DPR Public Safety Technology Modernization … dpr 3790-54-01... · Web viewAfter the beginning of the fourth year of the Maintenance and Operations Phase, the DPR may, by mutual

Public Safety Technology Modernization

Invitation for Bid (IFB)Section VICalifornia Department of Parks and Recreation1416 Ninth Street, Room 1015Sacramento, CA 95814

IFB DPR 3790-54-01AUGUST 13, 2009

IFB DPR 3790-54-01PSTM INVITATION FOR BID

TABLE OF CONTENTS

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IFB DPR 3790-54-01 PSTM INVITATION FOR BID

TABLE OF CONTENTS

Table of Contents

VI. TECHNICAL REQUIREMENTS..........................................................................VI-1VI.A. INTRODUCTION..............................................................................................VI-1VI.B. RESPONSE TO TECHNICAL REQUIREMENTS....................................................VI-1VI.C. PROJECT REQUIREMENTS.............................................................................VI-1

VI.C.1 Phased Implementation (M)...............................................................VI-1VI.C.2 Peak Period and Availability of DPR Staff (M)....................................VI-2VI.C.3 DPR Project Timeline (M)...................................................................VI-3VI.C.4 Deliverable Preparation and Submission (M).....................................VI-3VI.C.5 Deliverable Acceptance Process (M)..................................................VI-4VI.C.6 Component and Final System Acceptance Process...........................VI-4VI.C.7 Project Management..........................................................................VI-6VI.C.8 Unanticipated Tasks (M)...................................................................VI-10VI.C.9 Warranty (M).....................................................................................VI-10

VI.D. BIDDER QUALIFICATIONS..............................................................................VI-11VI.D.1 Bidder Information and Background (MS 35)....................................VI-11VI.D.2 Customer References (MS 105).......................................................VI-11VI.D.3 Project Personnel.............................................................................VI-12

VI.E. SYSTEM REQUIREMENTS.............................................................................VI-15VI.E.1 Bidder’s System Description (M)......................................................VI-15VI.E.2 Functional and Technical System Features (DS 500).......................VI-15VI.E.3 Test Environments (M)......................................................................VI-16VI.E.4 Training Environments (M)...............................................................VI-16VI.E.5 Fail Over and Redundancy (M)........................................................VI-17VI.E.6 Hardware and COTS Software Requirements (M)...........................VI-18VI.E.7 System Configuration and Interface Development (M).....................VI-21VI.E.8 System Documentation (M)..............................................................VI-22

VI.F. CONFIGURATION AND IMPLEMENTATION PHASE.............................................VI-23VI.F.1 Project Kickoff (M)............................................................................VI-23VI.F.2 Site Review and Installation Services (M)........................................VI-23VI.F.3 Fit/Gap Analysis (M).........................................................................VI-24VI.F.4 Initial Geofile Analysis (M)................................................................VI-25VI.F.5 Geofile Construction and Training Services (M)...............................VI-25VI.F.6 Rolodex and GeoDex Data Conversion (M).....................................VI-26VI.F.7 Installation of Mobile Data Devices (M)............................................VI-27VI.F.8 Development of Custom Reports (M)...............................................VI-28VI.F.9 Testing Phases.................................................................................VI-28VI.F.10 Training Services (M)........................................................................VI-35

VI.G. MAINTENANCE AND OPERATIONS PHASE......................................................VI-39VI.G.1 Term of the M&O Phase (M).............................................................VI-39VI.G.2 Principal Period of Maintenance (M)................................................VI-39

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TABLE OF CONTENTS

VI.G.3 Maintenance Plan (M)......................................................................VI-40VI.G.4 Required Services (M)......................................................................VI-40VI.G.5 Operational Recovery (M)................................................................VI-43VI.G.6 CLETS Interface Updates (M)..........................................................VI-44VI.G.7 Federal and State Required Updates (M).........................................VI-44VI.G.8 Service Request Levels and Response Requirements (M)..............VI-45VI.G.9 Spare Equipment (M).......................................................................VI-46VI.G.10 Bidder Responsibilities.....................................................................VI-47VI.G.11 Equipment End of Life (EOL) (M).....................................................VI-50

VI.H. ENTERPRISE ROLL-OUT (OPTIONAL) (M)......................................................VI-51VI.I. DELIVERABLES AND PAYMENTS....................................................................VI-52

VI.I.1 Payment for the Configuration and Implementation Phase..................VI-52VI.I.2 Payment for the Maintenance and Operations Phase (M)....................VI-59VI.I.3 Payment for Unanticipated Tasks (M)...................................................VI-60VI.I.4 Payment for the Enterprise Roll-Out (M)..............................................VI-60VI.I.5 Project Financing Agreement (M).........................................................VI-60

1.

List of TablesTABLE VI-A. READY-FOR-USE DATES........................................................................VI-3TABLE VI-B. RELIABILITY REQUIREMENTS................................................................VI-31TABLE VI-C. CAD RESPONSE TIME REQUIREMENTS................................................VI-32TABLE VI-D. RMS RESPONSE TIME REQUIREMENTS...............................................VI-33TABLE VI-E. MAS RESPONSE TIME REQUIREMENTS................................................VI-34TABLE VI-F. SERVICE REQUEST LEVELS AND RESPONSE TIMES...............................VI-45TABLE VI-G. SPARE EQUIPMENT QUANTITIES..........................................................VI-47Table VI-H. Deliverables List and Payment Schedule..........................................VI-53

List of ExhibitsEXHIBIT VI-A. PRELIMINARY PROJECT MANAGEMENT PLAN......................................VI-61EXHIBIT VI-B. BIDDER INFORMATION AND BACKGROUND..........................................VI-63EXHIBIT VI-C. CUSTOMER REFERENCE FORM..........................................................VI-65EXHIBIT VI-D KEY PERSONNEL QUALIFICATIONS CERTIFICATION...............................VI-69EXHIBIT VI-E. BIDDER’S SYSTEM DESCRIPTION.......................................................VI-77EXHIBIT VI-F. FUNCTIONAL AND TECHNICAL FEATURES............................................VI-81EXHIBIT VI-G. BIDDER-PROVIDED HARDWARE AND SOFTWARE LIST.........................VI-83Exhibit VI-H. Sample Warranty and Maintenance Timeline..................................VI-85

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SECTION VI –TECHNICAL REQUIREMENTS

VI. TECHNICAL REQUIREMENTSVI.A.Introduction This section contains the detailed procedural, technical, and functional requirements pertaining to the proposed services, as described in Section IV of this IFB. (See Section V: Administrative Requirements; Section VIII: Bid Format; and Section II: Rules Governing Competition for other requirements that must be met in order to be considered responsive to this IFB.)

The DPR has determined that it is best to define its own needs, desired operating objectives, and desired operating environment. The DPR will not tailor these needs to fit some solution a Bidder may have available; rather, the Bidder shall propose to meet the DPR’s needs as defined in this IFB.

In addition to meeting the Administrative Requirements included in Section V of this IFB, Bidders must meet and adhere to all of the Technical Requirements included in this section of the IFB. All requirements listed with an (M) are Mandatory and scored on a pass/fail basis. A “Fail” will result in a bid being deemed non-responsive and, therefore, will be disqualified. All requirements listed with an (MS) are Mandatory Scorable, and will be scored. All system features listed with a (DS) are Desirable Scorable and will be scored. The total possible points are listed immediately following the “MS.” Answering “No” to any of these requirements (M or MS) will result in a bid being deemed non-responsive and, therefore, will be disqualified. Bids will be scored in accordance with the evaluation methodology prescribed in Section IX: Evaluation.

VI.B.Response to Technical RequirementsThe Bidders must initial the “Yes” or “No” indicating their ability to and/or agreement to meet each of the requirements. All mandatory requirements must be marked as “Yes” in the Final Bid to be considered responsive.

Bidders must complete and submit Section VI of the IFB in their response. BIDDERS MUST NOT RE-TYPE THIS SECTION.

VI.C.Project RequirementsVI.C.1 Phased Implementation (M)The PSTM pilot project will be implemented and deployed in a phased roll-out approach at the Norcom, Cencom and Surcom Communication Centers, and at the DPR Headquarters in Sacramento.

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The pilot project field deployment will be implemented at three (3) of the DPR’s 24 districts: Gold Fields (Folsom/Auburn/Delta/Marshall Gold area); Oceano Dunes (San Luis Obispo area); and Orange Coast (Orange County area).

The CAD and MAS components will be implemented at each Communication Center. After the successful completion of the CAD and MAS roll-out, the RMS component will be implemented.

Bidder agrees to meet the requirement (initial one): YES: NO:

VI.C.1.a Configuration and Implementation Phase (M)This phase includes the planning, configuration, installation, testing, and acceptance tasks for the system.


VI.C.1.b Maintenance and Operations Phase (M)This phase includes the maintenance and operational tasks for each system component, and the entire system, after successful acceptance testing.


VI.C.1.c Enterprise Roll-Out Phase (M)This phase includes the roll-out of the pilot system implementation to the entire DPR system. This phase is optional, to be implemented at the DPR’s discretion.


VI.C.2 Peak Period and Availability of DPR Staff (M)There are two (2) groups of DPR staff that will be available to the project: technical staff and operational staff. The DPR technical staff will be available year round. Operational staff will be less available to support project configuration and testing efforts during the DPR’s peak operational period. The Peak Period is defined as the first day of April up to the second Monday of September. The selected Bidder shall not put any of the components (i.e., CAD, RMS, MAS) into production (i.e., cannot “go live”) during the Peak Period.

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Operational staff has the highest availability to the project during the Off Peak Period. The Off Peak Period is defined as the period from the second Monday of September through the last day of March. To the extent possible, the Bidder shall plan configuration, testing and deployment activities during the Off Peak Period. Refer also to Section VI.I.1.a: Deliverable-Based Progress Payments for additional information on activities during peak and off peak periods.


VI.C.3 DPR Project Timeline (M)When developing its project schedule, the Bidder must meet the following ready-for-use dates for the CAD/MAS and RMS phased implementations:

TABLE VI-A. READY-FOR-USE DATES

# Action Date1. Contract Effective Date 11/25/2009*2. CAD/MAS Ready-for-Use Date 04/30/20103. RMS Ready-for-Use Date 04/30/20114. Enterprise Roll-out Commences (optional) TBD**5. Enterprise Roll-out Complete (optional) TBD**

* Projected effective date. Refer to Section I.E: Key Action Dates. **Subject to DPR’s exercise of its option to purchase the enterprise-wide roll-out.


VI.C.4 Deliverable Preparation and Submission (M)The Bidder must prepare and submit deliverables in accordance with the following requirements. Unless otherwise directed in writing by the DPR Project Manager, the Bidder must submit an electronic copy of each deliverable in a format that is compatible with Microsoft Office 2003 and Microsoft Project 2003 (or higher), as applicable. In addition, paper copies of the deliverable may be required. The number of paper copies required will be discussed and agreed to in writing prior to the deliverable submission. The Bidder is responsible for obtaining this information from the DPR Project Manager.

Regardless of the deliverable type, the Bidder is responsible for ensuring that the deliverable provides all required information; includes, where appropriate, diagrams, key

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figures, and tables; and includes the completion and acceptance criteria that must be met before the DPR will accept the deliverable.

Unless otherwise agreed to in writing by the DPR Project Manager, the deliverable must be complete (i.e., no sections left blank or uncompleted) and submitted to the DPR Project Manager by the date specified in the DPR-approved Project Schedule.


VI.C.5 Deliverable Acceptance Process (M)The Bidder agrees that the DPR Project Manager will be responsible for reviewing and approving each deliverable. The State will utilize the completion and acceptance criteria established for each deliverable to determine whether to approve the submitted deliverable. The State’s standard review period for each deliverable shall be at least five (5) State business days, unless otherwise revised in writing by the DPR Project Manager. The DPR Project Manager must notify the Bidder, in writing, of any review period revision for a particular deliverable at least ten (10) calendar days prior to the due date of the deliverable.

Should revisions to the document be required by the State, the Bidder will receive written notification of said changes. The Bidder must incorporate the changes to the document. The State and Bidder shall select a mutually agreeable due date for the revisions based on the scope of the changes.

The deliverable shall not be considered accepted until the Bidder receives written approval from the DPR Project Manager using the Deliverable Acceptance Document (DAD). A sample DAD is provided in the Bidder’s Library.

The Bidder may not change a deliverable that has been accepted by the State without prior written approval by the State.


VI.C.6 Component and Final System Acceptance ProcessVI.C.6.a Component Acceptance Process (M)Upon successful completion of the acceptance testing for each component (CAD, MAS, and RMS), the State will initiate a review of the acceptance criteria to verify the Bidder has completed the following:

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All testing phases described in the Section VI.F.9: Testing Phases, with no Critical or Urgent errors1.

Submission of an Action Plan stating how the Bidder will address any remaining errors or anomalies from the testing.

Submission of all deliverables described in Section VI.I.1.a, Table VI-H: Deliverables List and Payment Schedule, that are applicable to the component.

Successful completion of a product inventory, confirming the quantities and serial numbers of all hardware and software provided by the Bidder.

The DPR Project Manager will make a recommendation to the Executive Committee, based on input from the system users and administrators, whether to accept the component. The Executive Committee will make the final acceptance decision. The DPR Project Manager will provide written notification to the Bidder of the Executive Committee’s decision, which will constitute component acceptance. The Bidder must submit the required documentation to prove completion of these activities before the State will confer final acceptance on the component. Upon final acceptance of the system by the State, the Warranty shall commence (on the component).


VI.C.6.b Final System Acceptance Process (M)Upon successful completion of the User Acceptance Test and rollout to all locations (i.e., Communication Centers and pilot districts), the State will initiate a review of the system acceptance criteria to verify the Bidder has completed all requirements of the Configuration and Implementation Phase. The system acceptance criteria are:

Completion of all testing phases described in Section VI.F.9: Testing Phases, with no Critical or Urgent errors2.

Submission of an Action Plan stating how the Bidder will address any remaining errors or anomalies from the testing or roll-out phases.

Successful installation and roll-out of all required CAD, RMS and MAS hardware and software to the three (3) Communication Centers and pilot districts.

Submission of all deliverables described in Section VI.I.1.a, Table VI-H: Deliverables List and Payment Schedule.

Successful completion of a product inventory, confirming the quantities and serial numbers of all hardware and software provided by the Bidder, including spare equipment.

1 The error criticality levels are defined in Section VI.G.8: Service Request Levels and Response Requirements.

2 The error criticality levels are defined in Section VI.G.8: Service Request Levels and Response Requirements.

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Submission of licenses and warranty information for all hardware and software supplied by the Bidder. Licenses and warranties shall be held in the name of or transferred to the DPR.

Satisfaction of all requirements, terms and conditions of the IFB and Configuration and Implementation tasks.

The DPR Project Manager will make a recommendation to the Executive Committee, based on input from the system users and administrators, whether to accept the system. The Executive Committee will make the final acceptance decision. The DPR Project Manager will provide written notification to the Bidder of the Executive Committee’s decision, which will constitute Final System Acceptance.

The Bidder must submit the required documentation to prove completion of these activities before the State will confer final acceptance of the system. Upon acceptance of the system by the State, the Maintenance and Operations Phase shall commence.


VI.C.7 Project Management The following sections define the principal project management activities and responsibilities of the Bidder for the configuration and implementation of an integrated Computer Aided Dispatch (CAD), Records Management (RMS) and Mobile Automation System (MAS) provided by the Bidder to support the DPR’s law enforcement dispatch, mobile and record-keeping operations. The Bidder’s System is comprised of the hardware, software, services and associated interfaces. The complete deliverable list is contained in Section VI.I.1.a, Table VI-H: Deliverables List and Payment Schedule.

VI.C.7.a Project Management Services (M)The Bidder will provide the following project management services:

Manage the overall Bidder effort to configure and implement the project in accordance with the project management practices defined by the Project Management Institute’s (PMI) Project Management Body of Knowledge (PMBOK), including managing the schedule, costs, resources, issues, risks, communications, and overall integration of all Bidder and subcontractor(s) project efforts.

Manage the efforts of the Bidder and subcontractor(s) staff and coordinate the Bidder activities with the DPR Project Manager.

Conduct on-site status meetings with the DPR Project Manager on a monthly basis.

Conduct weekly telephone status report conversations with the DPR Project Manager.

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Provide a written response, within ten (10) State business days, to issues raised by the DPR Project Manager.

Prepare and submit, no later than the fifth (5th) State business day of each month, a Monthly Status Report and a Project Schedule Update showing:

Progress Made during the Prior Month. Summary of Planned and Completed Tasks Summary of any Issues, Risks or Pending Changes Updates to the Project Schedule reflecting Actual Progress Made

Work with the DPR Project Manager to design a mutually agreeable format for an Action Item Log to identify outstanding issues, the responsible party for the item, the deadline and resolution of the item.

Work with the DPR Project Manager to design a mutually agreeable Change Control Process to allow for project changes within the scope of work.

Prepare and submit project change proposals to the DPR Project Manager, as necessary, in accordance with the Change Control Process.

Develop and manage a Project Schedule using Microsoft Project 2003 (or higher).

Manage and adhere to the DPR-approved Project Schedule and promptly resolve any deviations or variances (e.g., assign additional staff) from the Project Schedule to ensure the overall project delivery date is maintained. Any deviation of more than ten percent (10%) must be reported to the DPR Project Manager within five (5) State business days along with a proposed resolution to the deviation.

Provide access to the most current version of the Project Schedule and associated reports via MS Project 2003 (or higher) to allow the State to monitor progress.

Monitor the project to ensure that sufficient resources are available as scheduled and as identified in the contracts.

Coordinate and oversee the delivery and installation of all hardware, equipment, and licensed Commercial Off the Shelf (COTS) software, including any hardware or software provided by the State.

Coordinate and oversee the configuration, customization and implementation of the COTS software and development of required interfaces, including any software or tools provided by the State.

Perform or coordinate quality reviews and test activities to ensure the delivered products meet agreed-upon standards for quality, and ultimately, that the delivered system meets the requirements of this IFB.

Provide input to the DPR’s project management processes (including issue management, risk management, change management, and configuration management), by assisting with the analysis and resolution of issues and action items, providing status on the issues/items, and participating in meetings and discussions.

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VI.C.7.b Project Planning Documents (M)VI.C.7.b.1 Preliminary Project Management Plan (M)The Bidder must complete and submit Exhibit VI-A: Preliminary Project Management Plan that includes, but is not necessarily limited to, major milestones and due dates, and general implementation and rollout planning that includes:

Approach to Implementing the System at Each Location Description of Site Preparation Activities Description of Implementation Preparatory Activities Specific Criteria Used to Evaluate Readiness to Implement at Each Location Approach to Training Approach to Transitioning Each Location to the New System Approach to Verifying the System is Working Correctly Approach to Addressing Problems Found During Transition


VI.C.7.b.2 Final Project Management Plan (M)After Contract Award, the Bidder must work with the DPR to update and finalize the Final Project Management Plan, using the Preliminary Project Management Plan as the foundation for the final plan3. (Deliverable: Final Project Management Plan.) The Bidder shall perform the following tasks:

Review with DPR personnel the identified implementation tasks, priorities, inter-dependencies, required resources and other coordination needed to fulfill the requirements of this IFB.

Discuss and review any DPR comments to the Preliminary Project Management Plan and make changes and/or corrections per mutual agreement.

Conform to and integrate with the State’s requirements-based overall schedule for the Project.

The Final Project Management Plan must include, but not necessarily be limited to, the following components:

Approach to Managing the Project

Project Management Methodology

3 Refer to Section VI.I.1.a, Table VI-H: Deliverables List and Payment Schedule for the Project Management Plan due date.

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Project Management Tools and Techniques

Description of Project Team Organization and Staff Management, including:

Project Team Organization and Integration with State Staff on a Function-by-Function Basis

Governance and Reporting Structure, including Management of Subcontractors, if appropriate

Approach to Working and Communicating with State Staff

Communications Plan Issue Management Plan Risk Management Plan Schedule Management Plan Configuration Management Plan and Version/Release Management Change Management Plan Quality Plan Acceptance Test Plan Implementation and Rollout Plan


VI.C.7.b.3 Final Project Schedule (M)After Contract Award, the Bidder must prepare and submit the Final Project Schedule4. (Deliverable: Final Project Schedule.) The Final Project Schedule must be prepared using MS Project 2003 (or higher), and must include at a minimum the following information:

Work Breakdown Structure Detailed Tasks, including Ownership of Tasks (i.e., Bidder vs. DPR Activities) Start and End Dates Durations Key Project Milestones, as well as Interim Milestones Deliverable Submission Milestones, including DPR Deliverable Review

Periods and Bidder Correction Periods Dependencies Resource-Loading and Leveling Critical Path

Upon written approval by the DPR Project Manager, the Bidder shall baseline the Final Project Management Plan and Schedule for any changes in task or project duration from the baseline document, the Bidder must submit a change proposal, in accordance

4 Refer to Section VI.I.1.a, Table VI-A: Deliverables List and Payment Schedule for the Project Management Plan due date.

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with the agreed-to Change Control Process, to receive written authorization from the DPR Project Manager for the change.


VI.C.8 Unanticipated Tasks (M)Any additional services within the scope of the Statement of Work will be authorized by a Work Authorization (WA) using the format set forth in the IT Personal Services Special Provisions, which may be accessed at: http://www.pd.dgs.ca.gov/modellang/ITModules.htm.

Costs for unanticipated tasks will be charged at the rates quoted for the labor classification(s) as detailed in Section VII: Cost (submitted with the Final Bid).

The Bidder agrees to honor such rates for additional services for the complete term of the Agreement. At DPR’s sole option, up to $500,000 (subject to budget constraints) may be added to the total contract amount as funding for unanticipated tasks.

The Bidder may invoice for a Work Authorization resulting from an Unanticipated Task following completion, verification, and written acceptance of the Work Authorization deliverable(s) by the DPR Project Manager.


VI.C.9 Warranty (M)As clarification to the State’s General Provisions for Information Technology (GSPD-401IT), Section 18, Warranty, subsection a): the Bidder will provide one (1) year of warranty coverage for each system component (CAD, MAS, and RMS), commencing upon the State’s acceptance of each component after completion of required testing. The warranty periods for each system component may start and end on different dates, depending upon the actual date of the State’s acceptance of each component’s configuration, installation, and testing. Additionally, the warranty periods for each component will determine the start date for the Maintenance and Operations Phase for that component (see Section VI.G: Maintenance and Operations Phase for additional information).


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http://www.pd.dgs.ca.gov/modellang/ITModules.htm



VI.D. Bidder Qualifications VI.D.1 Bidder Information and Background (MS 35)The Bidder’s firm, inclusive of name changes and mergers, must have been in business existence for a minimum of five (5) years prior to the due date of the Final Bid to ensure corporate stability. The Bidder must complete and submit Exhibit VI-B: Bidder Information and Background. Refer to Section IX: Evaluation, for additional information on Bidder Information and Background scoring.


VI.D.2 Customer References (MS 105)The Bidder must provide three (3) completed Customer Reference Forms (Exhibit VI-C). The Customer References must be for the Bidder; subcontractor references are not allowed for this administrative requirement. Each customer reference must meet all of the following requirements:

1. The Customer is a law enforcement organization. 2. The Customer has at least 50 mobile units, if the reference is for an MAS

installation.3. The Customer’s system is operational and being used as the production

(“live”) system as of the date of the Final Bid submission (as indicated in Section I.E: Key Action Dates).

4. The Customer’s system was implemented and/or upgraded (i.e., put into production) within the past five (5) years.

In addition, across all of the Customer References, the following requirements must be met:

5. There must be at least three (3) years of law enforcement experience across all three (3) references.

6. There must be at least one (1) reference for each of the proposed products (i.e., there must be at least one reference for the proposed CAD product, at least one reference for the proposed RMS product, and at least one reference for the proposed MAS product).

7. There must be at least one (1) reference for a system that implemented a state law enforcement telecommunications interface such as NLETS, CLETS, TLETS, etc.

The reference forms must contain original signatures, signed by the reference persons performing the ratings and included in the Bidder’s Final Bid.

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In the Bidder’s Draft Bid, photocopies of the original, signed customer reference forms are acceptable.

The State Evaluation Team may contact the references using the information provided to validate the reference information and ratings. The State Evaluation Team will make up to five (5) attempts to contact each provided reference. If a reference cannot be contacted, the reference will fail this requirement and will not be scored. The State Evaluation Team will score each reference and will include the score from the top two (2) highest scores in determining the results of this administrative requirement.

The State Evaluation Team must be able to contact and validate at least two (2) of the three (3) customer references. Refer to Section IX: Evaluation, for additional information on customer reference scoring.


VI.D.3 Project PersonnelVI.D.3.a Project Team Organization (M)The Bidder must propose a project team organization appropriate to the requirements of the project and the capabilities of the proposed staff. The Bidder shall provide all personnel required to design, configure, develop, test, implement and support the PSTM project. The Bidder’s actual project team must, at a minimum, include the staff stipulated in the Final Bid.


VI.D.3.b Key Personnel Minimum Experience Requirements (MS 60)The Bidder must provide information on staff capability and references for the Key Personnel on Exhibit VI-D.1 through VI-D.3: Key Personnel Qualifications Certification, and attach to the exhibit a current résumé for each Key Personnel.

The State has designated the following positions as Key Personnel. These Key Personnel represent roles within the project that require certain levels of experience and skill that are critical to the success of the PSTM project5.

Substitution of personnel is allowable after Contract Award, as described in Section VI.D.3.d: Staff Availability and Replacement.

5 The State has set forth minimum experience requirements only for Key Personnel. However, the Bidder is responsible for proposing additional staff with the appropriate skill sets to support and assist the Key Personnel in successfully completing the project described in this IFB.

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The State has defined the following minimum experience requirements for the Key Personnel:

1. The proposed Bidder Project Manager must have:

a. At least five (5) years of project management experience developing and implementing law enforcement technology initiatives/projects; and

b. Been principally responsible for the management of at least one (1) completed configuration/implementation project for the Bidder within the past five (5) years. The project must have been completed by the Final Bid submission date listed in Section I.E: Key Action Dates.

2. The proposed Application Configuration Manager must have:

a. At least one (1) year of experience in configuring and implementing the proposed CAD, RMS, and MAS products. It is not necessary for all three products to have been implemented on the same project.

3. The proposed Training Manager must have:

a. At least two (2) years experience in developing and delivering software training, including experience on at least one (1) project delivering training to end users on the use of the proposed products (i.e., CAD, RMS, and MAS); and

b. At least one (1) year of experience managing training staff who work for the Bidder. It is acceptable for this time period to overlap with the previous requirement for training delivery.

Where an individual worked only a partial year on a project, for purposes of determining whether the listed individual possesses the requisite experience, the State shall round up to the nearest whole year for any partial year exceeding six (6) months, and down to the nearest whole year for any partial year equal to or less than six (6) months.

A single individual must be proposed for and meet all of the requirements for each Key Personnel position (i.e., the requirements for the position cannot be satisfied by multiple staff)6. A single individual cannot be proposed for more than one Key Personnel position (e.g., a single staff member cannot be proposed for both the Bidder Project Manager and Training Manager positions).


6 While the Bidder may have a team of people performing the function and supporting the Key Personnel, for the purposes of this requirement, a single person must be proposed to meet all of the mandatory requirements. This person shall serve as the primary point of contact and be responsible for managing the designated element of work.

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VI.D.3.c Personnel References (M)All referenced work used to meet the Key Personnel Minimum Experience Requirements must have been performed within the past five (5) years. Referenced work must have been for a client external to the Bidder’s organization and subsidiaries. Internal research and development (R&D) projects shall not be counted towards the experience requirements. The reference for the Application Configuration Manager must be for a project involving the implementation and installation of the proposed products.

The Bidder agrees that references may be contacted to validate the claims made by the Bidder’s proposed staff and to discuss proposed staff performance at the State’s discretion. Incomplete forms, or forms which contain unverifiable or inaccurate information (as determined by the State’s Evaluation Team during bid evaluations) will be deemed non-responsive and the Bidder will fail this administrative requirement. The Key Personnel will be scored based on their level of experience as described in Section IX: Evaluation.


VI.D.3.d Staff Availability and Replacement (M)The Bidder must commit to the continuing availability of the Key Personnel, to the extent of the Bidder’s control, for the duration of the project or for their proposed period of involvement (as defined in the DPR-approved Project Schedule).

If personnel submitted by the Bidder in its Bid are unable to participate in this Agreement at any time, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this IFB. The Bidder/Bidder may request changes to personnel (either replacement or additional personnel) by submitting a written request to the DPR Project Manager. The request must include customer references and a current résumé for each replacement personnel. The DPR may, at its sole discretion, request additional information to substantiate whether the replacement personnel are in compliance with the IFB requirements. Within ten (10) State business days after receipt of the request or additional information, the DPR Project Manager will respond, in writing, indicating approval or rejection of the replacement personnel. Replacement personnel must be approved in writing by the DPR Project Manager before beginning work on the project.

If any of the proposed replacement personnel are rejected and a qualified replacement is not provided, the Bidder will be in default of the Agreement. The State shall not compensate the Bidder for any time or effort required to prepare a new staff member for work on the project.

The State, for cause, reserves the right to require the Bidder to replace any assigned staff at any time. The State will notify the Bidder in writing when exercising that right,

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providing the Bidder with the cause. The Bidder, no later than fourteen (14) calendar days of such notification, shall provide a replacement candidate that meets or exceeds the requirements as defined in this IFB.


VI.D.3.e CLETS Access Management (M)The California Department of Justice (DOJ) requires personnel who may come into contact with highly protected CLETS data/information to fulfill the following requirements:

1. The person may not have any felony conviction.2. State of California and FBI fingerprint-based record checks must be

conducted prior to allowing access to CLETS computers, equipment, or information.

The Bidder agrees to fulfill both requirements for any personnel who may potentially come in contact with CLETS computers, equipment or information. The Bidder shall be responsible for the effort and cost of completing the required forms and gathering the information, including fingerprints. The Bidder will provide the necessary information to the DPR for submission to DOJ for approval.

In addition, the system must comply with all security requirements and regulations, as specified in Section IV.D.3: System and Data Security.


VI.E.System Requirements VI.E.1 Bidder’s System Description (M)The Bidder must complete and submit Exhibit VI-E: Bidder’s System Description. The Bidder must provide a detailed narrative description of the Bidder’s System which elaborates on the Bidder’s response to the Functional and Technical System Features in Section VI.E.2, and will allow the State to understand each component of the system as well as the overall system design.


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VI.E.2 Functional and Technical System Features (DS 500)This subsection contains the detailed desired functional and technical features pertaining to the Proposed System as described in Section IV.

The detailed features are contained within a Microsoft Excel workbook which must be used in preparing the Bidder’s response. The Bidder must respond to each feature as indicated on the workbook. The Bidder must not retype or edit the features, except to enter requested information. Making a material change to a feature may render the Bidder’s bid unacceptable to the State and may cause the bid to be excluded from further consideration.

The Bidder’s system must adhere to the mandatory requirements as described in this IFB. Responses to features in this section must be stated in terms of the total system. Responses must not include descriptions of features and capabilities not available in the Bidder’s System due to limitations imposed on one system component by another component. System components must be compatible for use with each other as well as with the systems with which they must interface as defined in this IFB.

The workbook is considered Exhibit VI-F of this IFB and may be downloaded from the Bidder’s Library (IFB DPR 3790-54-01 – Section 06 – Tech Features – 2009-07-18.xls). The awarded Bidder’s response to all of these features will be incorporated into the Agreement.


VI.E.3 Test Environments (M)The Bidder must provide a CAD, RMS, and MAS test environment that is accessible from each of the three (3) Communication Centers. The Bidder will be responsible for developing/configuring and loading the test environments with the appropriate test tools and test scenarios to support testing of the CAD, RMS and MAS components. The test environment must be configured to simulate the production environment. The Bidder shall be responsible for operating, managing and maintaining the configuration of the test environments, including any tools or third-party software on the environments.

The test environments must be configured such that the system interfaces are operational in the test environments. The test environment must be on a separate server(s) from the production environment.


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VI.E.4 Training Environments (M)The Bidder must provide a training environment that is accessible from each of the three (3) Communication Centers. The training environment must address training on the CAD, RMS and MAS. The Bidder will be responsible for developing/configuring and loading the training environments with the appropriate training materials, data and scenarios to support all types of training classes (e.g., end user, database) of the CAD, RMS and MAS components. The Bidder shall be responsible for operating, managing and maintaining the configuration of the training environments, including any tools or third-party software on the environments.

The training environments must be configured such that the system interfaces are operational in the training environments. The training environment must be on a separate server(s) from the production environment.


VI.E.5 Fail Over and Redundancy (M)The Bidder must provide a redundant configuration with failover capabilities for the CAD systems in order to accommodate DPR’s 24/7 operations. Norcom and Surcom must each host a CAD server, with Norcom’s CAD server acting as the primary CAD. Surcom’s CAD server must act as the failover server for Norcom’s CAD server. Cencom does not need a CAD server.

Both Norcom and Surcom must be able to perform all dispatching functions, including CLETS inquiries and all MAS functions, for any or all of the three (3) Communications Centers, including dispatching the other Comm Centers’ mobile units, mapping of the other Comm Centers’ units via AVL, sending and receiving calls for service from the other Comm Centers’ units, and messaging with the other Comm Centers’ units.

The Bidder must design and deliver the CAD system to meet the following failover requirements. The expected failover scenario for a full loss of WAN connectivity between Comm Centers is:

1. Norcom must be able to continue to use its CAD server to dispatch for Norcom.

2. Surcom must be able to failover to its local CAD server and dispatch for Surcom.

3. Cencom would not have access to a CAD system.

The following is the expected failover scenario for a partial loss of WAN connectivity between Comm centers:

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1. If connectivity is lost between Cencom and Norcom, Cencom should failover to Surcom.

2. If connectivity is lost between Norcom and Surcom, Norcom would continue to use its local CAD server. Surcom would failover to its local CAD server.

3. If Cencom loses connectivity to both Norcom and Surcom, Cencom would not have access to a CAD system.

The following is the expected failover scenario for a CAD server failure:

1. If the CAD server at Norcom fails, the CAD server at Surcom must be able to perform all CAD functions (described above) for Surcom, Norcom and Cencom.

2. If the CAD server at Surcom fails, the CAD server at Norcom must be able to perform all CAD functions for Surcom, Norcom and Cencom.

In the event of an RMS failure, restoration of the data and system shall not exceed four (4) hours.

The Bidder shall be responsible for supporting failover efforts, diagnosing reasons for failure, correcting the failure, and performing the recovery efforts to bring the failed component back to normal operating state, including restoring or re-synchronizing data and operations that were transferred to another system and/or Communications Center.


VI.E.6 Hardware and COTS Software Requirements (M)The Bidder must provide all hardware and software necessary to install and operate its system. The Bidder shall be responsible for operating, managing, and maintaining the hardware, software, and configuration of all system environments (i.e., development, test, training, and production), including any tools or third-party software.

The Bidder must propose only Dell servers and workstations, in order to comply with DPR’s and the State’s current technology standards.

All hardware and software provided by the vendor must be new and must represent the latest technology or version that meets the Productive Use Requirements set forth in Section V.G.4.

If RAID technology is proposed, the Bidder must indicate the industry standard RAID specification level to which the subsystem complies. The subsystem must be server-based; software-based “RAID-like” solutions are not acceptable. If RAID 5 is specified, the disk array must include at least four (4) independent physical drives. The proposed disk controllers shall be RAID-compliant with the level proposed and shall incorporate

August 13, 2009 18



on-board cache memory. The Bidder must indicate if their system incorporates any “extra” disks as “hot spares” which are automatically brought online if a disk in the disk array fails. Furthermore, the Bidder must discuss if their system will bring a “hot spare” online and automatically and transparently rebuild the data from the failed device to the spare. This description must be provided in the Bidder’s System Description submitted on Exhibit VI-E.

The State will procure and establish the mobile connectivity contract separate from this procurement.


VI.E.6.a Hardware and COTS Software Deliverables (M)The Bidder must complete and submit Exhibit VI-G: Bidder-Provided Hardware and Software List. The list must include, but is not necessarily limited to:

Hardware and software for all locations, environments (i.e., production, test, training, and development), mobile equipment, and spare equipment;

The types and quantities of hardware and software listed below: Where each component will be installed; and Power requirements for each location needed to accommodate the listed

hardware.

Hardware for the system must include but not necessarily be limited to:

Servers (quantity as needed for the system) for the development, test, training, and production environments);

CAD Workstations (34); Laptops for the Mott Training Center7 (60) Tape Backup System (28); Routers and Switches (quantity as needed for the system); Mobile Data Devices (i.e., ruggedized laptops), including AVL devices (57); High-speed Printers (9); Color Printers (3); Bar Code Readers (50); Bar Code Printers (50); and Spare Equipment (For quantities refer to Section VI.G.9).

Software for the system must include, but not necessarily be limited to:

7 The laptops will be used to train new staff and must be loaded with the Mobile CAD/MAS, RMS and CAD Light.

8 The quantity includes one tape backup system each for the Norcom and Surcom communication centers.

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CAD and CAD Light, RMS, and MAS Software, and all third-party software necessary to run and operate the solution (e.g., virus protection, desktop OS), including software for the laptops at the Mott Training Center9;

Configuration/Customization and Development Software; and System Administration and Monitoring Tools for the CAD, RMS, and MAS

products.

Note: The Bidder is responsible for providing all cables, connectors, racks/cabinets, supplies, and ancillary products necessary to install, configure, test and operate the system.

The Bidder is responsible for providing, at no additional cost to the State, any additional hardware or software deemed necessary to implement the project , which the Bidder may have omitted from its Final Bid submission of Exhibit VI-G, except where such additional hardware and/or software needs result from a DPR-created Work Authorization for Unanticipated Tasks.Bidder agrees to meet the requirement (initial one): YES: NO:

VI.E.6.b DPR Option to Purchase Hardware and COTS Software (M)For any anticipated purchases of Hardware or COTS Software, and before the Bidder purchases any Hardware or COTS Software, the following process must be followed by the parties:

1. At least thirty (30) calendar days prior to the Bidder’s planned purchase of Hardware or COTS Software, the Bidder shall provide written notice to DPR of each such planned purchase and its price (as quoted in the Bidder’s bid);

2. Unless the parties agree otherwise, DPR shall have the option to purchase directly from any vendor some or all of the components of such Hardware or COTS Software; provided that any purchase or partial purchase by DPR does not materially increase the Bidder’s cost of purchasing the remaining Hardware or COTS Software (or components thereof);

3. If DPR elects to exercise the option set forth in subsection (2) above, it must notify the Bidder of its intent to do so no later than ten (10) State business days after receiving the Bidder’s notice in subsection (1) above; and

4. The amount spent by DPR for Hardware (or for each component of Hardware) shall be subtracted from the total Hardware budget set forth in Section VII, Table VII-A: Hardware Purchase Costs, and the amount spent by DPR for COTS Software shall be subtracted from the total Software budget set forth in Section VII, Table VII-B:

9 The laptops will be used to train new staff and must be loaded with the Mobile CAD/MAS, RMS and CAD Light.

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Bidder-Provided COTS Software Costs. Any amounts remaining in the total Hardware budget or in the total Software budget after the Bidder has acquired all Hardware and COTS Software to be acquired for the PSTM Project may be used by DPR to pay for additional Bidder services as mutually agreed by the parties (such as maintenance, knowledge transfer or enhancements); provided that, with DPR’s express written consent, which shall not be unreasonably withheld, any amount in the total Hardware budget may be used by the Bidder to acquire Software for the PSTM Project, and any amount in the total COTS Software budget may be used by the Bidder to acquire Hardware for the PSTM project.


VI.E.6.c Third-Party COTS Software Licensing (M)The Bidder shall be responsible for implementation of the Bidder’s System, including implementation of all Third-Party Software integrated into the Bidder’s System, and all services and support associated with implementing the Bidder’s System.

All Third-Party Software not purchased by the State must be purchased by the Bidder. Third- Party licenses may be transferred to the DPR at the time they are acquired. Where the software license is immediately transferred to the State, the Bidder may bill for Third- Party software upon acquisition of the software, in accordance with the payment provisions set forth in Section VI.I.1.d: Payment for Third- Party COTS Software Purchases.

The Bidder must work only with Third-Party Software providers with an approved Software License Contract with the State or are willing to agree to the State’s Third-Party COTS General Provisions contract language that may be viewed at:

http://www.documents.dgs.ca.gov/pd/TAS/SICOTSSWGPs071508.pdf

The software providers with approved Software License Contracts with the State may be viewed at:

http://www.pd.dgs.ca.gov/masters/SLPContracts.html

The DPR qualifies with Microsoft Corporation for Microsoft Academic Pricing. The Bidder shall quote any Microsoft products included in its system at Academic Pricing, which is available from the Bidders’ Library (“IFB DPR 3890-54-01 – DPR MS Academic Price List.pdf”).

The Bidder shall inform the Third-Party Software provider(s) of the contract located in Appendix A: State Standard Agreement, between the State and Bidder. The Bidder also shall inform the Third-Party Software provider(s) of the contract that the State will enter into with the Third-Party Software provider(s) upon transfer of the license to the DPR, which is provided for purposes of information in Appendix A and includes:

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http://www.pd.dgs.ca.gov/masters/SLPContracts.html




STD. 213IT; State’s Third-Party COTS General Provisions, available at

http://www.documents.dgs.ca.gov/pd/TAS/SICOTSSWGPs071508.pdf; and IT Special Provisions for Software (effective 01/21/03), available at

http://www.pd.dgs.ca.gov/modellang/ITModules.htm.


VI.E.7 System Configuration and Interface Development (M)The Bidder must perform all necessary activities to install, configure and implement the hardware and software for the system, including the CAD, RMS and MAS components. The Bidder’s System must be configured and implemented to meet the requirements described in Section VI.E.2: Functional and Technical System Features.

In addition, the Bidder must perform any configuration, customization and/or development necessary to interface the CAD, RMS and MAS components to the systems identified in Section VI.E.2.


VI.E.8 System Documentation (M)Consistent with industry standards, the State requires the Bidder’s electronic and written product and system documentation to clearly and thoroughly describe the use and maintenance of the products.

The Bidder must develop and submit to the DPR Project Manager for approval Interface Design Documentation, Logical and Physical Network and System Diagrams, System Administration, and End User manuals, in accordance with the approved due dates in the project schedule. The Bidder is responsible for maintaining and updating this documentation as necessary through the term of the Agreement, to reflect any changes made to the system as a result of Work Authorizations or change requests. At a minimum, the manuals must contain the following information. (Deliverables: Interface Design Documentation, Logical and Physical Network and System Diagrams, System Administration Manual, End User Manual)

Interface Design Documentation Logical and Physical Network and System Diagrams (e.g., LAN/WAN

diagrams) System Administration Manual

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http://www.pd.dgs.ca.gov/modellang/ITModules.htm




System Patch and Upgrade Instructions and Tips Practical Tips and Hints on Debugging Problems or Anomalies Practical Examples and Explanations for System Monitoring System Performance Monitoring Tips and Hints System Logs, Audit Logs, and Audit Report Features Database Monitoring Features and Reports Database Sizing and Performance Monitoring Tips

End User Manual

Use of Screen Snapshots and Device Diagrams Step-by-Step Instructions Key Word Index Practical Tips, Hints and Shortcuts Practical Examples and Explanations with Applicability to Law

Enforcement Situations

In addition to the Bidder-developed manuals and documents noted above, the Bidder must also provide a complete set of COTS Product Documentation and Manuals on CD-ROM for all Bidder-provided software, including:

System administration manuals End user manuals


VI.F. Configuration and Implementation PhaseVI.F.1 Project Kickoff (M)The Bidder must provide a project kickoff meeting at each of the three (3) Communication Centers. The Bidder Project Manager and DPR Project Manager will attend all three (3) events, and will be responsible for:

Developing and presenting an overview of the Bidder’s System, the high-level Project Schedule, and anticipated Communication Center resource needs and impacts. (Deliverable: Kickoff Presentation)

Provide a demonstration of the Bidder’s System to the Communication Center staff.

Respond to questions and action items from Communication Center managers.


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VI.F.2 Site Review and Installation Services (M)The Bidder must provide the following site review and installation planning services:

Assign a technician(s) to conduct an on-site review at each of the three (3) Communications Centers. During the review, the technician(s) will verify the site resources (e.g., facility, power, network, cooling, etc.) necessary to operate the Bidder’s System. As a part of the review, the Bidder will make recommendations for site modifications necessary to meet minimum operating requirements for the Bidder’s System10.

Prepare a final Specifications List detailing the hardware, network components, and software which will be installed at each location. (Deliverable: Specifications List)

At a minimum, the Specifications List must include the following items:

Hardware, including Processor(s), Operating System, Memory, etc.; Network and Communication Components; Mobile Devices; Work Stations and Printers; Spare Equipment; and COTS Software, including Third-Party Software, by Version and Edition

(e.g., Professional, Developer).

Coordinate and plan the purchase and installation activities with the DPR and all Subcontractors, based on procurement timelines and product need dates.

Develop and deliver a Site Plan that describes the proposed design and layout of the system at each Communications Center and the timelines for preparing the site. The Site Plan shall be a single document that describes all of the locations. (Deliverable: Site Plan)

Install, or coordinate with the manufacturer or authorized reseller to install, all hardware and system level software (i.e., operating system, database) necessary for the Bidder’s System at each location. The Bidder shall perform basic tests to ensure all hardware and software is performing correctly at time of installation.


VI.F.3 Fit/Gap Analysis (M)The Bidder must perform a Fit/Gap Analysis between the proposed system and the current DPR environment, requirements, policies and procedures. The Bidder shall meet with the managers of the three (3) Communications Centers to identify and

10 The DPR will be responsible for implementing any facility changes needed to meet Bidder’s minimum operating requirements.

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discuss the proposed system configuration and the approach to resolving the gaps for the CAD, and will meet with other DPR staff to discuss gaps and resolutions for the RMS and MAS. The Bidder will deliver a Fit/Gap Analysis Report that describes the results of the analysis for all locations, the gaps and how the gaps will be addressed, and the specific timeframes for resolving the gaps, including areas which require DPR participation. (Deliverable: Fit/Gap Analysis Report).

At a minimum, the Fit/Gap Analysis Report must include the following components:

Description of the Activities Performed as part of the Fit/Gap Analysis List of Gaps between the Bidder’s System and DPR’s Requirements, Current

Environment, Policies and Procedures Proposed Approach to Resolving each of the Gaps, including

Specific Steps or Activities to be Performed to Resolve the Gap Timeframe for Resolution of the Gap Amount of DPR Participation Required to Resolve the Gaps

List of Policies that must be created or changed as part of Implementing the Bidder’s System


VI.F.4 Initial Geofile Analysis (M)The Bidder agrees to perform the following activities to create the initial geofile build, including:

Conduct an evaluation of the DPR’s current geographic information files to evaluate source data and source maps.

Collect/create geographic service boundary data and discuss with DPR specialist(s) the service boundary delineation requirements and how they are used in the new CAD products.

Use built-in tools to identify exceptions between the DPR-provided source data and the Bidder’s CAD component requirements for geographic data.

Assess the data, source maps, and issues discussed during the on-site source evaluation and develop an exception report outlining the conversion approach. (Deliverable: Initial Geofile Exception Report)

At a minimum, the Initial Geofile Exception Report must include the following components:

Service Boundary Data and Delineation Requirements; Gaps/Exceptions between the DPR Source Data and CAD System

Standards; and

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Approach to Resolving the Gaps/Exceptions.


VI.F.5 Geofile Construction and Training Services (M)The Bidder must load the DPR-supplied geofile data into the new CAD component. The Bidder will conduct an initial geofile conversion by loading the DPR-supplied data. The Bidder is responsible for the analysis and resolution of loading exceptions and anomalies. The Bidder will:

Use the Bidder ‘s conversion tools to convert the DPR-provided standard ESRI ArcView shapefile and polygon boundary shapefiles (representing sectors and districts) data into the Bidder’s format in preparation for loading into the new CAD (if required).

Provide the DPR with information regarding the data exceptions that are detected during data conversion and loading operations that require correction in the DPR-provided source data. (Deliverable: Geofile Conversion Exception Report). At a minimum, the Geofile Conversion Exception Report must include the following components:

Data Exceptions Identified during the Conversion; and Changes that must be made to correct the DPR-provided Source Data.

Attach the appropriate sector and district (polygon tag) data to the respective street centerline segment records in the new CAD component.

The Bidder agrees that the conversion and loading task shall be complete when the following has occurred:

The Bidder’s software has been successfully loaded with the DPR-supplied geofile/GIS data; and

The Bidder provides the load report showing no errors occurred during the load of the data.

After the completion of the conversion and loading task, the Bidder shall be responsible for the ongoing maintenance of the geofile files and data. The DPR will provide up to four (4) updates per year to the Bidder for conversion and loading. The Bidder will be responsible for converting and loading the updated files and for distributing the updates to the CAD workstations and mobile devices. The converted files must be loaded to the CAD workstations and mobile devices within sixty (60) calendar days of DPR providing the updates.


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VI.F.6 Rolodex and GeoDex Data Conversion (M)The DPR’s three (3) Communications Centers each have a legacy CAD application which is maintained in separate FoxPro databases at each center. Dispatchers have been maintaining very important reference data in two different “containers” found in the legacy CAD applications, which are referred to as Rolodex and GeoDex.

The Bidder must make this very important reference data available to dispatchers within the Bidder’s System. The DPR’s preferred method is to move the data into the Rolodex found in the Bidder’s System, but it is acceptable for the Bidder to meet this requirement with an alternate method of making the data available to dispatchers within the Bidder’s System.

The legacy CAD Rolodex is much like the rolodex found in most modern CAD applications. The Rolodex allows users to capture up to six (6) different phone numbers per entry with custom labels and free-form notes on a memo field. There are 5,407 Rolodex records.

The GeoDex allows for five (5) phone number fields and contains six (6) additional data fields. The memo field in GeoDex includes more detailed and extensive information than what is found in the corresponding Rolodex field, including line-by-line instructions on how to get somewhere. The detailed information in the Rolodex and GeoDex memo fields is very valuable and the Bidder must preserve this data if at all possible. There are approximately 6,500 GeoDex records. The DPR will be geocoding the GeoDex data such that it will facilitate the import of these records into the Bidder’s proposed mapping solution.

It is important to note that the GeoDex application is not significantly different from the Rolodex application. Neither application contains information types such as longitude or latitude for plotting map points. This should not be confused with the “GeoFile” applications, data formats or data structures which may contain such data. Both the Rolodex and GeoDex data can be made available to the selected Bidder in these formats: FoxPro, Access, Excel or CSV. Additional technical information is available from the Bidders’ Library (“IFB DPR 3790-54-01 – geodex – sample data.xls” and “IFB DPR 3790-54-01– geodex & rolodex field lengths.xls”).

DPR personnel will combine the data from the three (3) databases and “scrub” the data prior to making it available to the Bidder for data conversion. Once the data conversion is complete, all fields will need to be searchable.

The Bidder must perform the data conversion of the Rolodex and GeoDex data from the “scrubbed” data files provided by the DPR. The Bidder must verify the data is converted correctly, and when confirmed to be correct, the Bidder must load the converted data into the Bidder’s System for use by both the CAD and RMS. The converted data must be linked/loaded into the Bidder’s proposed mapping solution.

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VI.F.7 Installation of Mobile Data Devices (M)As part of the Configuration and Implementation Phase, the Bidder must install its mobile data devices in the inventory of vehicles listed in the Bidders’ Library Excel file “IFB DPR 3790-54-01 – Vehicles and Mobile Device Needs.xls”. This list can also be found in Section VII, Table VII-E.

Bidders must provide ruggedized laptops as the computer component of the mobile data devices. The Bidder must ensure that the mobile device model(s) it bids are compatible with the various vehicle types and models listed in Table VII-E. Quoted costs in Section VII, Table VII-E must include all one-time and ongoing hardware, software, and labor costs for all vehicles listed.

In the event additional mobile devices are ordered, DPR will reimburse the Bidder at the single installation cost associated with the vehicle model/type in question.

The Bidder shall be responsible for purchasing and installing the mounting brackets/hardware for securing the proposed ruggedized laptops in the vehicles (defined in the Bidders’ Library) in a fashion that meet Federal and State safety requirements. The Bidder also shall be responsible for ensuring the complete, fully functional, installation of all mobile data devices including AVL and the associated device wiring and power cabling, as necessary. Please note that some percentage of DPR vehicles includes cages, and the Bidder must anticipate the cost of installing the cables to accommodate the vehicle restrictions posed by the cages. Also note that in the vehicle spreadsheet (i.e., “IFB DPR 3790-54-01 – Vehicles and Mobile Device Needs.xls”) three (3) watercraft are included.

Costs for installation of mobile devices as part of the optional Enterprise Roll-Out Phase shall be included in the Bidder’s quote for that optional phase.


VI.F.8 Development of Custom Reports (M)The Bidder is responsible for developing the custom reports necessary for the DPR to conduct its operations. The list of custom reports is included in the Bidders’ Library (“!Reports Inventory.xls”), and includes a priority. The Priority 1 reports are those reports that must be provided at time of CAD or RMS “go live”. The Priority 2 reports must be delivered within one (1) year of the CAD/RMS “go live” (i.e., CAD Priority 2 reports must be delivered within one (1) year of CAD “go live”).

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After contract award, the DPR and the Bidder will review the reports and confirm or adjust these report priorities through mutual agreement.


VI.F.9 Testing PhasesThe following sections describe the required test phases and the responsibilities for test planning, coordination and execution.

VI.F.9.a Test Planning and Execution (M)The Bidder is responsible for developing the Test Plan and Test Scenarios for each test phase listed below, and for providing and coordinating all necessary hardware, software, and test personnel to execute and support testing activities.

The Bidder must receive written DPR approval for all testing plans and scenarios prior to executing the tests. The Bidder must record the expected and actual results for all tests, and indicate if each test met the completion criteria for each test (i.e., the test’s pass/fail criteria). The Bidder is responsible for the analysis and resolution of any test anomalies or test faults detected during the testing phases.

The DPR reserves the right to participate in and/or observe all testing activities.

The Bidder’s test plans, scenarios and reports for the test phases listed below must include the following components:

Test Plans

Test Objectives and Strategy Test Design and Test Scenario Summary Criteria for Exiting the Test Phase Risks and Contingency Plans Roles and Responsibilities

Test Scenarios/Procedures and Test Data

Specific Test Objectives, including requirements to be verified Specific Test Preparation Activities, including preparation of the test

data and test environment Specific Test Steps and Activities with Expected Results and Actions to

be Take, including any Analysis of Results Specific Criteria Used to Determine if the Test has Passed or Failed

Test Result Report

Summary of All Tests Executed During the Phase and the Results

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Detailed List of All Anomalies and Errors Found During Testing and the Resolution or Status of each Anomaly/Error

List of the System Configuration at the End of Testing (e.g., version of software modules, system settings) as Compared to the Start of Testing

Review of the Criteria for Exiting the Test Phase and the Actual Status of each Criterion


VI.F.9.b Installation Testing (M)The Bidder agrees to perform installation testing at each location (such as the three Communication Centers, DPR and DPR HQ) within fifteen (15) State business days after the hardware is installed and the system level-software has been loaded. The purpose of the installation test is to verify that all the hardware components are working correctly, that the hardware has been correctly configured and that the installed system level software is working correctly out-of-the-box.

The DPR will witness the tests and verify that the hardware has been installed and is operational. Upon successful completion of the hardware installation at all of the locations and DPR approval of the Installation Test Results Report, the Bidder may submit an invoice requesting payment for the hardware components (refer to Sections VI.I.1.c: Payment for Hardware Purchase and VI.I.1.d: Payment for Third-Party COTS Software Purchases for further information regarding payment for these items). (Deliverable: Installation Test Plan, Installation Test Scenarios, Installation Test Results Report)


VI.F.9.c Regression Testing (M)The Bidder agrees to design and develop a series of regression test scenarios to verify correct performance of previously tested functions and capabilities. The Bidder shall maintain and update the scenarios, as appropriate, as changes are made to the system and interfaces.

The Bidder shall be responsible for preparing the DPR-approved testing scenarios, executing the tests, and analyzing and comparing the results of the latest test iterations with previous results to ensure the expected results have been achieved.

Regression testing must be performed and the test results delivered to the DPR prior to the start of the User Acceptance Test and whenever a new system build/release is

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performed. (Deliverable: Regression Test Plan, Regression Test Scenarios, Regression Test Results Report)


VI.F.9.d Functional Testing (M)The Bidder agrees to conduct a functional test on each of the installed products (i.e., CAD, RMS, MAS). The test will confirm the product is working correctly as installed and meets the requirements in the IFB for COTS functionality (per the Bidder’s responses to Section VI.E.2: Functional and Technical System Features). The functional tests include testing the custom reports necessary for go-live (i.e., the Priority 1 reports contained in the Bidders’ Library file “!Reports Inventory.xls”).

The Functional Test will be performed after the completion of end user training for the component. The Bidder must provide a Test Plan, Test Scenarios, and Test Results Report. The Bidder will be responsible for providing the appropriate test materials, and recording and analyzing any test anomalies and problems. The DPR staff will execute the tests. The Functional Test results must be delivered to the DPR within fifteen (15) State business days of the completion of the Functional Test.

The tests must be run at each location, and the Test Results Report must reflect the results from the tests at all locations for the component. The CAD and MAS components will be tested together and the RMS and MAS will be tested together. (Deliverable: CAD/MAS Functional Test Plan, CAD/MAS Functional Test Scenarios, CAD/MAS Functional Test Results Report, RMS/MAS Functional Test Plan, RMS/MAS Functional Test Scenarios, RMS/MAS Functional Test Results Report,)


VI.F.9.e Performance Testing (M)The Bidder’s System will be subjected to a performance test during a thirty (30) consecutive calendar day period. The CAD, RMS and MAS components must meet the reliability requirements (described below in Table VI-B) both individually and as an integrated system across all locations. The system is required to be operational seven (7) days a week, 24 hours a day, except for scheduled routine maintenance. The Bidder is responsible for providing the necessary tools, scenarios (to be approved by the DPR), and data for the tests, and for recording the results of the tests. DPR staff will execute the tests and the Bidder will assist with the analysis and perform the resolution of anomalies and faults. Down time will be measured by DPR staff using a stopwatch or through use of times extracted from log files.

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TABLE VI-B. RELIABILITY REQUIREMENTS

Component Requirement CommentCAD

99.999% or better

Connectivity problems which are outside the control of the Bidder will not stop the 30-day test and will not be counted against the Bidder.

RMS 99.9% or betterMAS

99% or better

Connectivity problems which are outside the control of the Bidder will not stop the 30-day test and will not be counted against the Bidder.

Total Integrated System

No degraded performance to the other components during the test.

All three components will be measured for all three Communications Centers.

To successfully pass the Performance Test, the Bidder’s products must continue to meet or exceed (i.e., perform better than the stated requirement) the individual application performance requirements (in Table VI-B) after all applications and interfaces are operating in concert.

During the same time period, the transaction response times will be measured and verified to meet the requirements described in Table VI-C through Table VI-E. During the performance tests, the Bidder shall not be held responsible for network issues outside of the Bidder’s delivered solution, such as T1 line speeds.

For a successful CAD performance test, the transaction response times must meet or exceed (i.e., be faster than the stated response time) the following levels of performance at least 99% of the time during a thirty (30) consecutive day calendar period. Response times will be measured by DPR staff over a period of ten (10) minutes four (4) times a day using a stopwatch or computer log file times to calculate the average response time of the first five (5) transactions of each transaction type per measurement period.

TABLE VI-C. CAD RESPONSE TIME REQUIREMENTS

# Computer Aided Dispatch Transaction Response Time

1. Operator log-on 1 second2. Validate address (from last character entered to display of

address) 1 second

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# Computer Aided Dispatch Transaction Response Time

3. Create event and enter in pending queue 1 second4. Select and display incident for dispatch, recommend units (not

including calculated routing-based recommendation)1 second

5. Assign a unit to a pending call 1 second6. Change unit status (e.g., en route, on scene) 1 second7. Display premise/hazard file data for incident 1 second8. Display incident history record (keyed search) 1.5 seconds

As part of the CAD performance test, the Bidder shall also execute a failover and recovery test which includes failing over operations from one Communications Center to another Communications Center and restoring back to the original Communications Center without loss or corruption of data. This test must be executed at each of the three Communications Centers.

The Bidder shall also perform test of a recovery of a Communications Center that simulates a localized regional disaster without loss or corruption of data (restore and recovery of data within a single Communications Center). This test must be executed at each of the three Communications Centers.

The RMS Performance Test is intended to assure the DPR that the RMS application software provided by the Bidder will be capable of sustaining an acceptable response time under the DPR’s workload for the foreseeable future. The approach taken will be to measure the performance of a series of identified transactions from an RMS workstation while the system is under normal and reasonable workload within the test environment.

The Bidder will populate the test server with sample data from another source compatible with DPR’s configuration, intended to simulate the volume of content within the DPR database during production. The database must consist of the vendor’s current RMS database, any Bidder-provided third-party software included as part of the Bidder’s proposed solution, and any DPR-supplied hardware and third-party software.

When measuring system performance thresholds, no backups, ad hoc queries against the database, or RMS reports will be processed. The response times will be measured against the background load from one (1) RMS workstation, identified by the DPR, which meets the Bidder’s recommended workstation requirements. The transactions executed from the workstation will consist of adding incident reports; indexing persons, vehicles, and businesses; and various person and business queries. The transactions to be run and the response times to be measured are indicated in Table VI-D.

Ad hoc queries against the database will not be measured in the performance test. If the expected performance times are not achieved, the DPR will notify the Bidder in writing

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and the Bidder will effect the changes needed to meet expected response times after which the performance test will be repeated. Performance testing shall be deemed to have been successfully completed when all tested functions meet the response times listed in Table VI-D. The following response times will be measured from a workstation running an RMS session. The DPR will conduct the following tests and confirm the time does not exceed the allowable times listed in the table.

TABLE VI-D. RMS RESPONSE TIME REQUIREMENTS

# Records Management System Transaction Response Time

1. Retrieve a new (blank) General Offense/Incident form 3 seconds2. Save a filled-in General Offense/Incident form (including a

geo-validated address) 3 seconds

3. Save an update to an existing General Offense/Incident form 3 seconds4. Save a newly created Person record 3 seconds5. Save an update to an existing Person record 3 seconds6. Query and receive the results of a Person’s synopsis which

contains at least 15 related events 3 seconds

7. Create a new (blank) Vehicle record 3 seconds8. Save an update to an existing Vehicle record 3 seconds9. Query and receive the results of a Vehicle synopsis which


10. Save a newly created Location record 3 seconds11. Save an update to an existing Location record 3 seconds12. Query and receive the results of a Location synopsis which


13. All menu requests (excluding the launch of separate programs)

1 second

As part of the RMS performance test, the Bidder shall also execute a failover and recovery test which includes failing over operations between the primary RMS server and backup RMS server and restored back to the primary server without loss or corruption of data. This test must be executed at each of the three Communications Centers.

During a thirty (30) consecutive calendar day period, the response times for the MAS component must meet or exceed (i.e., be faster than the stated response time) the following levels of performance for at least 99% of all transactions. MAS response time

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requirements will not include inquiries into external databases that are not part of the Bidder’s delivered solution (e.g., CLETS queries).

TABLE VI-E. MAS RESPONSE TIME REQUIREMENTS

# Mobile Automation System Transaction Response Time

1. Car-to-car (query and response) transaction on a channel without congestion 4 seconds

2. Messaging query and response 4 seconds3. Field reporting query and response 4 seconds

For both the reliability and response time tests, the stated requirements must be met for 30 consecutive calendar days. If any of the requirements fail, the test will halt. Corrections will be made to the system, if necessary, and the test will re-start. This cycle will continue until the requirements have been met for the full 30 consecutive calendar day period or for a maximum of three (3) test iterations. If the third test iteration fails, the system may be rejected.

The Performance Test must be performed and the test results delivered to the DPR prior to the start of the User Acceptance Test. (Deliverable: Performance Test Plan, Performance Test Scenarios, Performance Test Results Report.)


VI.F.9.f Load Testing (M)Prior to commencing load testing for the DPR, the Bidder will provide load test results from a previous installation of equal or greater size (in terms of peak transactions per hour for CAD, RMS and MAS) and having approximately the same hardware specification and configuration.

The Bidder shall develop load testing scenarios and scripts that can be repeated to support manual load testing. The load tests must simulate up to two (2) times the maximum load anticipated for this system.

In addition, manual load testing will be accomplished by the combination of Bidder personnel guidance and DPR personnel at each Communications Center. The vendor must correct any resulting deficiencies that fall under their areas of responsibilities.

Load testing will be performed in conjunction with, or immediately after performance testing. The Load Test Results Report must be delivered to the DPR prior to the start of

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the User Acceptance Test. (Deliverable: Load Test Plan, Load Test Scenarios, Load Test Results Report).


VI.F.9.g Total System Validation Testing/User Acceptance Test (UAT) (M)

After all three components (CAD, RMS and MAS) have successfully completed the Functional, Performance, and Load Tests, the DPR and the Bidder will jointly plan and execute a comprehensive validation test, to occur over five (5) consecutive State business days, to ensure that the totality of all system components are operational on an individual and enterprise basis in accordance with the Bidder’s response to the IFB. The Bidder will develop the Test Plan and the Test Scenarios with input from the DPR to ensure the test reflects actual production operations. The Bidder must correct all components or functions that are non-functional or are not in compliance with the requirements. The Bidder is responsible for delivering the Test Results Report summarizing the results of the test and the action plan for addressing any anomalies or errors. (Deliverable: Total System Validation/UAT Test Plan, Total System Validation/UAT Test Scenarios, Total System Validation/UAT Test Results Report)


VI.F.10 Training Services (M)The following sections address the training services, as well as the training components (technology) that will enable the training to occur. The DPR will provide training facilities at each of the Communications Centers and at DPR headquarters. Class size will be limited to no more than ten (10) people per class.


VI.F.10.a Required Training Courses (M)At a minimum, the Bidder will provide the following training courses. The Bidder may propose additional courses on additional topics, as appropriate to their System. All classes will be conducted on-site by the Bidder.

CAD System Administration CAD Database Training CAD Direct User Training CAD Train-The-Trainer Training CAD Light Train-the-Trainer Training

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RMS System Administration RMS Database Training RMS Train-The-Trainer Training MAS System Administration MAS User Train-The-Trainer Training CLETS User Training (for the Bidder’s user interface to CLETS11)


VI.F.10.b Training Plan (M)Upon contract award, the Bidder must deliver a comprehensive Training Plan, no later than the due date specified in Section VI.I: Deliverables and Payments, and based on the DPR’s constraints and requirements listed below. (Deliverable: Training Plan)

At a minimum, the Training Plan must include the following components:

Description of Training Staff Organization Approach to Train-the-Trainer Training Approach to End User Training Approach to Technical Training Training Curricula Training Materials and Training Support Resources Approach to Training Roll-Out Approach to Evaluating the Effectiveness of Training Approach to Refresher and Remedial Training


VI.F.10.c Training Materials (M)The Bidder is responsible for developing and providing all training materials necessary for achieving the training requirements stated below, including but not necessarily limited to:

Training Materials, in both paper and electronic formats, for all training sessions through the term of the Agreement, and for DPR-led Training Sessions during the course of the Configuration and Implementation Contract

Online Training Materials accessible from within the system Training Evaluation Forms, to be completed by each training class’s

participants

11 The DPR will be responsible for DOJ/CLETS access and usage certification.

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Training materials must be approved by the DPR Project Manager at least thirty (30) State business days prior to the scheduled start of training sessions. (Deliverable: Training Materials)


VI.F.10.d Training Schedule (M)The Bidder must deliver a training schedule no later than the due date specified in Section VI.I: Deliverables and Payments. Training will be scheduled to accommodate DPR staff’s multiple shifts and alternative working hours. The training schedule must be approved by the DPR Project Manager at least thirty (30) State business days prior to the scheduled start of training sessions. Refer to Section VI.C.2: Peak Period and Availability of DPR Staff, for staff availability constraints. (Deliverable: Training Schedule)


VI.F.10.e CAD Training Requirements (M)These CAD training requirements apply to the CAD direct user training classes listed above.

Training Locations: Norcom, Cencom, Surcom Training Model: Direct, on-site training of users by the Bidder Personnel to Be Trained: Communications Operators, Communications

Operator Supervisors, Communication Center Managers, and PSTM IT staff Training Outcome: Participants must demonstrate competence in the full

range of CAD application features identified in the functional requirements for CAD (refer to Section VI.E.2: Functional and Technical System Features) and as provided by the Bidder’s system.

Estimated Number to be Trained: Up to 70 individuals


VI.F.10.f CAD Light Training Requirements (M)These CAD Light training requirements apply to the CAD Light train-the-trainer training classes listed above.

Training Locations: Gold Fields District, Oceano Dunes District, Orange Coast District, and Mott Training Center

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Training Model: Train-the-Trainer training delivered by the Bidder to DPR trainers on-site at the districts

Personnel to Be Trained: Field Training Officers, Field Training Supervisors, Mott Training Center Staff, and PSTM support staff that will be trained in order to train in-service peace officer field staff

Training Outcome: Participants must demonstrate competence in the full range of CAD Light application features identified in the functional features for CAD (refer to Section VI.E.2: Functional and Technical System Features) and as provided by the Bidder’s system.



VI.F.10.g MAS Training Requirements (M)The following are the training requirements for the MAS component.



Personnel to be Trained: Field Training Officers, Field Training Supervisors, Mott Training Center Staff, and PSTM support staff that will be trained in order to train in-service peace officer field staff

Training Outcome: Participants must demonstrate competence in the operation of the Bidder’s CLETS user interface, instant messaging, self-initiated calls, mapping and other operations identified in the functional requirements for the MAS (refer to Section VI.E.2: Functional and Technical System Features).



VI.F.10.h RMS Training Requirements (M)The following are the training requirements for the RMS component.



Personnel to be Trained: Field Training Officers, Field Training Supervisors, Mott Training Center Staff, and PSTM support staff that will be trained in order

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to train in-service peace officer field staff. Additionally, the initial training of trainers will include the training of non-badge Lifeguard and Seasonal II Lifeguard personnel who will train Seasonal Lifeguard staff in limited reporting applications.

Training Outcomes: Participants must demonstrate competence in the operation of the Bidder’s CLETS user interface, all reporting applications, as well as evidence tracking and other features identified in the functional requirements for RMS (refer to Section VI.E.2: Functional and Technical System Features).



VI.G. Maintenance and Operations PhaseDuring the term of this Agreement, the Bidder shall be responsible for the maintenance, operations and administration of all hardware and software listed in Exhibit VI-G: Bidder-Provided Hardware and Software List. Required maintenance services apply to the development, test, training, and production environments.

VI.G.1 Term of the M&O Phase (M)Maintenance and Operations Phase activities for each major system component (CAD, MAS, and RMS) shall commence upon the first calendar day following expiration of the warranty period for the component. The commencement of M&O services for each component may vary from one another depending on the actual warranty expiration dates for the components. M&O services for all components shall continue in full for the entire system for a period not to exceed five (5) calendar years following expiration of the first component warranty period. Refer to Exhibit VI-H: Sample Warranty and Maintenance Timeline for an illustration of how the warranty and maintenance periods will overlap and co-terminate.


VI.G.2 Principal Period of Maintenance (M)The Principal Period of Maintenance (PPM) shall be 365 days per year, including all State holidays, as defined in Section VI.G.8, Table VI-F: Service Request Levels and Response Times. The Bidder will be required to provide the DPR with a single point of contact along with a toll-free service call phone number.

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VI.G.3 Maintenance Plan (M)Upon contract award, the Bidder must deliver a comprehensive Maintenance Plan, no later than the due date specified in Section VI.I.1.a, Table VI-H: Deliverables List and Payment Schedule, and based on the DPR’s constraints and requirements listed below. The Maintenance Plan is due no later than 30 calendar days before the start of User Acceptance Test (see Section VI.F.9.g). (Deliverable: Maintenance Plan)

At a minimum, the Maintenance Plan must include the following components:

Approach to Help Desk Services, including

Responding to Incidents, Service Requests and Emergencies

Approach to Operations

User Account Management Monitoring Reports and Sample Reports Security Monitoring and Reporting

Approach to Hardware Maintenance

Server Maintenance CAD Workstation Maintenance Mobile Device Maintenance Network Infrastructure Maintenance Management and Deployment of Spare Equipment

Approach to Software Maintenance/Enhancement Approach to Continuing Training and Knowledge Transfer Approach to COTS Software Customer Support (e.g., web tools, knowledge

bases, customer forums, etc.) Approach to Release Management and Testing (i.e., testing, tools, and

distribution) Approach to Software Release Schedule for Bidder-Provided COTS Software Approach to System Upgrades and Patches (i.e., testing, tools, and

distribution)


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VI.G.4 Required Services (M)The Bidder must provide the following maintenance services:

Hardware and software maintenance of the Bidder’s System to repair malfunctioning components, and address bugs and defects that are discovered after Final System Acceptance. This also includes version upgrades due to changes in Federal and State regulations (refer to Section VI.G.7: Federal and State Required Updates).

Hardware and software maintenance of the desktop computers, printers, servers, routers, switches, and other LAN infrastructure of the DPR’s Public Safety LAN/WAN in the three (3) DPR Communications Centers listed in Section VI.C.1.

On-site and off-site technical services to maintain the ruggedized laptop computers, mounting hardware, software and AVL devices in the DPR vehicles.

Coordination of the DPR’s pre-paid Cisco Smartnet maintenance services for the DPR-provided LAN/WAN equipment listed in the Bidders’ Library (“IFB DPR 3790-54-01 – DPR Hardware – 2009-07-28.doc”. Refer to Section VI.G.10.c: Miscellaneous Contractor Responsibilities for additional information.

COTS Product Version Upgrades, Security Patches and Bug Fixes for all COTS Software used in the Bidder’s System (production environment) and the development, test and training environments. Version upgrades include changes required to the software to ensure compliance with Federal and State legislation, regulations and required system interfaces (e.g., compliance with CLETS changes).

COTS Product Enterprise Software Licensing, as necessary to support the DPR’s operation and use of the Bidder’s System (production environment) and the development, test, and training environments.

Written Upgrade Plans showing the detailed analysis and proposed implementation schedule for COTS version upgrades or major patches. This analysis must include a testing approach to ensure the upgrade/patch will not negatively affect the production system, and a back-out approach indicating the steps that will be taken in the event the upgrade/patch is not successfully applied and verified. This report is due to the State ten (10) State business days prior to any planned upgrade/patch installation.

Analysis of DPR-proposed change requests (within the scope of this Agreement) for the Bidder-provided COTS software, including development of a cost proposal for the requested changes. Examples of such changes are CLETS or State/Federal mandated changes, or other Unanticipated Tasks, which necessarily result in changes to the System.

Written Change Analysis Report showing the detailed analysis and cost proposals for any change request submitted to the Bidder by the State. The

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analysis is due within ten (10) State business days after submission of the change request, unless otherwise agreed to in writing by the State.

Testing and installation of appropriate bug fixes and security patches as necessary for any and all software residing on the development, test, training, and production environments, including where appropriate, mobile equipment. All bug fixes, patches and security updates shall be tested and verified in the test environment prior to introducing the fixes, patches and updates to the production environment.

Distribution of security updates and patches to mobile devices and equipment, including spare equipment. All security updates and patches shall be tested and verified in the test environment prior to introducing the patches and updates to the production environment equipment.

Written Test Results Report for Fixes, Patches and Updates that describe the tests performed to verify the bug fix, patch and/or software update in the test environment. The report must include a description of each specific test performed, the equipment tested (CAD, RMS, MAS components and mobile device configurations) the expected and actual results, the data used in the test, and an analysis of the risks associated with installing the fix/patch/upgrade in the production environment.

One (1) scheduled weekly on-site visit to each Communications Center and to every location where a dispatch or RMS server is located, in order to perform system maintenance and change and/or verify backup media.

Weekly monitoring of the system logs, system interfaces and general performance of the system. Investigation and/or correction of any anomalies or problems found.

Assist in managing user accounts and access rights, including monthly monitoring of user access logs for indications of inappropriate access or abandoned accounts. DPR must authorize each user account and define the specific permissions for the user account. A listing of all user account additions, access changes, and deletions shall be documented in the Monthly Written Status Report. Password resets and unlocking of accounts shall not be included in the Monthly Status Report.

Monthly Written Status Report, or on-demand access to the Bidder’s online Help Desk Problem Tracking System, documenting a summary of help desk support calls from the past calendar month, organized by priority and subject matter, and the user account and access right changed, added and deleted during the month. This report shall also list any anomalies and/or problems found during daily monitoring of the system, and the analysis and resolution performed to address the anomaly/problem. This report is due to the State by the seventh (7) State business day of the following month.

Provide help desk support at the first, second and third levels, and the resulting support to analyze, correct, and verify the resolution of the service request.

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Written Outage Report showing the detailed analysis and resolution proposal for any outage or planned maintenance outage. For an actual outage, this report is due to the State within 24 hours of any outage, with appropriate updates until the outage is resolved. For planned maintenance outages, this report is due to the State ten (10) State business days prior to the planned outage.

State access to the help desk/service request database online via the Internet in order to obtain additional analysis, monitoring and reporting of service request status and resolution.


VI.G.5 Operational Recovery (M)The Bidder is responsible for performing the following operational recovery services through the term of this Agreement:

Upon contract award, the Bidder must deliver a comprehensive Operational Recovery Plan, no later than the due date specified in Section VI.I: Deliverables and Payments, and based on the DPR’s constraints and requirements listed below. The Operational Recovery Plan is due no later than 30 calendar days before the start of User Acceptance Test (see Section VI.F.9.g). (Deliverable: Operational Recovery Plan)

At a minimum, the Operational Recovery Plan must include the following components:

Step-by-Step Instructions Recovering the Database and Application After a Failure Tips on Verifying Data Integrity After a Failure Synchronizing/Verifying Connectivity between Multiple Sites After a

Failure Synchronizing/Verifying Connectivity between the CAD, RMS, and

MAS in the Field After a Failure Recovery Plans/Procedures for an Integrated CAD, RMS, and MAS

System Recovery Plans/Procedures for a Multi-site CAD System

Perform routine system backups, including daily backups and weekly full system backups. The Bidder is responsible for providing the appropriate backup media. The State will be responsible for transporting backup media to offsite storage to support operational recovery.

Execute an annual disaster recovery and system restore test to verify the following scenarios. The tests shall be performed at different Communications

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Centers each year. The annual disaster recovery test must include the following tests, at a minimum:

Operations at one Communication Center can be switched to another Communications Center and restored back to the original Communications Center without loss or corruption of data;

Operations can be switched between the primary RMS server and backup RMS server and restored back to the primary server without loss or corruption of data; and

Recovery of a Communications Center in the event of a localized regional disaster without loss or corruption of data (restore and recovery of data within a single Communications Center).

Annual Disaster Recovery and System Restore Test Results Report describing the test activities, test procedures/scenarios, expected and actual results, summary of anomalies and problems, and plan for correction, re-test or update. This report is due to the State within ten (10) State business days after completion of the annual disaster recovery test.


VI.G.6 CLETS Interface Updates (M)The Bidder will provide updates to the CLETS/NCIC interface and related documentation (including all existing screen formats developed and supported by the Bidder) for all legal requirements or modifications mandated by the CLETS/NCIC, when such requirements or modifications require a modification to the source code relating to the Bidder’s System and are necessary for the proper performance of the Bidder’s System.

The DPR shall request any updates via Work Authorization, as described above in Section VI.C.8: Unanticipated Tasks.

Major new requirements must be provided to DPR within 180 calendar days of providing such requirements to another California law enforcement agency. The change must be implemented prior to the state or federal mandated deadline.


VI.G.7 Federal and State Required Updates (M)The Bidder will provide updates to any Bidder-provided State or Federal forms, reports, screens or other system function(s) that impact the operation of the Bidder’s System,

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either directly or via interface (including California Highway Patrol (CHP) forms, and other State or Federal Department of Justice or Department of Corrections forms) to ensure the Bidder’s System remains compliant with State and Federal legislation and regulations.

The DPR shall request any updates via Work Authorization, as described above in Section VI.C.8: Unanticipated Tasks.

Major new requirements must be provided to DPR within 180 calendar days of providing such requirements to another California law enforcement agency. The change must be implemented prior to the state or federal mandated deadline.


VI.G.8 Service Request Levels and Response Requirements (M)

The Bidder will accept the DPR’s classification of help desk tickets, problems, and service requests, using a standard prioritization level of 1 (Critical), 2 (Urgent), 3 (Important), 4 (Routine), for all hardware, software, interfaces and design work provided by the Bidder.

The Bidder will triage, address and correct requests in the following manner:

TABLE VI-F. SERVICE REQUEST LEVELS AND RESPONSE TIMES

Priority

Characteristics of Situation Response Guarantee

1. Loss of Data Data Corruption Productive Use

Prohibited No Workaround

Available

24/7 toll-free telephone support for all applications

Calls are answered immediately during the Bidder’s normal business hours

Calls made outside of the Bidder’s normal business hours will be returned within thirty (30) minutes of the DPR leaving a message

Resolution proposed as soon as best possible commercial efforts will allow, with uninterrupted work on the issue(s) until the issue(s) have been corrected

Bidder onsite assistance is included, should remote efforts fail after 24 hours

2. Primary Purpose 24/7 toll-free telephone support for all

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Priority

Characteristics of Situation Response Guarantee

Compromised Productive Use

Impacted Workaround Generally

Not Available

applications Calls are answered immediately during the

Bidder’s normal business hours Calls made outside of the Bidder’s normal

business hours will be returned within sixty (60) minutes of the DPR leaving a message

Resolution proposed as soon as best possible commercial efforts will allow, with mutually agreeable corrective action plan developed within 12 hours

Bidder onsite assistance is included, should remote efforts fail after 72 hours

3. Productive, but Incomplete Operation

Workarounds Generally Available

24/7 toll-free telephone support for CAD 8/5 (Pacific Time Zone) toll-free telephone

support for RMS and MAS Calls are answered immediately during the

Bidder’s normal business hours Calls made outside of the Bidder’s normal

business hours will be returned as follows: Callback within two (2) hours for CAD Callback within four (4) hours for RMS

and MAS Correction efforts begin after a mutually

agreed upon resolution plan has been developed

4. Productive, Mainly Cosmetic in Nature

Workarounds or Configurable Options Often Available

8/5 (Pacific Time Zone) toll-free telephone support for CAD, RMS and MAS

Calls are answered immediately during the Bidder’s normal business hours

Mutually agreed upon timeline developed for correction, which may include correction in a future software release


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VI.G.9 Spare Equipment (M)The Bidder shall provide a spare inventory of new or certified as new replacement parts for the system and sub-system components as necessary to manage and maintain their equipment, based on the stated uptime and reliability requirements (refer to Section VI.F.9.e: Performance Testing). Equipment, components, and parts must be available at each of the three (3) Communication Centers, including, but not necessarily limited to, one (1) complete workstation (with all applications and network configurations loaded and tested).

The DPR shall provide a reasonable amount of storage space for the spare parts inventory at each Communication Center.

As part of the overall replacement parts inventory, the Bidder will provide the following list of spare equipment in the quantities and at the locations shown:

TABLE VI-G. SPARE EQUIPMENT QUANTITIES

Type Quantity of Spares Comment

CAD Workstations 12

Ruggedized Laptops 6 10% of the original delivered quantity

Bar Code Readers 5Bar Code Printers 5


VI.G.10 Bidder ResponsibilitiesThe following are the minimum maintenance responsibilities of the Bidder:

VI.G.10.aScheduled Maintenance Services (M)The Bidder will provide the following scheduled maintenance services:

1. Weekly on-site Health Check - Provide a desktop and server support engineer on-site at each of the three (3) DPR facilities on a weekly basis to validate and maintain the health of the desktop and server systems. The weekly on-site support is not to exceed 8 hours per day. The Bidder must make the best effort to resolve issues, if any, on the same business day. The Bidder shall develop and provide an issues and resolution log. At a minimum, the Bidder must perform the following weekly services:

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Review each server event log and document any changes/issues. Review backup system to and ensure backups are being completed. Review Anti-Virus system to and ensure backups are being completed. Review issues log and update documentation upon issue resolution. Review LAN switch interface counters and router interface counters and

record data in appropriate counter logs. Provide hands-on support and problem resolution to end user requests and

questions. Perform general LAN administration services such as: adds, moves, changes,

printer support and configurations, and DNS/DHCP/WINS support. Prepare a per-visit status report on issues, resolutions, and coordination

required. This document will include:

A description of the tasks completed. Additional tasks to be completed in future visits. Tasks that need further coordination with DPR before completion.

2. Monthly On-Site Preventative Maintenance – Provide on-site preventative maintenance support services on a scheduled monthly basis. The monthly on-site preventative maintenance must be scheduled during one of the weekly on-site health checks each month. The monthly services must include:

Perform test restore of backups to ensure that data can be restored. Perform LAN/WAN health checks by reviewing device error counters to

validate data circuit(s) are performing properly. Installation of current operating system and application patches for servers,

workstations, and network infrastructure. Update system documentation. Prepare a per-visit status report on issues, resolutions, and coordination

required. This document will include:


3. Quarterly On-Site Preventative Maintenance - Provide on-site preventative maintenance support services on a scheduled quarterly basis. The quarterly preventative maintenance service must be scheduled during one of the weekly on-site health checks each quarter. Quarterly services must include:

Review patches/updates from LAN/WAN device manufacturers and apply appropriate patches to maintain system integrity and security.

August 13, 2009 49



Recommend device reconfiguration as appropriate to maximize system security.

Prepare a per-visit status report on issues, resolutions, and coordination required. This document will include:



VI.G.10.bUnscheduled (On-Call) Maintenance Services (M)The Bidder will utilize an on-site dispatch program to support the LAN and WAN environment at the three (3) DPR facilities between the weekly on-site visits. At a minimum, this dispatch program must include the following services and resources:

A toll-free access telephone number. A dispatch center available 24 hours per day, 7 days per week. Ability to dispatch a technician or engineer in response to all service calls. The Bidder must manage all service calls to completion. The Bidder must provide monthly reports on all Unscheduled Maintenance

calls.

The process will be initiated when a representative from DPR places a call into the Bidder’s dispatch center to log the problem and obtain a case number. This call will then be dispatched to the appropriate queue for action and managed to completion. Upon notification, the assigned technician/engineer will contact the customer to inform them that he has received the case and provide DPR with an estimated time of arrival. Upon arrival at the site, the technician/engineer will contact the originator of the service call, notifying them of his/her arrival and begin to perform diagnosis of the problem. The contact will be notified with any status updates of diagnosis resolution, when necessary and also upon completion of the call.


VI.G.10.cMiscellaneous Contractor Responsibilities (M)The Bidder shall fulfill the following additional responsibilities:

1. Utilize the DPR’s existing services, such as Cisco Smartnet services agreement for DPR-provided Cisco LAN/WAN equipment at each communications center site. The Bidder will act as the single point of contact between the DPR and Cisco. A list of the devices that are provided by the DPR and covered by the Smartnet agreement is

August 13, 2009 50



available in the Bidder’s Library in document “IFB DPR 3790-54-01 – DPR Hardware – 2009-07-28.doc”. The DPR shall be responsible for renewal of, and payment for, the Smartnet services agreement.

2. Scheduled preventive maintenance shall be based upon the specific needs of the individual machines as determined by the manufacturer.

3. Unscheduled or on-call remedial maintenance shall include adjustments, and replacement of parts deemed necessary by the Bidder.

4. Replacement parts will be furnished by the Bidder and will be new or certified as new in performance when installed into systems and sub-systems. The replaced parts become the property of the Bidder.

5. All replacement systems and or system components are to arrive at the DPR in anti-static bags.

6. The Bidder’s Service Engineers are required to wear static ground straps and observe industry anti-static procedures when working on equipment, or handling components.

7. Preventive maintenance will be performed on a schedule which is mutually acceptable to the DPR and the Bidder, is consistent with the DPR’s operating requirements, and which is based upon the specific needs of the equipment as determined by the manufacturer.

8. All remedial maintenance shall be commenced promptly after notification by an authorized DPR representative that equipment and/or software are inoperative.

9. The Bidder will not perform any maintenance on the CLETS system. The Bidder will inform DPR of any issues concerning CLETS and the Bidder’s software for coordination and resolution.


VI.G.11 Equipment End of Life (EOL) (M)At no additional expense to the State, the Bidder is responsible for the replacement of any equipment listed on Exhibit VI-G: Bidder-Provided Hardware and Software List which reaches the manufacturer’s end-of-life.

Upon receipt of notification of End of Life for any such equipment item, whether notice was provided by the State or the manufacturer, the Bidder must replace the EOL equipment by the official EOL date, or in the event the manufacturer will continue to support the equipment for a limited period of time past EOL, the official end of support date.

August 13, 2009 51



New replacement equipment must be properly configured, tested, installed and accepted by the State prior to the official EOL or end of support date.

Configuration, testing, installation and final acceptance shall be performed on a schedule which is mutually agreeable to the State and the Bidder, is consistent with the DPR’s operating requirements, and which is in accordance with all applicable requirements of this Agreement.

Replaced EOL equipment shall remain the property of the State and shall be disposed of in accordance with State property rules.


VI.H. Enterprise Roll-out (M)The Bidder must submit, as part of its Final Bid, a quote for rolling out the system to the remainder of the DPR vehicle inventory. The quote must include all necessary costs for expanding the system up to an additional 576 vehicles, as listed in the Bidder’s Library (“IFB DPR 3790-54-01 – Vehicles and Mobile Data Device Needs.xls”, Worksheet Tab “Next Phase Vehicles”). Costs should include, but not necessarily be limited to, all necessary hardware, software, maintenance and labor costs required for the expansion of the system. This amount will be included in the Bidder’s total quote for evaluation purposes.

At any time prior to the beginning of the fourth year of the Maintenance and Operations Phase, the DPR may exercise its option to purchase the Enterprise Roll-Out at the rates set forth in the Bidder’s Final Bid by submitting written notice to the Bidder of its intent to exercise the option. Such exercise of the option will be accomplished via amendment to this Agreement, subject to approval by the Department of Parks and Recreation and the Department of General Services.

After the beginning of the fourth year of the Maintenance and Operations Phase, the DPR may, by mutual agreement of the Bidder, exercise this option at the rates set forth herein provided that sufficient time remains within the term of this Agreement to implement fully the Enterprise Roll-out through Final System Acceptance prior to expiration of the Agreement.

Upon approval of an amendment to exercise this option, the Bidder must develop a project implementation schedule which shall be subject to all identical requirements set forth in this Agreement for the initial Configuration and Implementation Phase. Upon successful implementation and acceptance of the Enterprise Roll-Out, the additional hardware, software and services shall be subject to the requirements of the Maintenance and Operations Phase as set forth in this Agreement.

August 13, 2009 52



In order to receive progress payments during the Enterprise Roll-Out Phase, the Bidder must provide to the State a faithful performance bond issued by a California-admitted surety insurer, listing the State of California as obligee and beneficiary, in an amount equal to 25% of the value of the amendment, thus securing the faithful performance of the amendment by the Bidder pursuant to PCC Section 12112. The surety insurer must be licensed to do business in the State of California. The bond must remain in effect until Final System Acceptance of the Enterprise Roll-Out.


VI.I. Deliverables and PaymentsThe following sections describe the deliverable and payment provisions for the contracts resulting from this IFB.

VI.I.1 Payment for the Configuration and Implementation Phase

VI.I.1.a Deliverable-Based Progress Payments (M)The Configuration and Implementation phase allows progress payments based on completion of significant project deliverables. The total amounts for the Bidder-Provided COTS Software Costs (Section VII, Tables VII-B.1 through VII-B.3) and the Configuration and Implementation Services Costs (Section VII, Table VII-D) shall be combined and disbursed as progress payments, subject to the ten percent withhold (refer to Section VI.I.1.b), in accordance with the deliverables and associated payment percentages defined in Table VI-H.

The due dates for deliverables associated with the payment amounts are shown in Table VI-H, or shall be determined by the Bidder’s DPR-approved Final Project Schedule. The State shall make progress payments only to the Bidder. The Bidder is responsible for payment to all its subcontractors.

August 13, 2009 53



TABLE VI-H. DELIVERABLES LIST AND PAYMENT SCHEDULE

# Section Referen

ce DeliverableAssociated

Document(s)/ TasksSeason Constrai

nt

Maximum

Payment %

Due Date

1. VI.C.7.b.2, VI.C.7.b.3

DPR Approval of Project Plan and Schedule

Final Project Plan Any N/A 30 calendar days after contract award

2. VI.F.1 DPR Approval of Project Kickoff Kickoff Presentation Off Peak 0.50% As approved by DPR in the Final Project Schedule

3. VI.F.2 DPR Approval of Site Reviews and Site Plan

Specifications ListSite Plan

Any 0.50% As approved by DPR in the Final Project Schedule

4. VI.F.3 DPR Approval of Fit/Gap Analysis Fit/Gap Analysis Report Any 0.50% As approved by DPR in the Final Project Schedule

5. VI.F.4, VI.F.5

DPR Approval of Geofile Analysis, Construction and Testing

Initial Geofile Exception ReportGeofile Conversion Exception Report


August 13, 2009 54



# Section Referen



nt

Maximum

Payment %

Due Date

6. VI.F.5 DPR Approval of Rolodex and GeoDex Data Conversions

Data Conversion Files Any 0.50% As approved by DPR in the Final Project Schedule

7. VI.E.8 DPR Approval of System Documentation

Interface Design Documentation,Logical and Physical Design Diagrams, System Administration Manual, End User Manual


8. VI.G.3 DPR Approval of Maintenance Plan Maintenance Plan Any 1.00% As approved by DPR in the Final Project Schedule

9. VI.G.5 DPR Approval of Operational Recovery Plan

Operational Recovery Plan


10. VI.F.8 DPR Approval of CAD Priority 1 Custom Reports Design and Mockups

CAD Priority 1 Custom Reports Design and Mockups


August 13, 2009 55



# Section Referen



nt

Maximum

Payment %

Due Date

11. VI.F.9.b DPR Approval of Norcom Installation TestCAD and MAS

Test PlanTest Scenarios, Procedures and DataTest Results Report

Off Peak 3.00% As approved by DPR in the Final Project Schedule

12. VI.F.9.d DPR Approval of Norcom Functional TestCAD and MAS



13. VI.F.9.e, VI.F.9.f

DPR Approval of NorcomPerformance and Load TestCAD and MAS



14. VI.F.9.b DPR Approval of Cencom Installation TestCAD and MAS



15. VI.F.9.d DPR Approval of Cencom Functional TestCAD and MAS



16. VI.F.9.e, VI.F.9.f

DPR Approval of CencomPerformance and Load TestCAD and MAS



August 13, 2009 56



# Section Referen



nt

Maximum

Payment %

Due Date

17. VI.F.9.b DPR Approval of Surcom Installation TestCAD and MAS



18. VI.F.9.d DPR Approval of SurcomFunctional TestCAD and MAS



19. VI.F.9.e, VI.F.9.f

DPR Approval of SurcomPerformance and Load TestCAD and MAS



20. VI.F.8 DPR Approval of RMS Priority 1 Custom Reports Design and Mockups

RMS Priority 1 Custom Reports Design and Mockups


21. VI.F.9.d DPR Approval of Functional TestRMS and MAS



22. VI.F.9.e, VI.F.9.f

DPR Approval ofPerformance and Load TestRMS and MAS



August 13, 2009 57



# Section Referen



nt

Maximum

Payment %

Due Date

23. VI.F.9.g DPR Approval of Total System Validation/User Acceptance Test



24. VI.F.10 DPR Approval of TrainingAll LocationsCAD and MAS

Training PlanTraining MaterialsTraining Schedule


25. VI.F.10 DPR Approval of TrainingAll LocationsRMS and MAS

Training PlanTraining MaterialsTraining Schedule


26. VI.F.8 DPR Approval of CAD Priority 2 Custom Reports Design and Test

CAD Priority 2 Custom Reports Design and MockupsCAD Priority 2 Custom Reports Test Scenarios and Data

Any 0.50% Within 1 year of CAD “Go Live”

27. VI.F.8 DPR Approval of RMS Priority 2 Custom Reports Design and Test

RMS Priority 2 Custom Reports Design and MockupsRMS Priority 2 Custom Reports Test Scenarios and Data

Any 0.50% Within 1 year of RMS “Go Live”

August 13, 2009 58



# Section Referen



nt

Maximum

Payment %

Due Date

28. VI.C.6.b DPR Approval of Final System – Release of 10% Contract Withhold (refer to Section )

Completion of all required Configuration and Implementation Phase Tasks and Deliverables

N/A Release of 10% Withhold

As approved by DPR in the Final Project Schedule

August 13, 2009 59



The activities described in Table VI-H must be performed in accordance with the indicated seasonal constraints. The DPR will not approve deliverables with a Peak season constraint during the Peak season due to the adverse impact to the DPR workforce during the Peak season. Deliverables that do not have a Peak season constraint may be performed at any time during the year.

The payments listed in the table are shown in the suggested sequence, but due to the Peak season constraint, some payments may not occur in the sequence listed.


VI.I.1.b Ten Percent (10%) Withhold (M)The State will hold back ten percent (10%) of each progress payment amount until Final System Acceptance. Table VI-H lists the maximum percentages to be paid for each of the deliverable payment milestones. The Bidder may invoice for payments after completion of the specified deliverable and written acceptance of the deliverable by the DPR Project Manager. The Bidder may invoice for the withheld 10% upon receipt of written Final System Acceptance from DPR.


VI.I.1.c Payment for Hardware Purchases (M)Payment for hardware will be made after completion of installation and successful testing, as specified in Section VI.F.9.b: Installation Testing, at each of the three (3) Communication Centers. Separate payment will be made for the CAD, RMS and MAS hardware. Upon approval of this testing by the DPR, the Bidder may invoice for the hardware costs in accordance with the Bidder’s rates set forth in Section VII: Cost.

The ten percent withhold does not apply to payments for hardware purchases.


VI.I.1.d Payment for Third-Party COTS Software Purchases (M)Payment for purchase of Third-Party COTS Software shall be made after Bidder’s acquisition of the product. The Bidder may invoice for the one-time software costs in accordance with the Bidder’s rates set forth in Section VII: Cost. Proof of purchase, such as a bill of lading or other receipt, must be attached to the invoice.

Payment for on-going COTS software costs, such as annual license renewal or software maintenance fees, will be due upon the renewal date(s) for the license and/or

August 13, 2009 60



maintenance. A correct invoice must be submitted no more than thirty (30) calendar days prior to the renewal date by the Bidder or software manufacturer, as appropriate.

The ten percent withhold does not apply to payments for Third-Party COTS software purchases.


VI.I.1.e Payment for Mobile Data Device Installation (M)Payment for mobile data device installation shall be made after successful installation and testing of devices on a per-vehicle basis. The Bidder may submit monthly invoices reflecting actual installations completed, at the appropriate per-vehicle rates set forth in Section VII, Table VII-E, for the vehicles completed that month.

The ten percent withhold does not apply to payment for mobile device installations.


VI.I.2 Payment for the Maintenance and Operations Phase (M)

Payment for the Maintenance and Operations Phase shall be monthly in arrears, upon satisfactory completion of the work as determined solely by the DPR, and commencing with the effective date of the Phase. The Bidder shall submit monthly invoices for the component maintenance fees set forth in Section VII: Cost.

The fee for a partial month of maintenance coverage shall be paid on a pro-rated basis. The amount due for the partial month shall be calculated by dividing the monthly fee by the number of calendar days in the month, and multiplying the daily rate by the actual number of days covered.

Should the commencement date of the M & O Phase for a component begin on any day other than the first day of a calendar month, the Bidder shall invoice for a partial first month, then for each full calendar month thereafter, then a partial final month if applicable, through the term of the M & O Phase. The Bidder may combine multiple components’ monthly maintenance fees on a single invoice.

The ten percent withhold does not apply to monthly maintenance fees.


August 13, 2009 61



VI.I.3 Payment for Unanticipated Tasks (M)Payment for Unanticipated Tasks shall be made in accordance with the mutually- agreed-to payment schedule set forth in the Work Authorization. The Bidder may invoice for completed Work Authorizations or progress payments therein, upon written acceptance of the Work Authorization or deliverable by the DPR.


VI.I.4 Payment for the Enterprise Roll-Out (M)Payment for the Enterprise Roll-Out shall be made in accordance with the following requirements:

Deliverables and payments therefore shall be determined by mutual agreement of the parties before the Bidder commences work.

The ten percent (10%) withhold requirement shall apply for all Configuration and Implementation deliverables, exclusive of direct hardware and software purchase reimbursements.

Maintenance fees for the expanded system shall be paid monthly in arrears at the rate set forth in Section VII: Cost.

The total amount for the Enterprise Roll-Out shall not exceed the amount quoted by the Bidder in Section VII: Cost plus any applicable Work Authorizations for Unanticipated Tasks.


VI.I.5 Project Financing Agreement (M)To enable the State to fund the project in the means it determines best supports State goals, the Bidder agrees that no contract term, condition or requirement and no system requirement will prevent or negatively affect the ability of the State to finance the Bidder’s System on a tax-exempt basis.

The Bidder agrees to be available to cooperate with any such project financing, including but not limited to, executing and delivering certificates, opinions or other documents as required by the State.


August 13, 2009 62


SECTION VI – TECHNICAL REQUIREMENTS

EXHIBIT VI-A. PRELIMINARY PROJECT MANAGEMENT PLAN

Instructions: Provide the requested information in the following sections. Information in the individual section must be complete and must correspond to the section heading. Extraneous materials not related to the section heading should not be included in the section. References to information contained in other documents are not permitted (except as noted) and information in other documents will not be evaluated.

1. General Approach to Managing the Project

2. Major Milestones and Due Dates

3. Approach to Implementing the System at Each Location

4. Description of Site Preparedness Activities

5. Description of Implementation Preparatory Activities

6. Specific Criteria Used to Evaluate Readiness to Implement at each Location

August 13, 2009 63



7. Approach to Training

8. Approach to Transitioning Each Location to the New System

9. Approach to Verifying the System is Working Correctly

10. Approach to Addressing Problems Found During Transition

August 13, 2009 64



EXHIBIT VI-B. BIDDER INFORMATION AND BACKGROUND

Bidder’s Name:

Contact Person’s Name:

Title:

Contact Person’s Phone Number:

Contact Person’s Fax Number:

Contact Person’s Email Address:

Bidder’s Firm Name: (if Different from Bidder’s Name above)

Firm Address:

Office Locations:

Office Location that Will Serve this Project:

Length of Time in Business:(minimum of five (5) years)

Length of Time Providing Proposed Technology (i.e., in CAD, RMS, MAS business):

Number of Full-Time Personnel:

Brief Company History and Background (Provide specific information on relevant projects; term of the project (from-to dates), description, number of Computer Aided Dispatch (CAD), Records Management System (RMS) and Mobile Automation System (MAS) solutions deployed and the operating environment):

Number of Clients:

Number of Clients Using the Proposed Product(s) Version: August 13, 2009 65



(i.e., number of Bidder installations of the current version)

Number of Projects Which Includes Multiple Sites (minimum of one (1) project):

Bidders must provide a discussion of their prior experiences with law enforcement technology. Please include the project term (start and end dates), brief project description, number of dispatch positions, number of RMS workstations, number of mobile devices (and type), and project environment. (Add additional sections, as necessary)

Project Dates (start/end):

Number of Dispatch Positions:

Number of RMS Workstations:

Number of Mobile Devices and Type:

Project Environment:

Project Description:

Signature of Bidder Representative:

August 13, 2009 66



EXHIBIT VI-C. CUSTOMER REFERENCE FORM

All Customer References must be for projects completed within the past five (5) years.

Customer Reference Contact Information

Bidder’s Name:

Name of Customer Reference Organization:

Contact Person’s Name and Title:

Contact Person’s Signature and Date:

Contact Person’s Phone Number:

Contact Person’s Email Address:

Customer Address:

Project Name:

Project Description (What technologies did the vendor provide – Computer Aided Dispatch (CAD), Records Management System (RMS), Mobile Automation System (MAS)?):

Project Measurements. Please complete all applicable Items.

Estimated Start and Completion Dates:

From: To:

Actual Start and Completion Dates: From: To:

Size of Installation

Number of Dispatch Users:

Number of Dispatch Workstations:

Number of RMS Workstations:

Number of Mobile Devices and Type:

August 13, 2009 67



Project Environment:

Are Multiple Dispatch Centers/Sites Involved?

Yes No

Contracting Experience Statistics (Circle / Check Answer)

Was the project/contract terminated prior to successful conclusion?

Yes No

Was the total cost increased by more than ten percent (10%)?

Yes No

Was the delivery schedule increased by more than ten percent (10%)?

Yes No

1. Software Performance - Does the system, as customized and implemented, perform to your expectations (as defined in the specifications)? (Check response and provide comments, as necessary)

The system, as customized and implemented, performs to your expectations as defined in the specifications.

The system, as customized and implemented, performs most of the functions as defined in the specifications. Minor technical or functional issues have yet to be resolved.

The system, as customized and implemented, does not perform the majority of functions defined in the specifications. Major technical or functional issues have yet to be resolved.

Comments:

2. Contract Compliance – How well did Bidder comply with all obligations of the contract, including timely problem resolution and general cooperation? (Check response and provide comments, as necessary)

The Bidder complied with all obligations of the contract, including timely problem resolution and general cooperation.

The Bidder complied with all obligations of the contract; there were minor problems with timely problem resolution or general cooperation.

The Bidder complied with all obligations of the contract; there were major problems with timely problem resolution or general cooperation.

The Bidder did not comply with all obligations of the contract. The project was not successful August 13, 2009 68



Comments:

3. Proposed Bidder Personnel – Did the Key Staff Proposed by the Bidder actually work in their bid positions? (Check response and provide comments, as necessary)

The key staff proposed actually worked in their bid positions.

The key staff proposed did not work in their bid positions; however, adequate substitutions were made.

The key staff proposed did not work in their bid positions; substitutions were made that caused minor impact to the project.

The key staff proposed did not work in their bid positions; substitutions were made that caused major impact to the project.

Comments:

4. Effectiveness of Bidder Personnel – Did the Bidder and Bidder employees work cooperatively with your staff (i.e., the client’s staff)? (Check response and provide comments, as necessary)

The Bidder and Bidder employees worked cooperatively with your (the client’s) staff.

The Bidder and Bidder employees had minor problems with your (the client’s) staff, but problems were resolved effectively.

The Bidder and Bidder employees had problems with your (the client’s) staff; problems were not resolved effectively.

Comments:

5. Experience with Law Enforcement – To what extent did the Bidder understand the needs of Law Enforcement? (Check response and provide comments, as necessary)

The Bidder demonstrated a complete understanding of the needs of Law Enforcement.

The Bidder demonstrated an adequate understanding of the needs of Law Enforcement; gaps in understanding did not impact the implementation of the project.

The Bidder demonstrated a less than complete understanding of the needs of Law Enforcement; however, this had only a minor impact on the implementation of the project.

The Bidder demonstrated a less than complete understanding of the needs

August 13, 2009 69



of Law Enforcement; this had a major impact on the implementation of the project.

Comments:

Please sign and date the form.

Signature: Date:

August 13, 2009 70



EXHIBIT VI-D KEY PERSONNEL QUALIFICATIONS CERTIFICATION

EXHIBIT VI-D.1. BIDDER PROJECT MANAGER Proposed Staff Name:

Affiliation (check one): Bidder Subcontractor DVBE

SUMMARY OF QUALIFICATIONS.

Minimum Qualification 1: I have at least five (5) years of project management experience developing and implementing law enforcement technology initiatives/projects. (Provide a summary and cite the client and project in the résumé)

NOTE: Refer to IFB Section VI.D.3.b: Key Personnel Minimum Experience Requirements for requirements on calculating staff experience and other general experience requirements. Start/end dates for the time spent on the project must be included in the résumé.

Summary:

Client Project Name Full-Time or Part-Time

Amount of Experience

Gained

Total Number of Years’ Experience:

4 points for 5 years experience6 points for 6-7 years experience8 points for 8-9 years experience10 points for 10+ years experienceMinimum Qualification 2: I have been principally responsible for the management of at least one (1) completed configuration/implementation project for the Bidder within the past five (5) years. The project has been completed as of the Final Bid submission date. (Provide a summary and cite August 13, 2009 71



the client and project in the résumé.)

Summary:

Client Project Name Start/End Dates of Project

Employee of Bidder or

Subcontractor to Bidder

Total Number of Projects Managed for the Bidder:

4 points for 1 project6 points for 2 projects 8 points for 3-4 projects10 points for 5+ projectsI have included client references in my résumé and/or listed applicable references below.

Client Project Name Reference Contact Name

Phone Number /

Email Address

By signing this form, I certify that the information above is true. I have attached a professional résumé that supports the above summary of qualifications, and I have provided references that the State may use to verify my qualifications and experience.

Signature:

Typed Name: Date:

August 13, 2009 72



EXHIBIT VI-D.2. KEY PERSONNEL QUALIFICATIONS CERTIFICATION – APPLICATION CONFIGURATION MANAGER

Proposed Staff Name:



Minimum Qualification: I have at least one (1) year of experience in configuring and implementing the proposed CAD, RMS and MAS products. (Provide a summary and cite the client and project in the résumé)

NOTE: It is not necessary for all three components to have been implemented on the same project. Refer to IFB Section VI.D.3.b: Key Personnel Minimum Experience Requirements for requirements on calculating staff experience and other general experience requirements. Start/end dates for the time spent on the project must be included in the résumé.

Summary:



Gained

Total Number of Years Experience Implementing the Proposed System’s Product(s):

6 points for 1 year experience8 points for 2 years experience10 points for 3+ years experienceI have included client references in my résumé and/or listed applicable references below.

Client Project Name Reference Phone August 13, 2009 73



Contact Name

Number / Email Address


Signature:

Typed Name: Date:

August 13, 2009 74



EXHIBIT VI-D.3. KEY PERSONNEL QUALIFICATIONS CERTIFICATION – TRAINING MANAGER

Proposed Staff Name:



Minimum Qualification 1: I have at least two (2) years experience in developing and delivering software training, including experience on at least one (1) project delivering training to end users on the use of the proposed products (i.e., CAD, RMS, and MAS). (Provide a summary and cite the client and project in the résumé)

NOTE: Refer to IFB Section VI.D.3.b: Key Personnel Minimum Experience Requirements for requirements on calculating staff experience and other general experience requirements. Start/end dates for the time spent on the project must be included in the résumé.

Summary:

Client Project Name Was this training for

the proposed products? (Yes/No)

Full-Time or

Part-Time


Gained

Total Number of Years’ Experience in Training Delivery:

4 points for 2 years experience6 points for 3 years experience8 points for 4 years experience10 points for 5+ years experience

August 13, 2009 75



Total Number of Projects Involving Training Delivery on the Proposed Products:

4 points for 1 project6 points for 2 projects8 points for 3-4 projects10 points for 5+ projectsMinimum Qualification 2: I have at least one (1) year of experience in managing training staff who works for the Bidder. Note: It is acceptable for this time period to overlap with the previous requirement for training delivery. (Provide a summary and cite the client and project in the résumé)

Summary:



Gained

Total Number of Years Experience in Training Management:

6 points for 1 year experience8 points for 2 years experience10 points for 3+ years experienceI have included client references in my résumé and/or listed applicable references below.

Client Project Name Reference Contact Name

Phone Number /

Email Address

August 13, 2009 76




Signature:

Typed Name: Date:

August 13, 2009 77




August 13, 2009 78



EXHIBIT VI-E. BIDDER’S SYSTEM DESCRIPTION

Instructions: Provide the requested information in the following sections. Information in the individual sections must be complete and must correspond to the section heading. Extraneous materials not related to the section heading should not be included in the section. References to information contained in other documents are not permitted (except for the diagrams in #3) and information in other documents will not be evaluated.

1. Description of Hardware

1a. Development, Test, and Training Environments

1b. Production Environment

1c. Mobile Devices

2. Description of Software

2a. CAD, RMS and MAS Software (describe if the products are integrated or separate components)

2b. Third-Party Tools and Any Custom Software Components

2c. Configuration and Development Tools

August 13, 2009 79



2d. Administration and Monitoring Tools

2e. Number and Location of Databases

3. Network Design and Configuration of Each Location

3a. Network Diagrams (indicate file name and location)

3b. Suggested/Typical Facility/Site Layout

3c. Facility/Site Needs (e.g., Power, HVAC)

4. Approach to the Interfaces

4a. Preliminary Interface Control Document (ICD)

4b. Technologies/Languages to be Used

5. Approach to Addressing Redundancy/Fault Tolerance for CAD/MAS

August 13, 2009 80



6. Approach to Addressing Redundancy/Fault Tolerance for RMS

7. Approach to Security and Confidentiality of Data for the Application, Database and Data Transmission Security

8. Approach to Data Encryption and Redaction

9. Approach to User Authentication

9a. User IDs and Passwords

9b. Additional Authentication Devices/Methods

9c. User Roles and Access Levels

9d. Audit Logs and Transaction Logs

August 13, 2009 81



10. Approach to Security of Mobile Devices

10a. Physical Security of Mobile Devices

10b. Data Security on Mobile Devices

10c. User Authentication on Mobile Devices

August 13, 2009 82



EXHIBIT VI-F. FUNCTIONAL AND TECHNICAL FEATURES

This document may be accessed and downloaded from the Bidders’ Library. Refer to file “IFB DPR 3790-54-01 – Section 06 – Tech Features – 2009-07-18.xls”.

August 13, 2009 83




August 13, 2009 84



EXHIBIT VI-G. BIDDER-PROVIDED HARDWARE AND SOFTWARE LIST

Table A: Hardware Proposed (including servers, workstations, network components, mobile devices, and spares)

# Item Description /

Purpose

Make/Model/

Specification (e.g.,

Processor RAM)

Operating System/ Version/ Edition

Location (Norcom, Cencom, Surcom)

Minimum Power

Requirement

Additional Software

(e.g., DBMS)*

Quantity

1.2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

*Indicate what software will run on this machine. The specifications for the software should be described in Table B (below).August 13, 2009 85



Table B: COTS Software Proposed (including development, configuration, test, training and support tools)

# Item Description /

Purpose

Manufacturer / Product Name

Version/ Edition (e.g.,

Professional, Developer)

Location (Norcom, Cencom, Surcom)

Environment / Server

(e.g., Test Env, DB server)

A.

B.

C.

D.

E.

F.

G.

H.

I.

J.

K.

L.

M.

August 13, 2009 86



EXHIBIT VI-H. SAMPLE WARRANTY AND MAINTENANCE TIMELINE

The timeline displayed here is for illustration purposes only. Actual periods shown may vary depending on the Bidder’s accepted implementation schedule. Refer to Sections VI.C.9: Warranty, and VI.G.1, Term of the M&O Phase, for accompanying narrative.

CAD Implementation Period

5 Years of Maintenance

Component Warranty Period Maintenance Phase per Component

MAS Implementation Period Component Warranty Period Maintenance Phase per Component

RMS Implementation Period Component Warranty Period Maintenance Phase per Component

Note: Lines are not to scale and are for example only.

August 13, 2009 87