Request for Proposals (RFP) RFP 16-011 Phoenix Fire Department Computer Aided Dispatch (CAD) & Records Management System (RMS) Modernization Project Pre-Proposal Meeting December 3, 2015 – 9:00 A.M. Fire Administration Building Finance Department
Agenda Introductions Procurement Officer – Andria Williams Project Sponsor – Jeff Case, Deputy Chief Technical Consultant – William “Bill” Romesburg Questions and Answers (Q&A) Process RFP Basics Evaluation Criteria Attachments Scope of Work Questions & Answers Session Transparency Policy 2
Questions & Answers (Q&A) Process Written questions only Some answers available today during Q&A session All answers published on web Written answers supersede verbal answers Submit questions by December 16, 2015 10:00 a.m. local Arizona time Email: Andria.Williams@phoenix.gov Q&A available by December 22, 2015 (Tentative) https://www.phoenix.gov/solicitations 3
RFP Basics – Mandatory Pre-Proposal Conference Mandatory Pre-Proposal Conference Proposers attending via web or conference bridge must send an email to Procurement Officer – Andria.Williams@phoenix.gov confirming attendance immediately following pre-proposal conference. 4
RFP Basics Addenda Addenda Any changes to the plans, drawings and specifications will be in the form of an addendum, available at https://www.phoenix.gov/solicitations. The Offeror shall acknowledge receipt of any/all addendum by signing and returning the document with the proposal submittal. No electronic notification will be sent to vendors when addenda is issued. 5
RFP Basics Proposal Due Date Proposal Due Date January 22, 2016 2:00 P.M. Local Arizona Time Late proposals will be rejected. 6
RFP Basics Proposer Instructions Proposal Packet 1 original and 3 copies of proposal 1 electronic copy on CD or thumb-drive Tabbed and organized in following order: Tab 1 Phoenix Fire CAD & RMS Functional Requirements, Subsections 3.1, 3.2 Tab 2 Phoenix Fire System Architecture and Technical Design, Subsection 4 Tab 3 Implementation & Support, Subsections 5, 6, 7, 8, 9 Tab 4 Qualifications, Experience and References Tab 5 Pricing Tab 6 References Tab 7 Submittal of Offer, Including Source Code Escrow Agreement, Software License Agreement, Support Maintenance Agreement and Software Warranty Agreement Tab 8 Addenda Tab 9 Alternative Terms/Exceptions Tab 10 Evaluation literature, illustrations, specification sheets, blueprints and photos 7
Evaluation Criteria Functional and Technical Requirements 0-400 Points Implementation and Support 0-250 Points Qualifications, Experience and References 0-150 Points Compliance with Terms and Conditions 0-100 Points Pricing 0-100 Points Total Possible Points 1000 points 8
Attachments Attachment A – Functional Requirements Sheet Attachment B – Cost Work Sheet - REVISED Attachment C – Technical Interfaces Listing Attachment D – Current System Data Table Listing Attachment E – Current System Application Configuration Settings 9
Scope of Work CAD Goals and Outcomes Meet the specified CAD Provide a high level of user functional requirements for satisfaction. PFD, as outlined in the RFP. Position PFD to take advantage Provide a high level of of technology to improve availability, security, and departmental performance and reliability. efficiency. Provide a highly configurable Allow easy access to the data CAD system to allow PFD to for reporting and inquiries meet current and future needs without the need for a without extensive software programming specialist. customization (this should Facilitate bi-directional optimize both the ability of the integration with the PFD- vendor to provide long-term Record Management System support and the ability of PFD (PFD RMS) and other to implement future upgrades applications (such as the City of and enhancements to the Mesa Fire Department CAD). product). 10
Scope of Work RMS Goals and Outcomes Support standardized Interface to systems required for reporting formats. PFD operations (e.g. Electronic Provide centralized storage of Patient Care Reporting). data and allow retrieval from Provide inventory management all levels of the department(s). tools. Provide a centralized training Maintenance tracking and solution for all departmental management tool for fire training and certifications. facilities and equipment. The ability to track, maintain, Documentation and tracking of and store transactional data Fire Prevention activities: related to Incidents. Inspections Hazardous Materials Fire Protection Systems Hydrants 11
Scope of Work Vendor Related Goals and Outcomes Has a history of successful Has qualified and experienced implementation of comparable project staff to assign to PFD projects with agencies of for the duration of the entire similar size and complexity as project. the City of Phoenix and its Commits to long-term Automatic Aid Consortium customer support on a 24 Has a long-term commitment hours per day, 7 days per to the CAD business. week basis. Has long-term viability as a Has a product enhancement company. strategy that factors-in customer needs and wants. 12
Q&A Session Q1: Are we able to respond to the RMS portion of the RFP? A1: Only integrated CAD and RMS solutions will be considered responsive. Q2: If so, are we able to respond on our own and also with any CAD vendors we choose? A2: There are no restrictions on a single RMS solution being included with more than one solution proposal. Q3: Section IV - Scope of Work - Section 1.4 Current Environment - Please identify the FRMS systems in use by members of the Automatic Aid Consortium, such as the Mesa Fire Department? A3: We do not have access to this information. 13
Q&A Session Q4: Section IV - Scope of Work - Section 1.4 Current Environment - For licensing purposes, please provide the number of CAD, Mobile and RMS users of the proposed system? A4: The count of active user accounts on the current CAD system is 8200. There is only one class of user in the current model. Q5: Attachment C - Technical Interfaces - Should interfaces identified as both current and future phases be included in vendor proposals? A5: Yes all interfaces listing in Attachment C are in scope. Q6: Attachment A - Tab B - B.8.17.2: Do other agency CAD systems have an interface or remote console access to the Back Up Status System (BUSS)? A6: No, only City of Phoenix Fire Employees can access the BuSS. 14
Q&A Session Q7: Attachment A - Tab G - G.5.24 and Attachment A - Tab B - B.7.01, Is there a requirement to synchronize the computer time to the logging recorder if it can be done with an NTP device? A7: The intention is that the system clock of all devices should be in sync at all times with the same NTP device. There was no intention to describe how this should be accomplished. Q8: 7.2 Product Configuration. “The Vendor must supply a price listing for continued training of PFD’s project team in order to achieve a level of product proficiency.” Is the City envisioning this training to be performed during the project, or post-acceptance refresher training? A8: Proposers should include all training required to support the transition to operations that will be required. If post-acceptance refresher training has been found to be a beneficial activity, please include it in the response. 15
Q&A Session Q9: 7.6 Post Installation Support. 4.712.03 “PFD requires the Vendor to provide immediate production critical support on site at PFD during the first 120-180 days of operation. Please describe the team that will be present to provide the post installation support.” Is the City looking for a 24/7 onsite support, or on-call remote support? A9: Yes, on-site support for 120-180 days is required. Q10: 8.2 Training: Can the City provide a roll-based breakdown of the “150 operational employees” that the City requires to receive train-the – trainer training (i.e.; system administrators, call-takers, dispatchers, supervisors, ad hoc reporting specialists, etc) by application (CAD vs Fire RMS). A10: No, the count of city employees to be trained was provided for estimating purposes based on prior project experience. The exact breakdown will be finalized during project planning. 16
Q&A Session Q11: Does the city identified the budget for the project? A11: Yes Q12: Who is the vendor currently providing the existing system? A12: Northrop Grumman Additional Questions? 17
Solicitation Transparency Policy All proposers and their representatives, under penalty of disqualification, will refrain from contacting anyone involved in this process for the purpose of influencing the process. All questions must be directed, in writing, to the Procurement Officer. 18
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