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REQUEST FOR PROPOSALS

RE: Computer Aided Dispatch/Records Management System Software/Hardware

for the shared services of

Town of Farmville, Prince Edward County, & Hampden-Sydney College Police Dept.

Sealed Proposals for the provision of Computer Aided Dispatch software (CAD) and Records

Management System software (RMS) and hardware for the shared services of the Town of

Farmville, Prince Edward County, and Hampden Sydney College Police Department will be

accepted until Friday, September 22, 2017 at 2:00 P.M.

Firms interested in receiving an RFP packet may contact: Captain William H. Hogan, Farmville

Police Department, 116 N. Main St. P.O. Box 24, Farmville, VA 23901 at (434) 392-2126.

Minority and/or female owned businesses or firms are encouraged to apply. The Town of

Farmville and Prince Edward County are Equal Opportunity Employers.

The Town of Farmville and Prince Edward County reserves the right to accept or reject, in whole

or part, any and all Proposals, and to waive informalities.

Please be observant of all Proposal instructions and specifications. Should any questions arise

concerning this RFP, contact the Captain William H. Hogan at (434) 392-2126.

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REQUEST FOR PROPOSALS

RE: Computer Aided Dispatch/Records Management System Software/Hardware

for the shared services of

Town of Farmville, Prince Edward County, & Hampden-Sydney College Police Dept.

I. GENERAL INSTRUCTIONS

1. Mail or deliver Proposals before 2:00 P.M., Friday, September 22, 2017 to:

Farmville Police Department, Attn: Captain William H. Hogan, 116 N. Main St. P.O. Box

24 Farmville, VA 23901

2. Submit one (1) original and five (5) copies of the proposal, clearly marked, before the

opening time stated in the Proposal Invitation.

3. All Proposals shall be signed in ink by authorized principals of the Offeror and must be

received in sealed envelopes with the statement,

"Proposal, Shared Services for CAD/RMS".

4. The Town of Farmville, Prince Edward County, and the Hampden-Sydney College Police

Department reserves the right to accept or reject, in whole or part, any and all Proposals

and to waive informalities.

5. No late Proposals will be accepted. The Town of Farmville, Prince Edward County, and

the Hampden-Sydney College Police Department assumes no responsibility for late

submissions due to mistake of courier, U.S. Postal Service or any delivery service used for

Proposal submittal.

6. Proprietary information will not be disclosed during the selection process.

7. Proposals will be binding for One Hundred Fifty (150) days.

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8. The Town, County, and/or Hampden-Sydney College Police Department may request or

require offerors to list any exceptions to proposed contractual terms and conditions after

the qualified offerors are ranked for negotiations.

9. Each Offeror is required to state in the Proposal, their name and address. References shall

be furnished to establish the skill and business standing of the Offeror.

10. The Offeror shall maintain insurance to protect the Town, County, and the Hampden-

Sydney College Police Department from claims under the Workers’ Compensation Act,

and from any other claim for damages for personal injury, including death, and for damage

to property which may arise from operation under this Contract, whether such operations

by the Offeror, or anyone directly or indirectly employed by either Offeror or Sub-

Offeror, such insurance to conform to the amounts as prescribed by law:

The insurance requirements are as follows:

The successful Offeror assumes and agrees to hold harmless, indemnify, protect and

defend the Town and County against any and all liability for injuries and damages to

Offeror himself and to Offeror's employees, agents, Sub-Offerors and guests, third parties

or otherwise, incident to or resulting from any and all operations performed by Offeror

under the terms of this Contract.

In addition to any other forms of insurance for Bonds required under Contracts and

specifications pertaining to this project, the Town and County shall require any Offeror to

whom or to which it lets any work contemplated hereunder to carry Liability Insurance in

accordance with the specifications on the following exhibit and a Certificate of Insurance

attesting to these required coverages’. If any of the work is sublet, similar insurance shall

be obtained by or on behalf of the Sub-Offeror to cover their operation.

The insurance specified shall be with an insurance company acceptable to the parties

hereto and licensed to do business in the Commonwealth of Virginia. All insurance must

be obtained before any work is commenced and kept in effect until its completion.

Minimum insurance requirements are as follows:

a. Workers’ Compensation.

b. Automotive Liability: Bodily injury and property damage insurance shall

have limits of $1,000,000 combined single limits.

c. Comprehensive General Liability:

Bodily injury liability insurance shall have limits of $1,000,000 per occurrence.

Property damage liability insurance shall have limits of $1,000,000 per occurrence.

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The Town and County, its officers and employees, shall be named as an “Additional

Insured” on the Automobile and General Liability policies and it shall be stated on the

Insurance Certificate with the provision that this coverage is primary to all other coverage

the Town and County may possess.

11. Hold Harmless Clause

The Offeror shall, during the term of the Contract including any warranty period,

indemnify, defend, and hold harmless the Town, County, Hampden-Sydney College Police

Department, and any of their officials, employees, agents, and representatives thereof from

all suits, actions, or claims of any kind, including attorney’s fees, brought on account of

any personal injuries, damages, or violations of rights, sustained by any person or property

in consequence of any neglect in safeguarding Contract work or on account of any act or

omission by the Offeror or his employees, or from any claims or amounts arising from

violation of any law, bylaw, ordinance, regulation or decree. The Offeror agrees that this

clause shall include claims involving infringement of patent or copyright.

12. Safety

All Offerors and Sub-Offerors performing services for the Town of Farmville, Prince

Edward County, and the Hampden-Sydney Police Department are required and shall

comply with all Occupational Safety and Health Administration (OSHA), State and County

Safety and Occupational Health Standards and any other applicable rules and regulations.

Also, all Offerors and Sub-Offerors shall be held responsible for the safety of their

employees and any unsafe acts or conditions that may cause injury or damage to any

persons or property within and around the work site area under this Contract.

13. Notice of Required Disability Legislation Compliance

The Town of Farmville and Prince Edward County governments are required to comply

with state and federal disability legislation: The Rehabilitation Act of 1993 Section 504,

The Americans with Disabilities Act (ADA) for 1990 Title II and The Virginians with

Disabilities Act 1990.

Specifically, The Town of Farmville and Prince Edward County, may not, through its

contractual and/or financial arrangements, directly or indirectly avoid compliance with

Title II of the American with Disabilities Act, Public Law 101-336, which prohibits

discrimination by public entities of the basis of disability. Subtitle A protects qualified

individuals with disability from discrimination on the basis of disability in the services,

programs, or activities of all State and local governments. It extends the prohibition of

discrimination in federally assisted programs established by the Rehabilitation Act of

1973 Section 504 to all activities of State and Local governments, including those that

do not receive Federal financial assistance, and incorporates specific prohibitions of

discrimination on the basis of disability in Titles I, III, and V of the Americans with

Disabilities Act. The Virginians with Disabilities Act of 1990 follows the Rehabilitation

Act of 1973 Section 504.

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14. Ethics in Public Contracting

The provisions contained in Sections 2.2-4367 through 2.2-4377 of the Virginia Public

Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be

applicable to all Contracts solicited or entered into by the Town and County. A copy of

these provisions may be obtained from the Administration Office upon request.

The provisions of this article supplement, but do not supersede, other provisions of law

including, but not limited to, the Virginia Conflict of Interest Act (§2.1-348 et. seq.), the

Virginia Governmental Frauds Act (§18.2-498.1 et. seq.) and Articles 2 and 3 of Chapter

10 of Title 18.2. The provisions apply notwithstanding the fact that the conduct described

may not constitute a violation of the Virginia Conflict of Interests Act.

15. Employment Discrimination by Offerors Prohibited

Every Contract of over ten thousand dollars ($10,000) shall include the following

provisions:

During the performance of this Contract, the Offeror agrees as follows:

a. The Offeror will not discriminate against any employee or applicant for

employment because of race, religion, color, sex, national origin, age or disability,

or any other basis prohibited by state law relating to discrimination in

employment, except where there is a bona fide occupational qualification

reasonably necessary to the normal operation of the Offeror. The Offeror agrees

to post in conspicuous places, available to employees and applicants for

employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Offeror, in all solicitations or advertisements for employees placed by or

on behalf of the Offeror, shall state that such Offeror is an equal opportunity

employer.

c. Notices, advertisements and solicitations placed in accordance with federal law,

rule or regulation shall be deemed sufficient to meet this requirement. The Offeror

will include the provisions of the foregoing paragraphs, a, b, and c in every

Subcontract or Purchase Order of over ten thousand dollars ($10,000), so that the

provisions will be binding upon each Sub-Offeror or Offeror.

16. Drug-free Workplace

Every Contract of over ten thousand dollars ($10,000) shall include the following

provisions:

During the performance of this Contract, the Offeror agrees to (i) provide a drug-free

workplace for the Offeror’s employees; (ii) post in conspicuous places, available to

employees and applicants for employment, a statement notifying employees that the

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unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled

substance or marijuana is prohibited in the Offeror’s workplace and specifying the

actions that will be taken against employees for violations of such prohibition; (iii) state

in all solicitations or advertisements for employees placed by or behalf of the Offeror

that the Offeror maintains a drug-free workplace; and (iv) include the provisions of

the foregoing clauses in every Subcontract or Purchase Order of over ten thousand dollars

($10,000), so that the provisions will be binding upon each Sub-Offeror or Offeror.

For the purpose of this section, “drug-free workplace” means a site for the performance

of work done in connection with a specific Contract awarded to an Offeror in

accordance with this chapter, the employees of whom are prohibited from engaging in the

unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled

substance or marijuana during the performance of the Contract.

17. Exemption from Taxes

The Town of Farmville, Prince Edward County, and the Hampden-Sydney College Police

Department are exempt from State Sales Tax and Federal Excise Tax. Tax Exemption

Certificates indicating the applicable tax-exempt status will be furnished upon request.

18. Substitutions

NO substitutions, including key personnel, or cancellations permitted after award without

written approval by the Farmville Town Manager and the Prince Edward County

Administrator or their designee.

19. Assignment of Contract

This Contract may not be assigned in whole or in part without the written consent of the

Farmville Town Manager and the Prince Edward County Administrator or their designee.

20. Debarment

By submitting a Proposal, the Offeror is certifying that he/she is not currently debarred

by the Town of Farmville or Prince Edward County. The Town and County’s debarment

procedure is in accordance with Section 2.2-4321 of the Code of Virginia.

21. Offeror Disclosure

Each Offeror shall certify, upon signing a Bid or Proposal, that to the best of his/her

knowledge, no Town of Farmville, Prince Edward County, or Hampden-Sydney Police

Department official or employee, having official responsibility for the procurement

transaction, or a member of his/her immediate family, has received or will receive any

financial benefit of more than nominal or minimal value relating to the award of this

Contract. If such a benefit has been received or will be received, this fact shall be disclosed

with the Proposal or as soon thereafter as it appears that such a benefit will be received.

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Failure to disclose the information prescribed above may result in suspension or debarment,

or rescission of the Contract made, or could affect payment pursuant to the terms of the

Contract.

22. Proof of Authority to Transact Business in Virginia

A Bidder or Offeror organized or authorized to transact business in the Commonwealth

of Virginia, pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its

Bid or Proposal the identification number issued to it by the State Corporation

Commission. Any Bidder or Offeror that is not required to be authorized to transact

business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of

the Code of Virginia or as otherwise required by law shall include in its Bid or Proposal a

statement describing why the Bidder or Offeror is not required to be so authorized. Any

Bidder or Offeror described herein that fails to provide the required information shall not

receive an award unless a waiver of this requirement and the administrative policies and

procedures established to implement this section is granted by the Farmville Town

Manager and the Prince Edward County Administrator

(https://cisiweb.scc.virginia.gov/z_container.aspx).

23. W-9 Form

Each Bidder or Offer will submit a completed W-9 form with their Offer. In the event of

a Contract award, this information is required in order to issue Purchase Orders and

payments to your Offeror. A copy of this form can be downloaded from

http://www.irs.gov/pub/irs-pdf/fw9.pdf .

24. Immigration Reform and Control Act of 1986

By accepting a Contract award, Bidder certifies that it does not and will not during the

performance of this Contract violate the provisions of the Federal Immigration Reform

and Control Act of 1986, which prohibits the employment of illegal aliens.

25. The Contents of the Proposal submitted by the successful Offeror and the Proposal

Specifications shall become a part of any Contract awarded as a result of these

specifications. The successful Offeror will be expected to sign a contract for

services with the Town of Farmville and the County of Prince Edward. Additional terms

and provisions may be included in the Contract.

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II. Request for Proposals for Computer Aided Dispatch/Records Management System

Software/Hardware for the shared services of the

Town of Farmville, Prince Edward County, & Hampden-Sydney College Police Dept.

1. Purpose

The Town of Farmville, Prince Edward County, and the Hampden-Sydney College Police

Department are seeking sealed Proposals for the purpose of establishing a Contract with one (1)

or more qualified Offeror(s) that has demonstrated experience and understanding of the needs of

public safety organizations of both local government, and educational institutions. The intent of

the Request for Proposal (RFP) is to obtain a public safety computer aided dispatch (CAD) and

records management system (RMS) including all necessary hardware and software.

2. Background Information

Prince Edward County and the Town of Farmville, are located in the south-central

Piedmont region of Virginia. The county is home to both Longwood University and Hampden-

Sydney College. The County has a population of 23,368 within its 354 square miles, including

portions of the Town of Farmville and the Town of Pamplin. The Town of Farmville, while the

County Seat of Prince Edward, also extends across the Appomattox River into southern

Cumberland County. The town is 7.4 square miles with a population of 8,216. The area also

serves as the commercial hub for an eight-county region and an overall population of 120,000.

The Town of Farmville Emergency Communications Center (ECC) is the 911 Public

Safety Answering Point (PSAP) for Prince Edward County and southern Cumberland County. The

center dispatches for seven volunteer fire departments, four volunteer rescue squads and/or First

Responder agencies, and two police departments (Farmville Police Department and Hampden-

Sydney College Police Department). The ECC is the secondary, or back up, dispatch center for

the Prince Edward County Sheriff’s Office and the Longwood University Police Department. It

also handles all VCIN/NCIC transactions for the Town of Drakes Branch Police Department in

Charlotte County. Over the last five years, the center has averaged over 19,000 calls for service

per year. The center has four dispatch consoles, one CAD/Mapping console (without any 911

capability) and one additional stand-alone VCIN/NCIC terminal. There are always at least two

dispatchers working at any given time.

The Prince Edward County Sheriff’s Office (PESO) is the primary law enforcement agency

for all areas of the county outside of the Town of Farmville. They have 26 full time law

enforcement personnel, six dispatchers, and one civilian employee. All law enforcement 911 calls

for service in the county are transferred to the Sheriff’s Office from the Farmville ECC. The

Sheriff’s Office dispatches its own deputies and makes the necessary CAD entry. They have two

CAD terminals and one VCIN/NCIC terminal. The Sheriff’s Office has roughly 10,000 calls for

service per year, and completes an average of 600 Incident Based Reports (IBR) per year.

The Farmville Police Department (FPD) is the primary law enforcement agency within the

town’s boundaries. The department is comprised of 27 full time officers, and two civilian

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employees. The department averages over 1500 IBR reports each year and had over 8000 calls

for service in 2016. There is one stand-alone VCIN/NCIC terminal in the police department.

The Hampden-Sydney College Police Department (HSPD) has 9 full time officers and one

civilian employee. They are the primary law enforcement agency on the college’s campus. They

document, on average, 375 IBR reports per year.

Currently each agency has its own individual CAD/RMS system. While the Farmville

ECC and Farmville Police Department’s systems are linked, and certain information can be shared,

little information flows automatically from the ECC CAD into the FPD RMS. The situation is the

same with the Sheriff’s Office. There are no connections, nor interoperability, between any of the

law enforcement agencies’ current records management systems, despite those agencies typically

handling calls involving many of the same people.

The ECC and all three law enforcement agencies currently use a DaPRO CAD/RMS

product. However, that product is no longer being updated and technical support will cease in the

year 2020. Since all affected agencies will need a new CAD/RMS vendor, at essentially the same

time, Prince Edward County, the Town of Farmville, and the Hampden-Sydney College Police

Department wish to jointly purchase and operate a new CAD/RMS. A shared services system will

result an overall cost savings, but most importantly, it will allow instant information and

intelligence sharing between the various agencies.

The Shared Systems Approach offers:

• Sharing of major systems

• Potential increases PSAP grant funding by $75,000

• Increases information sharing/cooperation

• Builds trust and teamwork

• Provides for a safer community

3. Credentials

Provide information on the credentials of those who will be performing the work, relevant

experience, qualifications, references, and examples of work done on similar projects. Indicate

whether any part of the work will be conducted by a Sub-Offeror.

4. Funding

The total funds to be spent under the life of the Contract are contingent on funding by the governing

bodies and determination of needs as made by the Town Manager and County Administrator or

their respective designee. The Prince Edward County Board of Supervisors and Farmville Town

Council's designee reserves the right to increase or decrease available funding during the life of

the Contract for any part, or all, of the activities covered under the Contract. The Farmville ECC

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has also applied for a Virginia Information Technologies Agency Next Generation 911 Grant. The

grant award winners will be notified in January 2018.

5. Time Frame

The Contract(s) take effect on the date the Contract is awarded. This Contract shall be for a period

not to exceed one (1) year. The successful offeror will be required to prepare separate contracts

for the Town, County, and Hampden-Sydney College. The successful offeror may request

revisions to its contract if the successful Offeror offers a reasonable cause basis for its request. It

is anticipated that the RMS contracts will be awarded in the fall of 2017. A CAD contract will not

be finalized until January 2018. Planning, data conversion, installation, and training should take

place no later than the spring/summer of 2018 with the system going live by September 1, 2018.

6. Funding Sources

Partial CAD funding is anticipated from The Virginia Information and Technology Agency

through the PSAP grant program. These funds if awarded, will not be available until the 2019

fiscal year. Other funding for the RMS portion of the project has been approved by the Town of

Farmville and Prince Edward County for the current 2018 fiscal year. The Hampden-Sydney

College Police Department also has indicated they have approval from the College for their share

of a purchase as soon as invoiced.

7. Special Requirements

Offeror(s) submitting Proposals must clearly address any special requirements.

8. Disclosures

Provide information on any existing Contracts with other jurisdictions that might appear to

compromise the services or working relationship provided under this Contract, or that would

diminish the Town of Farmville’s, Prince Edward County’s, or Hampden-Sydney College’s

competitive position.

9. Payment

Services rendered will be paid according to a mutually agreed upon payment schedule, and upon

receipt, review and approval of a detailed itemized invoice.

10. Scope of Services

The Town of Farmville and Prince Edward County are seeking proposals from interested parties

in obtaining an integrated public safety software solution that fosters data sharing, accessibility,

and interoperability between the Farmville Emergency Communications Center (ECC), the Town

of Farmville Police Department, the Prince Edward County Sheriff’s Office, and the Hampden-

Sydney College Police Department, using a single vendor. The selected vendor will have the

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comprehensive capacity to provide hardware, software, installation, training, data conversion, and

other services as required. The proposed solution should allow a degree of adaptability in terms of

modification and expansion that ensures the above-mentioned agencies’ ability to remain relevant

and responsive to evolving organizational needs.

The list below represents software required by the Farmville Emergency Communications Center

(ECC), the Town of Farmville Police Department, the Prince Edward County Sheriff’s Office, and

the Hampden-Sydney College Police Department. All applications must be part of a fully

integrated suite provided on a single system in a multi-departmental implementation with the

ability to share a single master name and master vehicle file across agencies. Other agency data

should be configurable to be as transparent, or private, as the originating agency chooses.

Software: Describe the software necessary to operate your proposed system, including the

following:

PSAP Site/ Dispatch Station licensing to include:

• CAD Software including integrated VCIN/NCIC capabilities via Openfox

• E911 must be able to import subscriber information (ANI/ALI) for each 911 caller

• 911 Call Mapping Solution that interfaces with GeoComm Mapping & compatible with

Farmville ECC’s current 911 phone solution

• Mobile dispatch, field reporting, and car to car messaging must be part of any

CAD/RMS solution for the Prince Edward County Sheriff’s Office (17 patrol vehicles)

• Automatic Vehicle Locator (AVL) technology should be a part of any solution

provided by the vendor, either through a mobile dispatch solution or via an interface

with GeoComm

• Advanced authentication (Two Factor Authentication)

• Smart phone app solution

• Remote viewing only capability of maps/calls for service

• Ability for multiple dispatchers to enter comments into a single call for service at the

same time

• Ability to create customized reports

• Software for PC Screen Sharing using 1 mouse and keyboard (i.e. multiplicity)

• Ability to send Group SMS Message Alerts for public safety

• Interfaces with PageGate or similar system for CAD faxing and text paging

• Interfaces with Spotteddog and Active911 for text alerting volunteer fire department

and rescue squad members

• Interface with Image Trend Elite and Firehouse reporting software which is used by

local volunteer rescue squads and fire departments, fire reporting should be compatible

with National Fire Incident Reporting System (NFIRS)

• Ability to add/remove volunteer fire/ems agencies and their apparatus from the system

• Net clock/Master Time clock for providing time synchronization for all systems

• Data sharing between CAD/RMS

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• Printer connectivity so reports and other CAD/RMS items can be printed

• Conversion of current data into the new vendor’s system, being available the day the

new system goes live

Law Enforcement Records Management System must include:

• A full-service RMS solution for the documentation of both criminal and non-criminal

incidents that require a law enforcement response

• Any data field that requires a numerical code section and/or law title, must utilize the

latest Code of Virginia citations and titles

• RMS system must be NIBRS compliant, to include the ability to successfully submit

NIBRS data via the Virginia State Police within 90 days of product going live

• A solution to document arrests and basic booking procedures such as fingerprinting

and photographing of arrestees, with an interface to LiveScan for successful

submission to the Virginia State Police

• A solution to document evidence storage, transfer, and disposition with a complete and

auditable chain of custody

• An ability to create customized reports

• A data analytics component

• Data sharing between CAD/RMS

• Must have the ability to export data to other standard business formats such as Word,

Excel, and PowerPoint for presentations, reviews, charts, dissemination via email, etc.

• Ability for the various agencies to share specific data with each other while keeping

other data private

• An interface with LInX, N-DEx, and other prevalent law enforcement data sharing

portals

• A quartermaster solution to track department property and manage inventory, to

include fleet management

• Net clock/Master Time clock for providing time synchronization for all systems

• Printer connectivity so reports and other CAD/RMS items can be printed

• The ability to redact privileged portions of reports that are released via FOIA

• A report approval and/or workflow process that automatically sends officers’ reports

to a supervisor, and back for correction if needed

• Spell check for report narratives as well as full-text searching capability

• A solution to document civil process for the Prince Edward County Sheriff’s Office

• A solution for Mobile field reporting, and car to car messaging must be part of any

CAD/RMS solution for the Prince Edward County Sheriff’s Office (17 patrol vehicles)

• Conversion of current data into the new vendor’s system, being available the day the

new system goes live

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Hardware: Describe the hardware necessary to operate your proposed software system, including

the following:

• Dispatch/Call Station PC and monitor requirements

• AVL equipment requirements (if needed)

• Server Requirements

• Server-Proposed specifications for five (5) year growth (4 post rack mountable)

• Primary and Backup server capabilities with at least one off site

• Please provide a diagram of the proposed hardware configuration

Maintenance: Describe the maintenance necessary to maintain your proposed system, including

the following:

Five (5) Year Software 24/7 Support & Maintenance Pricing

• List in detail year 1-5 costs for the Town of Farmville, Prince Edward County, and

Hampden-Sydney College separately

Five (5) year hardware/server 24/7 support & maintenance pricing

• List in detail year 1-5 cost for Town of Farmville, Prince Edward County, and Hampden-

Sydney College separately

**All Public Safety entities (Town of Farmville, Prince Edward County, and the Hampden-

Sydney College Police Dept.) desire the ability to share specific data with each other and have

the ability for digital recovery of the servers.

. Legacy Data Access:

• The Prince Edward County Sheriff’s Office, the Town of Farmville Police

Department, Farmville Emergency Communications Center, and the

Hampden-Sydney College Police Department all wish to access its legacy

data. The agencies are primarily interested in a full data conversion to the

proposed system.

Provide a proposal for accessing legacy data. The proposal should describe:

• Expectations vs. reality of a “full data conversion”

• Alternative approaches should a full conversion not be possible

• The advantages and disadvantages of alternatives approaches

• A recommended approach

• Proposer’s experience with the recommended approach

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11. Ownership of Data and Proprietary Information

Ownership of all data, material and documentation originated and prepared for the agencies

pursuant to the RFP shall belong exclusively to those agencies and be subject to public inspection

in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary

information submitted by the Offeror shall not be subject to the public disclosure under the

Virginia Freedom of Information Act. However, to prevent disclosure, the Offeror must invoke

the protections of Section 2.2-4342 of the Code of Virginia, in writing, either before or at the time

the data or other materials are submitted. The written request must specifically identify the data or

other materials to be protected and state the reasons why protection is necessary. The proprietary

or trade secret material submitted must be identified by some distinct method such as highlighting

or underlining and must indicate only the specific words, figures, or paragraphs that constitute

trade secret or proprietary information. The classification of an entire Proposal document, line item

prices and/or total Proposal prices as proprietary or trade secrets is not acceptable and will result

in the rejection and return of the Proposal.

12. Ownership of Intellectual Property

All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions

created or developed in the performance of this Contract shall become the sole property of the

agencies. On request, the Offeror shall promptly provide an acknowledgement or assignment in a

tangible form, satisfactory to the agencies to evidence their sole ownership of specifically

identified intellectual property created or developed in the performance of the Contract.

13. Deliverables

During the term of the Contract, the Offeror will be expected to provide the following services:

• Provision/Installation/Configuring of proposed hardware

• Provision/Installation/Configuring of proposed software

• Thorough Testing of proposed system in all scenarios

• Onsite training for users of the proposed system in all scenarios (offeror should include

an outline of their initial and follow-up training programs to include the typical number

of training hours for a new user to become proficient with their system, and the

minimum number of training sessions to accomplish the necessary training for all

employees)

• Conversion of Legacy Data, so that such data is accessible and accurate when the

system goes “live”

• NIBRS data for law enforcement must be successfully uploaded to the Virginia State

Police (VSP), per the requirements of the VSP, no later than 90 days after going live

with the software solution

• Technical support must be available 24/7 and should be able to successfully resolve

bugs or other technical issues in a reasonable amount of time, and in a manner that does

not compromise the safety of the public or the agencies’ employees

• A solution that performs as advertised/claimed by the offeror

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14. Ownership of Created Materials

All created materials resulting from work performed under this Contract shall become the property

of the agencies involved and shall be returned to those agencies upon request.

15. Proposal Requirements

A. Business identification. State the name of the individual or business, including any Sub-

Offerors, address of home and branch offices, nature of Offeror (individual, partnership, or

corporation; private or public; profit or non-profit) and the number of employees. Identify the state

in which the Offeror is incorporated or chiefly located. Include name, title, and telephone number

of person(s) in your Offeror authorized to negotiate the proposed Contract. If Sub-Offerors are

proposed, provide information pursuant to the above and identify the estimated percentage of total

project hours to be completed by each Sub-Offeror.

B. Cooperative Procurement. This procurement is being conducted on behalf of the Town

of Farmville, Virginia and the County of Prince Edward, Virginia and other public bodies in

accordance with the provisions of § 2.2- 4304 of the Virginia Public Procurement Act.

If approved by the Contractor, the contract resulting from this procurement may be used by other

public bodies to purchase at contract prices and in accordance with the contract terms. The

Contractor shall deal directly with any public body it approves to use the contract. With the

approval of the Contractor, any public body using the resultant contract has the option of executing

a separate contract with the Contractor to add terms and conditions required by statute, ordinances,

or regulations, or to remove terms and conditions which conflict with its governing statutes,

ordinances, or regulations.

The Town of Farmville and the County of Prince Edward, their officials and staff, are not

responsible for placement of orders, invoicing, payments, contractual disputes, or any other

transactions between the Contractor and any other public bodies, and in no event shall the Town

of Farmville or Prince Edward County, nor their officials or staff, be responsible for any costs,

damages, or injury resulting to any party from use of a Town of Farmville or Prince Edward County

contract.

The Town of Farmville and Prince Edward County assumes no responsibility for any notification

of the availability of the contract for use by other public bodies, but the Contractor may conduct

such notification.

C. Qualifications. Describe the general background and services provided by the Offeror.

Also, briefly describe the qualifications of key staff that will be actively engaged in the proposed

project (Sub-Offerors, as well), indicating their responsibilities with respect to the project.

D. Experience. Provide a description of relevant experience, especially in projects of similar

size and scope. Be specific and identify projects, dates and results. For the initial evaluation

process, provide at least three (3) samples of work done for other PSAPs and law enforcement

agencies including, name, address and phone number of contact person. Identify the year in which

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the work was performed, including start dates and completion dates. In addition, please

include in your Proposal some indication of how Offeror(s) proposes to work with the agencies

(or their representatives) in completing this project.

E. Schedule/Timeline. Proposals should include an estimated timeline for development and

completion of the proposed project.

F. Approach. The company’s approach will be evaluated based on the Offeror (s)

understanding of and ability to meet project requirements.

G. Implementation Services. The Town of Farmville, Prince Edward County and the

Hampden-Sydney College Police Department will provide a designated project manager and

expects the vendor to do the same. The vendor should include the following information:

• Implementation methodology

• Project manager responsibilities

• Project manager resumes (project managers cannot be software trainers)

• Conversion information

• Preliminary implementation schedule for all applications, including the

required time for system and application training, program testing, and

conversions

• Training is key to system selection and implementation. All training must

be conducted in Farmville, VA. User training should employ a train-the-

trainer approach

• Ongoing educational opportunities

H. Support Services. Please describe all support services for hardware and software,

including:

• Hours of availability

• Access via toll free 800 number

• Call tracking system

• Priority code system used to help distinguish the level of urgency for each

call

• Web site support

• How customers are notified of urgent software issues and how to resolve

them

• Information regarding your organized national users group, including

frequency and location of meetings.

• List regional user groups, state frequency of meetings, and specify the

closest one to Farmville, VA.

• Provide information about periodic system enhancements, updates, and

related costs.

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Note: Elaborate and costly presentations are neither required nor expected. The agencies

will not reimburse a company for the cost of submitting a Proposal. Please provide one (1)

original and five (5) copies of your response.

16. Contact Information

Address questions concerning contractual or technical matters of this Proposal to:

Captain William H. Hogan

Farmville Police Department

P.O. Box 24 116 N. Main St.

Farmville, VA 23901

Phone: (434) 392-2126

whhogan@farmvilleva.com

17. Basis for Award

The RFP outlines the Town’s and County’s process for selecting the best proposal plus the

major elements of the subsequent contract resulting from this selection. Town and

County staff will base its recommendation on the “Evaluation Criteria” set forth in this

RFP. The staff shall conduct an evaluation based on information set forth in the Proposal,

past performance, and references of each Offeror.

Based on the results of the preliminary evaluation, the highest rated Offeror(s) will be

invited to make oral presentations. Such presentations may include, but are not

necessarily limited to, explanations of the proposed approach, work plan, and

qualifications of the Offeror. The Town and County will then conduct a final evaluation of

the Offeror.

The award will be made to the responsible Offeror whose offer conforms to the

solicitation and is most advantageous regarding the evaluation criteria.

18.0 Evaluation Criteria

The Town and County will base the initial and final evaluation on the following criteria:

A. The capabilities and functionality of the proposed CAD and RMS System,

specifically including the reliability, performance, features, and seamless

integration of the system.

B. Ability of Offeror to perform all tasks and requirements of the Proposal by

September 1, 2018.

C. Understanding of tasks and requirements of the Proposal.

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D. The history of the offeror's experience in providing, installing, maintaining, and

servicing the proposed equipment and systems (in Virginia or elsewhere). This

criterion shall include the offeror's experience, qualifications and company

resources available to meet the maintenance needs, response needs, and emergency

repair and replacement demands of the agencies.

E. The offeror's capability to provide prompt and effective warranty and maintenance

services.

F. Management skills, technical competence, creativity

G. Cost of turn-key system and maintenance/warranty cost.

19. Prime Offeror

The selected Offeror will be required to assume full responsibility for the complete effort as

required by this RFP whether work is performed by the Offeror or Sub-Offerors. The selected

Offeror is to be the sole point of contact with regard to all contractual responsibilities.

20. Contract Award

Selection shall be made of two (2) or more Offerors deemed to be fully qualified and best suited

among those submitting Proposals on the basis of the evaluation factors included in the Request

for Proposals, including price. Negotiations shall be conducted with the Offeror so selected. Price

shall be considered, but need not be the sole determining factor. After negotiations have been

conducted with each Offeror so selected, the Town and County shall select the Offeror which, in

its opinion, has made the best Proposal, and shall award the Contract to that Offeror. The Town of

Farmville and Prince Edward County reserve the right to make multiple awards as a result of this

solicitation. The Town of Farmville and Prince Edward County may cancel this Request for

Proposals or reject Proposals at any time prior to an award, and is not required to furnish a

statement of the reason why a particular Proposal was not deemed to be the most advantageous.

(Section 2.2-4359D, Code of Virginia). Should the Town of Farmville and Prince Edward County

determine in writing in their joint discretion that only one (1) Offeror is fully qualified, or that one

(1) Offeror is clearly more highly qualified that the others under consideration, a Contract may be

negotiated and awarded to that Offeror.