IMPORTANT NOTICE TO ALL BIDDERS

Solicitation No. RFP DPR 3790-54

This solicitation/acquisition is being conducted under Public Contract Code § 12125, et seq., the Alternative Protest Process.

Submission of a bid constitutes consent of the bidder for participation in the Alternative Protest Process.

Any protests filed in relation to the proposed contract award shall be conducted under the procedures in this document for the Alternative Protest Process.

Any bidder wishing to protest the proposed award of this solicitation must submit a written Notice of Intent to Protest (facsimile acceptable) to the Coordinator before the close of business on the last day of the protest period, which will be established in the Notice of Intent to Award. Failure to submit a timely, written Notice of Intent to Protest waives the bidder’s right to protest.

Alternative Protest Process Coordinator/Dispute Resolution

Department of General Services

Procurement Division

Purchasing Authority Management Section

707 Third Street, 2nd Floor South

West Sacramento, CA 95605

Voice: 916 / 375-4587

Fax: 916 / 375-4611

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Public Safety Technology Modernization
Request for Proposal (RFP)
California Department of Parks and Recreation
1416 Ninth Street, Room 1015
Sacramento, CA 95814

Addendum 7

RFP DPR 3790-54

April 22, 2009

RFP DPR 3790-54
PSTM REQUEST FOR PROPOSAL
TABLE OF CONTENTS

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vi

April 22, 2009 / Addendum 7
RFP DPR 3790-54
PSTM REQUEST FOR PROPOSAL
TABLE OF CONTENTS

Table of Contents

I. Introduction and Overview I-1

I.A. Authority and Purpose I-1

I.B. Scope of the RFP and Bidder Admonishment I-1

I.C. Availability I-2

I.D. Questions Regarding the RFP I-2

I.E. Procurement Official I-2

I.F. Bidder’s Library I-3

I.G. Key Action Dates I-3

I.H. Intention to Propose I-4

I.I. No Commitment to Award I-5

II. Rules Governing Competition II-1

II.A. Identification and Classification of Requirements II-1

II.A.1 Mandatory Requirements II-1

II.A.2 Desirable Items II-1

II.B. Proposal Requirements and Conditions II-1

II.B.1 General II-1

II.B.2 RFP Documents II-1

II.B.3 Examination of the Work II-2

II.B.4 Questions Regarding the RFP II-2

II.B.5 Bidders’ Conference (Not Applicable) II-2

II.B.6 Supplier’s Intention to Submit a Proposal II-3

II.B.7 Addenda II-4

II.B.8 Bonds II-4

II.C. Bidding Steps II-4

II.C.1 General II-4

II.C.2 Compliance Phase II-5

II.C.2.a Conceptual Proposal (Not Applicable) II-5

II.C.2.b Detailed Technical Proposal (Not Applicable) II-5

II.C.2.c Evaluation of Proposals and Discussion Agenda (Not Applicable) II-6

II.C.2.d Confidential Discussion with Each Bidder II-6

II.C.2.e Discussion Memorandum II-6

II.C.2.f Rejection of Bidder’s Proposal II-7

II.C.2.g Submission of Amended Proposal II-7

II.C.3 Final Phase II-7

II.C.3.a Draft Proposal II-8

II.C.3.b Final Proposal II-8

II.C.4 Confidentiality II-8

II.C.5 Submission of Proposals II-9

II.C.5.a Preparation II-9

II.C.5.b Bidder’s Cost II-10

II.C.5.c Completion of Proposals II-10

II.C.5.d False or Misleading Statements II-10

II.C.5.e Signature of Proposal II-10

II.C.5.f Delivery of Proposals II-11

II.C.5.g Withdrawal and Resubmission/Modification of Proposals II-11

II.C.6 Rejection of Proposals II-12

II.C.7 Evaluation and Selection Process II-12

II.C.7.a General II-12

II.C.7.b Evaluation Questions II-12

II.C.7.c Demonstration (Not Applicable) II-12

II.C.7.d Errors in the Final Proposal II-13

II.C.8 Evaluation and Selection Process II-14

II.D. Contractual Information II-15

II.D.1 Contract Form II-15

II.D.2 Term of Contract II-15

II.E. Other Information II-15

II.E.1 Alternative Protest Process II-15

II.E.1.a Requirements Protests II-16

II.E.1.b Disposition of Proposals II-17

III. Program and Systems Overview III-1

III.A. Program Description III-1

III.B. Current Environment III-2

III.B.1 Current Dispatch Operations III-2

III.B.2 Current Records Management Operations III-4

III.B.3 Current Mobile Operations III-5

III.C. Existing Infrastructure III-6

III.C.1 Desktop Workstations III-7

III.C.2 LAN Servers III-8

III.C.3 Network Protocols III-8

III.C.4 Application Development and Database Management Software III-8

III.C.5 Interfaces III-8

III.D. Current Volumes and Statistics III-8

IV. Proposed System IV-1

IV.A. Introduction IV-1

IV.B. Business Objectives IV-1

IV.B.1 Apply Technology to Defined Business Requirements IV-1

IV.B.2 Enable a Single Point of Data Entry IV-1

IV.B.3 Increase the Speed and Number of Data Retrievals IV-1

IV.B.4 Integrate CLETS into Dispatch and Mobile Devices IV-1

IV.B.5 Eliminate Manual Statistics Preparation IV-2

IV.B.6 Introduce Data Exchange Capabilities IV-2

IV.B.7 Create Redundancy IV-2

IV.B.8 Increase the Safety of Field Units IV-2

IV.B.9 Improve the Efficiency of Call Assignment IV-2

IV.B.10 Reduce Radio Traffic IV-2

IV.B.11 Eliminate Risk of Total Communication Failure IV-3

IV.B.12 Contribute to Domestic Preparedness through Interoperability IV-3

IV.B.13 Use Time Spent Writing Manual Reports for Achieving DPR’s Mission IV-3

IV.C. Functional Capabilities IV-3

IV.C.1 General Features IV-3

IV.C.2 CAD Features IV-4

IV.C.3 RMS Features IV-6

IV.C.4 Centralized Data Repository IV-8

IV.C.5 System Interfaces IV-9

IV.C.6 System Training Component IV-10

IV.C.7 System Administration Features IV-10

IV.D. Technical Vision IV-11

IV.D.1 System Concept IV-11

IV.D.2 Redundancy and Fault Tolerance IV-13

IV.D.3 System and Data Security IV-13

IV.D.4 Maintenance and Support of the Proposed System IV-14

IV.E. Hardware and Software IV-14

IV.F. Future System Challenges IV-15

V. Administrative Requirements V-1

V.A. Introduction V-1

V.B. Bidding Preferences V-1

V.B.1 Target Area Contract Preference (TACPA) V-1

V.B.2 Enterprise Zone Act Preference (EZA) V-2

V.B.3 Local Area Military Base Recovery Act (LAMBRA) V-3

V.B.4 Small Business Preference V-3

V.B.5 Disabled Veteran Business Enterprise (DVBE) Incentive V-4

V.C. Responses to Administrative Requirements V-4

V.C.1 Proposal Requirements V-5

V.C.2 Scope of Work V-18

V.C.3 Project Deliverables V-36

V.C.4 Contract Terms and Conditions V-51

V.C.5 Confidentiality V-64

V.C.6 Payment Provisions V-65

V.C.7 Darfur Contracting Act of 2008 Deleted V-70

VI. Functional and Technical Requirements VI-1

VI.A. Overview of Requirements VI-1

VI.B. Detailed Requirements VI-1

VII. Cost VII-1

VII.A. Introduction VII-1

VII.B. Instructions VII-1

VII.B.1 Cost Sheets VII-2

VII.B.2 Cost Sheet Preparation Instructions VII-5

VIII. Proposal Format and Content VIII-1

VIII.A. Introduction VIII-1

VIII.B. Proposal Submission Requirements VIII-1

VIII.B.1 General Submission Requirements VIII-1

VIII.B.2 General Format Requirements VIII-2

VIII.C. Draft Proposal Format and Content VIII-3

VIII.C.1 Volume I – Response to Requirements (10 Copies) VIII-4

VIII.C.2 Volume II – Cost Data (5 Copies) VIII-10

VIII.C.3 Volume III – Contracts (1 Copy) VIII-11

VIII.C.4 Volume IV – Literature (5 Copies) VIII-12

VIII.D. Final Proposal Format and Content VIII-12

IX. Evaluation and Selection IX-1

IX.A. Receipt of Proposals IX-1

IX.B. State Evaluation Team IX-1

IX.C. Review of Draft Proposals IX-2

IX.D. Review of Final Proposals IX-3

IX.D.1 Review of Mandatory Administrative Requirements IX-3

IX.D.2 Summary of Overall Evaluation Scoring Process IX-7

IX.D.3 Application of Preferences and Incentives IX-24

IX.D.4 Selection of Prime Contractor IX-27

vi

April 22, 2009 / Addendum 7
RFP DPR 3790-54
PSTM REQUEST FOR PROPOSAL
TABLE OF CONTENTS

List of Tables

Table 1. Key Action Dates I-3

Table 2. Current Volumes and Statistics III-8

Table 3. DPR Vehicle Types IV-15

Table 4. Reliability Requirements V-27

Table 5. CAD Response Time Requirements V-28

Table 6. RMS Response Time Requirements V-29

Table 7. MAS Response Time Requirements V-30

Table 8. Key Deliverable Submission Deadlines V-50

Table 9. Service Request Levels and Response Times V-59

Table 10. Spare Equipment Quantities V-63

Table 11. PSTM Configuration and Implementation Contract Payments V-67

Table 12. Functional and Technical Response Codes VIII-8

Table 13. Summary of Points Available IX-8

Table 14. Bidder Corporate Experience Reference Questions Scoring IX-10

Table 15. Bidder Key Personnel Experience Scoring IX-13

Table 16. Bidder Stability and Industry Experience Rating Scale IX-14

Table 17. Section VI Rating Scale IX-21

Table 18. DPR Requirements Rankings IX-22

Table 19. Functional and Technical Requirements Scoring Example IX-22

Table 20. Total Solution Cost Evaluation and Scoring Example IX-24

Table 21. Confirmed DVBE Participation Incentive IX-25

Table 22. Example of Bidder Points with Small Business Applied IX-26

Table 23. Example of Bidder Points with Small Business and DVBE Incentives IX-27

Table 24. Contractor Selection Example IX-28

List of Figures

Figure 1. Current CAD Technical Diagram III-7

Figure 2. Conceptual Diagram IV-11

Figure 3. RMS Conceptual Diagram IV-12

Figure 4. Functional and Technical Response Code Example VIII-9

List of Exhibits

Exhibit IA. ADA Compliance Policy I-6

Exhibit IIA. Competitive Bidding and Proposal Responsiveness II-18

Exhibit IIB. California Code of Regulations, Title 1, Division 2. II-21

vii

April 22, 2009 / Addendum 7
RFP DPR 3790-54
PSTM REQUEST FOR PROPOSAL
SECTION I – INTRODUCTION AND OVERVIEW

I.  Introduction and Overview

I.A.  Authority and Purpose

This Request for Proposal (RFP) for the Public Safety Technology Modernization (PSTM) project is being conducted under the policies developed by the Department of Finance and procedures developed by the Department of General Services (DGS) as provided under Public Contract Code Section 12100 et seq., ACQUISITION OF INFORMATION TECHNOLOGY GOODS AND SERVICES.

The purpose of this RFP is to acquire a Computer Aided Dispatch System (CAD), including a Mobile Automation System (MAS) component, and a Records Management System (RMS), with an Automated Field Reporting (AFR) component for the Department of Parks and Recreation (DPR). The procurement includes technology and implementation planning, detailed design, software integration, application configuration, interfaces to internal and external applications, testing, training, data conversion, end user and technical documentation, project management, and post-implementation warranty and annual maintenance support. Responses to this RFP will be evaluated based on the total proposal, and award, if made, will be to a single Bidder who will serve as the Prime Contractor.

I.B.  Scope of the RFP and Bidder Admonishment

This RFP contains the instructions governing the requirements for a firm quotation to be submitted by interested Bidders, the format in which proposal information is to be submitted and the material to be included therein, the requirements that must be met to be eligible for consideration and the Bidder’s responsibilities before and after installation.

This procurement will follow a multi-step approach designed to increase the likelihood that Final Proposals will be received without defects and will be responsive to the needs of the DPR. This will help: (1) each Bidder clearly understand the State’s requirements before attempting to develop their final solution; (2) the State clearly understand what each Bidder intends to propose before those proposals are finalized; and (3) provide an opportunity for both the State and the Bidder to discuss weaknesses or potentially unacceptable elements of the Bidder’s proposal availing the Bidder of the opportunity to modify its proposal to correct such problems.

Specific information regarding such steps is found in SECTION II: Rules Governing Competition and the RFP sections on Proposal Format and Content (SECTION VIII) and Evaluation and Selection (SECTION IX).

IF A BIDDER EXPECTS TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN THIS RFP, THE BIDDER MUST TAKE THE RESPONSIBILITY TO:

CAREFULLY READ THE ENTIRE RFP;

IF CLARIFICATION IS NECESSARY, ASK APPROPRIATE QUESTIONS IN A TIMELY MANNER;

REVIEW MATERIAL IN THE BIDDER’S LIBRARY (Make arrangements for access through the DGS contact, as specified in SECTION I.E: Procurement Official);

SUBMIT ALL REQUIRED RESPONSES, COMPLETE TO THE BEST OF THEIR ABILITY, BY THE REQUIRED DATES AND TIMES;

MAKE SURE THAT ALL PROCEDURES AND REQUIREMENTS OF THE RFP ARE ACCURATELY FOLLOWED AND APPROPRIATELY ADDRESSED; AND,

CAREFULLY REREAD THE ENTIRE RFP BEFORE SUBMITTING A PROPOSAL.

I.C.  Availability

The equipment and/or software proposed to meet the requirements of this RFP must be installed at all State locations and fully operational on or before the End Date of the Rollout Period specified in the DPR-approved Project Schedule which is submitted by the successful Bidder after Contract Award.

I.D.  Questions Regarding the RFP

All communication and questions concerning this RFP shall be directed the DGS Procurement Official listed in SECTION I.E: Procurement Official. The DGS Procurement Official will, in turn, provide the questions to the DPR Project Manager to coordinate a written response. All Bidders who have submitted a Letter of Intent to Propose will be notified of the questions and the respective responses without divulging the source of the question.

I.E.  Procurement Official

All communication and questions concerning this RFP shall be directed to the DGS Procurement Official listed below. All correspondence, including questions, Proposals, and requests for confidential discussions, shall be directed to this DGS Procurement Official:

Dennis Link, Procurement Manager

Department of General Services

Procurement Division

707 Third Street, MS 2-209

West Sacramento, CA 95605

Telephone: (916) 375-4503

Email:

I.F.  Bidder’s Library

The Bidder’s Library contains reference materials and other documents supporting this RFP. All potential Bidders are encouraged to review the information in the Bidder’s Library. The Bidder’s Library can be accessed via the Internet at:

www.parks.ca.gov/pstm

Because some of the Bidder’s Library materials contain confidential information, a login and password are required to access this area. To obtain a login and password, potential Bidders must submit a request to the Procurement Official listed in SECTION I.E: Procurement Official using Form A3: Bidder’s Library Access Request. Form A3 is available in APPENDIX A.

Note that items in the Bidder’s Library may be updated from time to time. Therefore, it is the Bidder's responsibility to regularly check the Bidder's Library for updates. The State is not required to issue an Addendum to the RFP in order to update items in the Bidder’s Library.

Any questions concerning the Bidder’s Library or web site should be directed to the Procurement Official listed in SECTION I.E: Procurement Official.

I.G.  Key Action Dates

The table below outlines the schedule for important action dates and times. Changes to any of these dates prior to Final Proposal submission will be accommodated only through a State-issued Addendum to this RFP. The Bidder will have five (5) State business days after issuance of an Addendum to request clarification or protest changes to any RFP requirements that were materially affected by the Addendum. All dates subsequent to the Final Proposal submission date are approximate and may be adjusted, as conditions dictate, without Addendum to the RFP.

Table 1. Key Action Dates

Description / Estimated Completion Date /
Release of the RFP / October 9, 2008
Last Day to Submit Letter of Intent to Propose (Form A1) and Signed Confidentiality Statement (Form A2)[1] / October 20, 2008
Last Day to Submit Questions for Clarification prior to Submission of Draft Proposals / October 24, 2008
Last Day to Request a Change in Requirements and Last Day to Request a Change to Contract Language / December 3, 2008
Last Day to Protest the RFP Requirements / January 6, 2009
Draft Proposal Due
by 3:00 p.m. Pacific Standard Time (PST) to the Procurement Official listed in SECTION I.E / February 18, 2009
Confidential Discussions[2] / March 5, 2009 –
March 11, 2009
Final Proposals Due
by 3:00 p.m. PST to the Procurement Official listed in SECTION I.E / April May 201, 2009
Sealed Cost Openings / Julyne 812, 2009
Notification of Intent to Award / July August 613, 2009
Last Day to Protest Selection
by 5:00 p.m. Pacific Daylight Time (PDT)
to the Protest Coordinator listed in SECTION II.E.1 / July August 104, 2009
Contract Award
Note: The Award date is subject to control agency approvals. Contract Award will be made only after all required approvals have been obtained. / August September 25, 2009

I.H.  Intention to Propose

Bidders that want to participate in the RFP steps must submit a Letter of Intent to Propose on this procurement in accordance with SECTION II.B.6: Supplier’s Intention to Submit a Proposal, to receive additional information. Only those Bidders that have submitted Form A1: Letter of Intent to Propose (available in APPENDIX A) acknowledging interest in this RFP will continue to receive additional correspondence throughout this procurement. The Form A1: Letter of Intent to Propose must be received by the Procurement Official listed in SECTION I.E: Procurement Official by the date and time specified in SECTION I.G: Key Action Dates.