REQUEST FOR PROPOSALS - c.ymcdn.com · PDF fileREQUEST FOR PROPOSALS #10522 For COMPUTER-AIDED...

RFP 10522 Computer-Aided Dispatch Replacement

FINAL

COUNTY OF MONTEREY

CONTRACTS/PURCHASING DIVISION

1488 SCHILLING PLACE

SALINAS, CA 93901

(831) 755-4990

REQUEST FOR PROPOSALS

#10522

For

COMPUTER-AIDED DISPATCH (CAD)

WITH OPTIONAL RECORDS MANAGEMENT

SYSTEM (RMS) REPLACEMENT

For

MONTEREY COUNTY EMERGENCY

COMMUNICATIONS DEPARTMENT

Proposals are due by 3:00 pm (PST) on October 1, 2015


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TABLE OF CONTENTS

Contents SOLICITATION DETAILS SECTION ............................................................................................. 5 1.0 INTENT ........................................................................................................................................ 6 2.0 BACKGROUND .......................................................................................................................... 6 3.0 CALENDAR OF EVENTS .......................................................................................................... 6 4.0 COUNTY POINTS OF CONTACT ............................................................................................. 7

5.0 SCOPE OF WORK ....................................................................................................................... 8 6.0 CONTRACT TERM ................................................................................................................... 16 7.0 INSURANCE REQUIREMENTS .............................................................................................. 17 8.0 PROPOSAL PACKAGE REQUIREMENTS ............................................................................ 17

9.0 SUBMITTAL INSTRUCTIONS & CONDITIONS .................................................................. 20 10.0 SELECTION CRITERIA/RATING POINTS .......................................................................... 21 11.0 PRICING................................................................................................................................... 22

12.0 CONTRACT AWARDS ........................................................................................................... 22

13.0 SEQUENTIAL CONTRACT NEGOTIATION ....................................................................... 23 14.0 AGREEMENT TO TERMS AND CONDITIONS .................................................................. 23 15.0 COLLUSION ............................................................................................................................ 23

16.0 RIGHTS TO PERTINENT MATERIALS ............................................................................... 23 17.0 PIGGYBACK CLAUSE ........................................................................................................... 24

18.0 LIST OF EXHIBITS/ATTACHMENTS .................................................................................. 24 19.0 PERFORMANCE BOND ......................................................................................................... 24 SAMPLE AGREEMENT SECTION ............................................................................................... 25

SAMPLE AGREEMENT BETWEEN COUNTY OF MONTEREY AND CONTRACTOR ........ 26

SAMPLE RECITALS ....................................................................................................................... 26 S1.0 PERFORMANCE OF THE AGREEMENT ............................................................................ 26 S2.0 SCOPE OF SERVICE .............................................................................................................. 27

S3.0 TERM OF AGREEMENT ....................................................................................................... 27 S4.0 COMPENSATION AND PAYMENTS ................................................................................... 28

S5.0 INVOICES AND PURCHASE ORDERS ............................................................................... 28 S6.0 INDEMNIFICATION .............................................................................................................. 29

S7.0 INSURANCE REQUIREMENTS............................................................................................ 30 S8.0 RECORDS AND CONFIDENTIALITY ................................................................................. 32 S9.0 NON-DISCRIMINATION ....................................................................................................... 33 S10.0 OVERRIDING CONTRACTOR PERFORMANCE REQUIREMENTS ............................. 33 S11.0 CONFLICT OF INTEREST ................................................................................................... 34

S12.0 COMPLIANCE WITH APPLICABLE LAWS ..................................................................... 34 S13.0 DRUG FREE WORKPLACE ................................................................................................ 35

S14.0 TIME OF ESSENCE .............................................................................................................. 35 S15.0 PERFORMANCE ASSURANCE AND WAIVER OF BREACH ........................................ 35 S16.0 TRAVEL REIMBURSEMENT ............................................................................................. 36 S17.0 EMERGENCY SITUATIONS ............................................................................................... 36 S18.0 NON-APPROPRIATIONS CLAUSE .................................................................................... 36

S19.0 BACKGROUND CHECKS ................................................................................................... 36 S20.0 WARRANTY BY CONTRACTOR....................................................................................... 37 S21.0 NOTICES ............................................................................................................................... 37

S22.0 LEGAL DISPUTES ............................................................................................................... 38


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EXHIBIT A – CAD EVENTS STATISTICS ................................................................................... 39

EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX......................................... 39 EXHIBIT C –CAD FUNCTIONAL SPECIFICATIONS ................................................................ 39 EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX .................................................. 39

EXHIBIT E – CAD INTEREFACE REQUIREMENTS MATRIX................................................. 39 EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS MATRIX .......... 39 ATTACHMENT A - PRICING ........................................................................................................ 40 RFP SIGNATURE PAGE ................................................................................................................ 49


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SOLICITATION DETAILS SECTION


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1.0 INTENT

1.1 The County of Monterey Emergency Communications Department (ECD), hereinafter

referred to as “County”, is soliciting proposals from a qualified organization(s), hereinafter

referred to as “CONTRACTOR”, to provide a robust Computer-Aided Dispatch (CAD),

optional Records Management System (RMS) and Mobile Data Terminal System (MDT)

that will fill the needs of the ECD for the next 10 to 15 years.

1.2 CONTRACTOR shall include all 3 aspects, CAD, RMS and MDT, within submitted

proposal.

1.3 This solicitation is intended for a single, exclusive AGREEMENT.

2.0 BACKGROUND

2.1 The Monterey County Emergency Communications Department currently uses a CAD

system that is in need of an upgrade. The Monterey County Emergency Communications

Department is seeking a replacement system as listed within the listed SCOPE OF WORK

(section 5).

3.0 CALENDAR OF EVENTS

3.1 Issue RFP

Thursday, August 20, 2015

3.2 Mandatory Pre-Proposal Conference Call

10:00 a.m., PT, Thursday, September 3, 2015

3.3 Pre-Proposal Conference Addendum

Thursday, September 10, 2015

3.4 Proposal Due Date

3:00 p.m. Thursday, October 1, 2015

3.5 Selection Announcement November, 2015

3.6 Mandatory Pre-Proposal Conference Call line and Participant Code are listed below:

Conference Call Line Number: 1-888-240-3210

Participant Code: 8054720

This schedule is subject to change as necessary.

3.7 FUTURE ADDENDA: CONTRACTORS, who received notification of this solicitation by

means other than through a County of Monterey mailing, shall contact the person

designated in the COUNTY POINTS OF CONTACT herein to request to be added to the

mailing list. Inclusion on the mailing list is the only way to ensure timely notification of


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any addenda and/or information that may be issued prior to the solicitation submittal date.

IT IS THE CONTRACTORS’ SOLE RESPONSIBILITY TO ENSURE THAT THEY

RECEIVE ANY AND ALL ADDENDA FOR THIS RFP by either informing the County

of their mailing information or by regularly checking the County’s Solicitation Center web

page at www.co.monterey.ca.us/cao/solicitcenter.htm. Addenda will be posted on the

website the day they are released.

3.8 MANDATORY PRE-PROPOSAL CONFERENCE CALL: Only CONTRACTOR(s)

who call in and attend the mandatory pre-proposal conference call will be eligible to submit

proposals for this RFP. The pre-proposal conference call will begin at 10:00 a.m. PT on

Thursday, September 3, 2015. Those interested in submitting a proposal are required to

attend this conference call. A thorough orientation will be given regarding what will be

expected of the CONTRACTOR. The purpose of this meeting is to field questions and

orient prospective CONTRACTORS. No presentations will be permitted during this

conference call. Proposals received from CONTRACTOR(s) who do not attend the

mandatory pre-proposal conference call listed above will be deemed non-responsive and not

opened.

3.8.1 Attendance is limited to dialing into the Conference Call Line listed in Section 3.6,

herein.

3.8.2 Please indicate your intent to attend this mandatory pre-proposal conference call by

sending a response to the identified person within Section 4.1 herein.

4.0 COUNTY POINTS OF CONTACT

4.1 Questions and correspondence regarding this solicitation shall be directed to:

Primary Contact for the County: Tom Skinner

Management Analyst III

1488 Schilling Place

Salinas, CA 93901

PHONE: (831) 784-5791

FAX: (831) 755-4969

Email: [email protected]

4.2 All questions regarding this solicitation will be addressed during the mandatory pre-

proposal conference listed within the CALENDAR OF EVENTS, herein.

4.3 Questions not able to be answered during the mandatory pre-proposal conference call will

be researched and responded to by way of formal written addenda as listed within the

CALENDAR OF EVENTS, herein.

4.4 Prospective CONTRACTOR(s) shall not contact County officers or employees with

questions or suggestions regarding this solicitation except through the primary contact

person listed above. Any unauthorized contact may be considered undue pressure and

cause for disqualification of the CONTRACTOR.

http://www.co.monterey.ca.us/cao/solicitcenter.htm


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5.0 SCOPE OF WORK

5.1 All proposals must be made on the basis of the requirements contained herein. All

contractors must be able to provide the following.

5.2 Attachments

The following documents must be completed by CONTRACTOR and submitted with their

proposal package:

5.2.1 EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX

5.2.2 EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX

5.2.3 EXHIBIT E – CAD INTERFACES REQUIREMENTS MATRIX

5.2.4 EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS

MATRIX

5.2.5 ATTACHMENT A – PRICING

5.2.5.1 Exhibit B shall be completed to ensure that CONTRACTORS have read

the content of Section 5.6.3.2 of the Monterey County RFP, understand the

content and either “Comply,” “Comply with Clarification” or take

“Exception” to the section or subsection as written.

5.2.5.2 Exhibit D through F shall be completed by CONTRACTOR to ensure that

specifications by Monterey County are understood, and correspondingly,

CONTRACTORS are certifying that they will deliver the functionality by

indicating “Function Available;” will not provide the functionality by

indicating “Function Not Available;” or take “Exception” to a

specification and document the reason for their exception as indicated in

5.6.3.2. Explanation of Exceptions. Responses provided by

CONTRACTOR to any Exhibit, Section of Subsection of this RFP will be

contractually binding.

5.3 Hardware

5.3.1 Monterey County will be implementing a CAD/RMS system in an environment that

utilizes server virtualization to increase system uptime and availability, reduce the

amount of time it takes to recover from a disaster, and to make the Information

Technology operations more efficient and cost-effective.

5.3.2 CONTRACTOR shall propose a hardware configuration with adequate storage

capacity to accommodate a minimum of ten (10) years of event data for CAD/RMS

online. The System shall be configured so that it can operate with the defined

anticipated maximum concurrent user count without any system degradation.

5.3.3 Monterey County reserves the right to purchase hardware independently, but

CONTRACTOR shall provide pricing for all hardware, specifying exact equipment

and configuration, with operating systems, as an OPTION as indicated in the pricing

forms provided. Regardless of the method determined by Monterey County to

purchase the hardware offered, CONTRACTOR must certify that the hardware


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proposed meets or exceeds the requirements stipulated in this section related to

system performance and storage capacity.

5.3.4 CONTRACTOR providing a solution where there are multiple platform options

must provide information on each.

5.3.5 Monterey County reserves the right to select or reject the CONTRACTOR’S

hardware proposals, independent of the selection of CONTRACTOR’S software.

Monterey County will not select a CONTRACTOR’S hardware proposal without

also selecting its software solution. All CONTRACTORS shall state the network

architecture and hardware requirements for efficient operation of its proposed

System as described in the following sections. CONTRACTORS shall describe in

detail what hardware and software components are included in their proposal.

5.4 General System Requirements

5.4.1 System Design

5.4.1.1 CONTRACTORS must provide an overall design using a System Diagram

and an overview explanation (no more than ten [10] pages) describing the

proposed hardware and software configuration. The design should identify

the major functional components of the software, including how the

components are related and communicate with each other, and how the

server-based components will be implemented on one or more virtual

machines.

5.4.1.2 CONTRACTORS must describe their plans for future system

enhancements to demonstrate the long-term viability of the System

architecture, hardware, and software. The installed System must be

scalable and capable of expansion in a modular and incremental fashion.

5.4.2 Virtualized Server Environment

5.4.2.1 Monterey County plans to use a server environment that utilizes at least

two physical hosts for the virtual machines, providing a platform that will

allow us to move virtual machines from one host to the other in real time

and without impact to the operation of the system. The hosts will share an

iSCSI disk storage node for production operations, and the disk storage

node will replicate to an identical storage node, located off-site, on a

regular basis.

5.4.2.2 A VMware solution is preferred but not required.

5.4.2.3 All specifications by CONTRACTOR related to server capacity, such as

CPU power, memory, and disk storage shall be made in the context of a

virtualized environment.

5.4.2.4 If there are components of CONTRACTOR’S system that cannot function

in a virtualized environment as described above, then CONTRACTOR

shall identify such components, explain why they cannot be operated on a

virtual machine, and offer hardware specifications for an alternate

hardware solution.

5.4.3 Services Related to Hardware and Software Installation

5.4.3.1 CONTRACTOR must provide all services and supplies necessary to

install, operate and maintain the software and equipment specified in the


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RFP and their functional specifications. Monterey County may elect to

increase or decrease quantities or acquire the hardware separately based

upon the successful CONTRACTOR’S provided specifications. In the

event hardware is procured separately, Monterey County will be

responsible for providing the server environment and operating systems

according to the contractor’s specifications. Regardless of method of

procurement, the successful CONTRACTOR shall be responsible for the

hardware specifications and configuration proposed.

5.4.4 Standard Operating Systems and Other Software

5.4.4.1 The operating systems specified must be the highest version commercially

available with the capability of version upgrade. All third-party licenses

acquired through CONTRACTOR must be in the name of and property of

Monterey County. The CONTRACTOR must provide all licenses

(software, support, etc.) purchased in the name of Monterey County prior

to payment for the software. CONTRACTORS must provide the name and

version number of the proposed operating system in their proposals.

Proposals that incorporate a proprietary or non-standard operating system

must contain an explanation for the choice of operating systems and must

indicate whether it is the CONTRACTOR’S intention to migrate to a

Microsoft Windows/Microsoft SQL Server environment in the future. In

addition to the operating system, the following software packages,

complete with any necessary licenses, must be specified within the

proposal. CONTRACTORS must state the application that is being used

for each of the following:

5.4.4.1.1 Operating system.

5.4.4.1.2 Non-proprietary relational database management system.

5.4.4.1.3 Mapping software (and associated version information).

5.4.4.1.4 Any other language processor or utility required to maintain

the application software.

5.4.4.1.5 Development environment for updating programs.

5.4.4.1.6 Utility programs for file handling.

5.4.4.1.7 Language compiler in which system is written.

5.4.4.2 The new system must also use Microsoft SQL Server for all active and

historical data storage so that Monterey County can freely query any and

all system data at any time.

5.4.4.3 CONTRACTOR shall stipulate the number and kind of each software

license (operating system and third-party application) required for the

system.

5.4.5 Networking

5.4.5.1 Wherever possible, physically-separated or interfaced system components

shall utilize a TCP/IP-based Ethernet network connection at speeds of 1

Gbps. Serial interfaces or proprietary interface cards and equipment are

less desirable.

5.4.5.2 CONTRACTOR may optionally propose specific network switches.


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5.4.6 Hardware Alternatives

5.4.6.1 Various hardware alternatives as well as separate computer systems for

essential functions or client/server peer-to-peer operations may be

proposed. These solutions or combination of solutions must support all

defined functional specifications outlined in Exhibits C, E and F.

5.5 Host Server Requirements

5.5.1 Hardware Requirements

5.5.1.1 Monterey County will give preference to a hardware solution that utilizes a

Microsoft Windows operating system capable of supporting real-time

applications. All server hardware proposed must meet a system uptime

requirement of 99.999 percent.

5.5.1.2 CONTRACTOR shall provide hardware specifications for the host servers

based on the assumption that there shall be at least two hosts. Either one of

the hosts must be capable of running the entire system in the event of a

hardware failure or planned hardware maintenance on the other host. The

two hosts may be located in different physical locations, assuming

Monterey County can provide a network of sufficient speed and bandwidth

between the different sites.

5.5.1.3 All specifications must support the application software requirements,

volumes, number of concurrent users, and processing performance

characteristics defined in this RFP. Sizing should also consider the future

use of large-size media files such as pictures, video and audio in addition

to the typical text-based data that the CAD/RMS system normally collects.

5.5.1.4 Based on the potential for adding surrounding communities and/or

agencies and to accommodate average annual volume increases, it is

recommended that the system be capable of handling 750,000 annual

events, at a minimum, with 2% growth per year for the next ten years. The

system should also be capable of doubling the number of existing dispatch

positions/workstations that will initially be procured. The system must also

support any additional workstations required to maintain a back-up PSAP

at another location or any future migration of systems to a new facility,

should such be required.

5.5.1.5 Hardware specifications must include:

5.5.1.5.1 Model and number of Intel Xeon processors, including

number of cores per processor and clock speed.

5.5.1.5.2 Amount of memory required per host.

5.5.1.5.3 Number of network interfaces required per host.

5.5.1.5.4 Amount of local disk storage required per host for local

operating system and virtual machines that are not critical to

the overall operation of the system (critical VM’s will be

stored on a SAN).

5.5.1.6 Should CONTRACTOR propose specific hardware for the host servers,

such hardware must also include:

5.5.1.6.1 Hot-swappable, redundant power supplies.

5.5.1.6.2 Hot-swappable near-line SAS (or better) disk drives with

redundancy (RAID) for fault tolerance (basic SATA drives

are not acceptable).

5.5.1.6.3 DVD-ROM drive


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5.5.1.6.4 Rack-mountable in a standard 19” rack.

5.5.1.6.5 A reasonable number of open memory slots, disk drive bays,

and PCI slots for future expansion.

5.5.1.7 If hardware is procured through the CONTRACTOR, warranty and

subsequent maintenance/support of hardware will meet or exceed those

provisions included within the maintenance and support agreement

executed in accordance with the contract.

5.5.2 Virtualization Software

5.5.2.1 As stated earlier, a VMware solution is preferred but not required. If

CONTRACTOR has a preference, that may be stated as part of the

proposed design along with a brief explanation. If no preference is

specified, it will be assumed that either operating system is acceptable to

CONTRACTOR and meets their requirements.

5.5.2.2 Should CONTRACTOR propose specific software as part of the solution,

the proposal must include the brand and type of software, along with any

specific licensing options.

5.5.2.3 If virtualization software is procured through the CONTRACTOR,

warranty and subsequent maintenance/support of this software will meet or

exceed those provisions included within the maintenance and support

agreement executed in accordance with the contract.

5.5.3 Storage Area Network

5.5.3.1 A valuable component in a virtualized environment is a storage area

network (SAN). By separating the disk from the physical host server, even

more flexibility is achieved in maintaining uptime and tolerating hardware

failures. The SAN shall have two storage nodes, where one node will be

used for primary storage and the second for a backup replica. The backup

replica may be located offsite, again providing a way of dealing with a

facility problem at the primary site, assuming Monterey County can

provide the necessary network bandwidth. Servers will communicate with

the storage nodes using iSCSI over 1 Gbps Ethernet on a dedicated virtual

LAN (VLAN).

5.5.3.2 CONTRACTOR shall specify a recommendation on the size of each

storage node. The specification must include:

5.5.3.2.1 Amount of raw disk capacity available

5.5.3.2.2 Amount of usable disk capacity required to meet the growth

requirements specified in this RFP

5.5.3.2.3 Impact (if any) of a given RAID redundancy scheme on

application performance (documentation/references may be

required to support this information)

5.5.3.2.4 Recommended number of 1 Gbps network interfaces

5.5.3.3 Should CONTRACTOR propose specific SAN equipment, the storage

nodes must include:

5.5.3.3.1 Redundant power supplies

5.5.3.3.2 Hot-swappable near-line SAS (or better) disk drives (basic

SATA drives are not acceptable).

5.5.3.3.3 Redundant controllers

5.5.3.3.4 Capability for RAID 6 as an alternative to RAID 5


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5.5.3.3.5 At least four (4) 1 Gbps interfaces per controller

5.5.3.4 If SAN equipment is procured through the CONTRACTOR, warranty and

subsequent maintenance/support of this equipment will meet or exceed

those provisions included within the maintenance and support agreement

executed in accordance with the contract.

5.5.4 Concurrent System Operations

5.5.4.1 All application systems must operate concurrently. The equipment

specified must be able to function in a multi-tasking capability for

simultaneous processing of application systems that are required. If several

applications utilize the same data server, the System must be configured to

assure priority workstation response for the CAD system.

5.5.5 Application Server Definition and Requirements

5.5.5.1 CONTRACTOR shall identify each of the application servers that will

become distinct virtual machines. For each virtual machine,

CONTRACTOR shall stipulate:

5.5.5.1.1 Function/Purpose.

5.5.5.1.2 Operating System (such as Windows Server 2012 R2).

5.5.5.1.3 Number of virtual CPU cores required.

5.5.5.1.4 Amount of RAM required.

5.5.5.1.5 Amount of disk space required.

5.5.5.1.6 Any unique requirements for virtual hardware emulation/pass-

through from the host.

5.6 End-User Workstation Requirements

5.6.1 Desktop Hardware and Software

5.6.1.1 CONTRACTOR shall provide specifications for the following aspects of

the desktop workstations:

5.6.1.1.1 Operating System (such as Windows 7).

5.6.1.1.2 Number of monitors recommended, along with physical size

and pixel resolution.

5.6.1.1.3 Type of multi-monitor video card required (brand, acceptable

models).

5.6.1.1.4 Type of Intel processor required.



5.6.1.2 CONTRACTOR may propose pricing for workstation hardware and

monitors in the pricing forms provided.

5.6.2 Mobile Computer Hardware and Software

5.6.2.1 Most Monterey County agencies already have computer equipment

installed in their vehicles. CONTRACTOR shall provide minimum

specifications for the mobile computers that will ensure compatibility with

their software.

5.6.2.2 CONTRACTOR shall provide specifications for the following aspects of

the mobile workstations:

5.6.2.2.1 Operating systems supported.

5.6.2.2.2 Processor speed and number of cores required.


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5.6.2.2.5 The compliant GPS electrical/data protocol the mobile

software utilizes to render AVL coordinates (e.g., NMEA).

5.6.2.2.6 Any additional specialized peripherals supported/required.

5.6.2.3 CONTRACTOR shall also describe any minimum requirements for

network communication. Fire and Law mobile users utilize Verizon for

their cellular carrier (mostly “4G”) entering the Monterey County network

through a Cellular Verizon Fixed End Solution (FES) or an agency specific

P2P T1 connection. Both paths access a CISCO ASA Appliance which

provides the VPN connection based on a posture assessment and advanced

authentication. The CISCO ASA Appliance does not provide persistence

nor does the County have a persistence solution in place at this time.

Advanced Authentication methods: Active Directory, Phone Soft Tokens,

eGRID cards.

5.6.3 Tablet/Smartphone Devices

5.6.3.1 Exhibit D – CAD Technical Requirements Matrix is to be completed by

CONTRACTORS in much the same way Exhibit B was completed.

Exhibit B is a compilation of common CAD functional specifications and

their intent is to provide a better understanding of each CONTRACTOR‘S

method of provisioning the given functional feature.

5.6.3.2 CONTRACTORS are to read each requirement and indicate one of the

three answers provided, as follows:

5.6.3.2.1 Compliant – the CONTRACTOR’S CAD solution will

provide the described functionality in the system delivered to

Monterey County if the CONTRACTOR’S solution is

selected.

5.6.3.2.2 Function Not Available – the CONTRACTOR’S current

production CAD system is not capable of performing the

function as listed in the specification and will not be delivered

in a system if the CONTRACTOR’S solution is selected.

5.6.3.2.3 Exception – the CONTRACTOR takes exception to the

specification and must explain the reason for the exception as

directed in the subsection Explanation of Exceptions.

5.6.3.3 Only those items marked as Compliant will be scored within the Matrix,

Not Answered, Function Not Available and Exception receive no scores.

CONTRACTORS are advised that any requirement marked as Compliant

indicates that the system delivered to Monterey County will be capable of

performing the function as listed in the specification. Indicating

Compliant is considered a contractually binding commitment by the

CONTRACTOR to deliver on the required specification if their

CAD/RMS solution is selected by Monterey County.

5.6.3.4 The functional specifications outlined in the CAD Functional Matrix

represent system requirements as a whole, and common functional

requirements that apply to all packages and modules being proposed.

5.6.3.5 For some functionality the specifications may appear to be conflicting,

where a requirement may ask if a specific function is provided in one way,


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and then be followed by a requirement that asks if the same function is

provisioned in a different (or potentially conflicting) fashion. This is

intentional and the intent is to determine which way the CONTRACTOR

provides that functionality when there are options.

5.6.4. Exhibit E – CAD Interfaces Requirements Matrix

5.6.41 Exhibit E – CAD Interfaces Requirements Matrix is to be completed by

CONTRACTORS in the same manner as described in section 5.6.3.2.

Contractors are advised that any requirement marked as Compliant

indicates that the system delivered to Monterey County will be capable of

performing the function as listed in the specification. Indicating

Compliant is considered a contractually binding commitment by the

CONTRACTOR to deliver on the required specification if their

CAD/RMS solution is selected by Monterey County.

5.6.5 Exhibit F – Mobile Data Terminal Technical System Requirements Matrix

5.65.1 Exhibit F – Mobile Data Terminal Technical System Requirements Matrix

is to be completed by CONTRACTORS in the same manner as described

in section 5.6.3.2. CONTRACTORS are advised that any requirement

marked as Compliant indicates that the system delivered to Monterey

County will be capable of performing the function as listed in the

specification. Indicating Compliant is considered a contractually

binding commitment by the CONTRACTOR to deliver on the

required specification if their CAD solution is selected by Monterey

County.

5.6.6 Explanation of Clarification/Exceptions

5.6.6.1 CONTRACTORS are required to provide explanations of any

“clarifications” or “exceptions” indicated in Exhibit B. Likewise, any

"exceptions" taken to functional requirements contained in Exhibits D,

Exhibits E or Exhibits F must also have explanations provided.

CONTRACTORS’ Explanation of Clarifications/Exceptions must be

provided in a separate tab for each Exhibit. CONTRACTOR must provide

the section number (e.g., 5.1) they are providing “clarification” or

“exception” to or, in the case of the Functional Requirements Matrices, the

specification ID (e.g., SYS-1) followed by their explanation.

5.6.6.2 Any "clarifications" provided for any numbered requirement that has been

asserted to be a “Comply” in Exhibit B or an available function in Exhibits

D, Exhibits E or Exhibits F will generally negate a "Compliance"

statement; this will cause a CONTRACTOR to be judged non-compliant

for that specific requirement. For the purposes of this RFP, items not

answered or marked as an exception on the matrix will be interpreted as

”Function Not Available”, and will be factored accordingly for scoring

purposes. Once a short list of preferred CONTRACTORS is determined

based on initial RFP review and scoring, consideration may be given to

exceptions to allow for a more complete analysis and CONTRACTOR

comparison.


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5.6.7 Description of System

5.6.7.1 Provide a detailed description of the proposed system hardware and

software platform as outlined in Sections 5.3, 5.4 & 5.5, Hardware

Requirements. Block diagrams, equipment layouts, and equipment lists

must be included to provide a complete and comprehensive description of

the hardware configuration that the CONTRACTOR is proposing.

Monterey County reserves the right to purchase the hardware and services

related to hardware elsewhere. In instances where Monterey County elects

to purchase the hardware and services direct, CONTRACTORS are still

responsible for identifying hardware specifications, certifying the procured

hardware components, system configuration and services needed to meet

Monterey County’s requirements as defined in the RFP. A list and

description of the software and documentation that is required to operate

the proposed hardware/software configuration must also be included within

the CONTRACTOR’S response.

5.6.7.2 CONTRACTORS must review and provide compliance comment or

descriptions for all numbered subsections listed within 5.3 Hardware

Requirements; 5.4 General Requirements and 5.5 Server Hardware

Requirements.

5.6.7.3 CONTRACTORS must provide a diagram and description of their network

architecture and indicate whether their solution must operate on a closed

network or if it can be installed on a shared network. CONTRACTORS

must provide their installation preference and a brief explanation (no more

than two [2] pages) as to why they have this preference. CONTRACTORS

must provide any known advantages or disadvantages to use of either a

closed or shared network solution.

5.6.7.4 CONTRACTORS may also include information describing additional

functionality, competitive advantages, and/or life-cycle cost effectiveness

of their system, whether or not explicitly required by this RFP.

6.0 CONTRACT TERM

6.1 The initial term shall commence with the signing of this AGREEMENT for a period of six

(6) years with the option to extend the AGREEMENT for five (5) additional one (1) year

periods(s).

6.2 This AGREEMENT is of no force or effect until signed by both CONTRACTOR and

County and with County signing last, and CONTRACTOR may not commence work before

County signs this AGREEMENT.

6.3 If the AGREEMENT includes options for renewal or extension, CONTRACTOR must

commence negotiations for any desired rate changes a minimum of ninety days (90) prior to

the expiration of the AGREEMENT.

6.3.1 Both parties shall agree upon rate extension(s) or changes in writing.

6.4 The AGREEMENT shall contain a clause that provides that County the right to cancel the

AGREEMENT, or any extension of the AGREEMENT, without cause, with a one hundred

eighty day (180) written notice, or immediately with cause.


Page 17 of 49 FINAL

7.0 INSURANCE REQUIREMENTS

7.1 CONTRACTOR is required to ensure that all services, costs, and materials must, at

minimum, meet the specifications for State of California and CAL/OSHA regulations, as

applicable.

7.2 CONTRACTOR is to ensure that the insurance and required licenses under both state and

local jurisdictions are current during the full term of the AGREEMENT.

7.3 CONTRACTOR shall be required to submit appropriate State level criminal background

clearance(s) for all personnel required to work within County facilities that are deemed

restricted or high security.

8.0 PROPOSAL PACKAGE REQUIREMENTS

8.1 CONTENT AND LAYOUT:

8.1.1 CONTRACTOR shall provide the information as requested and as applicable to the

proposed goods and services. The proposal package shall be organized as described

below; headings and section numbering utilized in the proposal package shall be the

same as those identified in the table. Proposal packages shall include at a minimum,

but not limited to, the following information in the format indicated:

Proposal Package Layout;

Organize and Number Sections as Follows:

Section 1

COVER LETTER (INCLUDING CONTACT INFO)

SIGNED RFP SIGNATURE PAGE

RECEIPT OF SIGNED ADDENDA (IF ANY)

TABLE OF CONTENTS

Section 2 PROPOSED APPROACH FOR MEETING THE SERVICES DESCRIBED

IN SECTION 5.0 SCOPE OF WORK

Section 3 PROJECT EXPERIENCE AND REFERENCES

Section 4 ENVIRONMENTALLY FRIENDLY PRACTICES

Section 5 PRICING (ATTACHMENT A-PRICING) & WARRANTY & SAMPLES

Section 6 EXCEPTIONS TO RFP/SAMPLE AGREEMENT

Section 7 MATRIX CLARIFICATIONS/EXCEPTIONS

Section 8 APPENDIX

Section 1, Requirements:

Cover Letter: All proposals must be accompanied by a cover letter not exceeding

two pages and should provide firm information and Contact information as follows:

Contact Info: The name, address, telephone number, and fax number of

CONTRACTOR’s primary contact person during the solicitation process

through to potential contract award.


Page 18 of 49 FINAL

Firm Info: Description of the type of organization (e.g. corporation, partnership,

including joint venture teams and subcontractors) and how many years it’s been

in existence.

Signed RFP Signature Page and Signed Addenda (if any addenda were released

for this solicitation). Proposal packages submitted without this page will be deemed

non-responsive. All signatures must be manual and in BLUE ink. All prices and

notations must be typed or written in BLUE ink. Errors may be crossed out and

corrections printed in ink or typed adjacent, and must be initialed in BLUE ink by

the person signing the proposal.

Table of Contents

Section 2, Proposed Approach for Meeting the Services Requested by the County as

Described in Section 5.0 Scope of Work:

Describe your proposed approach for providing the services described in Section 5

Scope of Work. Relevant considerations include the quality and feasibility of your

approach to providing these services, the manner in which you intend to provide

adequate staffing, and equipment or other resources to be provided by you. Identify

sub-consultants, if any, you propose to use to provide the services.

Section 3, Project Experience & References:

Key Staff Persons: CONTRACTOR shall identify key staff that shall reflect all

disciplines proposed by the CONTRACTOR, their qualifications and experience, in

resume format.

Experience: CONTRACTOR shall demonstrate proven experience that meet the

specific needs of the County of Monterey Emergency Communications Department

(ECD). These references shall be of like or similar juridisctions that use the

following parameters:

- Population Services (Approx. 430,000)

- Number of calls for Services on an annual basis (Section 5.5.1.4)

- Multi-Agency dispatch environment

- Multi-Jurisdictional dispatch environment

- Use of mobile devices

References: References must include jurisdiction name, primary contact name,

primary contact role, physical address, contact phone, email address, date of CAD

system go-live and value of original contract.

Section 4, Environmentally Friendly Practices:

CONTRACTOR shall summarize all environmentally friendly practices it adheres to

in the course of doing business as relevant to County’s Climate-Friendly Purchasing

Policy (Reference: www.co.monterey.ca.us/cao/policies.htm).


Page 19 of 49 FINAL

CONTRACTOR shall indicate whether or not it is a ‘Green Certified’ Business and

state which governing authority administered the certification.

Section 5, Pricing, Warranty & Maintenance:

CONTRACTOR shall complete and submit as per ATTACHMENT A - PRICING

to correspond with all tasks required to fully complete the project as outlined in this

RFP.

WARRANTY for any software begins from date of system acceptance and must be

included in pricing. CONTRACTOR shall specify the warranty period for the

materials and guarantee the workmanship of all items proposed. After the award,

the CONTRACTOR shall promptly remedy all defects without cost to the County

that may appear within this period. CONTRACTOR shall also specify if extended

warranty is available and submit the extended warranty term period and associated

cost.

MAINTENANCE for any software must be included for the next five (5) years

following the warranty period.

Section 6, Exceptions to RFP/Sample Agreement:

Submit any and all exceptions to this solicitation on separate pages, and clearly identify

the top of each page with “EXCEPTION TO MONTEREY COUNTY SOLICITATION

#10522”. Each Exception shall reference the page number and section number, as

appropriate. CONTRACTOR should note that the submittal of an Exception does not

obligate the County to revise the terms of the RFP or AGREEMENT.

Section 7, Matrix Clarification/Exceptions:

Submit any and all clarifications/exceptions to the matrix on separate pages, and clearly

identify the top of each page with “MATRIX CLARIFICATION/EXCEPTION TO

MONTEREY COUNTY SOLICITATION #10522”. Each Clarification/Exception shall

be sorted by matrix and reference the page number and section number, as appropriate.

Section 8, Appendix:

CONTRACTOR shall provide any additional information that it believes to be

applicable to this proposal package and include such information in an Appendix

section.

8.2 ADDITIONAL REQUIREMENTS: To be considered “responsive,” submitted proposal

packages shall adhere to the following:

8.2.1 Ten (10) sets of the proposal package (one (1) original proposal marked “Original”

plus eight (9) marked “Copies”) shall be submitted in response to this solicitation.

Each copy shall include a cover indicating the company name submitting, and


Page 20 of 49 FINAL

reference to “RFP #10522 COMPUTER-AIDED DISPATCH (CAD) WITH

OPTIONAL RECORDS MANAGEMENT SYSTEM (RMS) REPLACEMENT”.

8.2.2 In addition, submit one (1) electronic version of the entire proposal package on a

USB memory stick. Additional copies may be requested by the COUNTY at its

discretion.

8.2.3 Proposal packages shall be prepared on 8-1/2” x 11” paper, preferably duplex

printed (environmentally friendly). Fold out charts, tables, spreadsheets, brochures,

pamphlets, and other pertinent information or work product examples may be

included as Appendices.

8.2.4 Reproductions of the Monterey County Seal shall not be used in any documents

submitted in response to this solicitation.

8.2.5 CONTRACTOR shall not use white-out or a similar correction product to make late

changes to their proposal package but may instead line out and initial in BLUE ink

any item which no longer is applicable or accurate.

8.2.6 To validate your proposal package, submit the RFP SIGNATURE PAGE

(contained herein) with your Proposal Package. Proposal packages submitted

without that page will be deemed non-responsive. Proposal signature must be

manual, in BLUE ink, and included with the original copy of the proposal.

Photocopies of the Signature Page may be inserted into the remaining proposal

copies. All prices and notations must be typed or written in BLUE ink in the

original proposal copy as well. Errors may be crossed out and corrections printed in

BLUE ink or typed adjacent, and must be initialed in BLUE ink by the person

signing the proposal.

8.3 CONFIDENTIAL OR PROPRIETARY CONTENT: Any page of the proposal package

that is deemed by CONTRACTOR to be a trade secret by the CONTRACTOR shall be

clearly marked “CONFIDENTIAL INFORMATION” or “PROPRIETARY

INFORMATION” at the top of the page.

9.0 SUBMITTAL INSTRUCTIONS & CONDITIONS

9.1 Submittal Identification Requirements: ALL SUBMITTALS MAILED OR DELIVERED

CONTAINING PROPOSAL PACKAGES MUST BE SEALED AND BEAR ON THE

OUTSIDE, PROMINENTLY DISPLAYED IN THE LOWER LEFT CORNER: THE

SOLICITATION NUMBER RFP #10522 and CONTRACTORS COMPANY NAME.

9.2 Mailing Address: Proposal packages shall be mailed to County at the mailing address

indicated on the RFP Signature Page of this solicitation.

9.3. Office Hours: Office hours are Monday through Friday, 8am–5pm, closed from 12pm-1pm.

9.4 Due Date: Proposal packages must be received by County ON OR BEFORE the time and

date specified, at the location and to the person specified on the RFP Signature Page of

this solicitation. It is the sole responsibility of the CONTRACTOR to ensure that the

proposal package is received at or before the specified time. Postmarks and facsimiles are

not acceptable. Proposals received after the deadline shall be rejected and returned

unopened.


Page 21 of 49 FINAL

9.5 Acceptance: Proposals are subject to acceptance at any time within 90 days after opening.

Monterey County reserves the right to reject any and all proposal packages, or part of any

proposal package, to postpone the scheduled deadline date(s), to make an award in its own

best interest, and to waive any informalities or technicalities that do not significantly affect

or alter the substance of an otherwise responsible proposal package and that would not

affect a CONTRACTOR’S ability to perform the work adequately as specified.

9.6 Ownership: All submittals in response to this solicitation become the property of the County

of Monterey. If a CONTRACTOR does not wish to submit a proposal package but wishes

to acknowledge the receipt of the request, the reply envelope shall be marked “No Bid”.

9.7 Compliance: Proposal packages that do not follow the format, content and submittal

requirements as described herein, or fail to provide the required documentation, may receive

lower evaluation scores or be deemed non-responsive.

9.8 CAL-OSHA: The items proposed shall conform to all applicable requirements of the

California Occupational Safety and Health Administration Act of 1973 (CAL-OSHA).

10.0 SELECTION CRITERIA/RATING POINTS

10.1 The selection of CONTRACTOR and subsequent contract award(s) will be based on the

criteria contained in this Solicitation, as demonstrated in the submitted proposal package.

CONTRACTOR should submit information sufficient for the County to easily evaluate

proposals with respect to the selection criteria. The absence of required information may

cause the proposal to be deemed non-responsive and may be cause for rejection.

10.2 The selection criteria include, but are not limited to, the following: (100 points total).

CRITERIA POINT VALUE

Cost proposal 30

Resources available to perform the work, including any

specialized services, within the specified time limits for the

project. The qualifications of the personnel proposed by the

CONTRACTOR to perform the requirements of this RFP,

whether from the CONTRACTOR’S organization or from a

proposed subcontractor, will be subjectively evaluated.

Therefore, the CONTRACTOR should submit detailed

information related to the experience and qualifications, including

education and training, of proposed personnel.

20

Record of past performance, including price and cost data from

previous projects, quality of work, ability to meet schedules, cost

control and contract administration. Experience and reliability of

the CONTRACTOR’S organization are considered subjectively in

the evaluation process. Therefore, the CONTRACTOR is advised

to submit any information which documents successful and

reliable experience in past performances, especially those

performances related to the requirements of this RFP; Ability and

proven history in handling special project constraints

20

Specialized expertise, capabilities and technical competence as 15


Page 22 of 49 FINAL

demonstrated by the proposed approach and methodology to meet

the project requirements; Availability to the project locale and

familiarity with the project locale; Proposed project management

techniques

Quality of the product that best fits the needs and operating

environment of the ECD. Ease of use, training required, product

support. 15

TOTAL 100

10.3 AGREEMENT award shall not be based on cost alone.

10.4 Proposals received from CONTRACTOR(s) who do not attend the mandatory pre-proposal

conference in its entirety listed in section 3.8 will be deemed non-responsive and not

opened.

10.5 The award(s) resulting from this RFP will be made to the CONTRACTOR that submits a

response that, in the sole opinion of the County, best serves the overall interest of the

County.

11.0 PRICING

11.1 CONTRACTOR(s) shall submit an ATTACMENT A - PRICING: Please submit a

detailed budget to correspond with all tasks required to fully complete the project as

outlined in this RFP. Please include any costs that are not listed in ATTACHMENT A -

PRICING.

11.2 CONTRACTOR prices shall be effective from the date the proposal is submitted to the day

the AGREEMENT is awarded and through the initial term of the AGREEMENT.

11.3 Proposals shall indicate and include any early discounts and/or incentives offered.

12.0 CONTRACT AWARDS

12.1 No Guaranteed Value: County does not guarantee a minimum or maximum dollar value for

any AGREEMENT or AGREEMENTS resulting from this solicitation.

12.2 Board of Supervisors: The award(s) made from this solicitation may be subject to approval

by the County Board of Supervisors.

12.3 Interview: County reserves the right to interview selected CONTRACTOR before a contract

is awarded. The costs of attending any interview are the CONTRACTOR’S responsibility.

12.4 Incurred Costs: County is not liable for any cost incurred by CONTRACTOR in response

to this solicitation.


Page 23 of 49 FINAL

12.5 Notification: All CONTRACTORS who have submitted a proposal package will be

notified of the final decision as soon as it has been determined.

12.6 In County’s Best Interest: The award(s) resulting from this solicitation will be made to the

CONTRACTOR that submit(s) a response that, in the sole opinion of County, best serves

the overall interest of County.

13.0 SEQUENTIAL CONTRACT NEGOTIATION

County will pursue contract negotiations with the CONTRACTOR who submit(s) the best

Proposals or is deemed the most qualified in the sole opinion of County, and which is in

accordance with the criteria as described within this solicitation. If the contract negotiations

are unsuccessful, in the opinion of either County or CONTRACTOR, County may pursue

contract negotiations with the entity that submitted a Proposal which County deems to be

the next best qualified to provide the services, or County may issue a new solicitation or

take any other action which it deems to be in its best interest.

14.0 AGREEMENT TO TERMS AND CONDITIONS

CONTRACTOR selected through the solicitation process will be expected to execute a

formal AGREEMENT with County for the provision of the requested service. The

AGREEMENT shall be written by County in a standard format approved by County

Counsel, similar to the RFP SAMPLE AGREEMENT SECTION herein. Submission of

a signed bid/proposal and the RFP SIGNATURE PAGE will be interpreted to mean

CONTRACTOR HAS AGREED TO ALL THE TERMS AND CONDITIONS set forth in

the pages of this solicitation and the standard provisions included in the RFP SAMPLE

AGREEMENT Section herein. County may but is not required to consider including

language from the CONTRACTOR’S proposed AGREEMENT, and any such submission

shall be included in the EXCEPTIONS section of CONTRACTOR’S proposal.

15.0 COLLUSION

CONTRACTOR shall not conspire, attempt to conspire, or commit any other act of

collusion with any other interested party for the purpose of secretly, or otherwise,

establishing an understanding regarding rates or conditions to the solicitation that would

bring about any unfair conditions.

16.0 RIGHTS TO PERTINENT MATERIALS

All responses, inquiries, and correspondence related to this solicitation and all reports,

charts, displays, schedules, exhibits, and other documentation produced by the

CONTRACTOR that are submitted as part of the submittal will become the property of the

County when received by the County and may be considered public information under

applicable law. Any proprietary information in the submittal must be identified as such and


Page 24 of 49 FINAL

marked “CONFIDENTIAL INFORMATION” or “PROPRIETARY INFORMATION”.

The County will not disclose proprietary information to the public, unless required by law;

however, the County cannot guarantee that such information will be held confidential.

17.0 PIGGYBACK CLAUSE

CONTRACTOR shall indicate below if CONTRACTOR agrees to extend the same prices,

terms and conditions of their proposal to other public agencies that have delivery locations

within the State of California limits: _____ Yes _____ No. CONTRACTOR’s response to

this question will not be considered in award of the AGREEMENT resulting from this

solicitation. If and when CONTRACTOR extends the prices, terms and conditions of their

proposal to other public agencies, any resulting agreement shall be between

CONTRACTOR and the other public agencies and County shall bear no responsibility or

liability for any agreements between CONTRACTOR and the other public agencies.

18.0 LIST OF EXHIBITS/ATTACHMENTS

18.1 EXHIBIT A – CAD EVENTS STATISTICS

18.2 EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX

18.3 EXHIBIT C – CAD FUNCTIONAL SPECIFICATIONS

18.4 EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX

18.5 EXHIBIT E – CAD INTERFACES REQUIREMENTS MATRIX

18.6 EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS

MATRIX

18.7 ATTACHMENT A – PRICING

19.0 PERFORMANCE BOND

19.1 Performance Bond. CONTRACTOR shall furnish at the time proposal submitted, and keep

current during the term of this Agreement, a performance bond to ensure performance of

this Agreement and each and every condition of the Agreement in a form acceptable to

COUNTY. The performance bond shall be equal to Five Million Dollars ($5,000,000) and

remain in force for the duration of this Agreement. The premium for the bond described

above shall be paid by CONTRACTOR. The Surety of Sureties shall be a company or

companies satisfactory to COUNTY and shall be duly authorized to conduct business in the

State of California.

19.2 Letter of Credit. As an alternative to the performance bond required by Sections 19.1,

CONTRACTOR may provide for the issuance of an irrevocable standby letter of credit in

the amount of Five Million Dollars ($5,000,000) by a bank approved by COUNTY in its

sole discretion (the “Bank”), for the benefit of COUNTY. The letter of credit must

authorize the beneficiary COUNTY to draw, in one or more drawings, not less than Five

Million Dollars ($5,000,000) at the sole discretion of COUNTY.


Page 25 of 49 FINAL

SAMPLE AGREEMENT SECTION


Page 26 of 49 FINAL

SAMPLE AGREEMENT BETWEEN COUNTY OF MONTEREY AND

CONTRACTOR

This AGREEMENT is made and entered into by and between the County of Monterey, a

political subdivision of the State of California, hereinafter referred to as “County”, and

, hereinafter referred to as “CONTRACTOR.”

SAMPLE RECITALS

WHEREAS, County has invited proposals through the Request for Proposals 10522

in accordance with the specifications set forth in this AGREEMENT; and

WHEREAS, CONTRACTOR has submitted a responsive and responsible proposal to

perform such services; and

WHEREAS, CONTRACTOR has the expertise and capabilities necessary to provide the

services requested.

NOW THEREFORE, County and CONTRACTOR, for the consideration hereinafter

named, agree as follows:

S1.0 PERFORMANCE OF THE AGREEMENT

S1.1 After consideration and evaluation of the CONTRACTOR’S proposal, the County hereby

engages CONTRACTOR to provide the services set forth in RFP 10522 and in this

AGREEMENT on the terms and conditions contained herein and in RFP 10522. The

intent of this AGREEMENT is to summarize the contractual obligations of the parties.

The component parts of this AGREEMENT include the following:

This AGREEMENT including all its attachments, Exhibits and Appendix

RFP 10522 plus all associated Addenda

CONTRACTOR’S Proposal Package dated

Certificate of Insurance

Additional Insured Endorsements

S1.2 All of the above-referenced contract documents are intended to be complementary. Work

required by one of the above-referenced contract documents and not by others shall be

done as if required by all. In the event of a conflict between or among component parts

of the contract, the contract documents shall be construed in the following order:

AGREEMENT including all Attachments, Exhibits and Appendix, RFP #10522 plus

RFP Addenda # , CONTRACTOR’s Proposal Package, Certificate of Insurance,

and Additional Insured Endorsements.


Page 27 of 49 FINAL

S1.3 CONTRACTOR warrants that CONTRACTOR and CONTRACTOR’s

agents, employees, and subcontractors performing services under this AGREEMENT

are specially trained, experienced, competent, and appropriately licensed to perform the

work and deliver the services required under this AGREEMENT and are not employees

of the County, or immediate family of an employee of the County.

S1.4 CONTRACTOR, its agents, employees, and subcontractors shall perform all work in

a safe and skillful manner and in compliance with all applicable laws and regulations.

All work performed under this AGREEMENT that is required by law to be performed

or supervised by licensed personnel shall be performed in accordance with such

licensing requirements.

S1.4.1 CONTRACTOR must maintain all licenses throughout the term of

the AGREEMENT.

S1.5 CONTRACTOR shall furnish, at its own expense, all materials, equipment,

and personnel necessary to carry out the terms of this AGREEMENT, except as

otherwise specified in this AGREEMENT. CONTRACTOR shall not use

County premises, property (including equipment, instruments, or supplies) or

personnel for any purpose other than in the performance of its obligations under this

AGREEMENT.

S2.0 SCOPE OF SERVICE

(Shall be consistent with Scope of Work defined in this Solicitation and shall include

description of goods and/or services provided including timelines and deliverables.

S3.0 TERM OF AGREEMENT

S3.1 The initial term shall commence with the signing of this AGREEMENT for a period of

six (6) years with the option to extend the AGREEMENT for five (5) additional one (1)

year periods(s).

S3.2 This AGREEMENT is of no force or effect until signed by both CONTRACTOR and

County and with County signing last, and CONTRACTOR may not commence work

before County signs this AGREEMENT.

S3.3 If the AGREEMENT includes options for renewal or extension, CONTRACTOR must

commence negotiations for any desired rate changes a minimum of ninety days (90)

prior to the expiration of the AGREEMENT.

S3.3.1 Both parties shall agree upon rate extension(s) or changes in writing.

S3.4 During the term of this AGREEMENT, the County may terminate the AGREEMENT

for any reason by giving written notice of termination to the CONTRACTOR at least

one hundred eighty (180) days prior to the effective date of termination. Such notice

shall set forth the effective date of termination. In the event of such termination, the


Page 28 of 49 FINAL

amount payable under this AGREEMENT shall be reduced in proportion to the services

provided prior to the date of termination.

S3.5 The County may terminate this AGREEMENT for good cause immediately upon

written notice to CONTRACTOR. “Good cause” includes the failure of

CONTRACTOR to perform the required services at the time and in the manner

provided under this AGREEMENT. If County terminates this AGREEMENT for good

cause, the County may be relieved of the payment of any consideration to

CONTRACTOR, and the County may proceed with the work in any manner in which

the County deems proper. The cost to the County shall be deducted from any sum due

CONTRACTOR under this AGREEMENT.

S4.0 COMPENSATION AND PAYMENTS

S4.1 It is mutually understood and agreed by both parties that CONTRACTOR shall

be compensated under this AGREEMENT in accordance with the pricing sheet

attached hereto as ATTACHMENT A – PRICING.

S4.2 Prices shall remain firm for the initial term of this AGREEMENT and, thereafter, may

be adjusted annually as provided in this paragraph. County does not guarantee any

minimum or maximum amount of dollars to be spent under this AGREEMENT.

S4.3 Any discount offered by the CONTRACTOR must allow for payment after receipt

and acceptance of services, material or equipment and correct invoice, whichever is

later. In no case will a discount be considered that requires payment in less than 30

days.

S4.4 CONTRACTOR shall levy no additional fees or surcharges of any kind during the

term of this AGREEMENT without first obtaining approval from County in writing.

S4.5 Tax:

S4.5.1 Pricing as per this AGREEMENT is inclusive of all applicable taxes.

S4.5.2 County is registered with the Internal Revenue Service, San Francisco office,

and registration number 94-6000524. The County is exempt from Federal

Transportation Tax; an exemption certificate is not required where shipping

documents show Monterey County as consignee.

S5.0 INVOICES AND PURCHASE ORDERS

S5.1 Invoices for all services rendered per this AGREEMENT shall be billed directly to the

County of Monterey Emergency Communications Department at the following address:

County of Monterey Emergency Communications Attn: Claudia Garza 1322 Natividad Road

Salinas, CA 93906


Page 29 of 49 FINAL

S5.2 CONTACTOR shall reference RFP #10522 on all invoices submitted to

County. CONTRACTOR shall submit such invoices periodically or at the completion of

services, but in any event, not later than 30 days after completion of services. The

invoice shall set forth the amounts claimed by CONTRACTOR for the previous period,

together with an itemized basis for the amounts claimed, and such other information

pertinent to the invoice. County shall certify the invoice, either in the requested amount

or in such other amount as County approves in conformity with this AGREEMENT, and

shall promptly submit such invoice to County Auditor-Controller for payment. County

Auditor- Controller shall pay the amount certified within 30 days of receiving the

certified invoice.

S5.3 All County of Monterey Purchase Orders issued for the AGREEMENT are valid

only during the fiscal year in which they are issued (the fiscal year is defined as July 1

through June 30).

S5.4 Unauthorized Surcharges or Fees: Invoices containing unauthorized surcharges or

unauthorized fees of any kind shall be rejected by County. Surcharges and additional

fees not included the AGREEMENT must be approved by County in writing via an

Amendment.

S6.0 INDEMNIFICATION

S6.1 For purposes of the following indemnification provisions (“Indemnification

Agreement”), “design professional” has the same meaning as set forth in California Civil

Code section 2782.8. If any term, provision or application of this Indemnification

Agreement is found to be invalid, in violation of public policy or unenforceable to any

extent, such finding shall not invalidate any other term or provision of this

Indemnification Agreement and such other terms and provisions shall continue in full

force and effect. If there is any conflict between the terms, provisions or application of

this Indemnification Agreement and the provisions of California Civil Code Sections

2782 or 2782.8, the broadest indemnity protection for County under this Indemnity

Agreement that is permitted by law shall be provided by CONTRACTOR.

S6.2 Indemnification for Design Professional Service Claims:

CONTRACTOR shall indemnify, defend and hold harmless County, its governing board,

directors, officers, employees, and agents against any claims that arise out of, or pertain

to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR, its

employees, subcontractors, and agents in the performance of design professional services

under this AGREEMENT, excepting only liability arising from the sole negligence,

active negligence or willful misconduct of County, or defect in a design furnished by

County.

S6.3 Indemnification for All Other Claims or Loss:

For any claim, loss, injury, damage, expense or liability other than claims arising out of

CONTRACTOR’s performance of design professional services under this

AGREEMENT, CONTRACTOR shall indemnify, defend and hold harmless County, its

governing board, directors, officers, employees, and agents against any claim for loss,


Page 30 of 49 FINAL

injury, damage, expense or liability resulting from or alleging injury to or death of any

person or loss of use of or damage to property, arising from or related to the performance

of services under this AGREEMENT by CONTRACTOR, its employees, subcontractors

or agents, excepting only liability arising from the sole negligence, active negligence or

willful misconduct of County, or defect in a design furnished by County.

S7.0 INSURANCE REQUIREMENTS

S7.1 Evidence of Coverage:

S7.1.1 Prior to commencement of this AGREEMENT, CONTRACTOR shall provide

a “Certificate of Insurance” certifying that coverage as required herein has been

obtained. Individual endorsements executed by the insurance carrier

shall accompany the certificate. In addition CONTRACTOR upon

request shall provide a certified copy of the policy or policies.

S7.1.2 This verification of coverage shall be sent to the County’s

Contracts/Purchasing Department, unless otherwise directed. CONTRACTOR

shall not receive a “Notice to Proceed” with the work under this AGREEMENT

until it has obtained all insurance required and such, insurance has been

approved by County. This approval of insurance shall neither relieve nor

decrease the liability of CONTRACTOR.

S7.2 Qualifying Insurers: All coverages, except surety, shall be issued by companies

which hold a current policy holder’s alphabetic and financial size category rating of

not less than A- VII, according to the current Best’s Key Rating Guide or a

company of equal financial stability that is approved by County’s Purchasing

Officer.

S7.3 Insurance Coverage Requirements:

S7.3.1 Without limiting CONTRACTOR’s duty to indemnify, CONTRACTOR shall

maintain in effect throughout the term of this AGREEMENT a policy or

policies of insurance with the following minimum limits of liability:

S7.3.1.1 Commercial general liability insurance, including but not limited to

premises and operations, including coverage for Bodily Injury and

Property Damage, Personal Injury, Contractual Liability, Broadform

Property Damage, Independent Contractors, Products and Completed

Operations, with a combined single limit for Bodily Injury and

Property Damage of not less than $1,000,000 per occurrence.

S7.3.1.2 Business automobile liability insurance, covering all motor

vehicles, including owned, leased, non-owned, and hired vehicles,

used in providing services under this AGREEMENT, with a combined

single limit for Bodily Injury and Property Damage of not less than

$1,000,000 per occurrence.


Page 31 of 49 FINAL

S7.3.1.3 Workers’ Compensation Insurance, if CONTRACTOR employs

others in the performance of this AGREEMENT, in accordance with

California Labor Code section 3700 and with Employer’s Liability

limits not less than $1,000,000 each person, $1,000,000 each accident

and $1,000,000 each disease.

S7.3.1.4 Professional liability insurance, if required for the professional

services being provided, (e.g., those persons authorized by a license to

engage in a business or profession regulated by the California Business

and Professions Code), in the amount of not less than $1,000,000 per

claim and $2,000,000 in the aggregate, to cover liability for

malpractice or errors or omissions made in the course of

rendering professional services. If professional liability insurance is

written on a “claims-made” basis rather than an occurrence basis,

CONTRACTOR shall, upon the expiration or earlier termination of

this AGREEMENT, obtain extended reporting coverage (“tail

coverage”) with the same liability limits. Any such tail coverage shall

continue for at least three years following the expiration or earlier

termination of this AGREEMENT.

S7.4 Other Insurance Requirements:

S7.4.1 All insurance required by this AGREEMENT shall be with a company

acceptable to County and issued and executed by an admitted insurer authorized

to transact Insurance business in the State of California. Unless otherwise

specified by this AGREEMENT, all such insurance shall be written on an

occurrence basis, or, if the policy is not written on an occurrence basis, such

policy with the coverage required herein shall continue in effect for a period of

three years following the date CONTRACTOR completes its

performance of services under this AGREEMENT.

S7.4.2 Each liability policy shall provide that County shall be given notice in writing

at least thirty days in advance of any endorsed reduction in coverage or limit,

cancellation, or intended non-renewal thereof. Each policy shall provide

coverage for CONTRACTOR and additional insureds with respect to claims

arising from each subcontractor, if any, performing work under this

AGREEMENT, or be accompanied by a certificate of insurance from each

subcontractor showing each subcontractor has identical insurance coverage to

the above requirements.

S7.4.3 Commercial general liability and automobile liability policies shall provide an

endorsement naming the County of Monterey, its officers, agents, and employees

as Additional Insureds with respect to liability arising out of the

CONTRACTOR’S work, including ongoing and completed operations, and shall

further provide that such insurance is primary insurance to any insurance or

self- insurance maintained by the County and that the insurance of the

Additional Insureds shall not be called upon to contribute to a loss covered by

the CONTRACTOR’S insurance. The required endorsement form for


Page 32 of 49 FINAL

Commercial General Liability Additional Insured is ISO Form CG 20 10 11-

85 or CG 20 10

10 01 in tandem with CG 20 37 10 01 (2000). The required endorsement form

for

Automobile Additional Insured endorsement is ISO Form CA 20 48 02 99.

S7.4.4 Prior to the execution of this AGREEMENT by County, CONTRACTOR

shall file certificates of insurance with County’s contract administrator and

County’s Contracts/Purchasing Division, showing that CONTRACTOR has in

effect the insurance required by this AGREEMENT. CONTRACTOR shall

file a new or amended certificate of insurance within five calendar days after

any change is made in any insurance policy, which would alter the information

on the certificate then on file. Acceptance or approval of insurance shall in

no way modify or change the indemnification clause in this AGREEMENT,

which shall continue in full force and effect.

S7.4.5 CONTRACTOR shall at all times during the term of this AGREEMENT

maintain in force the insurance coverage required under this AGREEMENT and

shall send, without demand by County, annual certificates to

County’s Contract Administrator and County’s Contracts/Purchasing

Division. If the certificate is not received by the expiration date, County shall

notify CONTRACTOR and CONTRACTOR shall have five calendar days

to send in the certificate, evidencing no lapse in coverage during the

interim. Failure by CONTRACTOR to maintain such insurance is a default of

this AGREEMENT, which entitles County, at its sole discretion, to terminate

this AGREEMENT immediately.

S8.0 RECORDS AND CONFIDENTIALITY

S8.1 Confidentiality: CONTRACTOR and its officers, employees, agents, and

subcontractors shall comply with any and all federal, state, and local laws, which

provide for the confidentiality of records and other information. CONTRACTOR shall

not disclose any confidential records or other confidential information received from the

County or prepared in connection with the performance of this AGREEMENT, unless

County specifically permits CONTRACTOR to disclose such records or

information. CONTRACTOR shall promptly transmit to County any and all requests

for disclosure of any such confidential records or information. CONTRACTOR shall

not use any confidential information gained by CONTRACTOR in the performance of

this AGREEMENT except for the sole purpose of carrying out CONTRACTOR’s

obligations under this AGREEMENT.

S8.2 County Records: When this AGREEMENT expires or terminates, CONTRACTOR

shall return to County any County records which CONTRACTOR used or received

from County to perform services under this AGREEMENT.


Page 33 of 49 FINAL

S8.3 Maintenance of Records: CONTRACTOR shall prepare, maintain, and preserve

all reports and records that may be required by federal, state, and County rules and

regulations related to services performed under this AGREEMENT.

S8.4 Access to and Audit of Records: County shall have the right to examine, monitor

and audit all records, documents, conditions, and activities of CONTRACTOR and its

subcontractors related to services provided under this AGREEMENT. The parties to

this AGREEMENT may be subject, at the request of County or as part of any

audit of County, to the examination and audit of the State Auditor pertaining to matters

connected with the performance of this AGREEMENT for a period of three

years after final payment under the AGREEMENT.

S9.0 NON-DISCRIMINATION

S9.1 During the performance of this contract, CONTRACTOR shall not

unlawfully discriminate against any employee or applicant for employment because of

race, religious creed, color, national origin, ancestry, physical disability, mental

disability, medical condition, marital status, age (over 40), sex, or sexual orientation.

CONTRACTOR shall ensure that the evaluation and treatment of its employees and

applicants for employment are free of such discrimination. CONTRACTOR shall

comply with the provisions of the Fair Employment and Housing Act (Government

Code, §12900, et seq.) and the applicable regulations promulgated thereunder

(California Code of Regulations, Title 2,

§7285.0, et seq.).

S9.2 The applicable regulations of the Fair Employment and Housing

Commission implementing Government Code, §12900, et seq., set forth in Chapter 5 of

Division 4 of Title 2 of the California Code of Regulations are incorporated into this

AGREEMENT by reference and made a part hereof as if set forth in full.

S9.3 CONTRACTOR shall include the non-discrimination and compliance provisions of

the clause in all AGREEMENTs with subcontractors to perform work under the

contract.

S10.0 OVERRIDING CONTRACTOR PERFORMANCE REQUIREMENTS

S10.1 Independent Contractor: CONTRACTOR shall be an independent contractor and

shall not be an employee of Monterey County, nor immediate family of an

employee of County. CONTRACTOR shall be responsible for all insurance

(General Liability, Automobile, Workers’ Compensation, unemployment, etc,) and all

payroll-related taxes. CONTRACTOR shall not be entitled to any employee benefits.

CONTRACTOR shall control the manner and means of accomplishing the result

contracted for herein.


Page 34 of 49 FINAL

S10.2 Non-Assignment: CONTRACTOR shall not assign this contract or the work required

herein without the prior written consent of County.

S10.3 Subcontractors: CONTRACTOR assures that it will utilize small businesses whenever

possible for subcontracting in association with this AGREEMENT. Any subcontractors

hired by CONTRACTOR to perform work/services for this AGREEMENT shall

comply with all of County of Monterey requirements stated herein, including

insurance and indemnification requirements as stated herein.

S11.0 CONFLICT OF INTEREST

S11.1 CONTRACTOR covenants that it presently has no interest, and shall not have

any interest, direct or indirect, which would conflict in any manner with the

performance of services required under this AGREEMENT. Without limitation,

CONTRACTOR represents to and agrees with COUNTY that CONTRACTOR has no

present, and will have no future, conflict of interest between providing COUNTY

services hereunder and any other person or entity (including but not limited to any

federal or state environmental or regulatory agency) which has any interest adverse or

potentially adverse to COUNTY, as determined in the reasonable judgment of the

Board of Supervisors of COUNTY.

S11.2 CONTRACTOR agrees that any information, whether proprietary or not, made known

to or discovered by it during the performance of or in connection with this

AGREEMENT for COUNTY will be kept confidential and not be disclosed to any

other person. CONTRACTOR agrees to immediately notify COUNTY in accordance

with the Notices Section of this AGREEMENT, if it is requested to disclose any

information made known to or discovered by it during the performance of or

in connection with this AGREEMENT. These conflict of interest and future

service provisions and limitations shall remain fully effective five (5) years after

termination of services to COUNTY hereunder.

S12.0 COMPLIANCE WITH APPLICABLE LAWS

S12.1 CONTRACTOR shall keep itself informed of and in compliance with all federal,

state and local laws, ordinances, regulations, and orders, including but not limited to all

state and federal tax laws that may affect in any manner the Project or the performance

of the Services or those engaged to perform Services under this

AGREEMENT. CONTRACTOR shall procure all permits and licenses, pay all charges

and fees, and give all notices required by law in the performance of the Services.

S12.2 CONTRACTOR shall report immediately to County’s Contracts/Purchasing Officer,

in writing, any discrepancy or inconsistency it discovers in the laws,

ordinances, regulations, orders, and/or guidelines in relation to the Project of the

performance of the Services.


Page 35 of 49 FINAL

S12.3 All documentation prepared by CONTRACTOR shall provide for a completed

project that conforms to all applicable codes, rules, regulations and guidelines that are

in force at the time such documentation is prepared.

S13.0 DRUG FREE WORKPLACE

CONTRACTOR and CONTRACTOR’S employees shall comply with the COUNTY’S

policy of maintaining a drug free workplace. Neither CONTRACTOR nor

CONTRACTOR’S employees shall unlawfully manufacture, distribute, dispense, possess

or use controlled substances, as defined in 21 U.S. Code § 812, including, but not limited

to, marijuana, heroin, cocaine, and amphetamines, at any COUNTY facility or work site.

If CONTRACTOR or any employee of CONTRACTOR is convicted or pleads nolo

contendere to a criminal drug statute violation occurring at a COUNTY facility or work

site, the CONTRACTOR shall, within five days thereafter notify the head of the

COUNTY department/agency for which the AGREEMENT services are performed.

Violation of this provision shall constitute a material breach of this AGREEMENT.

S14.0 TIME OF ESSENCE

Time is of the essence in respect to all provisions of this AGREEMENT that specify

a time for performance; provided, however, that the foregoing shall not be

construed to limit or deprive a party of the benefits of any grace or use period allowed

in this AGREEMENT.

S15.0 PERFORMANCE ASSURANCE AND WAIVER OF BREACH

S15.1 Assurance of Performance: If at any time County believes CONTRACTOR may not

be adequately performing its obligations under this AGREEMENT or that

CONTRACTOR may fail to complete the Services as required by this AGREEMENT,

County may request from CONTRACTOR prompt written assurances of performance

and a written plan acceptable to County, to correct the observed deficiencies in

CONTRACTOR’S performance. CONTRACTOR shall provide such written

assurances and written plan within ten (10) calendar days of its receipt of County’s

request and shall thereafter diligently commence and fully perform such written

plan. CONTRACTOR acknowledges and agrees that any failure to provide such

written assurances and written plan within the required time is a material breach under

this AGREEMENT. If County accepts the plan it shall issue a signed waiver.

S15.1.1 Waiver: No waiver of a breach, failure of any condition, or any right or

remedy contained in or granted by the provisions of this AGREEMENT

shall be effective unless it is in writing and signed by the party waiving the

breach, failure, right or remedy. No waiver of any breach, failure, right or

remedy shall be deemed a waiver of any other breach, failure, right or remedy,

whether or not similar, nor shall any waiver constitute a continuing waiver

unless the writing so specifies.


Page 36 of 49 FINAL

S16.0 TRAVEL REIMBURSEMENT

S16.1 If travel expenses are to be reimbursed, they must be approved in writing in advance.

S16.2 If County approves travel, lodging and meal reimbursement, CONTRACTOR shall receive compensation for travel expenses as per the “Monterey County Travel and Business Expense Reimbursement Policy”. A copy of the policy is available online at: http://www.co.monterey.ca.us/auditor/pdfs/County_Travel_Business_Expense_Policy_12-5-12.pdf . To receive reimbursement, CONTRACTOR must provide a detailed breakdown of authorized expenses, identifying what was expended and when.

S17.0 EMERGENCY SITUATIONS

S17.1 CONTRACTOR shall provide the name and contact information of a representative

who shall be available 24 hours a day, 7 days a week, in the event of an emergency.

During the emergency, CONTRACTOR shall provide County with all available

supplies, materials, equipment and/or services on a priority basis.

S17.2 County expects emergency deliveries to occur within 4 hours of order placement and

may be required during evenings, weekends, and holidays. Time is of the essence for

delivery during emergency situations. Delivery location(s) and estimated arrival will be

mutually agreed upon, by County and CONTRACTOR, at time of order and will be

determined based on need and existing conditions. It is understood that current

conditions, such as power outages, road closures, and damages to CONTRACTOR's

facility and/or equipment, will be taken into consideration.

S18.0 NON-APPROPRIATIONS CLAUSE

Notwithstanding anything contained in this AGREEMENT to the contrary, if

insufficient funds are appropriated, or funds are otherwise unavailable in the budget for

County for any reason whatsoever in any fiscal year, for payments due under this

AGREEMENT, County will immediately notify CONTRACTOR of such occurrence,

and this AGREEMENT shall terminate after the last day during the fiscal year for

which appropriations shall have been budgeted for County or are otherwise available

for payments.

S19.0 BACKGROUND CHECKS

S19.1 CONTRACTOR shall be required to obtain State and Federal level criminal

background clearance(s) for all personnel required to work within County facilities that

are deemed restricted or high security, including but not limited to the Sheriff’s Office,

Probation Department, 911 Center, and District Attorney’s Office.

http://www.co.monterey.ca.us/auditor/pdfs/County_Travel_Business_Expense_Policy_12-5-12.pdf

http://www.co.monterey.ca.us/auditor/pdfs/County_Travel_Business_Expense_Policy_12-5-12.pdf


Page 37 of 49 FINAL

S19.1.1 All CONTRACTOR personnel and any of CONTRACTOR’S

subcontractors who are to provide services which require access into

County’s jail are required to undergo fingerprinting and background checks

through the County Sheriff’s main office. CONTRACTOR shall be

responsible for all costs associated with the required background checks.

S20.0 WARRANTY BY CONTRACTOR

CONTRACTOR shall fully warrant all services it performs against poor and

inferior quality or workmanship for a period of not less than one (1) year from date of

final acceptance by the COUNTY. Time is of the essence of this AGREEMENT.

CONTRACTOR shall repair or replace any inoperable materials or equipment in a

timely manner during warranty period.

S21.0 NOTICES

S21.1 Notices required to be given to the respective parties under this AGREEMENT shall

be deemed given by any of the following means: (1) when personally delivered to

County’s contract administrator or to CONTRACTOR’S responsible officer; (2) when

personally delivered to the party’s principle place of business during normal business

hours, by leaving notice with any person apparently in charge of the office and

advising such person of the import and contents of the notice; (3) 24 hours after the

notice is transmitted by FAX machine to the other party, at the party’s FAX number

specified pursuant to this AGREEMENT, provided that the party giving notice by FAX

must promptly confirm receipt of the FAX by telephone to the receiving party’s

office; or, (4) three (3) days after the notice is deposited in the U. S. mail with

first class or better postage fully prepaid, addressed to the party as indicated below.

S21.2 Notices mailed or faxed to the parties shall be addressed as follows:

TO COUNTY: TO CONTRACTOR:

Contracts/Purchasing Officer Name

County of Monterey, Contracts/Purchasing Address

1488 Schilling Place

Salinas, CA 93901

Tel. No.: (831) 755-4990

FAX No.: (831) 755-4969

[email protected]

Tel. No.________________

FAX No._______________

Email__________________________________

mailto:[email protected]


Page 38 of 49 FINAL

S22.0 LEGAL DISPUTES

S22.1 CONTRACTOR agrees that this AGREEMENT and any dispute arising from the

relationship between the parties to this AGREEMENT, shall be governed and interpreted

by the laws of the State of California, excluding any laws that direct the application of

another jurisdiction’s laws.

S22.2 Any dispute that arises under or relates to this AGREEMENT (whether contract, tort, or

both) shall be resolved in the Superior Court of California in Monterey County,

California.

S22.3 CONTRACTOR shall continue to perform under this AGREEMENT during any dispute.

S22.4 The parties agree to waive their separate rights to a trial by jury. This waiver means that

the trial will be before a judge.

--END OF SAMPLE AGREEMENT SECTION--


Page 39 of 49 FINAL

EXHIBIT A – CAD EVENTS STATISTICS

CAD Events

2012 2013 2014 Total

Law

Enforcement 532963 528259 526313 529178.3

Fire 47735 46881 47952 47522.67

EMS 38223 39846 42754 40274.33

Total 620933 616999 619033 616975.3

EXHIBIT B – CAD/RMS TECHNICAL REQUIREMENTS MATRIX

See attached document.

EXHIBIT C –CAD FUNCTIONAL SPECIFICATIONS


EXHIBIT D – CAD TECHNICAL REQUIREMENTS MATRIX


EXHIBIT E – CAD INTEREFACE REQUIREMENTS MATRIX


EXHIBIT F – MOBILE DATA TERMINAL TECHNICAL REQUIREMENTS

MATRIX



Page 40 of 49 FINAL

ATTACHMENT A - PRICING

Please submit a detailed budget to correspond with all tasks required to fully complete the assessment as

outlined in this RFP:

SOFTWARE - CAD

Item Quantity Price

CAD Base Application Software Lot1

CAD Base Mapping Software Lot

CAD Workstation Client

CAD Workstation Mapping

CAD Administrator/Maintenance Positions

System Administrator/File Maintenance Training

Call Taker/Dispatcher User Training

CAD Software System Integration Services2 Lot

Additional Costs (Must Provide Details)

Subtotal

SOFTWARE - LERMS

Item Quantity Price

Law RMS Base Application Software Lot

Law Accidents3

Law Activity Time Tracking

Law Alarm Billing and Tracking

Law Arrest Processing

Law Bicycle Registration

Law Booking

Law Career Criminal

Law Case Entry

Law Case Management

1 Lot quantity: Offeror to determine and provide the quantity needed to achieve the desired functionality.

2 System Integration Services includes Vendor project management, installation, travel, expenses, etc.

3 If an individual module listed in the pricing sheet is not included in the base price, include the cost for that module;

if the cost is included in the base package then indicate “included”.


Page 41 of 49 FINAL

Law Investigations

Law Civil Process

Law Crime Analysis

Law Crime Reporting

Law Data Analysis

Law Gang Tracking

Law Narcotics

Law Fleet Maintenance

Law Impounded Vehicle Processing

Law Line-up/Mug Shots

Law Licenses and Permits

Law Master Location Index

Law Master Name Index

Law Master Vehicle Index

Law Orders of Protection

Law Pawn Shops

Law Personnel and Training

Law Property Processing

Law Tickets and Citations

Law Wants and Warrants

Law Asset Management and Tracking

LERMS Workstation Clients

LERMS Administrator/Maintenance Positions

LERMS System Administrator/File Maintenance

Training

LERMS User Training

LERMS Software System Integration Services4 Lot


Subtotal



Page 42 of 49 FINAL

SOFTWARE – FRMS

Item Quantity Price

Fire RMS Base Application Software Lot

Fire Station Activity Tracking Log5

Fire Personnel and Training

Fire RMS Permits

Fire NFIRS Reporting

Fire Master Location Index

Fire Master Name Index

Fire Master Vehicle Index

Fire Investigations

Fire Inspections

Fire Hydrants

Fire Fleet Maintenance

Fire Equipment Maintenance/Asset

Tracking/Repair and Testing

Fire RMS Workstation Clients

Fire RMS Administrator/Maintenance Positions

Fire RMS System Administrator/File Maintenance

Training

Fire RMS User Training (Train-the-Trainer)

FRMS Software System Integration Services6 Lot


Subtotal

SOFTWARE - MOBILE

Item Quantity Price

Base Mobile Application Software Lot

Law Mobile Licenses

Law Mobile CLETS/NCIC Licenses

Fire/Rescue Mobile Licenses

Mapping Mobile Licenses

AVL Mobile Licenses

5 If an individual module listed in the pricing sheet is not included in the base price, include the cost for that module;

if the cost is included in the base package then indicate “included”.



Page 43 of 49 FINAL

Routing Mobile Licenses

Field Reporting Application Software – Fire

Field Reporting – FRMS/NFIRS Incident - Mobile

Field Reporting – FRMS/Inspections – Mobile

Field Reporting – FRMS/Permits – Mobile

Field Reporting – FRMS/Hydrants – Mobile

Field Reporting Application Software – Law Enforcement

Field Reporting – Case Entry – Mobile

Field Reporting – Field Interviews – Mobile

Field Reporting – Civil Process – Mobile

Field Reporting – Warrant Processing – Mobile

Field Reporting – Property Intake - Mobile

Mobile Interfaces

QuickTicket/Pocket Citation Interface

Mobile System Administrator Training

Mobile File Maintenance Training - Fire/Rescue

Mobile File Maintenance Training - Law

Enforcement

Mobile User Training – Law Enforcement (Train-

the-Trainer)

Mobile User Training – Fire/Rescue (Train-the-

Trainer)

Field Reporting System Administrator Training

Field Reporting File Maintenance Training -

Fire/Rescue

Field Reporting File Maintenance Training - Law

Enforcement

Field Reporting User Training - Law Enforcement

(Train-the-Trainer)

Field Reporting User Training - Fire/Rescue (Train-

the-Trainer)

Mandatory Software System Integration Services7 Lot


Subtotal



Page 44 of 49 FINAL

SOFTWARE – Required Interfaces CAD

Item Quantity Price

Primary Interfaces

Mobile Automatic Vehicle Location (AVL)

Interface

NextGen 9-1-1 Interface

CLETS/NCIC Interface

RMS Interface

Master Clock Interface

TDD/TTY Interface

Additional Interfaces

CAD2CAD Interface

Mobile messaging Interface (SMS)

Electronic Patient Care Report (ePCR) Interface

Pre-Arrival Instruction Interface

Hospitals Interface

Data Repository (First Watch, Pulsepoint, RMS,

etc)

Hazardous Materials Interface

WebEOC Interface

Locational Systems Interfaces

GIS Interface

Mobile Mapping Interface

Real-Time Mapping Interface

System Status Management Interface

ESRI to CAD/MDC Data Conversion Training

Software

Hardware

Database Maintenance

Administration Interfaces

Push-to-Talk Interface

Resource Scheduling System Interface

Communications Interfaces

Internet Call Generation Interface

Text /Alpha Numeric Paging Interface

Tone Alerting Interface

Alarms Tracking and Billing Interface

Public Awareness Messaging Interface

Required Interface Software System Integration

Services8

Lot




Page 45 of 49 FINAL

Subtotal

SOFTWARE – Required Interfaces Other

Item Quantity Price

Civil Court Paper System Interface

Local Law Enforcement Information Exchange (LiNX)

Interface – LERMS

CLETS/NCIC for LERMS

Regional Pawn Database (RAPID) Interface

Traffic Reporting Electronic Data Systems (TREDS)

Interface

Property Room Bar-coding – Asset Management -

Law

Property Room Bar-coding – Asset Management –

Fire/Rescue

Property Room Bar-coding – Evidence

Electronic Signature Interface

Required Interface Software System Integration

Services9


Subtotal

SOFTWARE – Optional Modules and Interfaces

Item Quantity Price

CAD Site License Lot

Mapping Site License Lot

Law RMS Site License Lot

Fire RMS Site License Lot

CAD2CAD Interface

Situational Awareness Interface

On-scene Incident Command Interface

Alarm Monitoring Interface



Page 46 of 49 FINAL

Law Enforcement Dispatch Protocol Software Interface

Fire Dispatch Protocol Software Interface

Emergency Notification System (ENS) Interface

WebEOC Interface

Facility Management Interface

Fleet Maintenance Interface

Forms/Report Writing Tool Interface

Optional Software and Interface System Integration

Services10

Lot


Subtotal

HARDWARE - Needed for the SYSTEM SOFTWARE

Item Quantity Price

CAD Servers Lot

CAD Workstations Lot

Law RMS Servers Lot

Fire RMS Servers Lot

Mobile Servers/Switch Lot

Network Switches/Routers Lot

Cabinets/Racks Lot

Hardware needed for Interfaces (list appropriate

interface)

Hardware System Integration Services - System

Software11


Subtotal

10

System Integration Services includes Vendor project management, installation, travel, expenses, etc. 11

System Integration Services includes Vendor project management, installation, travel, expenses, etc.


Page 47 of 49 FINAL

HARDWARE - Needed for the OPTIONAL SOFTWARE

Item Quantity Price

Server(s) Lot

Routers/Switches Lot

Cabinets/Racks Lot

Hardware System Integration Services – Optional

System Software12


Subtotal

CONVERSION SUPPORT

Item Quantity Price

Conversion Analysis and Assessment Lot

Hourly Rate for Conversion Engineering Support

Additional Maintenance Costs (Must Provide Details)

Subtotal

SYSTEM MAINTENANCE – System Software

Item Quantity Price

1st Year Maintenance 24x7 Maximum 4 Hour Response Lot

2nd

Year Maintenance 24x7 Maximum 4 Hour

Response Lot

3rd


Response Lot

4th

Year Maintenance 24x7 Maximum 4 Hour Response Lot

5th



Subtotal

12

System Integration Services includes Vendor project management, installation, travel, expenses, etc.


Page 48 of 49 FINAL

SYSTEM MAINTENANCE – Optional Modules and Interfaces

Item Quantity Price

1st Year Maintenance 24x7 Maximum 4 Hour Response Lot

2nd


Response Lot

3rd


Response Lot

4th


5th



Subtotal

HARDWARE EXTENDED WARRANTY/MAINTENANCE System Software

Item Quantity Price

Server Hardware Support and Maintenance (3 Years) Lot

Workstation Hardware Support and Maintenance (3

Years) Lot

Server Hardware Extended Warranty (3 Years) Lot

Workstation Hardware Extended Warranty (3 Years) Lot


Subtotal

HARDWARE EXTENDED WARRANTY/MAINTENANCE Optional Modules and

Interfaces

Item Quantity Price

Server Hardware Support and Maintenance (3 Years) Lot

Workstation Hardware Support and Maintenance (3

Years) Lot

Server Hardware Extended Warranty (3 Years) Lot

Workstation Hardware Extended Warranty (3 Years) Lot


Subtotal

End Attachment A - Pricing


Page 49 of 49 FINAL

RFP SIGNATURE PAGE

COUNTY OF MONTEREY RFP 10522

CONTRACTS/PURCHASING DIVISION ISSUE DATE: August 20, 2015

RFP TITLE: Computer-Aided Dispatch (CAD) with optional Records Management System (RMS) Replacement

PROPOSALS ARE DUE IN THE OFFICE OF THE CONTRACTS/PURCHASING

OFFICER BY

3:00 P.M., LOCAL TIME, ON OCTOBER 1, 2015

MAILING ADDRESS:

COUNTY OF MONTEREY

CONTRACTS/PURCHASING OFFICE

1488 SCHILLING PLACE

SALINAS, CA 93901

QUESTIONS ABOUT THIS RFP SHOULD BE DIRECTED TO

TOM SKINNER, [email protected], (831) 784-5791

CONTRACTOR MUST INCLUDE THE FOLLOWING IN EACH PROPOSAL (1 original plus 9 copies):

ALL REQUIRED CONTENT AS DEFINED PER SECTION 8.1 HEREIN

This Signature Page must be included with your submittal in order to validate your proposal.

Proposals submitted without this page will be deemed non-responsive.

CHECK HERE IF YOU HAVE ANY EXCEPTIONS TO THIS SOLICITATION.

CONTRACTOR MUST COMPLETE THE FOLLOWING TO VALIDATE PROPOSAL

I hereby agree to furnish the articles and/or services stipulated in my proposal at the price quoted, subject to the instructions and

conditions in the Request for Proposal package. I further attest that I am an official officer representing my firm and authorized with

signatory authority to present this proposal package.

Company Name: ______________________________________________________ Date _________________

Signature: ________________________________ Printed Name: _____________________________________

Street Address: _____________________________________________________________________________

City: ___________________ State: ______ Zip: ______________

Phone: ( ) ____________________ Fax: ( ) ________________ Email: ___________________________

License No. (If applicable): _____________________________

License Classification (If applicable): _____________________________________

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