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HomeMy WebLinkAboutRFP - P847 COMPUTER AIDED DISPATCH (6)1 CITY OF FORT COLLINS ADDENDUM No. 6 P-847 COMPUTER AIDED DISPATCH SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Bid P-847 Computer Aided Dispatch OPENING DATE: August 16, 2002, 3:00p.m. (Our Clock) To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. PRE-PROPOSAL CONFERENCE – July 17, 2002 Q: Geofile - what is are expectations with Geofile? Additional Geofiles? A: The Geofile exists and it is our intent to use a single file and some feature sets (layers) such as rivers, lakes, districts, street attributes, etc. that are user definable. We want this file to be loaded into the new system and use it easily without complications. We also want to maintain this map outside the system using the resources with any of the GIS departments of the participating agencies. As two entities (county and city) we hope to have a completely singular data set (Geofile) arrangement to eliminate any discrepancies. Q: Section 1-7- what info do you want in the comments section (of the response spreadsheet)? A: The comment section on the spreadsheet is for shorter comments. We do not want long comments expanding the size of the columns. When you need to add additional comments, simply put “see note”, reference the number for that specification and put it in a separate word document. Q: A vendor mentioned that some responses may be answered as a modification and asked how that corresponds or equates to a ‘Yes’. A: We are fully prepared to consider modifications to our business practices as long as there is no degradation or conflict of functionality. As such, vendors are encouraged to add comments to specifications that are a modifications or alternative methods or not completely clear in their own right. Q: 5-3.4(1) - The system must create online 'move' lists from the assignment of inmates to a particular housing area. The system must be able to display these 'move' lists online as needed or in a printed report format. 2 A: We want to make movements in groups rather than individually (i.e., new inmates (intake) into housing, inmates out to court, etc.) We want to essentially have pending moves (people who are scheduled) and when we are ready we bring up a list in the active system and assign or move as a group. We will have multiple lists depending where it is derived from. Q: 5-4.1 (11) - The system shall have the ability to hold encumbrances to a negative balance that can be settled either automatically or manually (defined by type of encumbrance). A: The intent of this specification is that the system have the ability to manually credit an account that is in arrears if an inmate has money come into his possession (i.e., an inmate owes money to 3 different accounts and receives a payroll check that is not enough to pay all debts; a jailer needs to have the ability to prioritize payment.) Q: How will the system be purchased? A: We have an IGA agreed to and designated funding to buy it as a whole. Existing peripheral devices will stay in place. Ideally, we prefer the vendor to buy all hardware to ensure the right fit in terms of server hardware and base functionality but we state in the RFP that we reserve the right to buy all hardware that is specified by the vendor. We also specified in the RFP that vendors provide a diagram to define what hardware is provided showing cost and function to determine specific need for this system. Q: 30-day trial. A: The intent of the 30 day trial is a final step in ‘due diligence’ to ensure that the vendor and system selected is correct for this application with all servers in place for the 30 day trial. It should be stated again that it is our intent to pay ACTUAL, DOCUMENTED COSTS associated with this final step which would be negotiated and would be prior to the standard ‘Initial Payment’ of 15% or 20% (to be negotiated). We are fully prepared to pay a fair and competitive price for the system we select which allows the vendor their profit margin. However we expect to negotiate actual costs to be a pro-rata salary cost for onsite individual(s) rather than the standard billable hours rate; it is not expected that there not be any profit margin for the vendor in this phase. Furthermore, as stated verbally in the pre-proposal conference, much of the effort for the trial period is work that will need to be done for the permanent installation and as such it would seem that the successful vendor will, upon acceptance of the system, realize a standard profit as well as the buyer paying the cost of the trial phase. We don’t expect all interfaces to be completed or fully functional during the test period with the understanding that they will function later as promised, but common ones should be up (specific interfaces and connectivity for the trial will have to be negotiated as a condition of the contract). If interfaces need to be developed for basic functionality (TDD, ProQA , etc.) or if there are significant modifications needed the system would clearly not be acceptable. We want to have the opportunity to work with configuring the system and ensure that licensed functionality is displayed before final obligation on our part. We have learned that a system doesn't work well until 3 people are trained and have tried the system; this training will be a value by the end of the trial and later. I want to reiterate that the 30 day trial is intended to be a final selection criteria and it is expected that we have selected the best vendor for our application and this process will validate that selection. Should there be any issues during the 30 trial period, we have specified an additional 30 days (possible 60 days maximum) for the vendor to address the issue(s) and prove functionality. If you have any questions please contact Keith I. Ashby, CPPO, Buyer, at 970-416-2191. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED.