Request for Proposals (RFP)

RFP 16-011

Phoenix Fire Department

Computer Aided Dispatch (CAD) &

Records Management System (RMS)

Modernization Project

Pre-Proposal Meeting

December 3, 2015 – 9:00 A.M.

Fire Administration Building Finance Department

Agenda

Introductions

Procurement Officer – Andria Williams

Project Sponsor – Jeff Case, Deputy Chief

Technical Consultant – William “Bill” Romesburg

Questions and Answers (Q&A) Process

RFP Basics

Evaluation Criteria

Attachments

Scope of Work

Questions & Answers Session

Transparency Policy

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Questions & Answers (Q&A)

Process

Written questions only

Some answers available today during Q&A

session

All answers published on web

Written answers supersede verbal answers

Submit questions by December 16, 2015

10:00 a.m. local Arizona time

Email: Andria.Williams@phoenix.gov

Q&A available by December 22, 2015 (Tentative)

https://www.phoenix.gov/solicitations

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RFP Basics – Mandatory

Pre-Proposal Conference

Mandatory Pre-Proposal Conference

Proposers attending via web or conference

bridge must send an email to Procurement

Officer – Andria.Williams@phoenix.gov

confirming attendance immediately following

pre-proposal conference.

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RFP Basics

Addenda

Addenda

Any changes to the plans, drawings and

specifications will be in the form of an

addendum, available at

https://www.phoenix.gov/solicitations. The

Offeror shall acknowledge receipt of any/all

addendum by signing and returning the

document with the proposal submittal.

No electronic notification will be sent to

vendors when addenda is issued.

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RFP Basics

Proposal Due Date

Proposal Due Date

January 22, 2016

2:00 P.M.

Local Arizona

Time

Late proposals will be rejected.

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RFP Basics

Proposer Instructions

Proposal Packet

1 original and 3 copies of proposal

1 electronic copy on CD or thumb-drive

Tabbed and organized in following order:Tab 1 Phoenix Fire CAD & RMS Functional Requirements, Subsections 3.1, 3.2 Tab 2 Phoenix Fire System Architecture and Technical Design, Subsection 4 Tab 3 Implementation & Support, Subsections 5, 6, 7, 8, 9 Tab 4 Qualifications, Experience and References Tab 5 Pricing Tab 6 References Tab 7 Submittal of Offer, Including Source Code Escrow Agreement, Software License

Agreement, Support Maintenance Agreement and Software Warranty Agreement Tab 8 Addenda Tab 9 Alternative Terms/Exceptions Tab 10 Evaluation literature, illustrations, specification sheets, blueprints and photos

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Evaluation Criteria

Functional and Technical Requirements 0-400

Points

Implementation and Support 0-250

Points

Qualifications, Experience and References 0-150

Points

Compliance with Terms and Conditions 0-100

Points

Pricing 0-100

Points

Total Possible Points 1000 points

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Attachments

Attachment A – Functional Requirements Sheet

Attachment B – Cost Work Sheet - REVISED

Attachment C – Technical Interfaces Listing

Attachment D – Current System Data Table Listing

Attachment E – Current System Application

Configuration Settings

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Scope of Work

CAD Goals and Outcomes Meet the specified CAD

functional requirements for

PFD, as outlined in the RFP.

Provide a high level of

availability, security, and

reliability.

Provide a highly configurable

CAD system to allow PFD to

meet current and future needs

without extensive software

customization (this should

optimize both the ability of the

vendor to provide long-term

support and the ability of PFD

to implement future upgrades

and enhancements to the

product).

Provide a high level of user

satisfaction.

Position PFD to take advantage

of technology to improve

departmental performance and

efficiency.

Allow easy access to the data

for reporting and inquiries

without the need for a

programming specialist.

Facilitate bi-directional

integration with the PFD-

Record Management System

(PFD RMS) and other

applications (such as the City of

Mesa Fire Department CAD).

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Scope of Work

RMS Goals and Outcomes Support standardized

reporting formats.

Provide centralized storage of

data and allow retrieval from

all levels of the department(s).

Provide a centralized training

solution for all departmental

training and certifications.

The ability to track, maintain,

and store transactional data

related to Incidents.

Interface to systems required for

PFD operations (e.g. Electronic

Patient Care Reporting).

Provide inventory management

tools.

Maintenance tracking and

management tool for fire

facilities and equipment.

Documentation and tracking of

Fire Prevention activities: Inspections

Hazardous Materials

Fire Protection Systems

Hydrants

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Scope of Work Vendor Related Goals and Outcomes

Has a history of successful

implementation of comparable

projects with agencies of

similar size and complexity as

the City of Phoenix and its

Automatic Aid Consortium

Has a long-term commitment

to the CAD business.

Has long-term viability as a

company.

Has qualified and experienced

project staff to assign to PFD

for the duration of the entire

project.

Commits to long-term

customer support on a 24

hours per day, 7 days per

week basis.

Has a product enhancement

strategy that factors-in

customer needs and wants.

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Q&A Session

Q1: Are we able to respond to the RMS portion of the RFP?

A1: Only integrated CAD and RMS solutions will be

considered responsive.

Q2: If so, are we able to respond on our own and also with

any CAD vendors we choose?

A2: There are no restrictions on a single RMS solution being

included with more than one solution proposal.

Q3: Section IV - Scope of Work - Section 1.4 Current

Environment - Please identify the FRMS systems in use by

members of the Automatic Aid Consortium, such as the Mesa

Fire Department?

A3: We do not have access to this information.

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Q&A Session

Q4: Section IV - Scope of Work - Section 1.4 Current Environment -

For licensing purposes, please provide the number of CAD, Mobile

and RMS users of the proposed system?

A4: The count of active user accounts on the current CAD system

is 8200. There is only one class of user in the current model.

Q5: Attachment C - Technical Interfaces - Should interfaces

identified as both current and future phases be included in vendor

proposals?

A5: Yes all interfaces listing in Attachment C are in scope.

Q6: Attachment A - Tab B - B.8.17.2: Do other agency CAD

systems have an interface or remote console access to the Back Up

Status System (BUSS)?

A6: No, only City of Phoenix Fire Employees can access the BuSS.

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Q&A Session

Q7: Attachment A - Tab G - G.5.24 and Attachment A - Tab B - B.7.01,

Is there a requirement to synchronize the computer time to the logging

recorder if it can be done with an NTP device?

A7: The intention is that the system clock of all devices should be in

sync at all times with the same NTP device. There was no intention to

describe how this should be accomplished.

Q8: 7.2 Product Configuration. “The Vendor must supply a price listing

for continued training of PFD’s project team in order to achieve a level

of product proficiency.” Is the City envisioning this training to be

performed during the project, or post-acceptance refresher training?

A8: Proposers should include all training required to support the

transition to operations that will be required. If post-acceptance

refresher training has been found to be a beneficial activity, please

include it in the response.

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Q&A Session

Q9: 7.6 Post Installation Support. 4.712.03 “PFD requires the

Vendor to provide immediate production critical support on site at

PFD during the first 120-180 days of operation. Please describe the

team that will be present to provide the post installation support.” Is

the City looking for a 24/7 onsite support, or on-call remote support?

A9: Yes, on-site support for 120-180 days is required.

Q10: 8.2 Training: Can the City provide a roll-based breakdown of

the “150 operational employees” that the City requires to receive

train-the–trainer training (i.e.; system administrators, call-takers,

dispatchers, supervisors, ad hoc reporting specialists, etc) by

application (CAD vs Fire RMS).

A10: No, the count of city employees to be trained was provided for

estimating purposes based on prior project experience. The exact

breakdown will be finalized during project planning.

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Q&A Session

Q11: Does the city identified the budget for the project?

A11: Yes

Q12: Who is the vendor currently providing the existing

system?

A12: Northrop Grumman

Additional Questions?

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Solicitation Transparency Policy

All proposers and their representatives,

under penalty of disqualification, will refrain

from contacting anyone involved in this

process for the purpose of influencing the

process.

All questions must be directed, in writing, to

the Procurement Officer.

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