Mugshot Workstation Implementation $ $ $ 1,600 $ $ 1,600
19 Other Virtualization Software Implementation $ $ $ 6,400 $ $ 6,400
20 Other Systems Integration Fee $ $ $ $ 45,000 $ 45,000
21 Other Excrow Fees $ $ $ $ 850 $ 850
22 Other Tritech Software Source Code $ $ $ $ 250 $ 250
Subtotal Services/Other $ 1,736,200 $ 232,600 $ 426,000 $ 426,583 $ 705,346
Preliminary Total Project Charges $ 2,750,700 $ 324,000 $ 1,110,746 $ 1,165,132 $ 1,337,645
NOTE: These prices represent original proposal charges; cost and product changes may be offered after discussions.
Major Adjustments (Specify)
Discount $ (673,750) $ $ $
Adj Hardware Adjustment $ $ (18,000) $ (74,043) $ (4,897)
Adj Software Adjustment $ $ (9,800) $ (21,193) $
Adj Beast Interface (P&E Module Provided) $ $ $ (20,000) $ (39,375)
Adj Brazos Interface (Ticketing Module Provided) $ $ $ (16,440) $ (15,400)
6. Total Adjusted Project Charges $ 2,076,950 $ 296,200 $ 979,070 $ 1,105,461
7. Maintenance Annual Cost
1 Hardware $ $ $ $ $
2 Operating Software and Database $ $ 1,700 $ $ $ 1,700
3 Application Software $ 197,285 $ 48,000 (Included) $ 138,174 $ 127,820
4 Hosting Fee $ $ $ $ $
5 Support $ $ $ $ $
Adj Hardware $ $ (1,700) $ $
Total Maintenance $ 197,285 $ 48,000 $ $ 138,174 $ 127,820
Present Value and Scaled Costs
(Values below represent probable expenditures resulting from selecting each vendor, including some costs apparently omitted from proposals.)
Year 1 One Time Year 2 Year 3 Year 4 Year 5
CoHero $ 2,274,235 $203,204 $209,300 $215,579 $222,046
Optimum Tech $ 344,200 $50,400 $52,800 $55,200 $58,000
Sungard $ 979,070 $52,400 $53,972 $55,591 $57,229
TriTech $ 1,243,635 $145,082 $152,303 $159,953 $167,951
Year 1 Year 2 Year 3 Year 4 Year 5 NPV Scaled value
CoHero $2,274,235 $203,204 $209,300 $215,579 $222,046 $2,927,488 0.532
Optimum Tech $344,200 $50,400 $52,800 $55,200 $58,000 $519,355 3.000
Sungard $979,070 $52,400 $53,972 $55,591 $57,229 $1,132,399 1.376
TriTech $1,243,635 $145,082 $152,303 $159,953 $167,951 $1,740,108 0.895
Cost of Capital (Estimate) % 4.00%
INSTRUCTIONS: This spreadsheet is automatically updated from other sheets.
It reveals the Net Present Value of the proposals, and the Scaled Value
Which upon multiplying by the Cost Weighting becomes the Cost Score.
Some projections vary because of warranty periods, and fixing of certain charges.
2.12.1 General Requirements 0.00% 0.00% 0.30% 0.11% 0.30% 0 0 4 1
2.12.2 Personnel 0.01% 0.01% 0.30% 0.27% 0.30% 0 0 4 3
2.12.3 Training Tracking 0.00% 0.00% 0.30% 0.08% 0.30% 0 0 4 1
2.12.4 Report Entry & Querying 0.00% 0.00% 0.30% 0.08% 0.30% 0 0 4 1
2.12.5 Quartermaster 0.00% 0.00% 0.30% 0.20% 0.30% 0 0 4 2
2.13 Interfaces
2.13.1 General 0.50% 0.50% 0.33% 0.50% 0.50% 4 4 2 4
2.13.2 CAD Interface 0.50% 0.50% 0.17% 0.50% 0.50% 4 4 1 4
2.13.3 Active Directory Interface 0.50% 0.50% 0.50% 0.50% 0.50% 4 4 4 4
2.13.4 Mapping Interface 0.50% 0.50% 0.50% 0.50% 0.50% 4 4 4 4
2.13.5 NCIC/CCIC Interface 0.50% 0.50% 0.50% 0.46% 0.50% 4 4 4 4
2.13.6 Ticket Interace 0.50% 0.50% 0.50% 0.50% 0.50% 4 4 4 4
2.13.7 Municipal Court Interace 0.50% 0.50% 0.00% 0.38% 0.50% 4 4 0 3
2.13.8 Jail/Corrections Interface 0.50% 0.50% 0.00% 0.50% 0.50% 4 4 0 4
2.13.9 Property & Evidence Interface 0.50% 0.50% 0.00% 0.50% 0.50% 4 4 0 4
2.13.10 Data Sharing 0.33% 0.50% 0.28% 0.28% 0.50% 2 4 2 2
Hardware/Network 4.08% 4.63% 3.92% 4.17% 5.0% 0 = Meets less than 25% of specifications
Service & Maintenance 3.33% 3.96% 1.00% 3.02% 5.0% 1 = Meets 25 49% of specifications
Performance 3.00% 4.17% 2.71% 2.83% 5.0% 2 = Meets 50 74% of specifications
Implementation 3.67% 4.21% 4.96% 4.33% 5.0% 3 = Meets 75 89% of specifications
Contractual 3.25% 4.50% 3.50% 4.50% 5.0% 4 = Meetings more than 90% of specifications
Total 38.96% 42.86% 48.96% 51.94% 65.0%
CoHero Optimum Tech Sungard TriTech Maximum
Proposals 38.96% 42.86% 48.96% 51.94% 65.00%
Price 2.66% 15.00% 6.88% 4.48% 15.00%
Demo 0.00% 8.00% 12.43% 14.64% 15.00%
References / Site Evaluation 0.00% 0.00% 0.00% 0.00% 5.00%
Final Total 41.62% 65.85% 68.26% 71.06% 100.00%
Proposals Summary
YES / YES
NO / NO
(After First
Module)
NO (at Go Live) /
Yes
Software Help Line YES YES YES YES
Estimated Project Duration 29 Months 9 Months
223 Days (11
Months)
11 Months
Recommended IT Staff Yearly
Support Hours
.5 1 FTE 1.5 FTEs 2 FTEs Not Clearly Stated
Total Adjusted Five Year Project
Cost including Maintenance
$2,927,488 $519,355 $1,132,399 $1,740,108
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