Jefferson County, West Virginia

The County Commission of Jefferson County, West Virginia will accept sealed proposals for a Countywide Public Safety System Integrator / Consultant for the Emergency Communications (9-1-1) Center.  The Commission will accept proposals until Friday, September 7, 2001 at 11:00 a.m. in the offices of the Jefferson County Commission, 110 E. Washington Street, P.O. Box 250, Charles Town, West Virginia 25414.

The proposals will be opened at that time.  The proposals will be presented to the County Commission of Jefferson County at their regular meeting on Thursday, September 13, 2001.  Please mark the outside of the proposal envelope “Sealed Bid – Countywide Public Safety System Integrator / Consultant”.  The County Commission of Jefferson has the right to reject any and all proposals in whole, in part, or in total.

Specifications may be obtained from the County Director of Communications at:

Director of Communications
44 Wiltshire Road
Kearneysville, WV  25430
304-728-3317
Fax 304-725-4434

Any questions regarding this request for proposal should be submitted in writing to the above address.

The Jefferson County Commission invites your submittal of a proposal to provide system integration and consulting services according to the enclosed specifications, terms and conditions.  Please complete this proposal, as instructed below, and return to the COUNTY at the address specified below and by the date due for proposal submittals.

TO:       Ms. Leslie D. Smith
             County Administrator
             Jefferson County Commission
             P.O. Box 250
             Charles Town, WV  25414

This Request for Proposal (RFP) includes the following:

Terms and Conditions (Pages: 1-6)
Signatures (Page: 7)
Attachment A – Scope of Work (Pages: 8-12)
Project Information
Scope of Work
 

TERMS AND CONDITIONS

1. DATE DUE:  FRIDAY, SEPTEMBER 7, 2001, 11:00 AM

2. PRE-PROPOSAL CONFERENCE/WALK-THROUGH:
Required  Not Required
If required, the date, time and location of the pre-proposal conference/walk through will be noted below.  If required, the PROPOSER must attend the pre-proposal conference / walk through to ensure that the PROPOSER is completely familiar with the work requested.  The Director of Communications may waive this requirement if, in the opinion of the Director of Communications, the PROPOSER is familiar with the job.

3. QUESTIONS: Contact Jeffrey A. Polczynski at (304) 728-3317 or via email at jpolczynski@earthlink.net for questions regarding this proposal process, specifications and/or other requirements.

4. REPLY FORMAT: The entire proposal form, including all attachments, must be returned by the due date to the above address.  PROPOSER must submit three (3) copies of the proposal.  You are free to organize your proposal as you wish, as long as it includes the requested information and all of the forms included in this RFP are completed as required.  PROPOSER must number all pages of any attachments to the RFP and reference page and paragraph number of the RFP for all comments to the RFP.  PROPOSER is asked to clearly identify any limitations or exceptions to the requirements inherent in this Request for Proposal.  Alternative approaches will be given consideration if the approach clearly offers increased benefits to the County.

The proposal must include at least five (5) references of recent similar work experience with other City/County governments, preferably with public safety agencies.  These references must include a contact person, phone number, length of time with the reference and brief description of the work/deliverables performed.  The proposal must also include the PROPOSER’S most recent audited financial statements; number of years in business; number of employees (listed by type of job category); business organization chart; ownership of your company; resumes of owner, president and/or top managers; and particular information regarding the individual who will be responsible for the work/deliverables requested in this RFP.

5. RESPONSIVENESS AND SELECTION PROCESS: The decision for selection will be made on a combination of criteria including: total cost (including ongoing operating costs) and proposed value: similar successful experience; project management approach; documented experience of employees to be involved with this service; quality and completeness of proposal; flexibility and ability to be proactive; PROPOSER’S ability to complete the work required in a timely fashion and, if requested, oral presentation and tour of current similar work sites.

6. SUBCONTRACTORS: If you propose a multi-vendor or subcontracted approach, clearly identify the responsibilities of each party and the assurances of performance you offer.

7. PROPOSED CONTRACT: If one of the attachments to this RFP is a proposed contract, then the COUNTY intends to use the contract form in awarding this RFP.  PROPOSER should review the terms and conditions contained in the contract and must note any exceptions, additions, or modifications they would propose.  If there is no attachment of a proposed contract, then the PROPOSER must include all contract language required by the PROPOSER in a format easily readable by the COUNTY, to be at least 12-point type in black ink on white paper.

8. PAYMENT TERMS: The COUNTY’S terms are, at a minimum, net thirty (30) days after receipt of all goods and/or services and receipt of an approved invoice.  Progress payment may be made if any of the following options has been selected by the COUNTY:

  a. The COUNTY will pay eighty percent (80%) of the contract amount based upon operational completion of all components of the project and receipt of an approved invoice.  The balance will be paid within thirty (30) days after thirty (30) continuous uninterrupted satisfactory days of operation and acceptance by the COUNTY.

 X  b. The COUNTY will make monthly payments thirty (30) days after receipt of an approved invoice.  Should PROPOSER fail to provide the specified hours/service required on any specific day, those hours/services not provided may either be rescheduled at the COUNTY’S discretion or deducted from the appropriate service period invoice using the additional service hourly rate(s) to calculate the deduction.

   c. The COUNTY will pay twenty percent (20%) at contract execution; thirty percent (30%) upon successful installation, thirty percent (30%) upon training and conversion completion, and the balance will be paid within thirty (30) days after thirty (30) continuous days of completely uninterrupted satisfactory performance and acceptance by the COUNTY.

9. DELIVERY: All goods and services shall be delivered to COUNTY, F.O.B. Destination.  PROPOSER shall deliver completely by the dates agreed into in this Agreement.  Failure to deliver in a timely fashion shall invoke liquidated damages or termination of this Agreement.
10. FIRM PRICES: All quotes will be held firm for a minimum of ninety (90) days after the RFP due date listed above.  All blanks for unit price and total price shall be completed.  Any discrepancy between the unit price and the extended or total price shall be determined by taking the lower price.  Upon receipt of this RFP by the COUNTY, the PROPOSER shall be presumed to be thoroughly familiar with all of the aspects of this RFP including installation sites, and all specifications and requirement of this RFP.  The failure or omission to examine any location, equipment, form, instrument or document shall in no way relieve the PROPOSER from any obligation with respect to this RFP.

11. OWNERSHIP AND COLLUSION – FINANCIAL INTEREST BY COUNTY EMPLOYEES: The PROPOSER certifies, by signing this RFP, that he/she has not directly or indirectly been collusive with any other vendor/consultant or anyone interested in this RFP.  Additionally, the PROPOSER stipulates that no COUNTY officer or employee shall be financially interested, either directly or indirectly, in any contract, sale, purchase or lease to which the COUNTY is a party, and the PROPOSER stipulates that no COUNTY officer or employee has any financial interest, directly or indirectly, in this company.

12. WARRANTY: The delivered or installed goods, equipment or services shall be warranted to be free from defects in materials and workmanship.  The warranty period shall begin upon acceptance by the COUNTY.  As a minimum, all goods, equipment and services shall be warranted to operate satisfactorily in accordance with the requirements of these specifications, the representations of the PROPOSER, and the published specifications of the manufacturer(s) for a period of at least one (1) year.  Any defective goods, equipment or services shall be replaced or repaired within three (3) days at COUNTY’s location during the warranty period at no expense to the COUNTY.

13. LITIGATION: In the event of litigation between the parties concerning this Agreement, the laws of West Virginia shall govern this agreement and any litigation shall take place in Jefferson County, WV.  If any provision of this Agreement becomes invalid or unenforceable, the remainder of this Agreement shall not be affected thereby.

14. ASSIGNMENT: Neither this Agreement, nor any part of this Agreement, may be assigned without the written consent of the other party.

15. TERMINATION: The COUNTY may terminate this Agreement at any time by providing ten (10) days advance written notice to PROPOSER.

16. INDEPENDENT CONTRACTOR: It is agreed that the PROPOSER is an independent contractor, and all persons working for/or under the direction of the PROPOSER are its agents, officers and employees and not agents, officers or employees of the COUNTY.

17. APPLICABLE LAWS AND ATTORNEYS FEES: This Agreement shall be construed and enforced pursuant to the laws of the State of West Virginia and the County of Jefferson.  Should any legal action be brought by a party for breach of this Agreement or to enforce any provision herein, the prevailing party of such action shall be entitled to reasonable attorney’s fees, court costs, and other such costs as may be fixed by the court.  Reasonable attorney’s fees of the Prosecuting Attorney’s Office, if private counsel is not used, shall be based on comparable fees of private attorneys practicing in Jefferson County.

18. INSURANCE: PROPOSER shall maintain during the term of this Agreement the following insurance coverage and shall file with the Project Coordinator, prior to any work being started, certificates of such insurance which shall be subject to COUNTY’S approval as to adequacy of protection and compliance with this condition:
a. Worker’s Compensation Insurance:  PROPOSER shall obtain Worker’s Compensation insurance and Employer’s Liability Insurance in the amount of One Million Dollars ($1,000,000) per incident.

b. Commercial General Liability/Automobile Liability: Insurance coverage of not less than One Million Dollars ($1,000,000) per occurrence.  If a general aggregate limit is used, either the general aggregate including bodily injury and property damage, as a combined single limit or equivalent.  General liability shall include contract liability.  These policies shall be endorsed to include the COUNTY OF JEFFERSON, its officers, employees and agents as additional insured.  Certificates of such insurance, including all requirements, shall be filed with the Director of Communications prior to any work being done.

c. Acceptability of Insurers: Insurance is to be placed with insurers with a current Best Rating of A:VII unless otherwise acceptable by the COUNTY.

d. Verification of Coverage: Insurance, deductibles and self-insurance retentions shall be subject to COUNTY’s approval.  Original Certificates of Insurance with endorsements shall be received and approved by COUNTY before work commences, and insurance must be in effect for the duration of the contract.  The absence of insurance or reduction of stated limits shall cause work on the project to cease.  Any delays shall not increase costs to the COUNTY or increase the duration of the project.

19. PROFESSIONAL LIABILITY INSURANCE: PROPOSER shall obtain Professional Liability Insurance in the amount of One Million Dollars ($1,000,000) per occurrence.

20. HOLD HARMLESS: The PROPOSER shall defend, indemnify and hold the COUNTY, its officers, employees and agents harmless from any liability for damage or claims of same, including but not limited to, personal injury, property damage and death, which may arise from the PROPOSER or PROPOSER’S contractors, subcontractors, agents or employees operating under this Agreement, excepting suits and actions brought by the PROPOSER for default of this Agreement or to the extend the claim arises out of the sole negligent or willful misconduct of the COUNTY.  The COUNTY shall cooperate reasonably in the defense of any action, and the PROPOSER shall employ competent counsel reasonably acceptable to the County Prosecuting Attorney.

21. RELIANCE ON PROFESSIONAL SKILL: It is mutually agreed by the parties that the COUNTY is relying upon the professional skill of PROPOSER, and PROPOSER represents to the COUNTY that its work shall conform to generally recognized professional standards in the industry.  Acceptance of PROPOSER’S work by the COUNTY does not operate as a release of PROPOSER’S said representation.

22. INCONSISTENT TERMS: If the attachment or exhibits to this Agreement, if any, are inconsistent with this Agreement, the Agreement shall control.

23. SIGNATURES: The undersigned understands and agrees that the conditions set forth in the instructions to PROPOSERS, the terms and conditions, and the specification, together with the RFP and any other documents submitted in response to the foregoing, shall form a part of and be construed with the purchase order/contract.
 

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PROPOSER:
 
 

Company Name
 
 

Street Address of Company
 
 

City, State, Zip Code
 
 

Telephone Number / FAX Number
 
 

Signature of Officer
 
 

Printed Name of Officer
 
 

Title of Officer
 
 

Federal Tax I.D. Number

ATTACHMENT A
SCOPE OF WORK

PROJECT INFORMATION
1. GENERAL

The Jefferson County Commission intends to enter into an agreement with a qualified Contractor or Contractors to provide the following consultant services to perform needs analysis and system integration for:

· E9-1-1 Emergency Telephone System
· Countywide Public Safety Radio System
· Computer-Aided Dispatch Network
· Communications Center Facility

These services shall be performed within specific time frames.  PROPOSER shall describe exactly how these services will be conducted.  The purpose for issuing a single RFP is to allow prospective PROPOSERS to become familiar with the County systems in place, conduct a needs analysis, identify options, write design specifications for each system, and define how the implementation plan would be carried out based on the formal recommendations made.

The PROPOSER must have at least five (5) years of experience in planning, designing, and implementing Public Safety automation projects, including Computer Aided Dispatch (CAD), Records Management (RMS), Mobile Data Systems, Fire Station alerting/notification systems, and Public Safety Communications Center radio and telephone console equipment and interfaces.  The PROPOSER must provide documentation of such experience.

The PROPOSER must have experience in planning, designing, and implementing radio and computer networks in a Public Safety environment, including desktop computers, servers, internetworking equipment (routers, bridges, hubs), network cabling, and related equipment.  The PROPOSER must provide documentation of such experience.

The PROPOSER must have experience in the creation of detailed project plans, contractual language, performance criteria, and Request for Proposal (RFP) documents related to the design and implementation of the projects described above.

The PROPOSER must demonstrate knowledge in the trends and directions of public safety radio networks, including VHF/UHF and/or 800MHz trunked radio systems.

The PROPOSER must demonstrate knowledge in the trends and directions of departmental and enterprise-wide computing, including “open systems” standards, desktop computer and network operating systems, client-server technology, relational database technology, Internetworking using TCP/IP, Internet Protocol (IP) addressing standards and implementations, and network security (including firewall design and implementation).

The PROPOSER will be required to provide a work plan with timelines and milestones for the management of these services to the Project Coordinator.  The selected consultant(s) will keep the Project Coordinator routinely informed of its progress during the needs analysis, network(s) design and implementation strategy, in either a written or verbal format, as required during the course of the work.

The PROPOSER will function in an advisory capacity and provide assistance and consultation services to the COUNTY’S Project Coordinator, either by phone or in person, using their knowledge, expertise and past experience, to ensure that the upgraded / replaced systems will meet the COUNTY’S Public Safety automation needs.

2. INTRODUCTION

Jefferson County is comprised of an area of 212 square miles with a population of approximately 44,000 persons and is located in the Eastern Panhandle of West Virginia, 58 miles from Washington, DC.  The Emergency Communications Center (ECC) is a consolidated center providing 9-1-1 call answering and dispatching services for six (6) law enforcement agencies, five (5) volunteer fire departments, one (1) ambulance authority, animal control agency and maintenance group.  The ECC does not have a robust, accurate means for identifying inbound telephone call volume or outbound incident statistics to the user agencies.

Numerous changes are occurring in the fire service and the law enforcement field and these changes are directly impacting Public Safety Communications workload demands.  The desire to take advantage of technology to provide for efficiency in dispatching and call management requires the COUNTY to identify systems integration needs, Computer Aided Dispatch (CAD) systems, Mobile Data Terminal (MDT) needs, Automatic Vehicle Locators (AVL), Integrated Mapping, Records Management System (RMS) needs, Radio Infrastructure requirements, and other related technologies.

3. SCOPE OF WORK

1. E9-1-1 Emergency Telephone System

The PROPOSER must analyze the current 9-1-1-telephone system and provide needs analysis, recommendations for upgrade or replacement of system, assistance with design, preparation of RFP specifications, bid proposal evaluations, negotiations and award recommendations.  The PROPOSER must identify if the current system is in compliance as related to Wireless Phase I and II under FCC Docket 94-102.  The PROPOSER must analyze and provide recommendations for options as related to database management.  Along with these recommendations the PROPOSER must clearly outline the advantages and disadvantages in each of the options recommended.  All options shall provide a range of estimates and project costs.

2. Countywide Public Safety Radio System

The COUNTY has an aging radio system infrastructure that does not meet the current demands of users due to lack of frequencies, coverage area, and co-channel interference problems.  The PROPOSER shall provide an overview and analysis of the current system (identifying strengths and weaknesses of hardware/software, overall performance, expandability, etc) and make recommendations to the COUNTY on upgrade/replacement strategies, cost estimates of options available (including lease options), performance requirements and detailed descriptions of functional requirements.  Diagramming of both the current and proposed public safety radio network will be required.  Along with these recommendations the PROPOSER must clearly outline the advantages and disadvantages in each of the options recommended, provide assistance in bid proposal evaluation, negotiation and award recommendation.  All options shall provide a range of estimates and project costs.

3. Computer-Aided Dispatch Network

The PROPOSER will conduct needs analysis by becoming familiar with the methodology used to receive and dispatch emergency calls for service.  The PROPOSER will become familiar with law enforcement and fire department user needs and provide recommendations to the COUNTY and user agencies for public safety computer, mapping, mobile data, and station alerting systems.  Along with these recommendations the PROPOSER must clearly outline the advantages and disadvantages in each of the options recommended.  The PROPOSER shall provide assistance in system design, preparation of RFP specifications, evaluation of bid proposals, negotiation and award recommendations.  All options shall provide a range of estimates and project costs.

4. Communications Center Facility

The PROPOSER must conduct a thorough evaluation of the emergency communications center, perform needs analysis of the current facility providing recommendations to upgrade the existing facility or provide recommendations on the feasibility of replacing the existing center and procuring a backup site.  The PROPOSER must provide recommendations and assistance for upgrade and/or replacement of console equipment furniture.  Along with these recommendations the PROPOSER must clearly outline the advantages and disadvantages in each of the options recommended.  The PROPOSER shall assist with preparation of RFP specifications; bid proposal evaluations, negotiation and award recommendation.  All options shall provide a range of estimates and project costs.

The PROPOSER must assist in the identification of alternative funding sources in the private sector, state and federal level and provide assistance in obtaining funds from any potential sources.

Concurrent Projects

PROPOSER should be aware of one concurrent effort currently underway in Jefferson County.  This effort will no doubt have a profound impact on the outcome of this project.  Jefferson County Commission has contracted with an outside vendor to provide addressing services and MSAG development to the COUNTY.  Currently, the COUNTY does not have complete urban style addressing which has an impact on the ability for communications and emergency services personnel to accurately identify the location of the emergency.  The addressing project currently being undertaken will provide the COUNTY with full addressing throughout the county and incorporated areas.
 

REVIEW OF INFORMATION NEEDS

Needs Analysis

· Evaluation of current telephone system, radio network, CAD, Mobile Data, Station Alerting and Communications Center facility.
· Identification of deficiencies
· Recommendation of options available
· Alternatives to concepts proposed
· Assistance with RFP’s
· Evaluation of bids
· Assistance in procurement and system installation

Cost Estimates

· Hardware
· Software
· Services
· Recurring Costs
· Identification of lease options

Options
· Advantages and Disadvantages
· Phased Approach Work Plan
· Estimated Costs
· Recommendations on Options that best meets overall needs of the COUNTY

Funding
· Recommendation on alternative funding sources
· Assistance in obtaining funds from potential sources
 

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