WIXLIB

ContentThe vendor must provide its Bid in accordance the structure and content specified in thefollowing sections:Cover PageThis must include the vendor’s legal name and contact information, as well as the name of theRFB, federal Tax Identification Number, DUNS number, and the date the Bid is due.Transmittal LetterThis must be provided on the vendor’s letterhead and must include the following: A list of all addenda to the RFB, including the vendor’s statement that any responsesrequired by those addenda have been made within the Bid A list of any sub-contractors who will be used for the project A statement that the Bid will be valid for 6 months from the due date Failure to providea transmittal letter in accordance with the provided instructions will result in rejection ofthe vendor’s Bid.Table of ContentsThis must include a paginated list of the information provided within the bid.Executive SummaryThis must include a minimum of the following information:Company OverviewCurrent context, history, year the company was established, type of ownership of thecompany and parent company (if applicable), philosophy/approach to doing business,sectors in which the vendor does business, financial status and company health, andthe current number of agencies under maintenance and support.Company ExecutivesProvide a detailed list of company executives, including education, experience, andcurrent responsibilities within the company.BenefitsPutnam County RFP 2018-05-001Page 9

Describe how working with the vendor would be to the PC911/ PCSO’s particularbenefit.Support and MaintenanceThis must include a complete description of the maintenance and support serviceswhich are offered by the vendor as part of this bid.Agency References and ExperienceThe vendor needs to provide a summary of its experience in implementing a system ofthis nature and relate its relevance to the bid project in terms of the technical scope,tasks involved, deliverable products, etc.Provide a minimum of 5 references of a similar size and scope to the PC911. Eachreference must include the following information: Agency name and addressContact person with email and telephone numberDate agency became a clientProducts purchasedThe vendor must ensure that all information for the references is current and that thecontact person is willing to provide a reference. References are likely to be checked byphone and will require a minimum of 10 to 15 minutes of the contact person’s time.If the vendor is bidding to use subcontractors, a minimum of two (2) references need tobe provided for each subcontractor. All subcontractors will be subject to the approval ofthe PC911. The selected vendor shall itself be solely responsible for the performance ofall work set forth in any contract resulting from the RFB, and for compliance with theprice and other terms provided in the contract.Putnam County RFP 2018-05-001Page 10

Miscellaneous InformationThis must include the following information:Source Code Escrow Policy:Include a detailed summary of the company’s Source Code Escrow policy.Company Financials:Provide an overview of the company’s financial history and position in the softwaremarket, including figures such as recent annual revenue and growth rate.Issues and Assumptions:Describe any issues or assumptions that could impact the successful outcome of theproject.Forms:Provide completed forms requested herein such as, but not limited to, the affidavitprovided in the appendices.Software OverviewThis must include a brief overview of the software solution, including how all of the productsand modules work together.ImplementationThis must include both an overview of the general implementation process as well as timelinewhich shows the major milestones of the project from contract signing all the way throughsystem acceptance. This section should also include:Data Conversion ProcessThis must include a brief overview of the company’s experience with data conversion,as well as a detailed explanation of the data conversion process, both before and aftercontract signing.TrainingThis must include both an overview of the general approach to training, as well as asample training planPutnam County RFP 2018-05-001Page 11

PricingThis must include detailed pricing for the software, hardware and services included in this bidSince there are other law enforcement agencies in the county that would like to participate in theintegrated Dispatch system at a future date all pricing for this project as related to Mobile andRecords software and hardware prices shall be offered for 18 months after contract is awarded.Maintenance costs must be included for five (5) years.Also include any terms or conditions associated with the pricing.Also include a description of the costs associated with new releases (what does it cost to move fromVersion X to Version X.1?).Pricing should be broken down as follows:BASIC CAD PRICE:Cost of EMS Chart interface:Cost of Mobile will need to be broken down per agency as listed:911- 2 unitsSheriff Dept. - 42 unitsEMS- 10 unitsPutnam County RFP 2018-05-001Page 12

Attachment AMinimum Mandatory RequirementsComplete the “Minimum Mandatory Requirements” tab in the “RFB TechnicalSpecifications” Excel Workbook (Attachment A). If your system does not meet thesemandatory requirements, please describe your alternative. Alternative proposals will beconsidered on a case-by-case basis. Please answer all questions as stated. If youranswer is “Yes” to the functionality, please describe how you comply.Functional SpecificationsComplete the tables in each of the system “suite” tabs located in the “RFB TechnicalSpecifications Excel Workbook” (Attachment A). The software acquired by TheAgencies will ideally include all the functionality identified in these tabs. However,Vendors who have a majority of these functionalities should respond to this RFB. Someof the functionalities are more important to the Agencies than others are and will begiven greater weight during the evaluation.Responsive vendors must complete ALL tabs in the Technical Specifications ExcelWorkbook, selecting the correct column (Y / N / M / F) for each requirement. If additionalexplanation is required, information may be included in the comments column. Y Yes – The proposed software meets or exceeds the requirement.N No – The proposed software cannot meet the requirement.M Modification – The software must be modified in order to meet the requirement.Provide estimated costs and proposed delivery date.F Future – The proposed solution does not currently meet the requirement, but aplanned future release will meet the requirement. Comment is required, and mustinclude a date (mm/yy) when functionality will be built.Attachment A must be completed and returned in the original Excel format (PDF is not anacceptable format). Please copy Attachment A on a thumb drive and include with theprinted bid. You do not need to print Attachment A.Putnam County RFP 2018-05-001Page 13

Evaluation CriteriaThe PC911 /PCSO reserves the right to select the Bid which best meets its needs,regardless of the cost of that Bid relative to other Bids received.The agency will consider the following in its evaluation: Bid responseFunctionalitySoftware capabilitiesVendor ReferencesCompany profileBid servicesWarranty, maintenance, and supportPricingAs part of the evaluation process, the evaluators may request site visits and demonstrations ororal presentations (in person or via teleconference) on the part of the vendor.Putnam County RFP 2018-05-001Page 14

BID TERMS & CONDITIONSTrue and AccurateBy submitting a bid, Vendors certify that all information provided in response to this RFB istrue and accurate.All vendors must attach a Putnam County Alcohol & Drug-Free Workplace Resolution andConstruction Bid Policy Affidavit to their Bid Proposal.Incurred ExpensesThe Agencies will not be liable for any cost incurred by the Vendors in preparing andsubmitting bids or attending oral presentations and software demonstrations.Evaluations of BidsBids shall be evaluated on the basis of those requirements that are set forth in the Requestfor Bid, The Agencies’ policies, procedures, and ordinances. This solicitation is beingprocured by competitive negotiation. Price will not control in the awarding of thisprocurement.Qualifications of VendorsThe Agencies may make such reasonable investigations as deemed proper and necessary todetermine the ability of the Vendor to perform the services/furnish the goods and the Vendorshall furnish to The Agencies all such information and data for this purpose as may berequested. The Agencies reserve the right to inspect the Vendor’s physical facilities prior toaward to satisfy questions regarding the Vendor’s capabilities. The Agencies further reservethe right to reject any bid if the evidence submitted by, or investigations of, such Vendor failsto satisfy the Agencies.Acceptance of Bid PricesVendor warrants by virtue of proposing that prices, terms, and conditions quoted will be firmfor a period of ninety (90) days from the date of bid opening, unless otherwise stated by theVendor. There is no binding agreement, no contractual relationship, no understanding ormutual assent until a contract is signed, executed and exchanged by and between theVendor and the Agencies.Award of ContractSelection shall be made of one Vendor deemed to be fully qualified and best suited amongall the Vendors on the basis of the evaluation criteria, including price. Price shall beconsidered but need not be the sole determining factor. The Agencies shall select the vendorwhich, in their opinion, best meets the long term needs of the Agencies, and shall award thecontract to that Vendor.Putnam County RFP 2018-05-001Page 15

PricingProvide the following pricing information for each suite of the solution:Pricing also needs to be broken down per what each Agency’s part would be. This shall include butnot be limited to Software, Hardware, Data Conversion, Training, Maintenance, etc.Since there are other law enforcement agencies in the county that would like to participate in theintegrated Dispatch system at a future date all pricing for this project as related to Mobile andRecords software and hardware prices shall be offered for 18 months after contract is awarded tothose agencies who would like to purchase.Product SuitePC911PCSOPCEMSCAD Software CAD Services Mobile Software Mobile Services RMS Software RMS Services Analytics Software Analytics Services Civil Software Courts Services Total Year 2-5Maintenance Putnam County RFP 2018-05-001TotalPage 16

HardwareProvide pricing information for the Hardware included in the bid solution.ItemPC911PCSOPCEMSTotalItem 1 Item 2 Item 3 Total Optional Modules & InterfacesProvide pricing information for all optional applications/modules recommended for the bid solution.ModulePC911PCSOPCEMSModule 1 Module 2 Module 3 Total Year 2-5Maintenance Putnam County RFP 2018-05-001TotalPage 17

Pricing SummaryItemPC911PCSOPCEMSTotalSoftware Total Services Total Hardware Total Total Year 2-5Maintenance Total with OptionsPutnam County RFP 2018-05-001Page 18

Appendix A: Debarment and Judgment AffidavitBy signing this document, I certify to the best of my knowledge and belief that the aforementionedorganization, its principals, and any subcontractors named in this Bid:A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, orvoluntarily excluded from ding or working on contracts issued by any government agency;B. Have not within the five (5) year period preceding the submission of this Bid: i. Been convicted ofor had a civil judgment rendered against them for fraud or a criminal offense in connection withobtaining, attempting to obtain, or performing a Federal, State, or Local government transactionor contract; ii. Been convicted of or had a civil judgment rendered against them for violatingFederal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsificationor destruction of records, making false statements, or receiving stolen property;C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity(Federal, State, or Local) with commission of any of the offenses enumerated in paragraph (b),subparagraphs (i) and (ii) of this certification;D. Have not within the five (5) year period preceding the submission of this Bid had one or moreFederal, State, or Local government transactions terminated for cause or default.Name: Title:Authorized Signature: Date:Putnam County RFP 2018-05-001Page 19

Appendix B: Putnam County Alcohol & Drug-Free Workplace Resolution andConstruction Bid Policy AffidavitState of West VirginiaDRUG FREE WORKPLACE CONFORMANCE AFFIDAVITWest Virginia Code §21-1D-5STATE OF WEST VIRGINIA, COUNTY OF PUTNAM, TO-WIT:I,1., after being first duly sworn, depose and state as follows:I am an employee of; and,(Company Name)2.I do hereby attest that(Company Name)maintains a written plan for a drug-free workplace policy and that such plan andpolicy are in compliance with West Virginia Code §21-1D.The above statements are sworn to under the penalty of perjury.Printed Name:Signature:Title:Company Name:Date:Taken, subscribed and sworn to before me thisday of,.By Commission expires(Seal)(Notary Public)Putnam County RFP 2018-05-001Page 20

county includes a population of approximately 57,000 people. The PCEMS consists of approximately 75 full and part time personnel, who are anticipated to use the new system as follows: Mobile Units 10 Current Systems Putnam County E-911 uses Caliber formerly InterAct Classic CAD version 6.2.3.79 Putnam County Sheriff Office uses In-Synch RMS