Request for ProposalFor

Wilson County 911 TN

Recording System ReplacementRFP Number: RS201801

09/07/2018

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a sealed bid proposal for the purchase of a new E9-1-1 Recording Systems in Wilson County, Tennessee

1.0 Procurement and Contracting Office

PROCUREMENT INFORMATIONRPF Number:RS201801

RFP Title:A Multi-Media Recording System

Proposal Due Date and Time:

Oct. 15, 2018

12:00 Noon, Central Time

Number of Pages:41

Procurement Officer: Issue Date:

Karen Moore, DirectorPhone: (615) 3104546Email: kmoore@wilson911.org

INSTRUCTIONS TO VENDORSSubmit Proposal to:Wilson County 9-1-1

Label Envelope/Package:RFP Title/Number: RS201801 Multi-Media Recording SystemSpecial Instructions:None

VENDOR INFORMATION(Fill in the information fields below and return this form with RFP response)

Vendor Name/Address:

DUNS NUMBER:

Authorized Vendor Signatory:

(Please print name and sign in ink)

Vendor Phone Number: Vendor Fax Number:

Vendor Federal I.D. Number: Vendor Email Address:

Total number of proposal pages:

2.0 Calendar of Events

DATE EVENT2.1 09/07/18……………Date of issue of the RFP

2.2 09/21/18…......……. Last day for submitting written inquiries

2.3 09/28/18……………E-Mail responses to vendor questions

2.4 10/15/18……………Bid Proposals due from vendors 12:00 Noon

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3.0 Project Description

3.1 The Wilson County Emergency Communications, hereafter referred to as Wilson County 911, is seeking a qualified and experienced vendor to install and maintain a new Multi-Media Recording System, hereafter referred to as the “system”.

3.2 This system will be used to record all 9-1-1 calls and select administrative calls in Wilson County, TN.

3.3 The system will support a Multi-Media Recorder located at the following location:

3.3.1 Primary PSAP/Host SiteWilson County E9111611 W Main StLebanon, TN 37087

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4.0 Definitions The following definitions are used throughout the RFP:

4.1 ALIAutomatic Location Identification

4.2 ANI Automatic Number Identification

4.3 District The Wilson County Emergency Communications District

4.4 IRRInstant Recall Recorder

4.5 Primary PSAP/Host site Wilson County E9111611 W Main StLebanon, TN 370874.6 User PSAP coordinator, PSAP user and/or Wilson County 9-1-1 staff

4.7 Vendor A firm submitting a bid in response to this RFP

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5.0 This section is blank

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6.0 Proposal Instructions

6.1 General Instructions

6.1.1 Vendors must submit one signed, printed original and one electronic (USB drive) copy of all materials required for acceptance of their bid proposal on or before 2:00pm Central Time on the date listed on the Calendar of Events for “Bid Proposals due from vendors” to the RFP point of contact.

6.1.2 Vendors must submit one signed, printed original of any Addenda issued with this RFP on or before 2:00pm Central Time on the date listed on the Calendar of Events for “Bid Proposals due from vendors” to the RFP point of contact.

6.1.3 The original copy of the bid proposal shall be submitted on 8.5 by 11-inch paper. The electronic copy shall be sent on USB drive and shall include one copy in Microsoft Word format and one copy in Adobe Acrobat PDF format.

6.1.4 All bid proposal packages shall be clearly marked with the title of the RFP followed by “Request for Proposal” followed by the name of the vendor, their complete address, telephone number and the name of the contact person displayed on the outside. The bid proposal package must be sealed.

6.1.5 Bid proposals may be withdrawn, modified and resubmitted by the vendor prior to the bid due date.

6.1.6 Any questions concerning this RFP must be submitted in writing by mail, fax or e-mail on or before 4:00pm Central Time on the date listed on the Calendar of Events for “Last day for submitting written inquiries” to the procurement point of contact. A written response will be sent to all such requests.

6.1.7 If clarifications to this RFP are required, it will be done in the form of an Addendum.

6.1.8 Any Addenda issued to the RFP will be sent electronically to the e-mail address listed on the Pre-Bid sign in sheet for each vendor. It is the vendor’s responsibility to verify with the RFP point of contact if any Addenda have been issued.

6.1.9 All sealed bids will be opened at a Wilson County 9-1-1 Board Meeting. Vendors and the general public are invited to attend the opening. No decision will be made as to the award of the RFP at that time.

6.1.10 Bid proposals not received by the stated date and time will not be considered and will be returned to the vendor.

6.1.11 Unsealed bid proposals will not be considered and will be returned to the vendor.

6.1.12 Faxed bid proposals will not be considered and will be returned to the vendor.

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6.1.13 Unsigned bid proposals will be considered non-responsive.

6.1.14 Unsigned Addenda, if any, will be considered non-responsive.

6.2 Formatting Instructions

6.2.1 Vendors are urged to use this document as the basis for all responses. An Adobe Acrobat PDF version and Microsoft Word version of this document is available upon request.

6.2.2 Bids must be organized with the following headings. Each heading should be separated by tabs or otherwise clearly marked. Bids shall be organized and presented in the order as specified below.

6.2.2.1 Introduction

6.2.2.2 Company history

6.2.2.3 Description of staff/support personnel

6.2.2.4 RFP Response (include this entire document as a template)

6.3 Response Instructions

6.3.1 Each numbered section in the RFP must be answered by the vendor with one of the following responses or the bid will be considered non-responsive:

6.3.1.1 Understood – Response to a numbered item in the RFP that does not require an answer to a requirement.

6.3.1.2 Comply – The proposed system meets this requirement completely as it currently exists.

6.3.1.3 Complies with Alternative – The proposed system meets this requirement through an alternative solution. The alternative solution must be fully explained.

6.3.1.4 Complies with Exception – The proposed system meets only part of this requirement. The exception must be fully explained.

6.3.1.5 Does not Comply – The proposed system does not comply with this requirement.

6.4 Reasonable Accommodation

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Wilson County 911 will provide reasonable accommodations, including the provision of informational material in limited alternative formats, for qualified individuals with disabilities upon request. If you need accommodations at a bid opening/vendor conference, contact the procurement point of contact.

6.5 On-Site VisitIt is strongly advised that all vendors make a site visit during the time period between the release of this RFP and final date for written questions to review the existing equipment for technical compatibility. All site visits must be coordinated through the RFP point of contact.

6.6 Proprietary InformationWilson County 911 is subject to the statutes relating to public records. Materials shall be submitted in confidence and shall remain confidential and are exempt from disclosure to the extent allowed by law and in accordance with the Trade Secret Affidavit required to be submitted by the Vendor.All such requests will be evaluated by Wilson County 911. Should a legal challenge arise regarding a specific vendor’s request for confidentiality, it shall be the vendor’s responsibility to defend such challenges. Wilson County 911 reserves the right to disclose part of or all of the information determined not to meet the exemptions of the appropriate statutes.

6.7 Obligation to PurchaseWilson County 911 incurs no obligation to award this contract by extending this RFP. Wilson County 911 is also not liable for any cost incurred by vendors in replying to this RFP. Any vendor choosing to keep information confidential or requesting such shall be solely liable for any responsibility to defend such confidentiality should a legal question arise and shall hold Wilson County 911 harmless from such responsibility or liability arising regarding any specific vendor’s request for confidentiality.

6.8 PatentsIf a vendor’s solution violates or could violate any United States patents you must outline these in your response. Wilson County 911 shall not be held responsible should the successful vendor’s solution infringe on any existing and awarded patents from other companies and/or entities. Legal costs and liability are transferred to the selected vendor for the diligence of such actions.

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7.0 Bid Evaluation ProcessThe evaluation and selection of a vendor will be based on the information submitted in the vendor’s bid plus recommendations by references and any requested on-site visits or oral presentations.

7.1 General Requirements EvaluationThe bids will be reviewed by the Technical Committee to determine how well each vendor’s bid compares to the stated General Requirements. This committee may include administrative, legal and financial representatives as selected by Wilson County 911. Wilson County 911 may request further clarification from individual vendors in the event of incomplete or missing information. Vendors shall respond in writing to any requests for clarification. In the event that all vendors do not meet one or more of the General Requirements, Wilson County 911 reserves the right to continue the evaluation of the bids and may select the bid which most closely meets the requirements specified in this RFP. Failure to meet any of the General Requirements may result in the bid being considered non-responsive.

7.2 Technical Requirements EvaluationBids will be reviewed by the Technical Committee to determine how well each vendor’s bid compares to the stated Technical Requirements. The committee may include administrative, dispatch and technical representatives as selected by Wilson County 911. Wilson County 911 may request further clarification from individual vendors in the event of incomplete or missing information. Vendors shall respond in writing to any requests for clarification. The committee may verify references, request oral presentations conduct on-site visits and use the results of these actions in preparing a recommendation. In the event that all vendors do not meet one or more of the Technical Requirements, Wilson County 911 reserves the right to continue the evaluation of the bids and may select the bid which most closely meets the requirements specified in this RFP.

7.3 Pricing EvaluationBids will have the Pricing Document reviewed by the Technical Committee for completeness and accuracy. This committee may include administrative and financial representatives as selected by Wilson County 911. Failure to use the Pricing Document may result in the bid being considered non-responsive.

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8.0 Award Process and Contract Negotiation

8.2 The award is expected to be granted to the best fit vendor taking into considering the qualities of the solution proposed to be supplied, the solution’s conformity with specifications, the purposes for which required, the terms of delivery, transportation charges and the dates of delivery.

8.3 Wilson County 911 may accept the bid proposal that is, in the sole judgment of Wilson County 911, best fit, even though it may not be the lowest priced bid.

8.4 Wilson County 911 reserves the right to reject any/or all bid proposals.

8.5 Wilson County 911 may deem a bid proposal non-responsive that is incomplete.

8.6 Wilson County 911 may deem a bid proposal non-responsive that does not demonstrate the vendor's ability to provide the required services.

8.7 Wilson County 911 reserves the right to waive minor irregularities in bid proposals received.

8.8 Wilson County 911 reserves the right to purchase more or less of each item or service at the unit price offered in the vendor’s bid proposal unless the vendor specifically and explicitly limits the response in this regard.

8.9 If at any time after the award has been made the best fit bidder notifies Wilson County 911 in writing that the bidder will no longer comply with the terms of the award to provide the goods or services to Wilson County 911 under the terms and conditions of the original award, or Wilson County 911 documents that the best fit bidder defaults under the terms of the original award, Wilson County 911 may terminate the award to the defaulting bidder and make an award to the second best fit bidder for the remainder of the award period without rebidding, provided the award to the second best fit bidder is in all respects made under the terms and conditions contained in the original bid specifications and is for the same or a lower price than the bid originally submitted to Wilson County 911 by the second best fit bidder.

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9.0 General Requirements

9.1 Qualifications and Experience

9.1.1 The vendor submitting the proposal shall be a manufacturer, distributor or reseller of NENA-compliant E9-1-1 Recording Systems and associated products being proposed.

9.1.2 The vendor submitting the proposal shall have the overall capability to provide the services described within this RFP proven through manufacturer agreements, technical certifications, qualified engineering, installation and maintenance resource capacity and capability, past similar installations, and current customer references.

9.1.3 The vendor submitting the proposal shall have a distribution network capable of providing access to adequate spare parts, materials and testing equipment needed to maintain system within the response time specified in this RFP.

9.1.4 The vendor submitting the proposal shall have a successful history in providing E9-1-1 recording equipment, services and support to similar governmental entities.

9.1.5 The vendor submitting the proposal shall be able to show installed, working E9-1-1 Recording Systems in the field of the same design to be proposed.

9.1.6 The vendor submitting the proposal shall have experience working with E9-1-1 agencies.

9.1.7 The vendor submitting the proposal shall be licensed to do business in the State of Tennessee.

9.2 Business History

9.2.1 The vendor submitting the proposal shall describe their business history that demonstrates the ability to provide engineering, installation and maintenance services through the life of the contract. The vendor should provide at least three references of the proposed system installed within the past 24 months in the state of Tennessee.

9.3 Manufacturer/Integrator Design Confirmation

9.3.1 The manufacturer/integrator of the system shall confirm that the proposed system design and configuration, as proposed in this document, has been reviewed and approved in writing by the manufacturer/integrator’s engineering and post-sale software/hardware support groups.

9.4 Vendor References

9.4.1 The vendor submitting the proposal shall include in their response a list of at least three organizations, including points of contact (name, address, telephone number

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and email address), which can be used as references for systems installed by the vendor (not the manufacturer/integrator) of similar design to the system described in this RFP installed within the past 24 months in the state of Tennessee.

9.4.2 These organizations will be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team. Incorrect contact information will invalidate the reference.

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10.0 This Page is Blank

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11.0 Proposed System Information

11.1 The vendor shall provide one (1) recorder at the Wilson County E9-1-1 Center that will record analog/VoIP audio sources as well as a solution for our backup location. This unit shall have the following minimum recording configuration:

11.1.1 Records up to 30 channels of mixed phone and radio audio.

11.1.2 SIP/Analog recording of State of Tennessee Call Handling Solution WEST Power E9-1-1 phone system. Seven (7) Trunks

11.1.3 SIP recording of Administrative phone system for eight (8) devices

11.1.4 Provides an IRR Playback client for eight (8) workstations.

11.1.5 Provide five (5) Supervisor playback clients.

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12.0 Technical Requirements – Primary PSAP/Host Site Recorder

12.1 Recorder Hardware

12.1.1 The recorder used shall be a commercially available workstation/server. The Intelligent Workstation shall be equipped with all necessary audio and video interface equipment. Wilson County 911 will provide a KVM connection for keyboard, mouse and monitor.

12.1.2 The system shall not use proprietary hardware. Wilson County 911 will not accept recording systems that use proprietary Hardware

12.1.3 The system shall not use a Linux based software.

12.1.4 The recorder shall be configured with dual hot swappable power supplies. Please provide the total power requirement for the recorder and the heat generated in BTU/Hr.

12.1.5 The system shall be equipped with a minimum RAID 5 Hot Swap drive array with a hot spare drive installed in the server, capable of storing at least six (36) months of recordings internally. The recorder shall also archive all multi-media recordings to one (1) external network storage array provided by Wilson County 911.

12.1.6 The system shall at a minimum support at least four (4) independent 10/100/1000MB Base-T interfaces for future Ethernet packet capture and/or NENA I3 Session Recording Protocol (SIPREC) streams.

12.1.7 The recorder shall be rack mountable in a standard 19” rack mount cabinet. Please provide the dimensions of the recorder and the number of rack spaces needed for the unit.

12.2 Software Operating SystemPlease state the operating system used by the recorder. The Recording system should not use any proprietary software

12.3 Virus Protection

12.3.1 All Windows based machines in the proposed solution shall have anti-virus protection software installed and functioning. Please list the manufacturer and version.

12.3.2 Please describe the update interval and process for updating the anti-virus software.

12.3.3 Wilson County 911 will consider on a separate quote Virus Protection and updates for other systems

12.4 Recorder design

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12.4.1 The system architecture shall be based on a server - client design where all calls for each location are maintained on a central multi-media recorder located at that facility.

12.4.2 All multi-media sources shall be recorded in a continuous fashion to the internal storage drives of the recorder. Please provide a detailed explanation of the recording capabilities of the proposed system.

12.4.3 The recorder shall be capable of functioning as a stand-alone unit for recording, archiving, searching and playback.

12.4.4 Access from clients for playback of recorded calls shall be over an Ethernet connection.

12.4.5 The proposed system shall automatically restart and return to a normal operating mode upon power restoration after a loss of power. There shall be no user intervention required.

12.4.6 Recorder InputsThe proposed system shall be capable of recording from the following input sources on a per channel basis with the hardware configuration that is to be delivered. Please describe these in detail along with any other recording inputs that are supported.

12.4.6.1 Analog 2 wire FXO telephone circuits

12.4.6.2 Analog 2 wire FXS telephone circuits

12.4.7 Record ActivationThe proposed system shall be capable of recognizing record activation by the following methods on a per channel basis with the hardware configuration that is to be delivered. Please describe these in detail along with any other activation methods.

12.4.7.1 VOX

12.4.7.2 Contact Closure

12.4.7.3 Remote activation

12.4.7.4 Continuous

12.4.7.5 Hook-state detection

12.4.7.6 Voltage detection

12.4.8 Record TerminationThe proposed system shall be capable of recognizing record termination by the following methods on a per channel basis with the hardware configuration that is to be

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delivered. Please describe these in detail along with any other record termination methods.

12.4.8.1 Silence

12.4.8.2 Hook-state detection

12.4.8.3 Contact Closure

12.4.8.4 Voltage detection

12.4.9 The system shall provide for channel naming.

12.4.10 The system shall display which channels are recording, ready to record or selected for live monitor through a channel status display.

12.4.11 The system shall display the recording space left on the internal archive media in use.

12.4.12 The system shall support an automatic gain control (AGC) function for Playback to provide leveling of near end and far end audio. The AGC function shall be selectable on a per channel basis.

12.4.13 The system shall prevent call deletion from the call record database.

12.4.14 The system shall be equipped to derive legally traceable time from a District supplied external Network Time Protocol (NTP) clock source (Spectracom© NetClock) in order to ensure consistency of time stamps added to event records and reports from all PSAP equipment.

12.4.15

12.5 Agency Supervisor Playback and Recording12.5.1 The system shall provide for simultaneous search, retrieval, playback and export of recorded multi-media source material by an agency supervisor from the recorder at the Primary PSAP/Host site and from the recorder at the Backup PSAP/Host site based on permissions granted to that supervisor. The vendor shall provide this capability with an application or via a web browser. Please describe this process in detail.

12.5.1.1 The system shall export any recorded multi-media source material in the appropriate industry standard file format to a removable media device or via e-mail attachment. Please describe in detail the file formats supported for various multi-media source material.

12.5.4 The system shall provide for search, retrieval, playback and export of recorded multi-media source material while continuing to record at both recorders.

12.5.5 Call searches shall be initiated by multiple user selectable views or keys. The search criteria shall include at least:

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Time/DateDTMF telephone numberCaller ID telephone numberCalls between certain times Calls between certain datesCalls in the past relative to current timeChannel name

12.5.6 The system shall allow the supervisor to use wildcard characters to search for recordings. Please describe this process in detail.

12.5.7 The system shall allow the supervisor to tag/flag and add notation to any multi-media recording. Annotations must be supported without altering the original multi-media file. Users should be able to search by tag/flag. Please describe this process in detail.

12.5.7.1 The system shall have color coded icons for easy tagging and annotation

12.5.8 The system shall allow the supervisor to monitor live traffic. Please describe this process in detail. Please describe this process in detail.

12.5.9 The system shall provide a mechanism to create redacted recordings of stored multi-media source information. Redactions must be supported without altering the original multi-media file. Redaction should include: Silence, tone and obfuscation. Please describe this process in detail.

12.5.10 The vendor shall describe the limits, if any, on the number of simultaneous playback sessions.

12.5.11 The vendor shall describe the limits, if any, on the total number of channels that can be played back simultaneously.

12.5.12 The system shall provide playback controls for at least the following features:PlayFast forwardFast rewindPauseStop

12.5.13 The system shall provide the capability to skip forward to the next message or skip back to the previous message.

12.5.14 The system shall provide User Name/Password security down to the channel level. Only those functions accessible to the user, as defined by the assigned security level will be available to the user at log on. Please describe this process in detail.

12.5.15 The system shall capture the DTMF digits on all 9-1-1 trunk recordings.

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12.5.16 The system shall capture the ANI/ALI information on all 9-1-1 trunk recordings.

12.5.17 The system shall capture the dialed DTMF digits on all outbound administrative calls.

12.5.18 The system shall capture the Caller ID information on all inbound administrative calls.

12.5.19 Scenario reconstruction of recordings on different channels must be supported with the option to mix unlimited channels as well as the option to mute some or all of the channels selected.12.5.20 Voice playback must support simultaneous multi-channel playback with the option to ignore or play audio silent periods between recordings. This must be displayed in a graphical format.

12.5.21 The playback must contain an interactive wave form display such that the user, can click anywhere on the waveform graph and jump to that point in the voice recording.

12.5.22 The waveform display must show silent periods as well as active communication periods.

12.5.23 The system shall be capable of loop replay. During replay of the last message, it must be possible to select a passage within the message using markers and to have that passage automatically loop back and repeat the passage.

12.5.24 The system shall be capable of controlling the speed of replay. The pitch shall be corrected as the rate is changed.

12.5.25 The system shall include Automatic Gain Control (AGC)

12.5.26 The system shall be capable to produce a minimum of reports for number of calls and average durations for: Quality Assurance, call type, agent, position, day, week, month. The user shall have the ability to build such reports with customizable graphics bars, pies etc. and have also the ability to export them to Excel. Please describe this process in detail

12.5.27 The system shall include a Quality Assurance (QA) module for Agent performance evaluations. Such module should be on the same screen for ease of use and transfer all the call data information to the evaluation form. The QA module should include the NENA and APCO forms. Please describe this process in detail.

12.6 Instant Recording and Recall

12.6.1 The system shall provide an application or web browser Instant Recall feature that will allow a user at a workstation to simultaneously listen to channels from the recorder at the Primary PSAP/Host site and the recorder at the Backup PSAP/Host site in a real-time fashion with appropriate permissions.

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12.6.2 The system must provide auto-refresh for the Instant Recall feature.

12.6.3 The system shall provide playback controls for at least the following features:PlayFast forwardFast rewindPauseStop

12.6.4 The Instant Recall feature shall be capable of loop replay. During replay of the last message, it must be possible to select a passage within the message using markers and to have that passage automatically loop back and repeat the passage.

12.6.5 The Instant Recall feature shall be capable of controlling the speed of replay. The pitch shall be corrected as the rate is changed.

12.6.6 The Instant Recall feature shall display a list of recordings upon start up. It must be possible to pick any message within the list and have the application automatically start playing that recording.

12.6.7 The Instant Recall Application shall be configurable to select a group of channels (consisting of one (1) or more channels) or all channels for the replay of last message for each position. These channels must be based on the user permissions of the operator.

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14.0 System Administration

14.1 The system shall provide for a mechanism to allow a system administrator to maintain core system functions. Please describe this mechanism in detail.

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15.0 Monitoring and Alarms

15.1 The system must be capable of self-monitoring vital processes and sending alarms in the event of an alarm condition. The vendor shall state the name of the monitoring tool used.

15.2 The system must notify the vendor, the local system administrator and/or local maintenance personnel upon detection of an alarm via e-mail and/or SMS and give a brief description of the alarm condition.

15.3 There shall be a minimum of two (2) categories of alarms (non-critical, critical) depending upon the criticality of the event. Please state if the system supports more alarm conditions.

15.4 Critical alarms are critical system failures that render parts of the system unusable or significantly reduce system operability and are considered to be operationally unacceptable by Wilson County 911, such as: System down, channel not recording.

15.5 Non-critical alarms are minor system failures that minimally reduce system operability or have little or no effect on system operability and usability and are considered to be operationally acceptable by Wilson County 911.

15.6 The system shall allow the administrator to configure notification thresholds and allow for specific alarm types to be sent to email accounts based on severity or time of day.

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17.0 Installation

17.1 The vendor and District shall agree upon a proposed delivery timeline prior to the start of system installation.

17.2 The vendor shall be responsible for all aspects of the installation of the system.

17.3 The vendor is responsible for installing all equipment and new cabling required for the proposed system to include all necessary cable extenders.

17.4 The vendor shall install removable Velcro straps for all cable bundles and rack cable management. Plastic tie wraps shall not be used.

17.5 The vendor and District shall agree upon the number of CAT6 cables to be installed at each recorder.

17.6 Any additional cables that the vendor may need to complete the recorder installation shall be provided by the vendor.

17.7 The vendor shall identify all cables on both end with permanent labels.

17.8 The vendor shall be responsible for installing the Amphenol 66 recorder blocks at the Primary PSAP/Host site and making all cross connections necessary.

17.9 The vendor shall be responsible for connecting all 1FB administrative telephone circuits and 9-1-1 circuits to the recording system at the Primary PSAP/Host site.

17.10 The vendor shall be responsible for the removal of existing recorder equipment and cable that is abandoned in the facility as a result of the system installation.

17.11 The vendor shall be responsible for any damage done to the facilities as a direct result of the removal of the existing telephone equipment and cable.

17.12 Wilson County 911 will be responsible for the disposal of all abandoned equipment and cabling.

17.13 System grounding must comply with industry standards and good engineering practices. The vendor shall provide a comprehensive grounding review prior to system installation and notify the 9-1-1 Director of any deficiencies found. The 9-1-1 Director and vendor shall then agree upon a remediation plan for any deficiencies and Wilson County 911 will be responsible for correcting any deficiencies.

17.14 The system must operate from standard 115V, 60 Hz, single-phase power. The vendor shall state the power requirements for the recorders.

17.15 The successful vendor will procure, receive, build out and stage the entire system as outlined in the final, negotiated contract process prior to installation at the PSAPs.

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17.16 The equipment purchased in this RFP shall be delivered to its proper location and installed by the vendor without additional cost or expense and at the convenience and direction of Wilson County 911.

17.17 All work shall comply with the applicable national, state and local codes and regulations.

17.18 The vendor is responsible for securing all required licenses and permits for any work performed in connection with this RFP.

17.19 The vendor shall explain in what areas that they may hire subcontractors and who and what work the specified subcontractors will perform.

17.20 Wilson County 911 reserves the right to reject any subcontractors. If this should occur, the vendor may submit an alternative that is acceptable to Wilson County 911. Should a subcontractor fail to provide a reasonable level of service, the vendor must resolve this failure at its expense.

17.21 The vendor shall be responsible for any damage to existing systems or structures during the installation of the system.

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18.0 Training

18.1 The vendor shall include in its bid a training curriculum for users, administrators and District training instructors. The training curriculum shall include instruction on all aspects of the Intelligent Workstations, core host equipment and management information systems.

18.2 Training materials for users, administrators and training instructors shall be approved by Wilson County 911 prior to the delivery of any training.

18.3 The training schedule and location shall be approved by Wilson County 911 prior to training classes beginning.

18.4 The training schedule shall consist of a sufficient number of days for user training to allow for shift rotation, and a sufficient number of days for system administrator and reporting training.

18.5 There will be at least thirty (30) users and four (6) system administrators that will participate in training to use the system.

18.6 There should be a minimum of 4 training sessions in a twelve-month period beginning after the installation of the system.

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19.0 System Testing and Acceptance

19.1 Wilson County 911 shall create a written testing and acceptance plan after award of the contract based on the equipment selected and present it to the vendor.

19.2 Wilson County 911 will not accept the system until all items on the acceptance test plan are met to the satisfaction of Wilson County 911.

19.3 Wilson County 911 shall not be deemed to have accepted any component or piece of equipment until such time, as said equipment has been installed, tested and is operating in accordance with the specifications contained herein.

19.4 Wilson County 911 shall not be deemed to have accepted the system until as-built drawings are delivered.

19.5 The vendor shall certify in writing to Wilson County 911 when the system is installed and ready for testing.

19.6 The following failure priority levels are defined for use during the Systems Acceptance Testing process:

19.6.1 Critical failures are system failures that render the system unusable or significantly reduce system operability and are considered to be operationally unacceptable by Wilson County 911.

19.6.2 Non-critical failures are system failures or open punch list items that minimally reduce system operability or have little or no effect on system operability and usability and are considered to be operationally acceptable only during the acceptance testing phase by Wilson County 911.

19.7 Final acceptance testing is expected to commence immediately upon system cut over and proceed for thirty (30) consecutive Critical failure free days. If a critical failure occurs during the System Acceptance Testing period, the process will be stopped, and the failure(s) must be expediently fixed to Wilson County 911's satisfaction. During this period of interruption, the system must continue to operate with the greatest degree of reliability possible given the respective failure(s). The System Acceptance Testing period of thirty (30) consecutive critical failure free days will restart the day after repairs are affected, at District's sole discretion.

19.8 Testing must include a measurable testing process for each functional and technical aspect of the specifications listed in the vendor's bid, and system performance measurements based on the telephone activity to date in District's PSAPs.

19.9 In measuring acceptance, system failures resulting from external causes, including but not limited to acts of God, fire, or District supplied hardware, software or connectivity failure, will be excluded from the acceptance testing.

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20.0 Warranty

20.1 System Warranty periods for all hardware and software shall begin upon final acceptance of the system and shall run for a minimum period of twelve (12) months. Please state any warranties that exceed the required twelve (12) month minimum.

20.2 Pricing for system warranty for the initial twelve (12) month period shall be included in the base price.

20.3 The vendor shall include extended warranties for all servers necessary to provide five years of Next Business Day service from the manufacturer in the base price.

20.4 A complete listing of all warranties including systems and equipment, detailing what is included and what is not included shall be included.

20.5 This System Warranty requirement shall take precedence over any conflict in the vendor’s warranty agreement.

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21.0 Maintenance

21.1 The system maintenance period for all hardware, software and on-site maintenance shall begin upon final acceptance of the entire system and shall run for a period of twelve (12) months.

21.2 Pricing for system maintenance for the initial twelve (12) month period shall be included in the base price.

21.3 This system maintenance requirement shall take precedence over any conflict in the vendor’s maintenance agreement.

21.4 System Software/Firmware, Operating System and Security upgrades, patches, and virus protection updates shall be included in the vendor’s maintenance agreement.

21.5 The vendor shall be responsible for the installation of any upgrades, patches and updates.

21.6 Minimal system downtime shall be acceptable for upgrades, patches and updates.

21.7 Vendor shall guarantee the availability of service assistance, repairs, and spare parts for a minimum of five (5) years after system acceptance.

21.8 Technical and maintenance support shall be available by phone 7x24x365.

21.9 Technical and maintenance on-site support must be available with a response time, on site, of no more than two (2) hours for critical failures and four (4) hours for non-critical failure. This shall be available 7x24x365.

21.10 A minimum of one (1) Directly employed, trained and certified technicians must be based within the two (2) hour response time area and two (2) directly employed, trained and certified technicians must be based within the four (4) hour response time area be capable of Tier 1 support, troubleshooting and maintenance of the system. Please describe the Tier 1 and Tier 2 response system that will be put in place in detail.

21.11 The three vendor technicians that are based in the response area must be trained and certified prior to acceptance of the system. Please describe the level of training that each technician will receive before deployment.

21.12 Wilson County 911 will provide internet access to be used for remote access and maintenance by the vendor (if requested) at the Primary PSAP/Host site and Backup PSAP/Host site.

21.13 The vendor shall be responsible for all equipment required for the remote access and maintenance connection. This connection will be for the exclusive use of the vendor.

21.14 The vendor shall include quarterly on-site visits to perform preventive maintenance to include an agreed upon checklist of items.

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21.15 The vendor shall be responsible for all contact with Tier 2 or higher manufacturer support personnel.

21.16 The vendor shall provide image rescue disks to Wilson County 911 for both recorders.

21.17 Wilson County 911 will not accept third party technicians for security purposes. All service technicians have to be directly employed by the manufacturer or third-party vendor

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22.0 Documentation

22.1 The vendor shall provide two complete sets of as-built drawings submitted in Microsoft Visio or equivalent format detailing the recorder components and connections, to include network connectivity.

22.2 The vendor shall label all network switch ports in the devices with descriptions that reflect the device that is connected to the port.

22.3 Provide documentation for the installation, operation and maintenance for each component of the system. This documentation shall include user manuals, maintenance manuals, parts list, of the equipment necessary for the continued and proper preventative maintenance and repair as well as contacts, RMA Forms and passwords.

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23.0 System Options

23.1 CAD Screen Capture23.2.1 The vendor shall provide a price to capture CAD screen video from ten (10) CAD workstations and store it for retrieval, replay and export. Please describe this process in detail.

23.2 Quality Assurance

23.3.1 The vendor shall provide a price to provide a Quality Assurance feature which will allow an agency supervisor to preset a group of criteria for the system to randomly select recordings to be reviewed for quality assurance purposes. Please describe this process in detail.

23.3.2 The Quality Assurance application needs to be part of the recording software and displayed on the same screen to improve efficiency.

23.3.3 The Quality Assurance application needs to automatically show the current score as the evaluation is taking place.

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24.0 Pricing Instructions

24.1 Please fill out the Pricing Document in section 25.0 as your official price. Vendors are encouraged to also provide a more detailed table of your own design showing all costs for hardware, software, installation, training, shipping, program direction, services and the first 12 month’s support and maintenance. Please break out costs for each of the above items.

24.2 DO NOT ADD ANY ITEMS TO THE BASE SYSTEM PRICING THAT ARE NOT EXPLICITLY CALLED FOR IN THIS RFP.

24.3 If the addition of extra hardware or software, in the vendor’s opinion, would significantly add to the reliability or robustness of the proposed system the vendor is required to add the cost of that as a new numbered line item in the options pricing of section of 25.0.

24.4 Prices shall remain valid for at least 120 days after the RFP due date.

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25.0 Pricing Document

25.1 Primary PSAP/Host site

25.1.1 Multi-Media Recorder hardware/software ______________

25.1.2 Installation/Training ______________

25.1.3 First year software license/maintenance/call center ______________

25.1.4 First year on – site support ______________

25.2 Total base price ______________

25.3 Options

25.3.1 CAD Screen Capture ______________

25.3.2 Voice Analytics ______________

25.3.3 Quality Assurance ______________

25.4 Extended Maintenance

25.4.1 Year 2 Software license/maintenance/call center ______________

25.4.2 Year 2 On-site support ______________

25.4.3 Year 3 Software license/maintenance/call center ______________

25.4.4 Year 3 On-site support ______________

25.4.5 Year 4 Software license/maintenance/call center ______________

25.4.6 Year 4 On-site support ______________

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25.4.7 Year 5 Software license/maintenance/call center ______________

25.4.8 Year 5 On-site support ______________

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APPENDIX A: NON-COLLUSIVE AFFIDAVITState of Tennessee )

County of Wilson )

FORM OF NON-COLLUSIVE AFFIDAVIT

_____________________________________________, being first duly sworn, deposes and says: That he is

_______________________________________________________________________________(an owner, partner or officer of the firm, etc.)

the party making the forgoing Bid; that such Bid is genuine and not collusive or a sham; that said Bidder has not colluded, conspired, connived or agreed, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person to fix the bid price of affiant or of any other bidder, or to fix an overhead profit or cost element of said bid price, or that of any other bidder, or to secure any advantage against Wilson County Emergency Communication District or any person interested in the bid Contract, and that all statements in said Bid are true.

_________________________________________Signature of Affiant

_________________________________________Printed Name of Signer

I, the undersigned Notary Public, in and for said County and State, hereby certify that ______________ whose name is signed to the foregoing Affidavit, and who is known to me, acknowledged before me on this date that, being informed of the contents of the above and foregoing affidavit, he/she as an officer of __________ (business entity) and with full authority, executed the same voluntarily for and as the act of said company on the day the same bears date.

Given under my hand and official seal of office this ____ day of ____________ , 2018.

________________________________________Notary Public

APPENDIX B: TAXPAYER IDENTIFICATION NUMBER FORM37

Wilson COUNTY COMMUNICATION DISTRICTREQUEST FOR TAXPAYER IDENTIFICATION NUMBER

INSTRUCTIONS: In order to receive payment by the State of Tennessee, a correct tax identification number, name and address must be on our files. To ensure that accurate tax information is reported on Form 1099 for federal income tax purposes, please:

1. In PART 1 below provide your Tax Identification Number and check FEIN or SSN. Also provide the name and address to which payments should be sent. In addition, provide the name of the legal signatory authority for your organization (the individual authorized in your Constitution and/or By-laws to legally obligate the organization, for example, sign a contract on behalf of the organization).

2. Circle the business designation that identifies your type of trade or business in PART 2. 3. Sign and return this form as part of the response to RFP.

PART 1 - TAXPAYER IDENTIFICATION NUMBER, NAME AND ADDRESS.

IDENTIFICATION NUMBER: ___________________________________________

Check One _______Federal Employer Identification Number (FEIN)_______Social Security Number (SSN)

NAME OF ORGANIZATION: ______________________________ PHONE:____________________

LEGAL BUSINESS ADDRESS: ___________________________________________

FAX: ___________________________ EMAIL: ________________________

NAME & TITLE OF LEGAL SIGNATORY AUTHORITY:_____________________________

PART 2 - BUSINESS DESIGNATION, Circle the designation that identifies your type of trade or business.

1 - CORPORATION, PROFESSIONAL ASSOCIATION OR PROFESSIONAL CORPORATION (A Corporation formed under the laws of any state within the United States)

2 - NOT FOR PROFIT CORPORATION (Section 501 (c)(3))3 - PARTNERSHIP, JOINT VENTURE, ESTATE OR TRUST 4 - SOLE PROPRIETORSHIP OR SELF-EMPLOYED (Identification number be Social Security Number) 5 - NONCORPORATE RENTAL AGENT 6 - GOVERNMENTAL ENTITY (City, County, State or U.S. Government) 7 - FOREIGN CORPORATION OR FOREIGN NATIONAL OR OTHER FOREIGN ENTITY

(A Corporation or other foreign entity formed under the laws of a country other than the United States or anindividual temporarily in the United States who pays taxes as a citizen of a country other than the United States)

NOTE: Failure to complete and return this form may subject you to back withholding in the amount of 20% of future payments pursuant to Section 3406, Internal Revenue Code.

UNDER PENALTIES OF PERJURY, I DECLARE THAT I HAVE EXAMINED THIS REQUEST AND TO THE BEST OF MY KNOWLEDGE AND BELIEF, IT IS TRUE, CORRECT AND COMPLETE.

____________________________________ _______________ ( )____________________ SIGNATURE DATE TELEPHONE

(If different from above)____________________________________

TITLE PLEASE INCLUDE FEDERAL IDENTIFICATION NUMBER ON ALL INVOICES

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