Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Public Safety Technology Program
Request for Proposal No. 09WCP817 for
CAD, MDCS/AVL, LERMS/FBR and
FRMS Data Consolidation
Williamson County Public Safety Technology Project
1
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
TABLE OF CONTENTS
1.
1.1
1.2
1.3
2.
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
2.19
2.20
2.21
2.22
2.23
2.24
2.25
2.26
2.27
2.28
2.29
2.30
2.31
2.32
INTRODUCTION........................................................................................................... 17
Scope of Systems / Services Covered ..................................................................................... 17
FRMS Data Consolidation Dependency ................................................................................. 18
Longevity / Durability of Purchased Systems......................................................................... 18
TERMS AND CONDITIONS / RESPONSE PROCEDURES ................................... 19
Intent ......................................................................................................................................... 19
Definitions ................................................................................................................................ 19
Mandatory Pre-Proposal Conference ...................................................................................... 19
Optional Site Visits................................................................................................................... 20
Vendor Registration Required ................................................................................................. 20
Complete System to Be Described .......................................................................................... 20
Currently Deployed Systems ................................................................................................... 21
Explanations or Clarifications.................................................................................................. 21
Contract Period - Renewal ....................................................................................................... 21
Contract Payment and Retainage............................................................................................. 22
Single Point of Contact / Prime Contractor............................................................................. 22
Upgrades and Substitutions...................................................................................................... 22
Vendor Guarantee..................................................................................................................... 22
Liquidated Damages Requirement .......................................................................................... 23
Taxes ......................................................................................................................................... 23
Brand Names ............................................................................................................................ 23
Delivery..................................................................................................................................... 23
F.O.B. Destination .................................................................................................................... 23
Commercial Packaging ............................................................................................................ 24
Order of Precedence ................................................................................................................. 24
Warranty ................................................................................................................................... 24
Prices ......................................................................................................................................... 24
Signature ................................................................................................................................... 24
Subcontractor Approval ........................................................................................................... 24
Indemnity .................................................................................................................................. 25
Liability and Property Damage Insurance............................................................................... 25
Right to Reject .......................................................................................................................... 27
Clarification .............................................................................................................................. 27
Withdrawal of Proposal ........................................................................................................... 27
Approval of Information Release ............................................................................................ 28
Termination............................................................................................................................... 28
Independent Contractor ............................................................................................................ 28
Williamson County Public Safety Technology Project
2
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2.33
2.34
2.35
2.36
2.37
2.38
2.39
2.40
2.41
2.42
2.43
2.44
2.45
2.46
Exceptions................................................................................................................................. 28
Software Escrow Requirement ................................................................................................ 28
Proposal Preparation Costs ...................................................................................................... 29
Proposal Format........................................................................................................................ 29
Proposal Evaluation Criteria .................................................................................................... 31
RFP Minimum Criteria Responses.......................................................................................... 32
Submission Requirements/Guidance....................................................................................... 33
Proposal Submission Point ...................................................................................................... 34
Proposal Submission Order ..................................................................................................... 34
Proposal Evaluation.................................................................................................................. 35
RFP Evaluation Results ........................................................................................................... 35
Project Timeline ....................................................................................................................... 35
Miscellaneous ........................................................................................................................... 37
Conflict of Interest .................................................................................................................... 38
3.
RECENT ACCOMPLISHMENTS ............................................................................... 40
3.1
Completed and In Progress Initiatives..................................................................................... 40
3.2
Predicate Project Activities ...................................................................................................... 41
4.
PROJECT OBJECTIVES.............................................................................................. 43
4.1
Key Project Characteristics ...................................................................................................... 43
4.1.1 Build A Strong Integrated Foundation ................................................................................ 44
4.1.2 High Degree of Integration .................................................................................................. 44
4.1.3 Direct User Input and Access to Information ..................................................................... 44
4.1.4 Reduction / Elimination of Redundant Data....................................................................... 44
4.1.5 High Degree of Mobile Access ........................................................................................... 44
4.1.6 End-User Confidence and Acceptance ............................................................................... 44
4.2
Executive Commitment ........................................................................................................... 45
4.3
Project Funding......................................................................................................................... 45
5.
EXISTING INFORMATION TECHNOLOGY ENVIRONMENT .......................... 46
5.1
Existing Williamson County Technology Systems ................................................................ 46
5.2
High Level Technical Environment ........................................................................................ 57
5.2.1 Desktop Environment .......................................................................................................... 57
5.2.2 LAN / WAN Environment .................................................................................................. 58
5.2.3 Remote Facilities Connectivity ........................................................................................... 58
5.2.4 Public Safety Facilities Connectivity .................................................................................. 58
5.2.5 Operating Systems / Standards ............................................................................................ 59
5.2.6 Hardware Standards ............................................................................................................. 59
5.2.7 Switched / Routed Network................................................................................................. 59
5.2.8 Network Diagram................................................................................................................. 59
5.2.9 Data File Structures .............................................................................................................. 60
5.2.10 Geo-File Database ................................................................................................................ 60
5.3
Public Safety Systems and Williamson County ..................................................................... 61
5.4
Common Williamson County Public Safety Technology Touch Points ............................... 62
5.5
Regional Police / Law Enforcement Stakeholder Systems .................................................... 63
5.6
Regional Fire Stakeholder Systems ......................................................................................... 63
Williamson County Public Safety Technology Project
3
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
5.7
County Emergency Medical Services (EMS) System............................................................ 64
5.8
Community Fire Department RMS Systems .......................................................................... 64
5.9
Williamson County Court Systems and Databases ................................................................ 64
5.10 Information Sharing / Exchange Among Regional Stakeholder Systems............................. 64
5.10.1 Existing CAD System Architecture .................................................................................... 66
5.10.2 Existing RMS System Architecture .................................................................................... 66
5.10.3 E911 Communications Center Position Equipment........................................................... 66
6.
INFORMATION TECHNOLOGY STANDARDS / SYSTEM REQUIREMENTS 68
6.1
General ...................................................................................................................................... 68
6.2
General Preferences.................................................................................................................. 69
6.3
Williamson County Technology Touch Point Matrix ............................................................ 69
6.4
Information Sharing Among Regional Public Safety Partners .............................................. 70
6.5
Vendor Networking Requirements.......................................................................................... 72
6.6
System-wide Time Synchronization ....................................................................................... 72
6.7
Integrated / Interconnected Modules ....................................................................................... 73
6.8
GIS Data Model Source ........................................................................................................... 73
6.9
Relational Database Structure .................................................................................................. 73
6.10 Agency Designated Mandatory Fields .................................................................................... 73
6.11 Multiple Level Field Support ................................................................................................... 73
6.12 Code Table Maintenance ......................................................................................................... 73
6.13 On Line Help Module .............................................................................................................. 73
6.14 Database Query Support .......................................................................................................... 73
6.15 System Administration............................................................................................................. 74
6.16 Operations Administration ....................................................................................................... 74
6.17 Systems Order of Implementation ........................................................................................... 74
6.18 Vendor Support ........................................................................................................................ 74
6.19 Peer Support.............................................................................................................................. 74
6.20 Module Level Security ............................................................................................................. 74
6.21 Documentation ......................................................................................................................... 75
6.22 Databases .................................................................................................................................. 75
6.23 Servers....................................................................................................................................... 75
6.24 System Redundancy/Failover .................................................................................................. 75
6.25 Back-Up Architecture / Process............................................................................................... 76
6.26 User PCs and Workstations ..................................................................................................... 76
6.27 Network Infrastructure ............................................................................................................. 76
6.28 Separate Domains ..................................................................................................................... 76
6.29 Integrated Windows Authentication........................................................................................ 77
6.30 Consolidated Recording ........................................................................................................... 77
6.31 Mobile Data System Capacity ................................................................................................. 77
6.32 Mobile Data File Updates ........................................................................................................ 77
6.33 Remote Sessions of CAD and Law Enforcement RMS......................................................... 77
6.34 System Administration / Configuration .................................................................................. 77
6.35 GIS Export ................................................................................................................................ 78
6.36 Custom Reporting Engine........................................................................................................ 78
Williamson County Public Safety Technology Project
4
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
6.37
6.38
6.39
6.40
6.41
6.42
6.43
6.44
6.45
6.46
6.47
6.48
6.49
6.50
6.51
6.52
6.53
6.54
6.55
6.56
6.57
7.
7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10
7.11
7.12
7.13
7.14
7.15
7.16
7.17
7.18
7.19
7.20
7.21
7.22
AVL Features ........................................................................................................................... 78
CAD Features ........................................................................................................................... 78
Mobile Data Features ............................................................................................................... 79
General Map Features and Functionality ................................................................................ 80
GIS Address and Street Data ................................................................................................... 81
Williamson County GIS Data Layers...................................................................................... 81
Aerial Photography................................................................................................................... 82
Map Tools ................................................................................................................................. 82
Map Units ................................................................................................................................. 83
X/Y Data Display and Query................................................................................................... 83
Map Markups and Overlays..................................................................................................... 83
Web Services ............................................................................................................................ 84
Location Finding / Geo-coding................................................................................................ 84
GIS-Based Routing .................................................................................................................. 84
GIS Data Updating ................................................................................................................... 84
Non Geo-Verified Addresses................................................................................................... 85
Overlapping Response Areas................................................................................................... 85
Geography-based Selection and Reporting ............................................................................. 85
Street Block Ranges ................................................................................................................. 85
Road-Naming Conventions ..................................................................................................... 85
Law Enforcement RMS Address Map .................................................................................... 85
COMPUTER AIDED DISPATCH (CAD) FUNCTIONAL REQUIREMENTS...... 86
General Requirements .............................................................................................................. 86
Currently Deployed System ..................................................................................................... 86
Call Taker / Dispatcher Configuration .................................................................................... 86
User Access Levels .................................................................................................................. 86
Multi-Agency Configuration ................................................................................................... 86
Multi-Agency Event Routing .................................................................................................. 86
Support Multiple Windows...................................................................................................... 86
Table Driven Characteristics.................................................................................................... 87
Utility Program Library............................................................................................................ 87
User Selected Printing .............................................................................................................. 87
Back-Up Configuration ............................................................................................................ 87
Programmable Function Keys ................................................................................................. 87
Command Line Mode .............................................................................................................. 87
Menu / Drop-Down Box Support ............................................................................................ 88
Individual and Group Messaging ............................................................................................ 88
User Training Module .............................................................................................................. 88
On Line Database ..................................................................................................................... 88
Catch Up / Contingency Support ............................................................................................. 88
TLETS / NLETS Access.......................................................................................................... 88
Multi-Query Support from Single Transaction ....................................................................... 88
Automatic Logging / Retrieval ................................................................................................ 89
System Limitations................................................................................................................... 89
Williamson County Public Safety Technology Project
5
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
7.23
7.24
7.25
7.26
7.27
7.28
7.29
7.30
7.31
7.32
7.33
7.34
7.35
7.36
7.37
7.38
7.39
7.40
7.41
7.42
7.43
7.44
7.45
7.46
7.47
7.48
7.49
7.50
7.51
7.52
7.53
7.54
7.55
7.56
7.57
7.58
7.59
7.60
7.61
7.62
7.63
7.64
7.65
7.66
Log on / Log Off Control ......................................................................................................... 89
Exchange Users / Operators ..................................................................................................... 89
Default Configuration .............................................................................................................. 89
User Configuration ................................................................................................................... 89
Multiple Monitor Support ........................................................................................................ 90
Call Taking Functions .............................................................................................................. 90
Incident Creation ...................................................................................................................... 90
E9-1-1 Interface ........................................................................................................................ 91
Location Validation / Geofile Lookups ................................................................................... 91
User Defined Search Radius .................................................................................................... 92
Generate Call for Service from TMD...................................................................................... 92
Commonplace Names .............................................................................................................. 92
Alias Street Names ................................................................................................................... 93
Intersections .............................................................................................................................. 93
Mile Markers & Other Freeway / Highway Location Information ....................................... 93
Phase I and Phase II Data From Wireless / Cellular E9-1-1 Calls ......................................... 93
Alarm Database ........................................................................................................................ 93
Advisory Information ............................................................................................................... 93
Standard Operating Procedures (SOPs) .................................................................................. 94
Emergency Protocols ............................................................................................................... 94
Hazardous Locations ................................................................................................................ 95
Urgent Incidents ....................................................................................................................... 95
All Hands Notification ............................................................................................................. 95
Interruption of Incident Intake for More Urgent Incidents..................................................... 95
Incident Routing ....................................................................................................................... 96
Enhanced Incident Routing ...................................................................................................... 96
Override Incident Routing ....................................................................................................... 96
Event Driven Supervisor Notification ..................................................................................... 96
Incident Priority ........................................................................................................................ 96
Duplicate Event Detection ....................................................................................................... 96
Adding Information (Open Events)......................................................................................... 97
Adding Information (Closed Events) ...................................................................................... 97
Transfer to Other Agency / Discipline (Internal) .................................................................... 97
Non-Dispatched “Advised” Incidents ..................................................................................... 97
Alternate Service Delivery....................................................................................................... 98
E911 Database / GIS Error Report .......................................................................................... 98
General Information Files ........................................................................................................ 98
Field Unit Configuration / Staffing.......................................................................................... 98
Field Resource Numbering ...................................................................................................... 99
Field Resource Capability ........................................................................................................ 99
Field Resource Staffing ............................................................................................................ 99
Shift Log On ............................................................................................................................. 99
Manual Unit Log On ................................................................................................................ 99
Dispatch Functions ................................................................................................................. 100
Williamson County Public Safety Technology Project
6
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
7.67
7.68
7.69
7.70
7.71
7.72
7.73
7.74
7.75
7.76
7.77
7.78
7.79
7.80
7.81
7.82
7.83
7.84
7.85
7.86
7.87
7.88
7.89
7.90
7.91
7.92
7.93
7.94
7.95
7.96
7.97
7.98
7.99
7.100
7.101
7.102
7.103
7.104
7.105
7.106
7.107
7.108
7.109
7.110
Multiple Windows Support....................................................................................................100
Dispatch Screen ...................................................................................................................... 100
Selecting Pending Incidents ................................................................................................... 100
Available Units Window........................................................................................................101
Active Units Window............................................................................................................. 101
Pending Calls Window........................................................................................................... 101
Location Advisory Information ............................................................................................. 101
Location Advisory Alert ........................................................................................................101
Prior Call For Service History ............................................................................................... 102
Duplicate Event Detection .....................................................................................................102
Emergency Location Contacts ............................................................................................... 102
Location Details / Images....................................................................................................... 102
Incident Type Advisory or Procedural Information ............................................................. 103
Unit Recommendation ........................................................................................................... 103
Responder Skill Sets............................................................................................................... 104
Dispatching Units ................................................................................................................... 104
Interface to MDCS ................................................................................................................. 105
Preempting Units .................................................................................................................... 105
Incident and Unit Status Maintenance................................................................................... 106
Unit Status Indicators ............................................................................................................. 106
Incident Command System (ICS).......................................................................................... 106
Incident Command System (ICS) Icon ................................................................................. 106
Recorded Times...................................................................................................................... 106
Common Time Synch Device ............................................................................................... 107
Dedicated Responsibility ....................................................................................................... 107
Unit Status / Activity Timers .................................................................................................107
Unit Status / Activity Timers – Secondary Check-Backs .................................................... 107
Unit Status / Activity Timers – Fire and ICS Events............................................................ 108
Updating Unit Status .............................................................................................................. 108
Updating Incidents ................................................................................................................. 108
Viewing / Reviewing Incidents ............................................................................................. 109
Adding Responding Resources.............................................................................................. 109
Preview Fire Alarm Levels ....................................................................................................109
Displaying Multi-Discipline Resource Response .................................................................109
Exchanging Units ................................................................................................................... 109
Incident Completion ............................................................................................................... 110
Incident Numbers ................................................................................................................... 110
Multiple Incident Number Support ....................................................................................... 110
Transfer Event Information to LERMS ................................................................................ 110
Closed Incident Processing ....................................................................................................111
Active Resource / Unit Status ................................................................................................ 111
Active Resource / Dual Display ............................................................................................ 111
Changing Duty Roster and Shift Changes ............................................................................ 112
Staff Scheduling Module ....................................................................................................... 112
Williamson County Public Safety Technology Project
7
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
7.111 Resource Information ............................................................................................................. 112
7.112 Incident History ...................................................................................................................... 112
7.113 Unit History ............................................................................................................................ 113
7.114 Field Initiated Events.............................................................................................................. 113
7.115 Database Inquiries .................................................................................................................. 113
7.116 Registered Owner Want/Warrant Check............................................................................... 114
7.117 Field Initiated Location Validation........................................................................................ 114
7.118 Automatic Dispatcher Notification........................................................................................ 114
7.119 Transferring Units .................................................................................................................. 114
7.120 Transferring Incidents - Internal ............................................................................................ 114
7.121 Transferring Dispatch Position Responsibilities ................................................................... 114
7.122 Merging Multiple Dispatch Positions.................................................................................... 114
7.123 Unit Relocation / Move-up Model ........................................................................................ 115
7.124 Unite Recommendations / Dispatch Requirements .............................................................. 115
7.125 Communications Supervision ................................................................................................ 115
7.126 Tactical Map Display (TMD) ................................................................................................ 116
7.127 Spatial Analysis ...................................................................................................................... 116
7.128 Boundaries .............................................................................................................................. 117
7.129 Boundary Layers .................................................................................................................... 117
7.130 Point Locations ....................................................................................................................... 117
7.131 Landmarks .............................................................................................................................. 117
7.132 Line Layers ............................................................................................................................. 117
7.133 Icons / Symbols ...................................................................................................................... 117
7.133.1 Units and stations ........................................................................................................... 117
7.133.2 Incidents / Events ........................................................................................................... 118
7.133.3 Resource Clustering....................................................................................................... 118
7.133.4 Incident Clustering......................................................................................................... 118
7.134 System Status Management (SSM)....................................................................................... 118
7.135 Management Information System (MIS) and Reporting ..................................................... 118
7.136 Standardized MIS Reports .....................................................................................................119
7.137 Performance Measures ........................................................................................................... 119
7.138 Automated Activity Cards .....................................................................................................121
7.139 Extra Patrols............................................................................................................................ 122
7.140 Transaction Log ...................................................................................................................... 122
7.141 Screen Printing ....................................................................................................................... 122
7.142 Tow / Wrecker Rotation List .................................................................................................122
7.143 EMS/Ambulance Rotation List ............................................................................................. 123
7.144 Towed / Impounded Vehicle Log.......................................................................................... 123
7.144.1 Tows at Officer’s Request ............................................................................................. 123
7.144.2 Tows Performed by Others (Repossession) .................................................................124
7.144.3 Retrieval of Tow Information ....................................................................................... 124
7.145 Geofile Requirements............................................................................................................. 124
7.146 Contact Management Database ............................................................................................. 125
7.147 CAD Interface to Telephone System..................................................................................... 126
Williamson County Public Safety Technology Project
8
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
7.148 Transaction Loading............................................................................................................... 126
7.149 Jumbo-Tron / Video-Wall Display Systems ......................................................................... 127
7.150 Mobile Command Post ..........................................................................................................127
7.151 Field Tactical Command Post Support.................................................................................. 127
7.152 Administrative Position / Terminal ....................................................................................... 127
7.153 User Training Lab .................................................................................................................. 127
7.154 Live versus Training Configuration ...................................................................................... 127
7.155 Controlled Access................................................................................................................... 128
8.
MOBILE DATA COMMUNICATIONS SYSTEM (MDCS) FUNCTIONAL
REQUIREMENTS.................................................................................................................... 129
8.1
Currently Deployed System ................................................................................................... 129
8.2
Support Business Unit Processes ........................................................................................... 129
8.3
Law Enforcement ................................................................................................................... 130
8.3.1 Unique Environment..........................................................................................................130
8.3.2 Field Independence Support .............................................................................................. 130
8.3.3 Integrated Activity Support ............................................................................................... 130
8.3.4 24 X 7 Access to Information............................................................................................ 131
8.4
Emergency Medical Services ................................................................................................ 131
8.4.1 Unique Environment..........................................................................................................131
8.5
Precinct Constable Office ......................................................................................................132
8.6
Fire Department ...................................................................................................................... 133
8.6.1 Unique Environment..........................................................................................................133
8.6.2 First Responder Safety ....................................................................................................... 134
8.7
MDCS Application Software Functions ............................................................................... 135
8.8
Functional Requirements ....................................................................................................... 135
8.9
Message Switch ...................................................................................................................... 137
8.10 Message Switch Interfaces .....................................................................................................137
8.11 Message Switch Redundancy ................................................................................................ 138
8.12 Message Switch Transaction Logging .................................................................................. 138
8.13 Screen Blanking...................................................................................................................... 138
8.14 Login ....................................................................................................................................... 138
8.15 Logoff......................................................................................................................................139
8.16 Scanning and Bar Coding ......................................................................................................139
8.17 Magnetic Strip Reader............................................................................................................ 139
8.18 Bar Code Scanning ................................................................................................................. 139
8.19 Digital Images......................................................................................................................... 139
8.20 Touch Screen Support ............................................................................................................ 139
8.21 Switching Between MDCS Applications.............................................................................. 140
8.22 Partial Report Completion .....................................................................................................140
8.23 Network Time Server Synchronization................................................................................. 140
8.24 Time Tracking Functions ....................................................................................................... 140
8.25 Shift Information .................................................................................................................... 141
8.26 Automated Individual "To Do" List ...................................................................................... 141
8.27 Supervisor Report Review .....................................................................................................141
Williamson County Public Safety Technology Project
9
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
8.28
8.29
8.30
8.31
8.32
8.33
8.34
8.35
8.36
8.37
8.38
8.39
8.40
8.41
8.42
8.43
8.44
8.45
8.46
8.47
8.48
8.49
8.50
8.51
8.52
8.53
8.54
8.55
8.56
8.57
8.58
8.59
8.60
8.61
8.62
8.63
8.64
8.65
8.66
8.67
8.68
8.69
8.70
8.71
Context Sensitive Help........................................................................................................... 141
Queries ....................................................................................................................................142
Vehicles................................................................................................................................... 142
Persons Query......................................................................................................................... 142
Articles Query......................................................................................................................... 143
Address Information............................................................................................................... 143
CAD System Queries ............................................................................................................. 144
External System / Database Access ....................................................................................... 144
Query Prioritization ................................................................................................................ 145
Messaging ............................................................................................................................... 145
Dispatching Functions............................................................................................................ 146
Silent Dispatch........................................................................................................................ 147
Self-Initiated Dispatch............................................................................................................ 147
MDC Command Line ............................................................................................................ 148
Unit Status Tracking............................................................................................................... 148
Law Enforcement / Precinct Constable Statuses ..................................................................148
Fire Statuses ............................................................................................................................ 149
EMS Statuses .......................................................................................................................... 150
Updating Emergency Event Records .................................................................................... 150
Field Research ........................................................................................................................ 150
Reference Document Searches .............................................................................................. 150
Travel Route Support ............................................................................................................. 151
Automatic Vehicle Location (AVL)...................................................................................... 151
Global Positioning Satellite (GPS) Location ........................................................................151
GEOfile Address Validation ..................................................................................................151
Required AVL Functions ....................................................................................................... 151
MDCS Tactical Map Display ................................................................................................ 151
Capture and Replay of AVL Information ............................................................................. 152
Quality Assurance / Professional Standards ......................................................................... 152
Activity and Time Card Report ............................................................................................. 152
Towed Vehicle / Vehicle Impound Subsystem ....................................................................153
Automatic UCR Report Coding ............................................................................................ 154
Incident Number Generation .................................................................................................154
Multiple Incident Numbers ....................................................................................................154
Accident / Traffic Management and Reporting ....................................................................154
Digital Imaging Capture......................................................................................................... 154
Field Interview Contact Subsystem ....................................................................................... 155
MDCS System Access to Fleet Inventory Management Subsystem ................................... 155
Personnel Skills / Specialized Training ................................................................................. 155
Criminal Intelligence Module ................................................................................................ 155
Word processing ..................................................................................................................... 156
Spreadsheet ............................................................................................................................. 156
Contact Management Database ............................................................................................. 156
Calendar / scheduling ............................................................................................................. 156
Williamson County Public Safety Technology Project
10
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
8.72
8.73
8.74
8.75
8.76
8.77
8.78
8.79
8.80
8.81
Calculator ................................................................................................................................ 156
Notes ....................................................................................................................................... 156
Email ....................................................................................................................................... 156
Intranet Access ....................................................................................................................... 157
MDCS Hardware Requirements............................................................................................ 157
Message Switch ...................................................................................................................... 157
Mobile Data Computer System (MDCS) Server ..................................................................157
Fixed Mount Installations ......................................................................................................158
Desired Software Update Capabilities .................................................................................. 158
Handheld Wireless Devices (HWD) - Option ......................................................................158
9.
LAW ENFORCEMENT RECORDS MANAGEMENT SYSTEM (LERMS)
FUNCTIONAL REQUIREMENTS ........................................................................................ 159
9.1
General Functional Requirements ......................................................................................... 159
9.2
Currently Deployed Systems .................................................................................................159
9.3
General LERMS Functions....................................................................................................160
9.4
Multi-Agency Configuration .................................................................................................161
9.5
Incident Number Generation .................................................................................................161
9.6
Multiple Incident Numbers ....................................................................................................161
9.7
User Security Credentials....................................................................................................... 161
9.8
Detailed Audit Trail................................................................................................................ 161
9.9
Extensive Use of Tables ......................................................................................................... 162
9.10 Agency Specified Codes ........................................................................................................162
9.11 System Administration........................................................................................................... 162
9.12 Extensive Search Capability ..................................................................................................162
9.13 Ad Hoc Data Collection Support ........................................................................................... 162
9.14 Automatic UCR Report Coding ............................................................................................ 163
9.15 Multi-Level Offense Categories ............................................................................................ 163
9.16 Link Events / Transactions.....................................................................................................163
9.17 Link Civil / Criminal Case to CFS Events ............................................................................ 163
9.18 Link Civil Case to Multiple Civil / Criminal Cases.............................................................. 163
9.19 GEOfile Address Validation ..................................................................................................163
9.20 Default and User Selected Report Routing / Distribution .................................................... 164
9.21 Support Business Unit Processes ........................................................................................... 164
9.22 WCSO Contact Management Database ................................................................................ 164
9.23 Workflow Management ......................................................................................................... 164
9.24 Data Cleansing: Legacy RMS System .................................................................................. 164
9.25 Data Cleansing: Standalone Databases ................................................................................. 164
9.26 LERMS Application Software Functions ............................................................................. 165
9.27 Data Maintenance ................................................................................................................... 165
9.28 Criminal Data Maintenance ................................................................................................... 165
9.29 Indexing Characteristics ......................................................................................................... 169
9.30 Management Information System ......................................................................................... 169
9.31 Report Generation .................................................................................................................. 170
9.32 Crime Stoppers Support ......................................................................................................... 170
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
9.33 Public Information Access .....................................................................................................171
9.34 Executive Briefing Document ............................................................................................... 171
9.35 COMMSTAT Support ........................................................................................................... 171
9.36 Administrative Reports ..........................................................................................................172
9.37 Activity and Time Card Report ............................................................................................. 172
9.38 Increased Patrol Requests Management................................................................................ 173
9.39 Report Production................................................................................................................... 173
9.40 Dissemination Tracking ......................................................................................................... 174
9.41 Exception Reports .................................................................................................................. 174
9.42 Ad Hoc Reports ...................................................................................................................... 174
9.43 Maps ........................................................................................................................................174
9.44 Map Types .............................................................................................................................. 174
9.44.1 Thematic Maps................................................................................................................... 175
9.44.2 Automatic pin maps ........................................................................................................... 175
9.44.3 Spatial data aggregation .....................................................................................................175
9.44.4 Trend analysis / forecasting ............................................................................................... 175
9.45 Narrative Information............................................................................................................. 175
9.46 Partial Report Completion .....................................................................................................175
9.47 Original versus Supplemental Information ........................................................................... 176
9.48 Missing Report Notification ..................................................................................................176
9.49 Expunge Order........................................................................................................................ 176
9.50 Integration of CAD with LERMS ......................................................................................... 176
9.51 Integration of Mobile Data from LERMS............................................................................. 177
9.52 Support for CAD Query Functions ....................................................................................... 177
9.53 Support for MDC Query Functions....................................................................................... 177
9.54 Person Checks ........................................................................................................................ 177
9.55 Property / Vehicle Checks......................................................................................................177
9.56 Location Checks ..................................................................................................................... 177
9.57 Master Name Index (MNI) Subsystem ................................................................................. 177
9.58 Master Location Index (MLI) Subsystem ............................................................................. 178
9.59 Master Property Index (MPI) Subsystem.............................................................................. 179
9.60 Master Vehicle Index (MVI) Subsystem .............................................................................. 179
9.61 Incident Record Transfer........................................................................................................180
9.62 Walk-In / Desk Officer Reports............................................................................................. 180
9.63 Alarm Database / False Alarm Billing Management ........................................................... 180
9.64 Towed Vehicle / Vehicle Impound Subsystem ....................................................................181
9.65 Primary LERMS Modules .....................................................................................................181
9.66 Police Incident Management and Reporting ......................................................................... 182
9.67 Field Based Reporting (FBR) Module .................................................................................. 183
9.68 Accident / Traffic Management and Reporting ....................................................................184
9.69 Accident / Traffic Statistical Analysis ................................................................................... 185
9.70 Gang Activity ......................................................................................................................... 185
9.71 Licensing, Permits, and Registrations (LP&R).....................................................................185
9.72 Traffic and Non-Traffic Citations.......................................................................................... 186
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
9.73 Electronic Ticket Writer......................................................................................................... 186
9.74 Demographic Profiling........................................................................................................... 186
9.75 Arrest and Booking Subsystem ............................................................................................. 186
9.76 Interface to Jail Management System ................................................................................... 186
9.77 Digital Imaging Subsystem....................................................................................................186
9.78 Automobile Impound Tracking ............................................................................................. 187
9.79 Criminal Investigations Case Management ..........................................................................187
9.80 Criminal Intelligence Module ................................................................................................ 188
9.81 Crime Analysis ....................................................................................................................... 189
9.82 Statistical Crime Analysis ......................................................................................................189
9.83 Visual Linkage Analysis Support .......................................................................................... 189
9.84 Field Interview Contact Subsystem ....................................................................................... 189
9.85 Computerized Criminal History and Identification (CCHI) ................................................ 190
9.86 Fleet Inventory Management .................................................................................................190
9.87 CAD System Access to Fleet Inventory Management Subsystem ......................................190
9.88 LEADS ONLINE Pawn Shop Data ...................................................................................... 191
9.89 Personnel Scheduling ............................................................................................................. 191
9.90 Personnel and Training ..........................................................................................................191
9.91 Inventory Subsystem .............................................................................................................. 192
9.92 CAD System Access to Personnel and Training Information.............................................. 193
9.93 BOLO and Person or Vehicle of Interest (P/VOI) Bulletins................................................ 193
9.94 Property and Evidence Subsystem ........................................................................................ 194
9.95 Property and Evidence Disposition Management ................................................................ 195
9.96 Criminal Wants and Warrants Subsystem ............................................................................ 196
9.97 Internal Affairs........................................................................................................................ 196
9.98 E-mail and Messaging Functionality..................................................................................... 196
9.99 Document Management ......................................................................................................... 197
10.
FIELD BASED REPORTING (FBR) MODULE FUNCTIONAL
REQUIREMENTS.................................................................................................................... 198
10.1 Overview.................................................................................................................................198
10.2 Field Based Reporting (FBR) Module .................................................................................. 198
10.3 Required Forms ...................................................................................................................... 199
10.4 Minimum FBR Functional Requirements............................................................................. 199
10.5 Optional FBR Functional Requirements ............................................................................... 200
10.6 Minimum Utilization Requirements...................................................................................... 200
10.7 Compliance with State and National Incident Based Reporting System............................. 201
10.8 Graphics Capabilities ............................................................................................................. 201
10.9 Report Ownership .................................................................................................................. 201
10.10 Report Printing ....................................................................................................................... 201
10.11 Leverage GPS / GIS Technology .......................................................................................... 202
11.
CIVIL RECORDS MANAGEMENT SYSTEM (C-RMS) MODULE
FUNCTIONAL REQUIREMENTS ........................................................................................ 203
11.1 General Requirements ............................................................................................................ 203
11.2 Currently Deployed System ................................................................................................... 203
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
11.3 C-RMS Access to LERMS Features / Functions..................................................................203
11.4 Integration with Other Public Safety Systems ......................................................................204
11.5 C-RMS Application Software Functions .............................................................................. 204
11.6 General C-RMS Functions.....................................................................................................204
11.6.1 User Security Credentials ..................................................................................................204
11.6.2 Detailed Audit Trail ........................................................................................................... 204
11.6.3 Extensive Use of Tables ....................................................................................................204
11.6.4 System Administration ......................................................................................................204
11.6.5 Extensive Search Capability .............................................................................................. 204
11.6.6 Ad Hoc Data Collection Support ...................................................................................... 205
11.6.7 Link Events / Transactions ................................................................................................ 205
11.6.8 Link Civil / Criminal Case to CFS Events........................................................................205
11.6.9 Link Civil Case to Multiple Civil / Criminal Cases ......................................................... 205
11.6.10 GEOfile Address Validation ......................................................................................... 205
11.6.11 Support Constable Office Business Unit Processes ..................................................... 205
11.6.12 Workflow Management ................................................................................................ 206
11.7 Import Data from Court Case Management Systems........................................................... 206
11.8 Civil Data Maintenance..........................................................................................................206
11.9 Management Information System ......................................................................................... 209
11.10 Report Generation .................................................................................................................. 209
11.10.1 Report Display / Printing............................................................................................... 209
11.10.2 Report Content Menu ....................................................................................................209
11.10.3 Public / Non-Public Case Information..........................................................................209
11.10.4 Command Mode Capabilities ....................................................................................... 209
11.10.5 Unique Reporting Capability ........................................................................................ 209
11.10.6 Distinct Report Personality / Characteristics ................................................................ 210
11.10.7 Report Data Available to Other Systems......................................................................210
11.10.8 Activity Tracking ........................................................................................................... 210
11.11 Administrative Reports ..........................................................................................................210
11.12 Activity and Time Card Report ............................................................................................. 210
11.13 Exception Reports .................................................................................................................. 211
11.14 Ad Hoc Reports ...................................................................................................................... 211
11.15 Event Analysis / Crime Analysis ........................................................................................... 211
11.16 Map Types .............................................................................................................................. 211
11.16.1 Thematic Maps .............................................................................................................. 212
11.16.2 Automatic pin maps....................................................................................................... 212
11.16.3 Spatial data aggregation.................................................................................................212
11.16.4 Trend analysis / forecasting........................................................................................... 212
11.17 Narrative Information............................................................................................................. 212
11.18 Integration of CAD / Mobile Data Communications with C-RMS .....................................212
11.19 CAD Interface......................................................................................................................... 212
11.20 Walk-In / Court Clerk Reports............................................................................................... 213
11.21 Support for Field Query Functions ........................................................................................ 213
11.21.1 Person Checks ................................................................................................................ 213
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
11.21.2 Company / Corporation Checks.................................................................................... 213
11.22 Cross Reference Capability....................................................................................................213
11.23 Business Unit Report Processing........................................................................................... 213
11.24 Seized Property....................................................................................................................... 213
11.25 E-mail and Messaging Functionality..................................................................................... 214
11.26 Interactive Voice Response (IVR) System Integration ........................................................ 214
12.
FIRE RECORDS MANAGEMENT SYSTEM (FRMS) DATA CONSOLIDATION .
......................................................................................................................................... 215
12.1 City / Community Fire Department RMS Systems .............................................................. 215
12.2 Independently Purchased and Operated ................................................................................ 215
12.3 Preferred Solution................................................................................................................... 216
12.4 Network Architecture ............................................................................................................. 216
13.
IMPLEMENTATION AND PAYMENT SCHEDULE ............................................ 217
13.1 Implementation ....................................................................................................................... 217
13.2 Time Constraints .................................................................................................................... 218
13.3 Proposed Payment Schedule ..................................................................................................218
13.4 Performance Driven Factors ..................................................................................................218
14.
TRAINING REQUIREMENTS .................................................................................. 219
14.1 General ....................................................................................................................................219
14.2 CAD, LERMS, FRMS, MDCS, FBR Training....................................................................219
14.3 System Operations.................................................................................................................. 220
14.4 Operational Training .............................................................................................................. 220
14.5 On-Site Dispatch Operator Training ..................................................................................... 220
14.6 Administrative On-Site Training ........................................................................................... 222
14.7 On-Site System User Training (Train-the-Trainer) .............................................................. 223
15.
ACCEPTANCE TESTING / CRITERIA ................................................................... 227
15.1 General ....................................................................................................................................227
15.2 Functional Acceptance Test ................................................................................................... 227
15.3 Throughput Acceptance Test .................................................................................................227
15.4 Acceptance Test Metrics ........................................................................................................227
15.5 Acceptance Test Failures ....................................................................................................... 228
15.6 Reliability Acceptance Test ................................................................................................... 229
15.7 Installation Drawings, Maintenance Manuals and Technical Area Plan ............................. 229
15.8 Documentation/Maintenance Technical Information ........................................................... 230
15.9 Technical Documentation Required as Part of Proposal Submission .................................231
16.
WARRANTY AND SYSTEM MAINTENANCE ...................................................... 232
16.1 General ....................................................................................................................................232
16.2 Warranty .................................................................................................................................232
16.3 Follow-On Maintenance After Warranty Period ..................................................................234
16.4 Hardware.................................................................................................................................234
16.5 Maintenance of Vendor/Contractor Furnished Software ..................................................... 234
16.6 Down Time Credits ................................................................................................................ 235
16.7 Response Time Credits ..........................................................................................................235
16.8 Continuation of Maintenance.................................................................................................236
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
16.9 Service Under Warranty......................................................................................................... 236
16.10 System Maintenance, Repair, and Service Facilities ............................................................ 236
16.11 System Availability ................................................................................................................ 237
16.12 Maintenance Manuals ............................................................................................................ 237
16.13 County Provided Maintenance .............................................................................................. 238
17.
SYSTEM PRICING ...................................................................................................... 240
17.1 General ....................................................................................................................................240
17.2 Pricing Format ........................................................................................................................ 240
17.3 CAD System Configuration Counts ...................................................................................... 241
17.4 MDCS/AVL System Configuration Counts ......................................................................... 241
17.5 LERMS System Configuration Counts ................................................................................. 242
17.6 FRMS System Configuration Counts.................................................................................... 242
17.7 ITS Testing/Development System Configuration Counts.................................................... 242
17.8 Sample Pricing Worksheet.....................................................................................................243
18.
APPENDIX A – Vendor Background/Qualifications ................................................ 245
19.
ATTACHMENT B: Vendor Certification Statement ............................................... 248
20.
ATTACHMENT C: GIS Data Model Review Statement ......................................... 249
23.
ATTACHMENT D: Williamson County Conflict of Interest
Statement ........... 250
21.
ATTACHMENT E: RFP Exceptions Worksheet ...................................................... 251
22.
ATTACHMENT F: Williamson County Technology Touch Point Matrix ............. 253
Document Version History
Version
Description
Authors
Date
12 JUN 2009
1.0
MASTER WORK COPY
First Draft Submitted
B. Weaver
Program Manager
2.0
FINAL
B. Weaver
Program Manager
Williamson County Public Safety Technology Project
23 JUN 2009
16
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
REQUEST FOR PROPOSAL for
CAD, MDCS/AVL, LERMS/FBR and
FRMS DATA CONSOLIDATION
1. INTRODUCTION
Williamson County, Texas (www.wilco.org) (hereafter referenced as County) is requesting sealed
proposals from qualified Vendors for integrated Computer Aided Dispatch, Law Enforcement
Records Management, and Mobile Data Communications systems for Law Enforcement, Fire,
Emergency Medical Services and Emergency Management. Additionally, the County also desires to
assimilate existing data in various stand-alone Fire Records Management Systems (FRMS) by
harvesting and collecting data resident in these systems to a common FRMS database. This Request
for Proposal (RFP) includes specific information to guide prospective vendors in the development of
their proposal for the various systems, equipment, infrastructure and associated services referenced
herein.
1.1
Scope of Systems / Services Covered
The County currently maintains several stand-alone, non-integrated systems to support a range of
public safety operations for Williamson County. A high-level description follows:
1. A stand-alone Computer Aided Dispatch (CAD) system (TSG1) for subscriber-based public
safety dispatch and command and control operations throughout Williamson County’s service
area with over 30 agencies supported.
2. A stand-alone Law Enforcement Records Management (TSG) system supports the business
processes of the Williamson County Sheriff Office (WCSO).
3. The WCSO also deploys a mobile computing solution, not mobile data, which allows VPN or
Citrix access to systems deployed at Headquarters (e.g., email, Internet, CAD view, email)
from the field.
4. The WCSO developed and maintains multiple stand-alone databases and / or proprietary
systems to collect law enforcement related information not supported in the existing legacy
LERMS (e.g., property / evidence, inventory, Internal Affairs, sex offender registration, etc).
5. Several variations of multiple stand-alone FRMS systems support various paid and volunteer
fire agencies throughout the County.
6. A common / stand-alone electronic patient care reporting (ePCR) system (emsCHARTS) is
used to collect patient care information for all County-wide emergency medical services.
7. A Jail Management System (JMS) is used to track information on persons arrested and
processed through the WCSO County Jail.
1
Tyler Technologies (formerly The Software Group – TSG)
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
8. A stand-alone paging system used to pass relevant event and / or circumstance information to
a range of Williamson County personnel.
Except for the ePCR and JMS systems, replacement systems are required for each of these
components, with integration and communication between and among the listed systems.
1.2
FRMS Data Consolidation Dependency
Purchase of the services related to the existing and stand-alone FRMSs described shall be contingent
on participation of the respective paid and / or volunteer fire departments in this data consolidation
effort. Williamson County will provide more clarity on this issue prior to executing a detailed scope
of work for this portion of the greater Williamson County Public Safety Technology Project.
1.3
Longevity / Durability of Purchased Systems
It is anticipated that these new systems shall meet both the current and long-term needs of Williamson
County’s public safety and emergency response agencies for at least ten (10) years without a major
upgrade.
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2. TERMS AND CONDITIONS / RESPONSE PROCEDURES
2.1
Intent
The Commissioners Court of Williamson County, Texas is requesting sealed proposals from qualified
public safety technology Vendors for integrated Computer Aided Dispatch (CAD), Law Enforcement
Records Management System with Field Based Reporting (LERMS/FBR), and Mobile Data
Communications System with Automatic Vehicle Location (MDCS/AVL) technology. In addition,
the County desires to consolidate fire records data in multiple stand-alone FRMS systems into a
centralized relational database. This Request for Proposal (RFP) includes specific information to
assist Vendors in the development of their proposal for the various public safety technology systems,
services and related components.
2.2
Definitions
In the interests of clarity, the following words used throughout this RFP have the meaning listed in the
table below:
Word
Shall
Should
Preferred
Desired
Ideally
Meaning / Impact
Indicative of a mandatory requirement, feature, function and / or standard.
Indicative of a “non-mandatory” requirement, feature, function and / or
standard.
Indicative of a preference by the County to implement a requirement,
feature, function and / or standard as listed, though the County is open to
other strategies
Indicative of a desire by the County to implement a requirement, feature,
function and / or standard
All things being equal, the requirement, feature, function and / or standard
listed would function as described, though the County is open to other
strategies to achieve the intended result / action
2.3
Mandatory Pre-Proposal Conference
An optional site tour and mandatory pre-proposal conference for Vendors is scheduled for
approximately three weeks after the issuance of this RFP. The date, time and location are listed
below. Submission of proposals in response to this RFP shall be conclusive evidence that the Vendor
has investigated and is familiar with the scope of services / systems requested, the County's existing
site facilities, and the existing operating environments.
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Pre-Proposal Conference Information:
DATE:
TIME:
LOCATION:
JULY 22, 2009
8:00 AM – 12:00 PM CT
WILLIAMSON COUNTY JURY CALL ROOM
405 MARTIN LUTHER KING
GEORGETOWN, TEXAS 78626
512/943-1100 (MAIN)
Free parking is available in the garage behind this building.
Follow the signs to the Jury Call Room entrance on 4th Street.
FAILURE TO ATTEND THE MANDATORY PRE-PROPOSAL CONFERENCE SHALL
RESULT IN REJECTION OF PROPOSAL.
2.4
Optional Site Visits
Williamson County will make available to vendors participating in the mandatory pre-proposal
conference the opportunity to view existing facilities and systems used by the County’s public safety
agencies to support operations. At minimum, vendors will have an opportunity to view the existing
legacy RMS system, the existing E911 Center, the existing mobile computing solution used by the
WCSO, and the existing Mobile Command Center. Other mobile assets / systems available for review
include emergency medical services, emergency management and hazardous materials response.
2.5
Vendor Registration Required
Vendors are required to register with the Williamson County Purchasing Department. There are
directions and a link provided on www.wilco-online.org/ebids by which vendors may register and
receive email notifications on this and other potential Williamson County bid/proposal opportunities.
Mr. Jonathan Harris may be contacted to assist a vendor in registering on the Williamson County
website. He can be reached at the telephone number and email address listed below.
Jonathan Harris, Assistant Director
Williamson County Purchasing Department
301 SE Inner Loop Annex - Suite 106
Georgetown, Texas 78626
joharris@wilco.org
FAX: (512) 943-1575
OFF: (512) 943-1692
2.6
Complete System to Be Described
Vendors shall describe all software components, hardware components (whether supplied by vendor
or County), services, and tasks required to implement a working, fully functional system, and clearly
state whether said components and services are to be furnished by the Vendor or not. Any and all
components required in making the system usable and fully operational and are not listed / described
in the vendor’s proposal documents, shall be provided at the Vendor’s expense. The price listed in the
Williamson County Public Safety Technology Project
20
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
proposal shall be the delivered price, including freight to and installation at the site(s) of work in
Williamson County. Submission of a proposal shall be conclusive evidence that the Vendor has
investigated and is satisfied as to the conditions to be encountered in performing the work.
2.7
Currently Deployed Systems
The County requires that Vendor’s proposed core public safety software (e.g., CAD, MDCS, LERMS
and AVL) submitted in response to this RFP shall be in production supporting public safety customers
of similar size and capacity as Williamson County for a minimum of twelve (12) months. Williamson
County has no desire to be a beta site for a vendor’s product. Vendors shall ensure that reference
account information provided in response to this RFP complies with this mandatory requirement.
2.8
Explanations or Clarifications
Inquiries regarding this RFP shall be addressed be addressed to:
Bill Weaver, Program Manager
Public Safety Technology Project
321 W. 8th Street
Georgetown, Texas 78626
(512) 943-3302
bweaver@wilco.org
bweaver@jefferson-usa.com
Please clearly mark all email related to this project in the subject line with RFP 09WCP817 PREPROPOSAL QUESTIONS.
Responses to written questions (correspondence and email) shall be made by way of addendum posted
to the WILCO web site and shall be available to all prospective Vendors who are registered with the
Williamson County Purchasing Department. The County will endeavor to post questions and
responses within 24-48 hours.
Only replies by formal written addenda (amendments) issued by the Williamson County Purchasing
Department for this project shall be binding. Oral and other interpretations or clarifications shall not
be binding on the County. Respondents are required to acknowledge all addenda (amendments) by
signing and returning such document either with the proposal or before the closing date. An
opportunity for vendor inquiries and responses shall be provided at the pre-proposal conference and
during a time period defined by the County. County employees working on this project shall be
available to answer questions during the pre-proposal conference.
After award, any changes beyond the scope of the contract shall be addressed by contract amendment.
2.9
Contract Period - Renewal
The contract resulting from this RFP shall commence with approval of the contract by the Williamson
County Commissioners Court, and end on a date certain consistent with the terms and conditions of
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
the contract. The contract may be extended, if requested by the County, with approval of the Vendor,
but only after the County shall have ratified and confirmed the same. The renewal of the contract
shall be only with the intent and purpose of exercising the County’s options for software maintenance
and/or upgrades, and options proposed in the Vendor’s original proposal documents. The termination
of any contract resulting from this RFP shall not cause or imply termination of the other agreements
made pursuant to this RFP.
2.10
Contract Payment and Retainage
The contract between the vendor/contractor and the County shall be prepared under the direction of
the Williamson County Purchasing Department, and shall incorporate all applicable provisions. A
firm fixed price or not-to-exceed contract is contemplated, with progress payments linked to
deliverables as mutually determined by the parties. In addition, the County shall require the contractor
to agree to a retainage amount of ten (10) percent of each invoice and / or payment milestone linked to
scopes of work, contracted deliverables and / or project milestones. Such accumulated retainage shall
be held by the County and paid to the contractor on successful completion of the contract, its phases
and associated scopes of work linked to each phase, less any assessed fees (as may be appropriate).
2.11
Single Point of Contact / Prime Contractor
The successful Vendor whose solution best meets the public safety needs of Williamson County shall
execute a contract for services defined within an agreed scope of work. In so doing, the Vendor shall
be the single point of contact (SPOC) during the contract period for any and all issues related to
hardware, software and services provided, including that provided by Vendor’s subcontractors and
business partners, This includes fielding, triaging and responding to trouble calls involving hardware,
software, performance, routine and emergency maintenance, dispatching technical support teams etc
as stipulated in the scope of work.
2.12
Upgrades and Substitutions
During the contract period, if any of the optional equipment or software named in the contract is
replaced in the Vendor's product line by products performing the same functions, but using improved
technology, and priced the same, lower, or within seven percent of the item originally specified, then
the newer product may be substituted with approval of the County Project Manager and the County
Purchasing Director. Said substitutions may also be noted in any subsequent contract renewal
documents without necessitating a re-proposal process; provided, however, that this clause shall not be
construed to allow inclusion of any equipment model, product, or service that changes the scope of the
intent, technical specifications, or applications described in the RFP.
2.13
Vendor Guarantee
All Vendors shall guarantee that the software and equipment they propose to furnish shall be in
accordance with the manufacturer's specifications and shall perform the function for which they were
designed and manufactured. The Vendor shall provide all standard manufacturers’ warranties,
guarantees, and/or exchange policies for defective items purchased under this contract. In addition,
full warranty, including labor for all items supplied as part of any resulting contract, shall be provided
for no less than one (1) year from date of acceptance by the County.
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2.14
Liquidated Damages Requirement
Time is of the essence for this Williamson County Public Safety Technology Project. The solutions
being deployed impact fiscal, operational, administrative and public safety concerns, as well as pose
significant coordination among multiple local government and public safety agencies, associated staff
and third party service providers to the County. If the Vendor shall neglect, fail, or refuse to complete
the Work within the time specified in the agreed scope of work, then the Contractor shall be required,
as a part consideration for the awarding of this project, to pay to the County, as liquidated damages
and not as a penalty, the sum of $1,000.00 per day for each calendar day beyond the dates set forth in
the project scope of work and systems implementation plan and order of implementation (as
appropriate).
The amount listed above shall be fixed and agreed on by and between the Vendor and the County
because of the impracticability and extreme difficulty of fixing and ascertaining the true value of the
damages which the County will sustain by failure of the Vendor to complete the Work on time and in
the manner agreed, such as loss of revenue, employee overtime, rescheduling service charges, delays
caused to other activities of the County by failure to perform this Contract, and other damages, some
of which are indefinite and not susceptible of easy proof. The assessed per day amount is a reasonable
estimate of the amount of damages which the County will sustain and shall be deducted from any
monies due or that may become due to the Vendor.
2.15
Taxes
Purchases of goods or services for County use are exempt from County, State, and most Federal
Taxes. Proposals shall not include exempted taxes. The successful Vendor should request a Tax
Exemption Certificate from the Williamson County Purchasing Department. Under no circumstances
shall the County be liable to pay exempt taxes under any contract.
2.16
Brand Names
The use of any brand name or trade name in the RFP is meant solely as a reference as to the design,
features, and quality of the item mentioned. It should not be construed to imply that any brand name
would be given preference in the evaluation of this RFP.
2.17
Delivery
Vendors shall specify their expected delivery times for the requested services. Time is of the essence
in any County purchase. If the indicated date cannot be met or the date is not indicated, the Vendor
shall state its best delivery time.
2.18
F.O.B. Destination
The Vendor shall deliver each item F.O.B. Destination, Williamson County, Texas, and to any and all
points located within the County's corporate limits. Inside delivery is required.
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2.19
Commercial Packaging
Preservation, packaging, and marking shall be in accordance with Vendor/Contractor's best
commercial practice, to provide adequate protection against shipping damage.
2.20
Order of Precedence
In the event of an inconsistency between provisions of this RFP and any resulting contract, the
inconsistency shall be resolved by giving precedence in the following order:
1.
2.
3.
4.
RFP articles,
RFP General instructions and requirements for Vendors,
RFP instructions, and
Other references.
2.21
Warranty
The Vendor warrants that at the time of final system acceptance, all items furnished under any
resulting contract shall be free from defects in material or workmanship and shall conform to the
specifications and all other requirements of the contract. All Vendors shall furnish with their proposal
one (1) copy of their warranty applicable to the supplies or equipment to be furnished.
As to any item which does not conform to this warranty, the Vendor agrees that the County shall have
the right to:
A.
B.
Reject and return each nonconforming item to the Vendor/Contractor for correction or
replacement at the Vendor/Contractor's expense, or
Require an equitable adjustment in the contract price.
This warranty shall be in addition to any other rights available to the County. All equipment and
software warranties shall start on the date of system/s acceptance, and shall be for no less than one (1)
year following final system/s acceptance.
2.22
Prices
Proposals shall be firm unless otherwise specified in the resulting contract. In the event of a
discrepancy between unit prices and extended price, the lowest of the price quotations shall govern.
2.23
Signature
The Vendor must sign each document in the RFP requiring a signature. The Vendor must initial any
change made to the proposal as may be appropriate.
2.24
Subcontractor Approval
The price proposed shall include any and all work to be done by Vendor/Contractor, and the County
shall only process claims and payments to the prime Vendor/Contractor. A list of subcontractors to be
hired shall be submitted as a part of the Vendor’s proposal. Use of subcontractors does not relieve the
Williamson County Public Safety Technology Project
24
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Vendor/Contractor of prime responsibility. The County reserves the right to approve all proposed
subcontractors.
2.25
Indemnity
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, THE SELECTED VENDOR
AND ITS AGENTS, PARTNERS, EMPLOYEES, AND CONSULTANTS (COLLECTIVELY
“INDEMNITORS”) SHALL AND DO AGREE TO INDEMNIFY, PROTECT, DEFEND WITH
COUNSEL APPROVED BY COUNTY, AND HOLD HARMLESS THE COUNTY,
REPRESENTATIVES OF THE COUNTY AND THE COMMISSIONERS COURT OF
WILLIAMSON COUNTY, ITS VARIOUS DEPARTMENTS, AND THEIR RESPECTIVE
OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS (COLLECTIVELY “INDEMNITEES”)
FROM AND AGAINST ALL CLAIMS, DAMAGES, LOSSES, LIENS, CAUSES OF ACTION,
SUITS, JUDGMENTS, AND EXPENSES, INCLUDING ATTORNEY FEES, OF ANY NATURE,
KIND, OR DESCRIPTION (COLLECTIVELY “LIABILITIES”) OF ANY PERSON OR ENTITY
WHOMSOEVER ARISING OUT OF, CAUSED BY, OR RESULTING FROM THE
PERFORMANCE OF THE SERVICES OR ANY PART THEREOF WHICH ARE CAUSED IN
WHOLE OR IN PART BY ANY NEGLIGENT ACT OR OMISSION OF THE SELECTED
VENDOR, ANYONE DIRECTLY OR INDIRECTLY EMPLOYED BY IT OR ANYONE FOR
WHOSE ACTS IT MAY BE LIABLE, SO LONG AS IT IS NOT CAUSED BY THE SOLE
NEGLIGENCE OR WILLFUL MISCONDUCT OF ANY INDEMNITEE. IN THE EVENT MORE
THAN ONE OF THE INDEMNITORS ARE CONNECTED WITH AN ACCIDENT OR
OCCURRENCE COVERED BY THIS INDEMNIFICATION, THEN EACH OF SUCH
INDEMNITORS SHALL BE JOINTLY AND SEVERALLY RESPONSIBLE TO THE
INDEMNITEES FOR INDEMNIFICATION AND THE ULTIMATE RESPONSIBILITY AMONG
SUCH INDEMNITORS FOR THE LOSS AND EXPENSE OF ANY SUCH INDEMNIFICATION
SHALL BE SETTLED BY SEPARATE PROCEEDINGS AND WITHOUT JEOPARDY TO ANY
INDEMNITEE. THE PROVISIONS OF THIS ARTICLE SHALL NOT BE CONSTRUED TO
ELIMINATE OR REDUCE ANY OTHER INDEMNIFICATION OR RIGHT WHICH COUNTY OR
ANY OF THE INDEMNITEES HAS BY LAW. THE INDEMNITIES CONTAINED HEREIN
SHALL SURVIVE THE TERMINATION OF THIS AGREEMENT FOR ANY REASON
WHATSOEVER.
2.26
Liability and Property Damage Insurance
THE VENDOR/CONTRACTOR ASSUMES ALL RISKS INCIDENT TO OR IN CONNECTION
WITH ITS PURPOSE TO BE CONDUCTED HEREUNDER AND SHALL INDEMNIFY, DEFEND,
AND SAVE THE COUNTY AND THEIR OFFICERS, AGENTS, AND EMPLOYEES HARMLESS
FROM DAMAGE OR INJURIES OF WHATEVER NATURE OR KIND TO PERSONS OR
PROPERTY ARISING DIRECTLY OR INDIRECTLY OUT OF THE VENDOR/CONTRACTOR'S
OPERATIONS AND ARISING FROM ACTS OR OMISSIONS OF ITS EMPLOYEES, AND SHALL
INDEMNIFY, DEFEND, AND SAVE HARMLESS THE COUNTY FROM ANY PENALTIES FOR
VIOLATION OF ANY LAW, ORDINANCE, OR REGULATION AFFECTING OR HAVING
APPLICATION TO SAID OPERATION OR RESULTING FROM THE CARELESSNESS,
NEGLIGENCE, OR IMPROPER CONDUCT OF THE VENDOR/CONTRACTOR OR ANY OF ITS
AGENTS OR EMPLOYEES.
Williamson County Public Safety Technology Project
25
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
The minimum insurance requirements set forth below shall not be deemed to limit or define the
obligations of the Vendor under this RFP and any resulting contract.
The Vendor/Contractor shall obtain and maintain insurance written with an insurance company
acceptable to the County for the coverage and amounts of coverage not less than those set forth below,
and shall provide certificates to evidence such coverage to the County before any contract may
become effective. Such certificates shall provide that there may be no termination, non-renewal, or
modification of such coverage without 30 days prior written notice to the County. All insurance shall
be maintained for the duration of any resulting contract. The amounts of such coverage shall be:
Type of Coverage
1. Worker's Compensation
Limits of Liability
Statutory
1. Employer's Liability
Bodily Injury by Accident
Bodily Injury by Disease
Bodily Injury by Disease
$500,000 Each Accident
$500,000 Each Employee
$500,000 Policy Limit
2. Commercial General Liability, including coverage for the following:
a) Premises Operations
Combined Single
b) Independent Contractors
Limit for Bodily Injury and Property Damage of
$1,000,000.00 per occurrence or its equivalent
c) Products/Completed Operations
d)
Personal Injury
Limit for Bodily Injury and Property Damage of
$1,000,000.00 per occurrence or its equivalent
e)
Contractual Liability
e)
Broad form property damage, to include fire legal liability
4. Business Automobile Liability owned/leased, owned, hired
Combined single limit for Non-Bodily Injury and Property Damage of $1,000,000 per occurrence
or its equivalent
a) The above insurance requirements are not intended to be compounded with the Selected
Vendor's standing insurance policies. If the Selected Vendor already has in force insurance
policies which provide the required coverage, there is no need to purchase duplicate
coverage for this project.
b) Policies must include the following clauses, as applicable:
1. “This insurance shall not be canceled, limited in scope or coverage, or non-renewed until
after thirty (30) days prior written notice, or ten (10) days for non-payment of premium,
has been given to the County.”
Williamson County Public Safety Technology Project
26
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2. “It is agreed that the Selected Vendor’s insurance shall be deemed primary with respect
to any insurance or self insurance carried by Williamson County for liability arising out of
operations under the contract with the County.”
3. “The County, it officials, directors, employees, representatives, and volunteers are added
as additional insured as respects operations and activities of, or on behalf of the named
insured performed under contract with the County.” This is not applicable to the
workers’ compensation policy.
4. “The workers’ compensation and employers’ liability policy will provide a waiver of
subrogation in favor of the County.”
c) The furnishing of the above listed insurance coverage must be tendered prior to execution of
the contract, and in no event later than ten (10) days from Notice of Selection or Award.
Failure to provide the insurance in a timely fashion may result in termination.
d) County shall be entitled, upon request and without expense, to receive copies of the policies
and all endorsements as they apply to the limits set forth above.
BY SUBMISSION OF A PROPOSAL IN RESPONSE TO THIS RFP, EACH VENDOR
ACKNOWLEDGES AND AGREES THAT THE TERMS AND CONDITIONS OF ANY
RESULTING CONTRACT BETWEEN THE COUNTY AND THE SUCCESSFUL VENDOR
SHALL NOT CONTAIN ANY TERMS OR CONDITIONS LIMITING OR RESTRICTING
THE COUNTY’S RIGHT TO PURSUE ANY LEGAL RIGHT OR REMEDY, INCLUDING
BUT NOT LIMITED TO THE COUNTY’S PROSECUTION OF A SUIT FOR THE
RECOVERY OF ANY TYPE OF DAMAGES TO WHICH COUNTY MAY BE ENTITLED
UNDER ANY THEORY OF LAW.
2.27
Right to Reject
The County reserves the right to reject any or all proposals or to award the contract to the next most
qualified respondent if the successful respondent does not execute a contract within 45 days after
authorization to negotiate.
2.28
Clarification
The County reserves the right to request clarification of information submitted and to request
additional information from any or all of the respondents to this RFP.
2.29
Withdrawal of Proposal
Any proposal may be withdrawn until the date and time set for the opening of the proposals. Any
proposal not so withdrawn shall constitute an irrevocable offer, for the period of 180 days, to provide
the County with the services set forth in the attached specifications, or until the proposals have been
approved.
Williamson County Public Safety Technology Project
27
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2.30
Approval of Information Release
No reports, information, or data given to or prepared by the Vendor under the contract shall be made
available to any individual or organization without the prior written approval of the County.
2.31
Termination
A. Termination for Default: The County reserves the right to enforce the performance of any
resulting contract in any manner prescribed by law or deemed to be in the best interest of the
County in the event of breach or default of such contract. Non-Performance of the Vendor in
terms of specifications shall be a basis for the termination of any resulting contract by the County.
B. Termination for Convenience: Any resulting contract may be terminated, without cause, at the
discretion of the County upon 30 days notice to the other party. In the event of such termination,
only the amounts due to the Vendor for goods, commodities and/or services provided and
expenses incurred to and including the date of termination, will be due and payable. No penalty
will be assessed for County’s termination of any resulting contract for convenience.
2.32
Independent Contractor
The Vendor is, and shall remain at all times, an independent Contractor with respect to activities and
conduct while engaged in the performance of services for the County under any resulting contract.
2.33
Exceptions
If any exceptions are taken to any portion of the RFP, the Vendor must clearly indicate the exceptions
taken. ATTACHMENT D: EXCEPTIONS WORKSHEET MUST BE COMPLETED AND
SUBMITTED WITH THE VENDOR’S RESPONSE. The failure to identify exceptions or
proposed changes with a full explanation shall constitute acceptance by the Vendor of the RFP as
proposed by the County.
2.34
Software Escrow Requirement
Upon contract execution, the Vendor/Contractor shall place a complete set of the Source Code to all
Vendor/Contractor software provided to the County under the contract in object form in escrow.
Throughout the contract period, the Vendor/Contractor shall update the software escrow consistent
with the most current release.
The Source Code shall be released to the County in the event of the Vendor/Contractor’s material
breach of the contract, the Vendor/Contractor’s abandonment of support and maintenance of the
County’s software, or the Vendor/Contractor’s abandonment of support and maintenance of the
County’s software to the extent that the County’s operations are severely impaired. In the event that
the Source Code is released to the County, the County agrees to use it exclusively for internal
purposes, to maintain its confidentiality, and to otherwise be bound by all other terms and conditions
of the contract not inconsistent with its possession and use of the Source Code.
Williamson County Public Safety Technology Project
28
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2.35
Proposal Preparation Costs
All costs directly or indirectly related to preparation of a response to the RFP, including costs
associated with bonding requirements, travel to the County for any pre-award on-site visits, or any
oral presentations required to supplement and/or clarify a proposal which may be required by the
County, shall be the sole responsibility of and shall be borne by the Vendor(s). All responses to this
RFP become the property of the County.
2.36
Proposal Format
Prefacing the proposal, the Vendor shall provide an Executive Summary of five (5) pages or less,
which gives a summation of the proposal in brief, concise terms. The proposal itself shall be
organized in the following format and sequence:
A.
Section I - Business Organization
State the full name and address of your organization and identify the parent company (if a
subsidiary). Specify the branch office or other subordinate element that shall perform, or
assist in performing, work herein. Indicate whether the company operates as a partnership,
corporation, or individual. Include the state in which the company is incorporated or
licensed to operate. Provide the name, phone number (office and cell), email address, and
fax number for your proposal contact.
B.
Section II - System Concept and Solution
Define in detail your understanding of the requirements of this RFP and your system
solution. PROVIDE A POINT-BY-POINT RESPONSE TO THIS RFP. Vendors may
use the RFP Response Worksheet developed in support of this project by Williamson
County. This worksheet is part of the Proposal Package and may be found on the
Williamson County Purchasing website.
If the Vendor opts to respond differently without using the referenced RFP Response
Worksheet, Vendors shall clearly differentiate proposal response from RFP text by the use of
bold, color, or other contrasting format. Provide all details as required in this RFP and any
additional information you deem necessary and appropriate to properly and completely
evaluate your proposal response.
C.
Section III - Program
Describe your technical plan for accomplishing the required work. Include such time-related
displays, graphs, and charts as necessary to show tasks, sub-tasks, milestones, and decision
points related to the Statement of Work and your plan for accomplishment. Specifically
indicate:
a) A description of your work program by tasks. Detail the steps you shall take in
proceeding from Task 1 to the final tasks.
b) The technical factors that shall be considered in the section above, and the depth to
which each shall be treated.
Williamson County Public Safety Technology Project
29
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
c) The degree of definition provided in each technical element of your plan.
d) The points at which written, deliverable reports shall be provided.
e) The amount of progress payments you are requesting upon successful completion of
milestones or tasks, deducting 10 percent, which shall be held and paid upon final
acceptance by the County.
f) A statement of your compliance with all applicable rules and regulations of Federal,
State, and Local governing entities. The Vendor must state compliance with terms of
this Request for Proposal in the point-by-point response.
D.
Section IV - Project Management Structure
Provide a general explanation and chart, which specifies project leadership and reporting
responsibilities, and interface the team with County project management and team personnel.
If the use of subcontractors is proposed, identify their placement in the primary management
structure, and provide an internal management description for each subcontractor.
E.
Section V - Prior Experience
Describe only relevant corporate experience and individual experience for personnel who
shall be actively engaged in the project. Do not include corporate experience unless
personnel assigned to this project actively participated. Do not include experience prior to
1999. Supply the project title, year, and reference name, title, present address, and phone
number of the principal person for whom prior projects were accomplished.
F.
Section VI - Personnel
Include names and qualifications of all professional personnel who shall be assigned to this
project. State primary work assigned to each person and the percentage of time each person
shall devote to this work. Identify key persons by name and title, and their time with the firm.
Provide all resumes.
G.
Part VII - Proposal Acceptance Period
All proposals must include a statement that they are valid for a minimum period of 180 days
subsequent to the RFP closing date.
H.
Section VIII - Proprietary Information
All material submitted to the County becomes public property and is subject to the Texas
Public Information Act (TPIA) upon receipt. If a Vendor does not desire proprietary
information in the proposal to be disclosed, each page containing proprietary and / or
confidential information shall be identified and marked PROPRIETARY at the time of
submittal. The County shall, to the extent allowed by law, endeavor to protect such
information from disclosure. The final decision as to what information must be disclosed,
however, lies with the Attorney General of Texas. If the Vendor fails to identify proprietary
information, it agrees that by submission of its proposal that those sections shall be deemed
non-proprietary and available upon public request. Notwithstanding this provision, Vendors
shall not identify the entire proposal as proprietary.
Williamson County Public Safety Technology Project
30
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
I.
Section X - Financial Information
Vendor shall provide the following information about your company:
a)
Audited financial statements as listed in Attachment A
b)
A copy of your firm’s 10k form
c)
Two (2) bank references
J.
Section XI - Authorized Negotiator
Include name, address, and telephone number of the person in your organization authorized
to negotiate contract terms and render binding decisions on contract matters.
2.37
Proposal Evaluation Criteria
County personnel representing various public safety business units and disciplines in Williamson
County will evaluate qualified proposals with the objective of selecting the systems and the vendor
deemed to represent the best product and service at a competitive price. Evaluation criteria to be used
by the County in evaluating submitted proposals are listed below:
Evaluation Criteria
System Design /
Technical
Performance
System Pricing for all
software, equipment,
and services
Vendor experience
and ability to provide
system
Project
implementation
schedule
Attributes
 Features and functions provided
 Meets system specifications
 Maturity of systems offered
 Ability to interface with other jurisdictions and
systems
 Reliability of equipment / system
 Fault tolerant system (where required)
 Fallback modes of operation (where required)
 Redundancy in system design
 Database architecture (RDBMS preferred)
 Data infrastructure
 Software licensing
 Servers, workstations, and related equipment
 Other equipment proposed by the vendor
 Options pricing (where appropriate)
 Installation costs
 FRMS data consolidation pricing / approach
 Warranty / maintenance pricing for the first five (5)
years after system acceptance
Point Value
35 Points
25 Points
15 Points


Key team leaders, including project experience and
length of time with the firm
Proposed schedule and implementation plan
Williamson County Public Safety Technology Project
5 Points
31
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Evaluation Criteria
Proposal quality
Installation,
management,
maintenance, and
support services
System user training
Attributes
 Completeness and thoroughness of written response
 Vendor's adherence to RFP guidelines and
instructions
Point Value
8 Points
10 Points
1. Documentation, approach, schedule, usability
TOTAL
2 Points
100 Points
2.38
RFP Minimum Criteria Responses
To ensure clarity among vendor responses to functional requirements listed in this RFP, the following
response criteria language shall be used by vendors in submitting responses to functional and
technical requirements for the systems / services listed in this RFP. Vendors may provide additional
information at their discretion. However, the minimum language highlighted in red shall be used IN
ADDITION TO any additional information provided.
MINIMUM RFP RESPONSE CRITERIA LANGUAGE
Response Category
Response Meaning
Notes
Requirement Met by Existing
Software Capabilities
The functional requirement
described is met by proposed
existing software that is
installed and operational at
other sites and can be
demonstrated to Williamson
County.
Requirement will be met by
software that is currently under
development, in Beta test, or
not yet released.
A Requirement Met response to any
requirement signifies that the proposed
system provides the actual capability to
meet the requirement without user
intervention. Indirect or implied solutions
to meet the requirement shall not be used.
Under Development
Requirement Met By
Configuration to Existing
Software
Requirement
met
by
configuration
to
existing
software or use of existing
software tools.
Requirement Met by Use of
Existing Tools / Capabilities in
Existing System
Requirement met by the use of
proposed existing software
tools, such as a report writer,
query language or the export of
data to a spreadsheet for
Williamson County Public Safety Technology Project
Vendor
shall
provide
detailed
information
outlining
when
the
requirement was requested, when
development
began,
when
the
development will be released and, at the
vendor’s discretion, other information
deemed appropriate.
Vendor shall make a specific
modification/configuration
reference
example and clearly articulate the level of
skill required to complete such
modification / configuration (e.g., user,
system administrator).
Vendor shall make specific reference to
the existing tool and / or capability of
their product that could be leveraged to
meet the requirement.
32
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
MINIMUM RFP RESPONSE CRITERIA LANGUAGE
Response Category
Response Meaning
Requirement Met by New
Custom Software
Development or Enhancement
to Existing Software
manipulation by the user.
Requirement will be met by All work shall be performed by the
custom development to existing vendor. Any additional costs must be
software or by development of clearly described and quantified.
new custom software.
Requirement Not Met
Requirement
provided.
cannot
Notes
be Alternative strategies or solutions may be
proposed other than those listed above.
Additional Instructions:
1. Any requirements that do not have a response from the vendor will be scored by the Williamson
County evaluation team as a “Requirement Not Met” response.
2. Any deviation from the required minimum response language listed in this section above will be
interpreted at the discretion of the County.
3. Costs associated with Requirement Met By Configuration to Existing Software or
Requirement Met by New Custom Software Development or Enhancement to Existing
Software responses shall be included in the vendor’s response to the requirement.
4. All costs associated with Requirement Met By Configuration to Existing Software or
Requirement Met by New Custom Software Development or Enhancement to Existing
Software responses must also be included in the Vendor’s Pricing Worksheet.
2.39
Submission Requirements/Guidance
Vendors shall submit proposals using the format provided. To facilitate proposal evaluation, vendors
shall complete the following:
1. Register with the Williamson County Purchasing Department as a vendor to receive updates
and related communications regarding this RFP solicitation (see www.wilco.org for details).
2. Complete Attachments A thru D and include these mandatory worksheets with their proposal
submission.
3. Include audited financial statements as outlined in Attachment A: Vendor Background and
Qualifications.
4. Submit two (2) complete response sets – one original and 1 copy - of their proposal response,
including all attachments, forms and required information. In each of the complete response
sets submitted, include two (2) CDs containing the following information:
a. The vendor’s complete response including RFP Exceptions Worksheet and
RFP Response Template in PDF Version 7 or earlier and MS WORD .DOC
format. Please label this CD RFP RESPONSE and include the name of the
vendor and this RFP number. Do not include pricing on this CD.
b. One (1) CD containing the vendor’s pricing information. Please label this CD
CONFIDENTIAL PRICING and include the name of the vendor and this
RFP number.
Williamson County Public Safety Technology Project
33
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
NOTICE:
PRICING SHALL BE SUBMITTED IN A SEPARATE SEALED EVNELOPE, CLEARLY
MARKED WITH THE VENDOR’S NAME AND THIS RFP NUMBER IN THE ORIGINAL
RESPONSE SET.
2.40
Proposal Submission Point
Vendors shall submit two (2) complete sets of their proposal response, including all attachments,
forms and required information to Mr. Jonathan Harris, Assistant Director, Williamson County
Purchasing Department. Please note that in each complete original the vendor shall include a CD of
their complete response.
Jonathan Harris, Assistant Director
Williamson County Purchasing Department
301 SE Inner Loop Annex - Suite 106
Georgetown, Texas 78626
joharris@wilco.org
FAX: (512) 943-1575
OFF: (512) 943-1692
Mr. Harris may be contacted to assist a vendor in registering on the Williamson County website. He
can be reached at the telephone number and email address listed above.
2.41
Proposal Submission Order
Compile your proposal document in the following order:
A.
B.
C.
D.
E.
F.
G.
First, your Cover Letter and Executive Summary
Second, the Vendor Background and Qualifications (Attachment A).
Third, the Vendor Certification Statement (Attachment B).
Fourth, the GIS Data Model Review Statement (Attachment C)
Fifth, the Vendor Exceptions Worksheet (Attachment D).
Sixth, the Proposal in the format indicated in this RFP.
Seventh, Other information deemed appropriate by the vendor.
FAILURE TO SUBMIT AND SIGN ALL FORMS IN THE REQUIRED SPACES AND / OR
FAILURE TO INCLUDE THESE FORMS SHALL CAUSE YOUR PROPOSAL TO BE
IMMEDIATELY REJECTED WITHOUT EVALUATION.
PRICING SHALL BE SUBMITTED IN A SEPARATE SEALED ENVELOPE, CLEARLY
MARKED WITH THE VENDOR’S NAME AND THIS RFP NUMBER IN THE ORIGINAL
SET OF RESPONSES.
Williamson County Public Safety Technology Project
34
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
2.42
Proposal Evaluation
If more than three (3) proposals are received, the evaluation team shall select a short list of Vendors
using the above criteria (less the oral presentation.) Proposal finalists shall be required to conduct onsite oral presentations that fully demonstrate the systems’ capabilities to support the needs and
business processes of Williamson County’s public safety agencies.
Proposal finalists shall be required to set up and conduct the demonstrations following, at minimum, a
defined script developed by Williamson County subject matter experts. The amount of time for short
listed vendor demonstrations will be defined later. All short listed vendors will be provided the same
amount of time. Finalists shall demonstrate fully functional systems which are representative of
proposed configurations as reflected in the vendor’s response.
Vendor finalists shall be required to demonstrate end-to-end functionality and integration via ad hoc
and scripted means. Additional technical question and answer sessions and site visits to vendor sites
selected by the customer may be used in the final selection process. A recommendation shall then be
submitted to the Williamson County Commissioners Court, requesting approval to proceed with
contract negotiations with the preferred Vendor.
In submitting proposals, Vendors must note exceptions in cases where, in the Vendor's opinion, the
requirements are based on methods and features of a particular name brand or vendor's product. In
evaluating the exceptions, the County shall consider whether in its judgment the proposed system
offers a degree of functionality and cost effectiveness which nullifies the standards on which the
specifications are based. The RFP, the proposal documents, and the oral presentation shall be
incorporated into the contract by reference; therefore, all requirements not specifically addressed as an
exception in the proposal and subsequent contract documents shall stand as contractual responsibilities
of the Vendor.
The prices submitted in the original proposal, subject to any modification in the negotiated contract,
shall apply for the life of the contract; however, during the contract period, should the Vendor offer
the same service, optional equipment, or upgrades to other agencies or the public at a lower cost due to
price reductions or promotions, the Vendor shall also charge Williamson County the lower price.
2.43
RFP Evaluation Results
Based on information provided by the vendor and validated by the RFP Evaluation Team, Williamson
County will invite an undetermined number of vendors to provide a detailed script driven
demonstration of their product/s. Additional information will be provided to vendors selected for this
extended script driven demonstration of their systems.
2.44
Project Timeline
The current timeline for the project for the Williamson County Public Safety Technology Request for
Proposal (RFP) is listed in the table below. Please note that should it be necessary to change this
timeline, all vendors registered for this project with the Williamson County Purchasing Department
website shall be notified via email and other project communications.
Williamson County Public Safety Technology Project
35
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Vendors are responsible for ensuring that their contact information (e.g., sales executive name, email
address, etc) listed in their registration on the Williamson County Purchasing website is current /
correct. Williamson County assumes no responsibility for ensuring the accuracy of any vendor
contact information (such as mailing address, phone number, email contacts, etc).
Date
July 1, 2009
July 6-10, 2009
July 22, 2009
July 24, 2009
August 12, 2009
2 PM CT
Mid August to 1st
Week September
2009 (APPROX)
Description / Activity
Williamson County Public Safety Technology Request for Proposal
(RFP) Issued
RFP/Pre-Proposal Conference Questions by Email
Mandatory Pre-Proposal Conference
Q/A Session and Williamson County Facilities Site Visit.
Location:
405 MARTIN LUTHER KING STREET
WILLIAMSON COUNTY JURY CALL ROOM
GEORGETOWN, TEXAS 78626
FREE PARKING IN GARAGE BEHIND BUILDING.
FOLLOW SIGNS TO JURY CALL ROOM ENTRANCE ON 4TH
STREET
Time: 8:00 AM – 12:00 PM CT
RFP Question / Response Period Ends
RFP Responses Due
Williamson County Purchasing Department
Jonathan Harris, Assistant Director
301 SE Inner Loop
Suite 106
Georgetown, Texas 78626
Two (2) Complete Hard Copy Sets (1-Original / 1-Copy) including
all MANDATORY ATTACHMENTS and other required
information (e.g., company financial information)
PRICING SUBMITTED SEPARATELY IN SEALED
ENVELOPE IN ORIGINAL RESPONSE
Two sets of two (2) CDs containing:
1. Complete
Response
including
all
MANDATORY
ATTACHMENTS and other required information (e.g.,
company financial information) in PDF Version 7 and MS
WORD .DOC format
2. Pricing only – CD Labeled CONFIDENTIAL (in Excel,
preferred)
Vendor Response Proposal Review
Reference Validation
Williamson County Public Safety Technology Project
36
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Date
4th Week September
2009 (APPROX)
2nd Week October
2009 (APPROX)
3rd Week October
2009 (APPROX)
4th Week October
2009 (APPROX)
2nd Week Nov 2009
(APPROX)
Description / Activity
Selection / Notification of Short Listed Vendors
Detailed On Site Script Driven Product Demonstrations
Vendor / Product Demonstration Evaluation
Selected Vendors Site Visits
Recommendation for Award
2.45
Miscellaneous
a. Venue and Governing Law. Venue and jurisdiction of any suit, right, or cause of action arising
out of or in connection with this RFP or any resulting contract shall lie exclusively in either
Williamson County, Texas or in the Austin Division of the Western Federal District of Texas, and
the successful vendor must consent and submit to such jurisdiction. Furthermore, except to the
extent that a resulting contract is governed by the laws of the United States, such contract shall be
governed by and construed in accordance with the laws of the State of Texas, excluding, however,
its choice of law rules.
b. Equal Opportunity in Employment. Vendors agree that during the performance of the services
under a resulting contract, they will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, or national origin. The parties to the contract will
take affirmative action to ensure that applicants are employed, and that employees are treated
during employment, without regard to their race, color, religion, sex or national origin.
c. Successors and Assigns; Assignment. The resulting contract shall be binding upon and inure to
the benefit of parties thereto and their respective successors and assigns. No party to any resulting
contract may assign or transfer its interest in or obligations under such contract without the prior
written consent of all parties to the contract.
d. Compliance with Laws. Each party to any resulting contract shall comply with all federal, state,
and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts
or administrative bodies or tribunals in any matter affecting the performance of such contract,
including, without limitation, Worker’s Compensation laws, salary and wage statutes and
regulations, licensing laws and regulations.
e. No Waiver of Immunities. Nothing in this RFP shall be deemed to waive, modify or amend any
legal defense available at law or in equity to County, its past or present officers, employees, or
agents, nor to create any legal rights or claim on behalf of any third party. County does not waive,
modify, or alter to any extent whatsoever the availability of the defense of governmental immunity
under the laws of the State of Texas and of the United States.
f. County’s Right to Audit. The successful vendor must agree that County or its duly authorized
representatives shall, until the expiration of three (3) years after final payment under any resulting
contract, have access to and the right to examine and photocopy any and all books, documents,
papers and records of the successful vendor which are directly pertinent to the services to be
Williamson County Public Safety Technology Project
37
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
g.
h.
i.
j.
performed under the contract for the purposes of making audits, examinations, excerpts, and
transcriptions. The successful vendor must also agree that County shall have access during
normal working hours to all necessary vendor facilities and shall be provided adequate and
appropriate work space in order to conduct audits in compliance with the provisions of this
section. County shall give the successful vendor reasonable advance notice of intended audits.
Appropriation of Funds by County. County believes it has sufficient funds currently available and
authorized for expenditure to finance the costs of any resulting contract; provided, however, the
County’s payment of amounts under such contract shall be contingent on the County receiving
appropriations or other expenditure authority sufficient to allow the County, in the exercise of
reasonable administrative discretion, to continue to make payments under any resulting contract.
Payment, Interest and Late Payments. County’s payment for goods and services is governed by
Chapter 2251 of the Texas Government Code. Invoices paid by County are paid within thirty (30)
days from the date of the Williamson County Auditor’s receipt of an invoice. Interest charges for
any late payments are paid by County in accordance with Texas Government Code Section
2251.025. More specifically, the rate of interest that shall accrue on a late payment is the rate in
effect on September 1 of County’s fiscal year in which the payment becomes due. The said rate in
effect on September 1 shall be equal to the sum of one percent (1%); and (2) the prime rate
published in the Wall Street Journal on the first day of July of the preceding fiscal year that does
not fall on a Saturday or Sunday. In the event that a discrepancy arises in relation to an invoice,
such as an incorrect amount on an invoice or a lack of documentation that is required to be
attached to an invoice to evidence the amount claimed to be due, County shall notify the party
requesting payment of such an invoice of the discrepancy. Following County’s notification of any
discrepancy as to an invoice, the party requesting payment must resolve the discrepancy and
resubmit a corrected or revised invoice, which includes all required support documentation, to the
Williamson County Auditor. County shall pay the invoice within thirty (30) days from the date of
the Williamson County Auditor’s receipt of the corrected or revised invoice. County’s payment of
an invoice that contains a discrepancy shall not be considered late, nor shall any interest begin to
accrue until the thirty-first (31st) day following the Williamson County Auditor’s receipt of the
corrected or revised invoice.
Ethics. The proposer shall not accept or offer gifts or anything of value nor enter into any
business arrangement with any employee, official or agent of Williamson County.
Arbitration. The parties hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this RFP or any resulting contract or a breach thereof shall be decided
by any arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute.
2.46
Conflict of Interest
No public official shall have interest in a contract, in accordance with Vernon's Texas Codes
Annotated, Local Government Code Title 5, Subtitle C, Chapter 171.
As of January 1, 2006, vendors are responsible for complying with Local Government Code Title 5,
Subtitle C, Chapter 176. Additional information may be obtained from the County website at the
following link: http://www.wilco.org/CountyDepartments/Purchasing/ConflictofInterest
Williamson County Public Safety Technology Project
38
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
THE WILLIAMSON COUNTY CONFLICT OF INTEREST STATEMENT IS ATTACHED
TO THIS RFP AS ATTACHMENT F. THIS FORM MUST BE COMPLETED, SIGNED,
AND SUBMITTED WITH VENDOR’S RESPONSE.
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
3. RECENT ACCOMPLISHMENTS
Williamson County, like many jurisdictions that experience considerable increases in population, is
undergoing tremendous growth and strategic capital projects to meet the increasing demands placed
on its organizations daily. These capital improvement projects (e.g., upgrades) are cost prohibitive
and cannot be accomplished simultaneously; or even in a given fiscal year. To support the vision and
direction of the Williamson County Commissioner’s Court, long term planning began in 2005 to
improve key technology and customer service capabilities. Fiscal responsibility has been the driving
force behind adherence to a methodical approach in improving the delivery of emergency
communications services. Implementing new technologies will also improve further the County’s
customer service / emergency response capabilities.
3.1 Completed and In Progress Initiatives
To meet these mandated responsibilities, over the past three (3) years Williamson County has invested
tremendous resources (e.g., funding, people, and organizational energy) and support for projects listed
in the table below. The table lists the project and provides a status for each:
Project
Implementation of countywide 800 MHz digital radio system
Status
Completed
Remodel of “old” E9-1-1 Center into a dedicated ten (10)
position E911 Radio Room
Asset management of digital radio equipment and replacement
of analog radios with digital radio equipment countywide
Sponsoring digital radio lease/purchase program for smaller
agencies
Increasing staff levels in FY06-07
Completed
Increasing salary levels FY 06-07
Completed
Consolidated fire and EMS dispatch policies
Completed
Design, construction, and operations of a state-of-the-art mobile
communications / EOC trailer
Dissolution of “CWICS” and the creation of the “RCS”
Williamson County Radio Communications System
Approving funding for implementation of new systems /
technologies linked to Public Safety Technology Program
Remodel of “old” E9-1-1 Center into 5 position room creating
the “E9-1-1 Call Center”
Addition of new VHF fire department alerting system for East-
Completed
Williamson County Public Safety Technology Project
Completed
Completed
Completed
Completed
Completed
Completed
Completed
40
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Project
side departments
Approving funding for construction of new EOC/E9-1-1 Center
Design and construction of new digital 800 MHz radio
communications towers
Status
In Progress
In Progress
Finally, the County successfully replaced its legacy 800MHz analog radio system and migrated to a
new P25 digital 800MHz radio system. The new radio system is also connected to the Greater
Austin/Travis County Regional Radio System. By becoming a layer on the regional system,
interoperability and coverage footprint have been greatly enhanced in the capital area of Central
Texas. The next phase in meeting the ever increasing demands for improved emergency
communications and emergency response is the design and implementation of new public safety
communications and command and control technologies, and is the focus of this RFP. This end-state
system will be comprised of multiple systems including CAD, RMS (Law Enforcement and Fire) and
MDCS/AVL. Based on available information at the time of this writing, these systems will be
implemented in phases to allow for proper training, successful service delivery operations and to
maintain the County’s ability to effectively respond to calls for service.
3.2
Predicate Project Activities
The County engaged a project manager / consultant to provide a range of professional, technical, best
practice and public safety consulting services in support of the greater Williamson County Public
Safety Technology Project. The predicate project activities completed to date are listed in the table
below with a corresponding high level description of each activity:
Predicate Activity
Description
Williamson County Public This report represented an initial set of goals, objectives and
Safety Technology Project priorities. The purpose of the report was to establish an initial
Goals,
Priorities
and starting point in which to work with County representatives and
Objectives Report
major stakeholders to ensure that the goals, objectives, and
priorities for the County’s Public Safety Technology Project are
aligned with the vision and beliefs of key executives, agency
decision makers and other interested parties.
Williamson County Existing This report represented a detailed assessment of the existing
Conditions Assessment
public safety technology systems used to support Williamson
County and the cities / communities to which it provides
service. As such, the report provides considerable insight into
operational and technical findings.
Williamson County Public The Request for Information (RFI) document solicited
Safety Technology Project information from vendors that provide technology solutions to
Request for Information public safety organizations including law enforcement, fire and
(RFI) Document
emergency medical services (e.g., CAD, MDC/AVL,
LERMS/FBR and FRMS).
Williamson County Public Safety Technology Project
41
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Predicate Activity
Williamson County Public
Safety Technology Project
RFI Response Evaluation
Williamson County Public
Safety Technology Project
RFI Product Demonstration
and Evaluation
Williamson County Public
Safety Technology Project
Functional / Technical
Requirements
Collection
and Validation
Description
Four (4) teams of Williamson County technology / application
subject matter experts (SMEs) reviewed RFI responses from
submitting vendors. Specific system and / or module evaluation
matrices were used to capture individual evaluations. From this
evaluation, four (4) vendors were invited to conduct on site
“out-of-the-box” demonstrations of their products.
This effort evaluated the effectiveness of the RFI process and its
core goal of educating the customer regarding a variable range
of systems and solution providers in the public safety market. It
did not evaluate / rank vendor products or product
demonstrations.
This activity involved collecting and validating functional and
technical requirements for a state of the art Computer Aided
Dispatch (CAD), Mobile Data Communications / Automatic
Vehicle Location (MDC/AVL) and a Law Enforcement
Records Management System with Field Based Reporting
(LERMS/FBR). The LERMS also includes a Civil Records
Management System (CRMS) Module specific to the functional
and technical needs of the Precinct Constable Offices in
Williamson County. Lastly, a data consolidation effort to
centralize stand-alone Fire Records Management System
(FRMS) data in a common database was also developed and
validated.
Williamson County Public Safety Technology Project
42
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
4. PROJECT OBJECTIVES
Williamson County, Texas desires to replace its existing Computer Aided Dispatch (CAD) system and Law
Enforcement Records Management System (LE-RMS) with contemporary systems that enhance public safety
and service delivery capabilities of its member departments and their collective responsibilities. In addition, the
County also desires to implement a robust Mobile Digital Communications System (MDCS) with Automatic
Vehicle Location (AVL) technology, as well as consolidate existing stand-alone Fire Records Management
System (FRMS) data for approximately 16 city/community fire departments into a common database. The
MDCS “package” will also include Field Based Reporting (FBR) and other contemporary field applications
(e.g., in-vehicle mapping, message switch, RMS access, CAD query).
4.1
Key Project Characteristics
The following characteristics include specific primary goals of the Williamson County Public Safety
Technology Program. The graphic below is a conceptual illustration of the interaction of the CAD,
LERMS and MDCS/AVL systems desired by Williamson County.
Computer Aided Dispatch
E911 Calls (Wireline and Wireless)
Non-Emergency Calls / Admin Calls
Auto Plot E911 and Non-Emergency Events
Location-linked Info
Police / Fire / EMS Incidents
Priority Driven Call State Awareness
Incident Command Support
Call Location / Field Asset Display
Dedicated CAD MIS Support
Key Performance Indicator Analysis
Display Systems Interface Support
Mobile Digital Communications
Automatic Vehicle Location (AVL)
Silent Dispatch Support
Field Status Management
Field Reporting / Virtual Office
Database Access (TCIC, NCIC, Local/Remote)
Event / Unit History
Call State Awareness
Peer Unit Status / Location
Messaging (car-to-car, car-to-division)
RMS Access / CAD Access
Local Want / Warrant / BOLO / POI Check
Critical Database Access (DOT, HazMat)
Williamson County Public Safety Technology Project
Records Management
Relational Database Architecture
Master Indices
Property Index
Vehicle Index
Weapons Index
Persons Index
Incident Reporting
Permits / Licensing
Vehicles / Equipment
Crime Analysis / Mapping
Productivity / Workflow
Management
Intelligence
Document Management
Identity / Criminal History
UCR Reporting
Crime Analysis / Mapping
Dedicated RMS MIS Support
Internal Communications
Internal / Field Messaging
43
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
4.1.1
Build A Strong Integrated Foundation
The first priority of the Williamson County Public Safety Technology Project is to establish a strong,
integrated system that meets essential and fundamental communications and information needs of all
users and, importantly, produces easily accessible and useable information that can be harvested and
analyzed using simple intuitive interfaces and industry standard tools and technologies. Once a firm
tactical base has been established, the County may then explore and implement more complex
strategies to exploit the full capabilities of the new highly integrated public safety communications
and information environment.
4.1.2
High Degree of Integration
As previously stated, the County intends to implement systems for CAD, Law Enforcement RMS
(LERMS), and a Mobile Digital Communications System with Automatic Vehicle Location
technology (MDCS/AVL) that offer the highest degree of functionality consistent with the needs of its
diverse user community.
4.1.3
Direct User Input and Access to Information
The County is interested in systems that enable direct providers and users of information to input
useful data at the source, as well as assimilate and retrieve information necessary for meaningful
communications, coordination, emergency response, investigation, analysis, and reporting purposes.
4.1.4
Reduction / Elimination of Redundant Data
One of the expected benefits of tightly integrated systems is the reduction of redundant (or duplicate)
instances of common data. The optimal solution desired by the County should utilize common
support files such as validation tables and geographic databases. Additionally, to the degree possible,
master file information regarding persons, property, vehicles and events should be shared in order to
reduce both the duplication of data and the opportunity for data discrepancies and / or data entry
errors.
4.1.5
High Degree of Mobile Access
One of the best ways to distribute data entry and access to the user is to provide access to applications
throughout the user’s workspace including the field. Since public safety services are most often
provided away from police and fire stations, application access must also be distributed to the mobile
environment. To the highest degree possible, the County desires to extend system access to properly
equipped vehicles and personnel through use of wireless communications and mobile equipment.
4.1.6
End-User Confidence and Acceptance
No system can be successfully implemented without a high degree of user confidence that the vendor
can deliver on stated functional and technical capabilities. Additionally, the user community must
believe that the systems offer needed functionality in operationally friendly formats before they
commit to the time and effort required to fully utilize any system. Consequently, the County is
seeking information from interested Vendors that can provide a solution suite or an individual solution
who are stable, reputable organizations with proven products; a history of delivering what was
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
promised (when it was promised); along with a track record of superior ongoing customer support and
satisfaction.
4.2
Executive Commitment
The County’s executive leadership team is clearly committed to this project. Each executive within
the County’s political structure supports this public safety / emergency communications program and
recognizes that it has clear and substantial benefits to the citizens of Williamson County, Texas and its
first responder agencies.
The County has engaged the services of a dedicated project manager with staff necessary to support
the project. In addition, a team of County subject matter experts (SMEs), ranging from executive
level staff to department / division level managers to public safety communications practitioners to
emergency responders, has been assembled and given a charge of responsibility from the County’s
executive leadership. This team is responsible for the daily management, coordination, integration,
and implementation activities of the various technology projects, as well as other aligned projects that
are now underway. They have the following roles and responsibilities:



Designated as subject matter experts (SMEs) in key areas of law enforcement / fire / EMS
communications, emergency response, firefighter operations and management, emergency
management, field / patrol operations, investigative operations, information technology,
management information systems and general administration of public safety resources.
Overall responsibility for technology project coordination and program reporting, including
advisory and consulting services support to the Williamson County Public Safety Technology
committee.
Support the program / project manager by conducting research; Coordinating and participating in
interdepartmental meetings and work groups; Providing staff support to the project office; and
Providing strategic / tactical insight and direction to Law Enforcement and Fire / Emergency
Medical issues.
4.3
Project Funding
This project is funded by Williamson County financial resources that have been / will be encumbered
and dedicated to this Public Safety Technology Project and the systems and services described herein.
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
5. EXISTING INFORMATION TECHNOLOGY ENVIRONMENT
Williamson County, Texas desires to replace its existing Computer Aided Dispatch (CAD) system
and Law Enforcement Records Management System (LERMS) with contemporary systems that
enhance public safety and service delivery capabilities of its member departments and their collective
responsibilities. In addition, the County also desires to implement a robust Mobile Data
Communications System (MDCS) with Automatic Vehicle Location (AVL) technology, as well as
consolidate existing stand-alone Fire Records Management System (FRMS) data for approximately
16 city/community fire departments into a common database. The MDCS solution will also include
Field Based Reporting (FBR) and other contemporary field applications (e.g., in-vehicle mapping,
message switch, RMS access, CAD query).
5.1 Existing Williamson County Technology Systems
There are multiple computer systems in place in the County that, depending on the organization and
its mission, manage certain types of data that may or may not have relevance to public safety
operations. These systems support a range of organizations including, but not limited to, Williamson
County proper, Williamson County Sheriff Office, Williamson County Emergency Medical Services,
Williamson County Emergency Management and Williamson County Emergency Communications.
These systems were established to support a specific business function or group of business functions.
The section below lists these systems, based on available information:
1.
2.
3.
4.
Enhanced 911 System (Plant/CML)
Enhanced 911 Mapping (Plant/CML)
Computer Aided Dispatch (CAD)
Law Enforcement Records Management System
(LE-RMS) – Legacy TSG
5. Sex Offender Database (external to existing
RMS)
6. Internal Affairs Division (IAD) Stand- Alone
Application (external to existing RMS)
7. Jail Operations / Correction Management
(Odyssey - external to existing RMS)
8. Property / Evidence Control (external to existing
RMS)
9. Fleet Management System (Countywide
Application)
10. Alarm Registration / Billing
11. Radio Communications System (Motorola)
12. Courts (Odyssey and eDOCS)
13. Constables Office (legacy TSG)
Williamson County Public Safety Technology Project
FRMS N=14
R911
ePCR
PAGE
WebEOC
TCIC
46
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
14. Finance and Administration - Oracle
15. Time and Attendance – KRONOS
16. WebEOC (Regional / State Event Coordination)
17. emsCHARTS
(Electronic
Patient
Care
Reporting)
18. Fire Records Management System (FRMS)
19. Paging (INFORAD)
20. Reverse 911 (CAPCOG Owned/Managed)
21. TLETS / TCIC / NCIC
The intent of this section and the tables that follow is to identify and list these systems, provide a brief
description of the data / information maintained in them, determine how data might be obtained from
the field, and offer some insight into whether the system will / could be replaced by another system as
a result of any new system acquisition / implementation pursuant to this project:
System No. 1
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 2
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Enhanced 911 System (Plant/CML)
Computer hardware and applications software used to
receive and process emergency and non-emergency calls for
service
Public Safety
Emergency Communications
E911 Lines; ANI/ALI information; Non-Emergency Calls,
Admin Calls; CTI Interface
CAD
E911 Mapping Application
NO
NONE
Yes
CAD (New)
E911 Mapping Application (TMD)
Enhanced 911 Mapping Application (Plant/CML)
Computer hardware and applications software used to plot
wireline and wireless E911 calls
Public Safety
Emergency Communications
Receive and Plot location of caller
NONE
Williamson County Public Safety Technology Project
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Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
System No. 2
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 3
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 4
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
NO
NONE
Yes
E911 Telephone System
Computer Aided Dispatch (CAD) System
Computer hardware and applications software used to
support communications and command and control
operations.
Public Safety / Emergency Communications
Calls for service and their status (pending, dispatched,
arrived, etc), resource and resource status (available,
dispatched, arrived, etc)
RMS (Legacy)
Yes
New CAD System
Yes
LERMS (NEW)
Mobile Data (NEW)
FRMS
Law Enforcement Records Management System (LE-RMS)
Computer hardware and applications software used to
support traditional investigative and law enforcement
functions
Law Enforcement
Public Safety
Investigations,
Case
Status,
Crime
Reporting,
Property/Evidence Management, Calls for Service, Crime
Analysis, Master Person, Master Vehicle, Master Property,
and Master Location indices.
NONE
Yes
Williamson County Public Safety Technology Project
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Williamson County, Texas
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RFP No. 09WCP817
System No. 4
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 5
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 6
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
New LERMS System
Yes
CAD (NEW)
Mobile Data (NEW)
Jail Odyssey (New Version)
Courts - Odyssey and eDOCS
Sex Offender Database (SXODB)
Computer hardware and applications software used to record
registered sex offenders living within Williamson County
Law Enforcement
Public Safety
Person name, physical description and related personal
information (address, SSN, DL), contact information (e.g.,
telephone, email, pager, cell), and criminal event
characteristics (e.g., child molester, pornography)
NONE
Yes
New LE-RMS System
N/A
LERMS (NEW – Internal to RMS)
Mobile Data (Query)
Internal Affairs (IA) Database
Confidential information regarding investigative case status
regarding complaints related to an officer’s behavior / action
Law Enforcement
Public Safety
Public Integrity
Investigations, Case Status, Complaints, Complaint Status,
Investigator, Parties of Interest (witness, complainant) and
other information.
NONE
Yes
Williamson County Public Safety Technology Project
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Williamson County, Texas
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System No. 6
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 7
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 8
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
New LERMS System
NONE / HIGHLY RESTRICTED
NONE (Highly Secure Module within New LERMS)
Jail / Corrections Management (Odyssey)
Computer hardware and applications software used to
support accepting, housing, monitoring arrested persons
Law Enforcement
Public Safety
Criminal Justice
Personal information, Mug Shots, Fingerprint Cards, Arrest
Blotter Information, Charge/s and other relevant information
NONE
NO
NONE
Yes
LERMS (Query)
Mobile Data (Query)
Property / Evidence (TRAQ)
Computer hardware and applications software used to
support accepting, storing and monitoring the status of
recovered / seized property and evidence
Law Enforcement
Criminal Justice
Item specific information, Case Number, Owner, Arrested
Party/s, Property Tracking Details and other relevant
information
NONE
YES
New LERMS
NO
Williamson County Public Safety Technology Project
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RFP No. 09WCP817
Which Systems
System No. 9
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 10
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
NONE (Module within new LERMS)
Fleet Management System (FMS)
Computer hardware and applications software used to
inventory and maintain Williamson County vehicular /
mobile assets including, but not limited to, patrol cars, heavy
equipment, etc
Law Enforcement
Vehicle information (make, model, type, VIN, equipment),
Inventory Number (CBN), Department assigned
NONE
NO
NONE
YES
LERMS (New – SO / EMS / ES / EM Vehicle Export/Update)
CAD (Query)
Alarm Billing / Tracking (ALRM)
Computer hardware and applications software used to register
residential and commercial alarm owners, provide invoices
and collect fees
Law Enforcement
Public Safety
Government Code Enforcement
Location details, alarm type, date of application, type of
alarm and other relevant information
NONE
YES
LERMS (New)
YES
CAD (Query)
Mobile Data (Query)
Williamson County Public Safety Technology Project
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RFP No. 09WCP817
System No. 11
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 12
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
Radio Communications System (RCS)
Computer hardware and applications software used to
inventory and manage radio communications equipment
(e.g., portable radio, in-vehicle radio, mobile data hardware)
Law Enforcement
Public Safety
Inventory information (make, model, digital ID, type of
equipment, manufacturer) and other relevant information
NONE
NO
NONE
YES
CAD (New)
Courts (Odyssey and eDOCS)
Computer hardware and applications software used to record
and manage criminal and civil complaints filed within
Williamson County
Criminal Justice
Civil Process
Public Safety
Defendants, Complainants, Respondents, Protected Persons,
Attorneys, Charges/Complaints, Assigned Court, Judge and
other relevant information
NONE
NO
NONE
YES
LERMS (New – Civil Module)
CAD (Query)
MDC (Query)
Williamson County Public Safety Technology Project
52
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
System No. 13
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 14
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
Constable Offices (WCSO RMS)
Computer hardware and applications software used to record
and manage criminal and civil complaints filed within each
Williamson County Precinct
Law Enforcement
Public Safety
Civil Process
Defendants, Complainants, Respondents, Protected Persons,
Attorneys, Charges/Complaints, Assigned Court, Judge and
other relevant information
NONE
YES
LERMS Civil Module
YES
Courts (Odyssey and eDOCS)
LERMS (internal module)
Mobile Data (Query)
Finance and Administration (ORACLE)
Computer hardware and applications software used to
manage the Williamson County personnel and financial
management functions
Finance / Administration
Executive Information
Information on Williamson County personnel financial data
(budgets, funding, account structure), personnel (all WILCO
employees), payroll and other relevant information
NONE
NO
NONE
NO
NONE
Williamson County Public Safety Technology Project
53
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
System No. 15
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 16
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
Time and Attendance (KRONOS)
Computer hardware and applications software used to record
time and attendance for all Williamson County personnel
Personnel Administration
Finance / Administration
Employee information, job classification/title, days off, days
worked, hours worked (straight and overtime), and other
relevant information
NONE
NO
NONE
NO
Potential MDCS Log-On Interface
Web-EOC (Collaborative Emergency Management)
Computer hardware and applications software used to share
information regarding a common event, request and track
resource requests and assist in the management /
coordination of an event among multiple / disparate agencies
/ jurisdictions
Public Safety
Emergency Management
Event Details and Status, Resource Availability, Resource
Needs, Participating Agencies
NONE
NO
NONE
Yes (Ideally)
CAD (New)
Mapping Application
Williamson County Public Safety Technology Project
54
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
System No. 17
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 18
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
EMS Electronic Patient Care (ePCR)
Computer hardware and applications software used to
support patient treatment services in the field
Public Safety
Public Health
Emergency Response
Patient information, location information, Chief complaint,
Responding / Treating WILCO personnel, treatment
information, etc
NONE
NO
NONE
YES
CAD - Parse event data to ePCR application
Fire Records Management System (FRMS)
Computer hardware and applications software used to
support agency specific fire operations and management
Public Safety
Emergency Response
Investigations,
Case
Status,
Crime
Reporting,
Property/Evidence Management, Calls for Service, Crime
Analysis, Master Person, Master Vehicle, Master Property,
and Master Location indices.
NONE
NO
NONE
YES
Consolidated FRMS Database
Williamson County Public Safety Technology Project
55
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
System No. 19
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
System No. 20
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data With
Other Systems
Which Systems
Paging (INFORAD)
Computer hardware and applications software used to send a
text/page to a Williamson County resource
Public Safety
Emergency Communications
Resource name, paging ID, message content
NONE
YES
Bundled in new CAD system
YES
CAD
(Possibly) Bundled in NEW CAD application
Emergency Telephone Notification System (GEO-CAST)
Computer hardware and applications software used to
generate and deliver pre-programmed messages to a large
volume of households / businesses in a defined geographic
area
Public Safety
Emergency Notification
Telephone number, message content, special reporting
software
NONE
NO
NONE
YES (Ideally)
CAD (New)
Tactical Map Display - TMD
Williamson County Public Safety Technology Project
56
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
System No. 21
System Name / Alias Name
Description
Primary Focus
Data / Information Focus
Now Shares Data With
Potential Replacement
Candidate
Potential Replacement by
Which System
Shared / Exchange Data
With Other Systems
Which Systems
TLETS / NLETS / TCIC / NCIC
State provided and monitored applications software used to
query state and national law enforcement databases
Public Safety
Law Enforcement
Criminal Justice
Persons, vehicles, property, messages, want / warrant
information, Amber Alerts
NONE
NO
NONE
YES
CAD (New)
Mobile Data (New)
LERMS (New)
5.2
High Level Technical Environment
The technical environment described below is a high-level one and should not be considered
exhaustive. Additional operational and technical background information will be provided to all
participating / interested vendors during the mandatory pre-proposal conference listed in the previous
section of this RFP. In addition, a guided site visit will be made available to interested vendors to
view existing facilities / operations of the Williamson County Sheriff Office, the Williamson County
Emergency Communications Center and the other strategic County public safety / information
technology support facilities.
Desktop Environment
The County has standardized on Microsoft Windows XP for desktop and laptop operating
systems. While some other versions of Windows are still in use (2000, 98, Vista), the vast
majority of users are standardized on XP.
5.2.1
The “standard” desktop or laptop personal computer (PC) features: terminal emulation, document
processing, spreadsheet development, and local database management systems.
All County computers have the latest service packs (SPs) that have been tested and approved by
Information Technology Services. Anti-Virus software is also standard and is pushed to users
through Microsoft’s Active Directory.
Williamson County Public Safety Technology Project
57
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Departments budget for their own hardware, and therefore refresh rates vary for desktops and
laptops, but generally new hardware is ordered every four or five years maximum.
LAN / WAN Environment
The Central Data Center is located at the Williamson County Juvenile Justice Center. This is a
location in a hardened building that has multiple layers of security. There is also generator power, and
dedicated cooling to this data center. The Juvenile Justice Center also has multiple connection points
to the County’s fiber optic large area network (LAN).
5.2.2
All other facilities in Georgetown are tied into this facility over fiber. Other facilities around the
County connect to this and other County data centers by fiber or wireless (see Network Diagram).
Remote Facilities Connectivity
Remote facilities include buildings in the cities of Taylor, Round Rock, Hutto and Cedar Park. These
facilities all connect over wide area network (WAN) wireless links using Motorola point-to-point
radios.
5.2.3
The radio link (see Network Diagram) shows the connection details. Generally, these facilities connect
to the County’s radio tower off of Rabbit Hill Road in Georgetown.
While the rated connections are either 20 Mbps or 300 Mbps (newer connections), the actual
connection speeds vary from 6Mbps to 50Mbps.
Public Safety Facilities Connectivity
The County’s law enforcement facilities are either on the fiber LAN or connect through the point-topoint radio LAN. There are multiple paths to the Internet and other facilities. The referenced Network
Diagram illustrates the general scheme.
5.2.4
Law enforcement patrol employees connect to the County network using a cellular data connection.
They access the Internet with Verizon Wireless data access cards and connect into the County using
remote access software from Citrix; whereas the Precinct Constables use AT&T data access cards.
There are approximately 104 mobile units that are Panasonic Tough Books with approximately 40
units using the new Dell XFR fully-ruggedized laptop.
Mobile Communications / EOC vehicles VPN thru satellite broadband or Sprint data access cards
using Motorola ML900 ruggedized laptops.
The County’s EMS stations are spread throughout the County and in various facilities, many of which
are not County owned facilities (e.g., city fire stations). Therefore, the EMS stations generally connect
to the County network with a VPN connection or Citrix access through a DSL or other connection to
the Internet.
Williamson County Public Safety Technology Project
58
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Operating Systems / Standards
The County has standardized on Microsoft Windows XP for desktop and laptop operating systems.
While some other versions of Windows are still in use (2000, 98, Vista), the vast majority of users are
standardized on XP.
5.2.5
The servers maintained by the County are standardized on Windows Server 2003. In the near future
the new standard may change to Windows Server 2008, depending on vendor options.
Hardware Standards
Generally, the County has standardized on Dell hardware for desktops, laptops and servers. There are
exceptions, but the County’s helpdesk staff is most familiar with Dell and is certified to work on Dell
equipment.
5.2.6
Switched / Routed Network
Each building on the LAN network has its own server and is on a subnet. This enables each building
to “survive” a disconnection from the network. There are redundant paths to the next hop for all LAN
locations except: Tax Office, JP 4, and the Lott Center. All of the routers for the LAN and the WAN
are manufactured by Cisco and operate at speeds of 1 Gbps or 100 Mbps.
5.2.7
Network Diagram
The following graphic represents the major facilities and LAN/WAN connections. Facilities that
connect through the Internet (DSL/VPN clients) are not shown. This includes all of the remote
EMS stations in the County.
5.2.8
Internet
WCCHD Taylor
10.17.254.1
20
Taylor Annex
T1
10.7.254.1
10.80.7.1
RR Annex
MB
le
ire
W
Const 4
300 MB Wireless
Hutto Annex
10.32.x.x
10.32.254.1
20
Parks and Rec.
MB
W
ire
le
ss
2 DSL Lines with VPN
(Old: 10.9.100.100)
New 10.9.254.1
s
irele
BW
Lott Center
s
Maintenance
10.27.x.x
Fiber
CR 116 Tower
T1
(Backup)
DSL
VPN
10.2.254.1
300 MB Wireless
Fiber
Internet
EMS
Fiber
10.4.254.1
Cedar Park Annex
20 M
Sheriff
ary
Prim rnet
e
Int bps
M
5
4
Starry Juvenile
(RR)
T1
ss
10.31.254.1
T1
10.6.254.1
10.80.6.1
10.6.255.4
20
T1
T1
10.3.100.100
Fiber
Justice Center
300
MB
Wir
ele
ss
Tin Can
URS
10.27.100.101
10.27.100.100
10.80.27.1
Tax
10.28.x.x
10.5.x.x
Fiber
10.5.254.1
10.5.100.100
WCCHD
L
Fiber
DS
JP 4
10.11.254.1
Commissioner
Pct 1
Internet
5 Mbps
M
10 B W
.80 ire
.17 les
.1 s
Fiber
Fiber
Children’s
Advocacy Center
Fiber
Animal Shelter
10.28.x.x
Courthouse
Fiber
10.1.x.x
Fiber
Fiber
WCCHD
Environmental
Inner Loop
10.29.100.100
Williamson County Public Safety Technology Project
Fiber
Fiber
Juvenile
10.28.100.100
Backup / EOC
Internet
(Cable Broadband)
Internet
59
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
Data File Structures
The existing CAD system utilizes data from MS SQL Server 2005 database with a schema and
procedures from Tyler Technologies/TSG. The existing RMS system for the Sheriff Office is also
from Tyler Technologies and utilizes a Pick data file format.
5.2.9
The CAD system does not support user selected analysis. All CAD data are transferred to the RMS
when a call for service is closed and, hence, does not support an MIS module. The database format
that drives the legacy RMS system, Pick, was released in 1973. It is not a relational database, but
rather a “Multi-Value” database. Most files have multiple keys and multiple record types.
Data entry standards (e.g., street name spelling) are not supported by the CAD system resulting in
multiple record entries. The nature of these existing file structures complicates both rapid and ad hoc
data analysis.
Geo-File Database
Williamson County maintains a robust central Geographic Information System (GIS). The County’s
GIS is currently maintained in a SQL Server 2005 RDBMS on a Windows 2003 Server. The SQL
database is accessed through middleware from Environmental Systems Research Institute (ESRI). The
County currently utilizes ESRI’s Spatial Database Engine (ArcSDE) version 9.3.1. The database is
approximately 600GB in size. In addition, several file servers contain another 2-3 terabytes (TB) of
data (e.g. geo-databases, shape files, raster data, photos, LiDAR).
5.2.10
Client GIS software includes ArcGIS Server, ArcINFO, ArcEditor, ArcView, ArcGIS 3D Analyst,
ArcPad, ArcGIS Network Analyst, (all from ESRI) and custom in-house web-based GeoCortex
applications. Aerial photo software from Pictometry is also used across the County for access to
photos and GIS data.
The County’s GIS database includes major datasets such as aerial photos, street centerlines, and
address locations stored at an accuracy level of plus or minus 5 feet projected in state plane
coordinates. The street centerlines and addresses cover 100% of the County’s service / dispatch area.
The GIS contains 198,092 (as of December 1, 2008) address points. The accuracy of the addresses
and roads GIS database is > 99.97%.
The County streets dataset is currently adapting a new data model that will be fully routable based on
the requirements of ESRI software for path finding (shortest path algorithm). Currently four (4) cities
in Williamson County update and maintain their own GIS data including street centerlines and address
points that are sent to the County on a monthly basis. The four cities include Round Rock,
Georgetown, Leander, and Cedar Park. The County works closely with these cities to normalize
attributes, set data model standards and exchange data in a way that is easy and seamless. In some
cases, the County has also assisted with data migration and mass updates of city data.
Williamson County Public Safety Technology Project
60
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
While the most critical user of GIS data is the public safety community, the County GIS staff provides
maps, data, and services for all departments in the County. Many of the functions of County
Government relate to geographic locations. Some examples of the uses of GIS around the County are:






Public Safety events - crimes, accidents, fires, citations
Unified Road Systems – subdivisions and road work.
Road Bond projects – tracking projects and progress
Attorney’s Office – prosecution aids
Parks and Recreation – mapping parks and projects
Auditor’s Office – capital asset tracking (roads, bridges, etc)
Consequently, the County is transitioning from the use of GIS as a paper map-production tool to a
model where GIS is part of the fundamental framework within which the County does business and is
integral to the day-to-day systems of operation.
5.3
Public Safety Systems and Williamson County
The table below lists the major response-related public safety technology systems commonly used to
receive, dispatch, communicate, manage and archive agency responses and / or actions taken to a
police, fire or emergency medical event:
System / Application
E/9-1-1 CPE
E/9-1-1 Mapping
Computer Aided
Dispatch (CAD)
Tactical Map Display
(TMD)
Radio Communications
System
Description
Customer premise equipment (CPE) provided by the regional
CAPCOG organization, including installation, configuration and
maintenance / technical support used to receive and process
wireline and wireless calls for service received over the E911
system
CAPCOG provided, maintained and updated desktop mapping
application used to plot the location of E9-1-1 wireline (land-based)
and wireless (cellular) E9-1-1 calls for service
A system that enables a police, fire or emergency medical
dispatcher to enter a call for service, assign a resource to the event
and manage and track resources (e.g., status, location, disposition)
An agency provided mapping database and application software
that is (usually) integrated with an agency’s CAD system and used
to plot the location of any validated location of a call for service,
including emergency and non-emergency events. The TMD may
also be used to display the location of field resources using an
interface to an agency provided / maintained automatic vehicle
location (AVL) application.
A radio network designed to support voice communications
between and among a dispatcher and public safety / emergency
response resources.
Some advanced systems support an
“interoperability” feature that allows agencies with different radio
Williamson County Public Safety Technology Project
61
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
System / Application
Mobile Data
Communications
(MDC)
Police Records
Management Systems
(PRMS)
Fire Records
Management Systems
(FRMS)
Logging and Recording
(L/R) Equipment
Description
systems / frequencies to communicate among and between each
other in relation to an emergency event.
An agency provided application that enables a police, fire or
emergency medical resource to communicate wirelessly from the
field. Common features include unit-to-unit messaging, silent
dispatch/call receipt, status management, disposition management
and field inquiries to a variety of databases (e.g., TCIC, CAD,
RMS)
An agency provided application that provides a means to centrally
organize, manage and consolidate all information and records
related to people (e.g., wanted, arrested, suspect, person-ofinterest), places (e.g., specific address, address range, address type)
events (e.g., person and property related events) and things (e.g.,
property, evidence, and their status).
An agency provided application that provides Fire / EMS report
development, report supplement, forms development and
completion, local / on board database access, wireless
communications with local, regional and national databases and
other functions common to a contemporary firefighter, arson
investigator and firefighter supervisor.
An agency provided application that, depending on configuration,
can support a range of recording media, including, but not limited
to, emergency and non-emergency calls for service (including
voice conversations and data related to the call), radio
communications traffic, mobile data communications traffic, event
response, management and disposition, and other input sources
(e.g., CCTV). At a base level, a L/R system is designed to answer
fundamental questions about an event: What happened, Where and
When, Who was involved, What action(s) were taken and by
Whom.
5.4
Common Williamson County Public Safety Technology Touch Points
Given the range of systems commonly found in a contemporary public safety environment, the
common public safety technology touch points among the County and cities and communities within
Williamson County’s service area are the E9-1-1 System (which is provided to Williamson County
by the Capital Area Council of Governments - CAPCOG) and the Williamson County APCO
Project 25 Radio Communications System (a shared system with Austin, TX). These two points of
commonality allow:
Williamson County Public Safety Technology Project
62
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817


An E911 call for service to be received and answered by one area PSAP and conferenced /
transferred among the region’s PSAPs including, but not limited to, Williamson County and the
cities of, Cedar Park, Georgetown, Leander, Round Rock and Taylor.
Radio communications with / among:
1. Their dispatcher and other police, fire and EMS field units within their respective agency
2. Their dispatcher can communicate with any other responding agency police, fire and EMS
dispatcher in the region
3. Police, fire and EMS field units, regardless of jurisdictional affiliation, can communicate with
and among each other in the field using the interoperability features available from the
Williamson County APCO P25 compliant radio system.
5.5
Regional Police / Law Enforcement Stakeholder Systems
The table below lists five (5) major independent cities within Williamson County that support their
Police Departments with systems purchased, operated and maintained by and for their respective
organizations.
Of the five cities listed, there exists 4 different CAD/Dispatch systems, 5 different police records
management systems (PRMS), and 4 different law enforcement mobile data communications systems
(MDCS).
POLICE / LAW ENFORCEMENT SYSTEMS
City
CAD
PRMS
MDCS
Cedar Park
Vision Air
Vision Air
Vision Air
Georgetown
QED (moving QED (moving
QED (moving to OSSI)
to OSSI)
to OSSI)
Leander
Plant/CML
Net RMS2
Motorola
Round Rock
OSSI
OSSI
OSSI
Taylor
Motorola
Crime Soft
Premier MDC
Hutto
TSGCAD
Executive
Mobile TLETS ONLY
Information
System (EIS)
5.6
Regional Fire Stakeholder Systems
The table below lists five (5) major independent cities within Williamson County that support their
Fire Departments with systems purchased, operated and maintained by and for their respective
organizations.
Of the five cities listed, there exists 4 different CAD/Dispatch systems, 3 different fire records
management systems (FRMS), and 3 different fire mobile data communications systems (MDCS).
2
Currently working with Global Justice (http://www.globalsoftwarecorp.com)
Williamson County Public Safety Technology Project
63
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
City
Cedar Park
Georgetown
Leander
Round Rock
Taylor
Hutto
FIRE SYSTEMS
CAD
FRMS
Vision Air
Firehouse
QED (moving to
QED (moving to
OSSI)
OSSI)
TSGCAD
Firehouse
OSSI
OSSI3
Motorola
Firehouse
TSGCAD
Firehouse
MDCS
Vision Air
QED (moving to
OSSI)
None
OSSI
None
NONE
5.7
County Emergency Medical Services (EMS) System
The Williamson County Emergency Medical Services provides County-wide EMS response and
utilizes emsCharts™ for its electronic patient care reporting field application. All data are captured at
the field level and uploaded to a hosted web application. The table below provides additional
information on this application:
Electronic Patient Care Reporting (ePCR) System
Vendor
emsCharts 4
Years in Operation
4 Months
Current Software Version / Revision
2.5 (Mobile Client)
Operating System
Windows XP
Database Format
SQL Express 2005
Volume of Stored Data
60 MB (approximate)
5.8
Community Fire Department RMS Systems
Almost all county / community fire departments have a current functioning RMS system and almost
all are Firehouse. See the FRMS Data Consolidation Section of this RFP for additional information.
5.9
Williamson County Court Systems and Databases
The various courts (e.g., county, district and justice of the peace) in the County utilize two (2) different
court systems: Odyssey (TSG) whose back end database is in an SQL format, and eDOCS whose
back end database is described as “indexed tables.” The latter is a document management system
used by a number of the Justice of the Peace courts which (eventually) will transition to the Odyssey
(TSG) product.
5.10 Information Sharing / Exchange Among Regional Stakeholder Systems
The table below lists Williamson County and the five (5) major independent cities within the County
that support public safety / emergency response within their communities (e.g., police, fire and
3
4
Said to be changing to Firehouse FRMS in the near future.
Williamson County EMS provided and maintained electronic patient care reporting application.
Williamson County Public Safety Technology Project
64
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
emergency medical) and the current state of information sharing / exchange between / among these
systems. For the purpose of this illustration, the following terms are used:
Term
Silo
Integrated / Stand-Alone
Not Applicable N/A
Definition
The designated system operates in a stand-alone / silo mode with
no information sharing / exchange with external systems
The designated system is an integrated one, shares information
across systems but only within the context of its primary host
operating agency
The designated system is not deployed or does not exist to
support operations
Information sharing / exchange between and among the County and the major cities listed in the table
below are best characterized as stand-alone and contribute to a multiple “silo” effect. Each
organization / entity maintains systems to support their individual operations with – at present – no
mechanism in place to support regional public safety elements-of-mutual-interest (e.g., MOU).
ENTITY
CAD
TMD
Williamson
County
Cedar Park
Silo
Georgetown
Hutto
Leander
Police
Round
Rock
Taylor
MDCS
NONE
LERMS /
FBR
Silo / NONE
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Silo
Silo5
Integrated /
Stand-Alone
Integrated /
Stand-Alone
NONE
Silo6
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Silo
NONE
Integrated /
Stand-Alone
Integrated /
Stand-Alone
NONE
NONE
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Integrated /
Stand-Alone
Integrated /
Stand-Alone
NONE
With the exception of Williamson County, the cities listed deploy more “leading-edge” applications
(e.g., Moore’s Early/Late Majority category) particularly as it relates to the three (3) key systems of
computer aided dispatch, records management (except for the County-wide EMS application) and
mobile data communications (as typically defined).
Williamson County has implemented a mobile computing effort as an interim solution to field based
reporting. However, the current mobile computing solution does not support mobile data
communications as is typically defined (e.g., status update, message switch, TLETS/NCIC inquiry),
5
6
Plant/CML system to be provided by CAPCOG
Ibid
Williamson County Public Safety Technology Project
65
Williamson County, Texas
Public Safety Technology Project
Request for Proposal
RFP No. 09WCP817
and the mobile computing solution, though technically effective, suffers from the limitations /
capabilities of the legacy RMS system.
Existing CAD System Architecture
The table below provides high-level information on the existing CAD system used by Williamson
County E911 to support operations. Note that the CAD system has been in operation for greater than
10 years. The County desires to make available data from the existing CAD system to users in the
new CAD environment. To support that objective, the County has engaged TSG to cleanse and
normalize data stored in the legacy RMS system including calls for service and offense report data
(approximately 1.4 million incident records). A component of this cleansing and normalizing process
will include accumulated calls for service.
5.10.1
Computer Aided Dispatch (CAD)
Vendor
Tyler Technologies / TSG
Years in Operation
10 + years
Current Software Version / Revision
2.80.001342
Operating System
Server 2003
Database Format
SQL 2005
Volume of stored data in bytes
4.22 GB
Existing RMS System Architecture
The table below provides high-level information on the existing RMS system. Note that the RMS
system has been in operation for greater than 20 years. The County desires to make available data
from the existing RMS system to users in the new RMS environment. To support that objective, the
County has engaged TSG to cleanse and normalize data stored in the legacy RMS system including
calls for service and offense report data (approximately 1.4 million incident records). A component of
this cleansing and normalizing process will include accumulated offense report data and related
attachments (e.g., imaged paper offense reports, other documentation).
5.10.2
Records Management System (RMS)
Vendor
Tyler Technologies / TSG
Years in Operation
20
Current Software Version / Revision
5L, v5.2
Operating System
UNIX
Database Format
Pick
Volume of stored data in bytes
323 GB
E911 Communications Center Position Equipment
At present, each position in the E911 Communications Center is equipped with the following
applications / systems (depending on capability / focus):
5.10.3
1. Computer Aided Dispatch (CAD) monitors
o Call taking functions
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2.
3.
4.
5.
6.
7.
8.
o Radio dispatching functions
Enhanced 9-1-1 CTI and GIS / Mapping (provided by CAPCOG 911)
Nortel Networks 24 line deskset with an additional 24-line add-on / expansion module. Ten (10)
positions have the ability to receive and process E911 calls7. Another five (5) positions are
equipped with the above described telephone desksets.
Records Management System (Able Term) access
INFORAD (paging application)
OMNIXX (TLETS interface)
Radio Console (Motorola APCO P25 Digital Network)
Assorted desktop / PC applications software
7
The Plant/CML (PALLAS) E911 telephony equipment connects to a Plant/CML provided / maintained
Nortel Networks BCM400 IP telephony switch. There is a limitation of 10 positions that can be supported with
E911 CTI functionality (e.g., ANI/ALI).
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6. INFORMATION TECHNOLOGY STANDARDS / SYSTEM
REQUIREMENTS
This section of the RFP addresses common information technology standards among all systems and
related information on Williamson County information access requirements. In addition, this section
also addresses forward looking information sharing / information exchange objectives with specific
local / regional public safety partners. In some instances, a number of technical standards /
requirements listed in this section have also been listed in other sections of this document.
6.1
General
The County desires to replace aging and inadequate public safety communications and information
systems with contemporary systems that enhance the delivery of public safety services to its
constituents, improve first responder safety and generate useable metrics from which to further
improve performance. These objectives can only be reached by implementing new systems which
include the following minimum attributes:
a) Applications which include the functionality required by departments to efficiently and
effectively support business operations.
b) Applications which are made available to the user within a secure technical environment that has
the following attributes:








Availability
Accessibility
Flexibility
Maintainability
Stability
Expandability
Capacity
Responsiveness
In addition to providing the functionality defined, the County also requires the Vendor to fully
describe the technical environment envisioned for the County. With the exception of specialized
components, the County anticipates purchasing any additional servers, networking components,
desktop systems, and associated system software through existing purchasing contracts. Vendors may
include such items as alternates for consideration. All specifications, unit pricing, discount pricing,
installation, and warranty information shall be clearly provided and described.
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6.2
General Preferences
Vendor proposed technical architectures and system environments will be carefully considered and
evaluated. There will, however, be certain expectations and preferences which will guide the
evaluation process. Such expectations and preferences include the following:
a)
b)
c)
d)
e)
There is a preference for non-proprietary hardware.
Architectural preference is for a redundant, scalable, multi-tiered, multi-server environment.
Preference is for a common shared backup management, logging, and recovery environment.
Relational database management system preference is Microsoft's SQL Server 2005 or 2008.
The expectation is for a high-capacity, high-speed, redundant online disk storage subsystem.
6.3
Williamson County Technology Touch Point Matrix
Various interface requirements have been described throughout the respective functional requirements
provided within this document. The Vendor is responsible for carefully reading and acknowledging
any functional requirement which (viewed in light of the Vendor’s system capabilities) will require an
interface. It is critical that prospective Vendors demonstrate an understanding of the general nature of
the interface requirements and make a good faith attempt to account for and describe the planned
approach to accomplish the task.
The graphic below, WILLIAMSON COUNTY TECHNOLOGY TOUCH POINT MATRIX, is
not intended to be exhaustive or fully descriptive. It is meant to further reinforce the County’s
expectation of areas where data / information shall be shared between systems within the Williamson
County public safety network (as defined in RED) and its regional partners (as defined in GREEN).
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The table below illustrates the systems listed above and provides a description of each system /
interface point. In some instances, additional information is provided to better describe the system and
the manufacturer. With regard to Odyssey and eDOCS, these systems shall export a to-be-defined file
to the LERMS system on a daily basis to reduce / eliminate data entry by Constable Office personnel
and gain process and outcome efficiencies:
System
Description
TIME SYNCH
Common time source for all connected public safety systems (e.g., Netclock or similar
device) (New)
Existing multiple logging and recording systems; County would prefer a single,
consolidated logging / recording system for – at minimum - E911, TELEPHONE, CAD,
MDCS, AVL, RADIO, and PAGING systems.
Plant/CML E911 Equipment (Existing)
New Computer Aided Dispatch (CAD)
New Tactical Map Display linked to CAD
Alphanumeric paging system (New or existing)
Fire Station Alerting Equipment (New or existing)
National / Texas Law Enforcement Telecommunications System
National / Texas Crime Information Center
Mobile Data Communications System (New)
Automatic Vehicle Location equipment – MDC and non-MDC equipped units (New)
Law Enforcement Records Management System, including Civil Records Management
System Module (New)
Jail Management System (TSG/Odyssey) (System Upgrade Feb 2010)
Fire Records Management System (Firehouse) (Existing)
County owned / managed time and attendance application / system
Electronic Patient Care Reporting (Existing – emsCHARTS)
Motorola P25 Digital Radio Network (Existing - Shared)
Mobile Command Center (Existing)
Regional Command Vehicle (recent grant funded vehicle for Emergency Management)
Desktop telephone system in Communications Center (Nortel Networks 24 button digital
handset) (Existing)
Public safety systems (e.g., CAD, MDCS and AVL) operated by regional public safety /
emergency response agencies other than Williamson County
Courts case management system (TSG) (Upgrade Feb 2010)
Courts case management system – JP Courts (eDOCS) (Existing)
LOG/REC
E911
CAD
TMD
PAGING
STA. ALRT
NLETS/TLETS
NCIC/TCIC
MDC
AVL
LERMS
JMS
FRMS
KRONOS
ePCR
RADIO
MCC
RCV
PHONE
PARTNERS
ODYSSEY
eDOCS
6.4
Information Sharing Among Regional Public Safety Partners
Recent events indicate there is a need for Williamson County and various incorporated cities in the
region to have greater visibility to each other’s calls for service and available resources in areas where
the parties have mutual interest and / or responsibility. In addition, recent meetings between
executive public safety agency management teams and key Williamson County and regional political
leadership have resulted in agreement, in principle, to share event and resource information between
public safety agencies with the goal of using the information in to-be-defined instances where
another’s resources would be in a better / more strategic position to respond to an emergency event.
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The intent of the response is not to co-opt another agency’s statutory responsibility, but to arrive as
quickly as possible and, in the interests of public safety, take appropriate actions to stabilize the event
(e.g., start fire response, treat victims, etc).
The desired end-state of this “concept of operations” is to provide the Williamson County Emergency
Communications Center and targeted public safety agencies other than Williamson County
Emergency Communications, with greater visibility to each others’ events and, as conditions warrant,
provide a response to it either as a first responder or as a first responder / assisting agency. The table
below lists key public safety answering points in the region.
Area PSAP
Austin, Texas
Cedar Park, Texas
Georgetown, Texas
Leander
Round Rock
Taylor
County
Travis
Williamson
Williamson
Williamson
Williamson
Williamson
CAD System
Tri Tech
Vision Air
SunGard/OSSI (Future)
Plant/CML (Future)
SunGard/OSSI
Motorola
The County is committed to implementing a solution that supports sending and receiving calls for
service information to / from regional public safety partners including. The table below lists key
activities the County desires to implement and provides a brief objective / purpose description of each
activity:
Activity
Calls for Service
Objective / Purpose
 Create a call for service in Williamson County CAD and, based on its
location, route a copy of the call for service to a regional public safety
partner’s CAD system
 Receive a call for service in the Williamson County CAD system from
another regional public safety partner’s CAD system
AVL Location
 Continuously send Williamson County AVL location information of
Information
selected or all public safety resources an external regional public safety
partner’s CAD system
 Receive AVL public safety resource location information from an
external regional public safety partner
 Selectively display AVL location information received from another
regional public safety partner on a Williamson County display system
(e.g., tactical map display, Jumbo-tron, video wall)
Dispatch Other Agency  Dispatch a regional public safety partner’s resource (e.g., police, fire,
Resources by
EMS) to a call for service within the service area of Williamson
Williamson County
County
Dispatch Williamson
 Dispatch a Williamson County public safety resource (e.g., police, fire,
County Resources by
emergency medical) to a call for service within the service area of
Other Agency
another regional public safety partner’s jurisdiction
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The County’s public safety vision is to support the exchange of call for service, resource information
and assorted communications (e.g., status, location plotting, and messaging) between and among cities
/ communities in the region as organizational and operational relationships are established. Vendors
are requested to provide the following information:
1. List the public safety communications systems it interfaces with, either natively or
otherwise, as it relates to CAD and MDCS/AVL of other public safety vendors.
2. Specifically list how the vendor interfaces with other vendors listed in response to the
systems listed on bullet point number 1.
3. Describe how that interface supports the bi-directional exchange of call for service
information, including updates, sending and receiving messages from / to mobile data
equipped units, and receiving and displaying AVL resource information from / to
another vendor’s system/s.
6.5
Vendor Networking Requirements
The County’s networking infrastructure is maintained and managed solely by County personnel.
Vendors shall take responsibility for specifying the requirements necessary for network
communications to successfully implement the proposed systems. To that end, the following concepts
should be observed.
a) The County’s network configurations and components are not generally accessible to vendors.
Vendors will not be allowed to monitor, configure, or add network components to the existing
infrastructure without prior written permission.
b) The vendor may propose additional network expansion, or may instead choose to identify capacity
requirements between devices.
c) Vendors shall specify bandwidth requirements between clients and servers, as well as between the
various servers.
d) Vendor is expected to define the required interface / connection between wireless data
infrastructure and the County network.
e) Vendor shall specify a demarcation of responsibilities between the County and the vendor during
system installation, configuration, testing, warranty, and pre- and post-acceptance maintenance.
Vendor shall specify proposed demarcation of responsibilities between the County and the vendor
during system installation, testing, warranty, and maintenance.
6.6
System-wide Time Synchronization
To insure chronological consistency of time stamps added to event records, reports and voice and data
communications recordings across multiple and interconnected system, all public safety equipment
such as CAD, LERMS, MDCS, AVL, ANI/ALI Controllers, Voice Recorders, Radio Consoles, etc.,
shall be synchronized to a common internal network master time source (e.g., Netclock).
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The master clock shall be traceable to Universal Time Coordination (UTC) and have a continuous
accuracy of .1 seconds relative to UTC when locked to the UTC time source. In the event the master
clock becomes unlocked from the external UTC source and must "free run", it will not exceed an error
accumulation of more than 1 second per day (see NENA 04-002: PSAP Master Clock).
6.7
Integrated / Interconnected Modules
All modules shall be integrated and shall support information sharing and exchange between and
among Williamson County modules and reduce duplication of effort.
6.8
GIS Data Model Source
The vendor shall use the Williamson County GIS data model for all systems / modules as the source
data. The vendor may import applicable GIS source data into the various applications and, once
imported, manipulate the data to support a particular system or subsystem operating requirements.
6.9
Relational Database Structure
The software shall utilize a relational database management system (RDMS) structure.
6.10 Agency Designated Mandatory Fields
The system shall support the mandatory use of agency-specified "codes" in certain fields such as state
statutes and charges. The system shall provide a list of valid codes for certain coded fields. The user
shall be able to select a code from the list, at which time the system shall enter the code into the field.
6.11 Multiple Level Field Support
The system shall support the ability to establish – at minimum - primary, secondary and tertiary fields
and conduct quality control and editing services throughout the data entry process.
6.12 Code Table Maintenance
All code tables shall be able to be updated by the agency’s system administrator – no requirement for
programmer or vendor intervention to maintain code tables. In some instances, division level database
management may be assigned to individual divisional subject matter experts, providing the system
administrator has assigned user access rights consistent with this function.
6.13 On Line Help Module
All systems shall provide a comprehensive on-line help module for all systems/applications. The
technical systems administrator and / or the operations system administrator shall have the ability to
update information displayed in the On Line Help Module. When updated, the new information shall
be immediately available to all users and systems (as applicable).
6.14 Database Query Support
All database records shall be accessible through ad hoc query searches with an internal query tool and
report writer. All database records shall be accessible via a third party report writer such as Crystal
Reports and MS Office applications (e.g., Excel, Access).
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6.15 System Administration
The system administration functions shall be performed by any designated individual without vendor
technical support. The system shall support the ability to create a “systems administration group” and
assign multiple Williamson County technical support personnel with the ability to perform technical
systems administration functions (e.g., database development, table configuration, etc).
6.16 Operations Administration
The operations administration functions shall be performed by an authorized non-technical individual
without programmer or system administrator support. The system shall support the ability to create an
“operations administration group” and assign multiple Williamson County subject matter experts with
the ability to perform operations administration functions (e.g., database updates / changes, manage
user files, etc).
6.17 Systems Order of Implementation
A statement of work (SOW) and public safety systems order of implementation (OOI) shall be
developed between the Vendor selected for this project and Williamson County. This SOW/OOI shall
define the various tasks required by all parties and list an order of implementation linked to best
supporting the needs of Williamson County.
The vendor shall, as part of its submission, define 1) a suggested order of systems implementation, 2)
identify envisioned process and / or outcome efficiencies linked to the vendor’s suggested order of
systems implementation and 3) define any additional / interim interfaces that may be required to
support the vendor’s proposed order of implementation. The County reserves the right to approve,
reject or propose alternative implementation strategies.
6.18 Vendor Support
The vendor shall provide support on all products and hardware 24 hours a day every day of the
year. A tiered telephone support model is required with the highest / most critical tier receiving
the quickest attention by the vendor’s internal and field technical support staff.
6.19 Peer Support
The vendor shall provide or facilitate access to vendor-affiliated / endorsed user groups,
discussion forums and other peer-based resources for the purpose of information exchange,
networking, and peer support.
6.20 Module Level Security
The system shall allow the system administrator/s to create individual, group, functional and
classification based (e.g., rank) user access levels. The system shall support the ability to establish a
set base of access permissions for individual user groups (e.g., sworn vis-à-vis civilian position titles)
and automatically assign a pre-determined set of system access rights specific to each module/system.
Additionally, the system shall support module level security including but not limited to the following:
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



Read only
Add rights
Modify rights and
Delete rights
In addition, the system user security file shall automatically disable established access rights to, for
instance, the LERMS and MDC systems when an individual’s status in the CAD Personnel and
Training module is set to “suspended,” “terminated” or “indefinite suspension” status or when the
user’s County network account is disabled. The customer will work with the vendor to establish the
standards and mechanisms by which access rights of an individual are automatically disabled across
all systems.
6.21 Documentation
All modules and fields shall have a full data dictionary as well as an explanation on how to find
all data tracked by each module.
Full documentation of system network topology shall be provided to the County in such detail
that specifies all hardware, software, system infrastructure, communications paths, ports, data
stores, etc.
Training documentation shall include soft copies of all documents and files. In addition, multimedia files (e.g. tutorial videos) where appropriate, are preferred, but not required.
6.22 Databases
All databases used shall be built in a standards-compliant relational database. Databases serving
the CAD and LERMS live systems shall be built in Microsoft's SQL Server 2005 or 2008.
6.23 Servers
It is preferred that all high-availability servers for critical systems including, but not limited to,
CAD, MDC, AVL, LERMS, are manufactured by Dell Corporation (www.dell.com) or Stratus
Technologies (www.stratus.com).
6.24 System Redundancy/Failover
All “critical” databases and servers (e.g., those used to run AVL, CAD, LERMS core functions)
shall be fully redundant. Redundancy may be accomplished by the use of hardware, database or
vendor software such that there is no single point of failure. The changeover to a backup or
redundant system shall take a minimal amount of effort and be as seamless as possible to the end
user.
In the event of a system failure, the system(s) shall be configured to automatically notify
Information Technology Services (ITS) and customer defined staff of such a failure by way of
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system message (displayed via software), an email or other notification detailed by the vendor
and approved by Williamson County operations and technical support personnel.
In the event that a CAD station becomes disconnected from the server (e.g., the switch or cable is
disconnected) that the CAD station shall continue to display map and last known unit status until
a re-connection occurs and transactions can resume between the client and the network system
server.
6.25
Back-Up Architecture / Process
Backup of all system files and user data shall be capable of being accomplished without taking the
respective system out of service, and with minimal impact on operations and performance. Vendors
shall explain the backup methodology used and the degree of automation, as well as the anticipated
duration of a routine backup. Additionally, the vendor shall propose hardware, software or
infrastructure needed to support this requirement.
6.26 User PCs and Workstations
All client software shall be compatible with Microsoft Windows XP SP3 or Windows Vista SP1.
Additionally, both 32-bit and 64-bit processors and operating system versions shall be supported.
Client software for all systems shall be compatible with future operating systems within a
reasonable amount of time of their release (i.e. Windows 7). Williamson County reserves the
right to accept or decline transitioning to such operating system upgrades.
Vendor shall provide minimum technical requirements for all “classes” of computers (e.g., CAD,
Mobile Data, LERMS, FRMS).
6.27 Network Infrastructure
All systems shall use network communication protocols that are compatible with an IP-based,
packet-switched network with Cisco hardware. Client / server communication for both LERMS
and CAD systems shall perform normally at 10/100Mb speeds.
6.28 Separate Domains
The County has a network configuration that places CAD servers and client computers on a
separate domain from other County IT infrastructure because of the critical nature of CAD
operations and security needs. Trust has been created between the different domains for purposes
of limited data interaction with specified systems.
The County is open to vendor solutions for accomplishing the goals of single sign on and
maintaining effective security in accordance with best practices.
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6.29 Integrated Windows Authentication
It is preferred that all systems make use of Integrated Windows Authentication through
Microsoft’s Active Directory. Changes in user passwords or other profile information should be
passed seamlessly through the software.
6.30 Consolidated Recording
The County desires to have all telephone voice, radio, CAD & AVL data, GIS data, RMS
data/transactions, Mobile Data transactions and even possibly in-car camera video recorded in such a
way as to allow easy, synchronous playback of multiple data feeds from a single (though redundant)
logging and recording system in order to re-create an incident in its entirety. A consolidated recording
environment shall be proposed by the vendor and support by all systems / modules defined by the
customer.
6.31 Mobile Data System Capacity
The mobile data infrastructure (e.g., servers, connections) recommended by the chosen vendor
shall be capable of successfully processing AVL location updates, mobile data queries, and
related field communications transactions (e.g., messaging, CFS updates, location updates) for
2,000 mobile units at any one time.
6.32 Mobile Data File Updates
The system shall provide the ability to support files and updates loaded onto each PC with
mobile data (e.g. software and map updates, code files) and shall be able to be updated in the
field over cellular data connections as well as Williamson County’s 802.11b/g/n WiFi “hot
spots.” These WiFi hot spot locations have not been identified as of the release of this RFP.
6.33 Remote Sessions of CAD and Law Enforcement RMS
Remote sessions (e.g. computer not on the County’s LAN) of both the CAD and LERMS
modules shall be supported over Citrix remote access software, or, alternatively, using a VPN
connection (less desirable alternative).
6.34 System Administration / Configuration
Each module (e.g., CAD, LERMS, Mobile Data) shall have an integrated system and user
management module accessible by users with either module-level or system-level administrative
privileges.
The module or system administrator shall be able to create code files (e.g., “pick lists”) for
virtually any field in data entry screens as well as create a regular expression function or required
pattern (e.g., phone number must be 10 digits separated by only dashes) without the vendor’s
assistance.
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6.35 GIS Export
Records selected in either LERMS or CAD shall have multiple export options including an
option to export location and user selected information to ESRI’s Shapefile format.
Map images (including units, incidents, markups, etc) shall be able to be saved to disk or
exported to JPG, GIF, or PDF. A “printable” page or layout is preferred so that the map legend,
scale, north arrow, time/date, etc. can be added to the export.
6.36 Custom Reporting Engine
The systems shall support the ability to create custom reports using Crystal Reports
(www.crystalreports.com) software.
6.37 AVL Features
The AVL system shall report the monitored asset’s last known location in the event of a unit’s
disconnection from the cellular network. In the event an AVL monitored field resource is
disconnected from the cellular network, the system shall notify field supervisors or other
designated technical support ITS staff.
The AVL system shall support the ability to generate a notification to designated Williamson
County personnel (e.g., field supervisors, managers) when an AVL equipped resource’s
vehicular speed exceeds a customer-defined threshold.
The AVL unit status visibility shall be restricted by user login or group (e.g., narcotics vehicles,
other covert assets).
Vendors shall provide a list of parameters supported by their AVL solution (e.g., deceleration, Gforce, crash, rollover, etc).
6.38 CAD Features
Unit recommendation and routing shall, as appropriate, use the one-way designation that is an
attribute in Williamson County’s GIS data.
The CAD TMD shall support the ability to “reposition” a plotted location on a map to a
“different” location based on information provided by the caller (e.g., wireless caller) or
responding field unit (e.g., in open field). An example of such an event is a caller in the interior
of a large park. The call taker / dispatcher shall have the ability to reposition the plotted location
to a fixed point on a map (e.g., ingress/egress point) and determine a street / block address for the
“new” location.
Williamson County has many areas where the street and the homes are in different jurisdictions
(i.e. the City has annexed the road but not the homes). The system shall make different unit
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recommendations or show different responses a street range than for exact addresses along the
street.
The system shall support the ability of dispatchers to receive a notice or visually see a unit’s
change in AVL signal. For instance: If a unit loses AVL connection, the unit will change color
or have another form of indication to the dispatcher.
The system shall support the ability of dispatchers and supervisors to create road "flags" (i.e.
closures) and share this user annotated map data to other CAD stations as well as to mobile data
units.
Phase I wireless 9-1-1 calls shall be displayed on the call taker’s tactical map display (TMD)
with, minimally, the receiving tower’s location and its respective facing.
Phase II wireless 9-1-1 calls shall be displayed on the call taker’s tactical map display (TMD)
with a center location and a confidence radius.
In the event of an AVL failure or data error, supervisors or dispatchers (depending on
permissions) shall be able to override the displayed location of unit.
The system shall support the ability to launch multiple map views thereby enabling dispatchers
to monitor actively several different areas at a time.
The system shall support the ability to incorporate traffic data from state or commercial services
(such as TxDOT) that can be shown on the CAD map as needed.
The system shall support the ability to track and plot the location of field units equipped without
AVL (e.g., automatic on assignment and as status changes, manually via drag and drop
capability).
Unit recommendation and routing should take into account speed limits and street restriction
flags (e.g., height or width restriction, road closures).
6.39 Mobile Data Features
Mobile data units shall be equipped with a tactical map with map data loaded locally on the unit
that can be updated with new data. In addition to local data, mobile units shall be able to display
Pictometry (www.pictometry.com) images from linked or embedded viewers and receive images
from the appropriate server (within bandwidth limitations). The system shall support the ability
of the mobile data user to perform "drill-down" queries of all displayed map layers and districts.
Mobile data units with or without AVL shall be able to get on-screen driving directions. Point-topoint directions from any two (2) manually entered addresses or points on the map shall be
supported.
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Mobile units’ view of other units shall be based on permissions (e.g., supervisors can see all of
their units, non-supervisory personnel has less visibility)
Mobile units shall be able to search for addresses, common place names or other map features.
Mobile data communications shall be compatible with cellular data access from AT&T, Verizon,
Sprint, and T-Mobile.
The mobile map, AVL solution, and routing functions each shall have the ability to work
independently in stand-alone mode should the unit become unit disconnected from the network.
Mobile report writing and locally managed data entry activities (e.g., ticket writing, field
intelligence) shall be supported if the mobile unit is disconnected from the network.
Mobile data software and AVL shall accept GPS input in NMEA format.
The system shall support the ability of a mobile user to initiate route-recalculation based on
current location (e.g., user took a different route than was recommended).
6.40 General Map Features and Functionality
All maps must have a legend or the ability to show a map legend that details the layers displayed
and their associated symbology.
GIS data layers displayed on all maps must be scale-dependent and turn on or off (or label)
depending on the scale of the current view (e.g., only major roads are visible at the full map
extent).
The default map layers accessible to the user (or default visible map layers) shall be able to be
changed and set for users based on user login or group/role membership by the administrator
with no vendor assistance.
If permitted by the system administrator, a user's map preferences (e.g., layer view selections,
layer order, symbolizations) shall be customizable and persist across sessions by user account.
The map shall have tool-tip functionality such that moving the mouse over the map causes a
small text box to appear adjacent to the mouse location with attribute information displayed (e.g.,
the response area or the house number). The information displayed is generally based off of the
top-most layer in the map at the mouse location but should be configurable by the system
administrator without vendor assistance.
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6.41 GIS Address and Street Data
Williamson County GIS, in partnership with several cities in the region, has created a data model
for addresses and streets based on state and national standards for addressing and GIS. The
vendor shall be required to accept this data for use or import into the system(s) in the currently
utilized data model as well as the projection (NAD 83 State Plane Texas Central Zone in units
US Survey Feet). The Williamson County GIS data model can be downloaded from the
Williamson County Purchasing Vendor Portal web site on the same page as this RFP.
6.42 Williamson County GIS Data Layers
The mapping in all modules shall support virtually unlimited layers of GIS data. These map
layers should be a common set that can be used on all systems and map displays.
The map shall support the ability to display point, line and polygon features from GIS source
data, as well as display annotation features from ESRI-format annotation layers.
All data layers that are not integral to the functioning of the systems (those that do not feed
geofile or other tabular data) but are for the map only (e.g., parks, schools, wrecker districts)
shall be read directly from the source data in ESRI’s ArcSDE geodatabase or Shapefile.
In addition to the presets done by the module and system administrators, the user shall have the
ability to change the visibility of the map layers (e.g., turn map layers off or on) on all systemprovided maps, including those utilized by mobile data.
A user shall be able to view and query the data, such as search for attribute values, and any data
that is used for the map.
The map shall be able to utilize the following data layers at a minimum:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
Apartment unit location points
Hazardous Materials (HAZMAT) Sites
Outdoor Siren Locations
Utility Lines and point locations (e.g. transmission lines, substations)
Fire Hydrant Locations
Contract Wrecker Service Areas
Wrecker Service Areas
EMS Stations
Emergency Service Number (ESN) Areas
Fire Stations
Medic Response Districts (2nd, 3rd, 4th in areas)
Mile Markers
Sheriff Districts
Constable Districts
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o)
p)
q)
r)
s)
t)
u)
v)
w)
x)
y)
z)
aa)
bb)
cc)
dd)
ee)
ff)
gg)
hh)
ii)
jj)
kk)
Incorporated Cities
Cemeteries
Group Quarters
Food Establishments
Hospitals
Child Care
Schools
School Districts
Precincts
Indigent Clinics
Nursing Homes
Health District Clinics
Polling Places
Caves
Parks and Open Spaces
Trails
Subdivisions
Rivers
Lakes
Low Water Crossings
Unincorporated Cities/Communities
Map Grid Reference areas (e.g., MAPSCO, USGS)
Roads and Address Point data for surrounding counties (not part of the geo-file)
6.43 Aerial Photography
All maps shall support the use of aerial photography that can be displayed or hidden based on the
user’s preferences or as configured by the system administrator. The aerial photography may be
located on a separate server or on a server designated by the vendor.
The aerial photography used by the County may be in one of the following formats all of which
shall be supported: MrSID (including up to generation 4), TIFF, JPG, and JPG 2000. Both 3
and 4 band imagery shall also be supported (for 4-band imagery, only 3 pre-selected bands need
to be shown).
In addition, the County requires the display of imagery from Pictometry Corporation via an
embedded viewer or one that is linked by the software to the Pictometry viewer. The Pictometry
oblique imagery may be loaded on a separate server or a server designated by the vendor.
6.44 Map Tools
All maps shall utilize a standard set of map tools. These tools may be shown or hidden as a group
or individually based on user preferences or user login or group membership (e.g., markup tools
not available for some users). Map tools shall include, but not be limited to:
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a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
Pan
Zoom In / Zoom Out
Last Zoom (previous zoom level)
Identify feature (returns attributes of top-most or chosen clicked feature)
Drill-down identify (returns attributes of all clicked features)
Zoom to extent (zoom to the full set of data)
Measure distance
Measure area
Go to X/Y coordinates
Print Map / Printable page (ability to add title, legend, scale)
Show/Hide legend
In addition, some tools shall be customizable by the system administrator. As an example, the
Zoom to Extent tool shall be capable of being configured to zoom to the entire County, even
though data for surrounding counties may be present.
6.45 Map Units
The map measurement units for display, query, or manual entry shall support user defined
values. A user shall be able to, at a minimum, measure distance on the map in feet, miles, and
kilometers and measure area on the map in acres, square feet, square miles, and square
kilometers.
6.46 X/Y Data Display and Query
The system shall have the ability to return an X/Y location when the user clicks a location on the
map. The system shall also support manual entry or map query for an X/Y location (either
entered as a location or search the map).
The units for the X/Y location or coordinate system shall be selected by the user. The selectable
systems must include, but not be limited to:
a)
b)
c)
d)
Latitude/Longitude in Decimal Seconds (Degrees, Minutes, Seconds)
Latitude/Longitude in Decimal Minutes
Latitude/Longitude in Decimal Degrees
U.S. National Grid
6.47 Map Markups and Overlays
Maps in LERMS, CAD, and Mobile Data shall have graphic markup tools that can be used to
add user-defined points, lines and polygons to the map. The system shall support the ability of
users to draw radii or buffers around user-defined locations (e.g. define a 300-foot perimeter).
Additionally, the system shall support the ability of the user to share overlays with other users as
well as save them to a file (i.e. JPG, GIF).
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Maps in CAD and LERMS shall support user-initiated overlays of an ESRI-format Shapefile or
geodatabase that will then display on their map. No data is required to be stored by the map or
system beyond the viewing of the overlay until the map is closed.
6.48 Web Services
The tactical map shall allow for the use and overlay of web services. The technical systems
administrator shall be able to connect to and configure the map to use web services in WMS,
WFS, ArcGIS Server, or other OGC web map services (e.g. National Weather Service data).
Interactive mapping produced by the system for purposes of displaying on a web page (e.g.,
CAD call viewer, public crime map site) shall output web map services in WMS, WFS, ArcGIS
Server, or other OGC web map service. ArcGIS Server-based mapping is preferred, but not
required.
6.49 Location Finding / Geo-coding
Locations on the map in all modules shall be completed by validating against the geofile which,
in essence, may be a multi-stage geo-coding process: For instance, exact address loaded from
address point locations and aliases (e.g. common place names) are first matched, and then valid
street address ranges are used to geo-validate.
6.50 GIS-Based Routing
Williamson County’s GIS data is suitable for routing based on the liner network of road
centerlines. The system(s) are required to use this data to route from point to point location. The
exact address location must be able to be used as a routing destination or a point of origin.
At the location of over- or under-passes, the GIS centerlines cross each other without “breaking”
or a node placed at the point of line overlap. This must signify to the software that no real
intersection takes place, and not to route from, for example, an overpass to a main lane.
Williamson County does not make use of elevation codes or other attributes that indicate an
over- or under-pass.
6.51 GIS Data Updating
Data updates of GIS data shall be completed either on a schedule or on-demand without vendor
technical support. These shall be managed through GIS administration tool(s) and the process
shall not take more than four (4) hours from start of process to live data. When data has been
updated in the system, the updates shall be transparent to the user and the user shall not have to
re-start the application.
In addition to the map layers and geo-file, commonplace names file (e.g., Courthouse,
McDonalds) shall be regularly updated from a GIS data source.
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6.52 Non Geo-Verified Addresses
A user shall have the ability to enter a non geo-verified address in a geo-validated field only after
receiving a warning that the address cannot be verified. The system shall be capable of reporting
non geo-verified addresses that can be viewed by specific staff assigned responsibility to correct
/ edit the non-verified address.
6.53 Overlapping Response Areas
Williamson County has several major roads with overpasses and underpasses that result in
response areas / zones that overlap. Example: The overpass may have a different medic response
zone than the main lanes that are directly below it. The CAD system shall support properly
selecting and recommending units in areas with overlapping response areas such as those
described in this section.
6.54 Geography-based Selection and Reporting
In LERMS and CAD modules, the system shall able to create a suite of reports based on
geographic reference as a search criteria. The user shall be able to select a pre-defined area such
as a zone or beat or create an area using the map (e.g., 1,000 feet from a school) and then receive
back the incidents, crime, events, calls, etc. which occurred in that area.
6.55 Street Block Ranges
Currently each block range is defined by the intersection of another street or jurisdictional boundary or
change in primary EMS, LAW or Fire response area. The system shall support the above street block
range definitions without requiring street block changes with every subsequent change in response
code. A copy of the Williamson County GIS data is available for download at www.wilco.org/maps.
6.56 Road-Naming Conventions
Williamson County utilizes several road naming conventions that are unique to region of Texas
in which the County is located. Some of these present problems to traditional, national geocoding and address matching routines. The vendor is required to fully support the data in the
format and conventions utilized by Williamson County GIS & Addressing. Some examples of
road names are: CR 989 (County Road 989), RM 1431 (Ranch to Market 1431), SH 45 (State
Highway 45), PVR 973 (Private Road 973). All Williamson County roads and addresses are
downloadable for reference at: www.wilco.org/maps.
6.57 Law Enforcement RMS Address Map
All records displaying an incident location or other geo-validated location shall have a feature
enabling the view of a map of that address or addresses (e.g., a button that “pops up” a pin map
of that address).
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7. COMPUTER AIDED DISPATCH (CAD) FUNCTIONAL
REQUIREMENTS
7.1
General Requirements
The desired software solution shall be capable of supporting incident intake, resource
recommendations, dispatching, unit status, and management reporting for Law enforcement and Fire /
EMS, and provide the following functions and features at a minimum. Additionally, Vendors /
respondents shall highlight and describe functions and features provided by their basic packages that
are not described below.
7.2
Currently Deployed System
The County requires that vendor’s proposed CAD public safety software submitted in response to this
RFP shall be in production supporting public safety customers of similar size and capacity as
Williamson County for a minimum of twelve months. Williamson County has no desire to be a beta
site for a vendor’s product. Vendors shall ensure that reference account information provided in
response to this RFP complies with this mandatory requirement.
7.3
Call Taker / Dispatcher Configuration
The system shall support dedicated as well as combined call taker and dispatcher configurations (e.g.,
single stage dispatching).
7.4
User Access Levels
The system shall support, at minimum, four (4) discrete system access levels: Call Taker, Dispatcher,
Supervisor and System Administrator.
7.5
Multi-Agency Configuration
The system shall support multiple agencies (e.g., Law enforcement, Fire, EMS), with the ability to
support other resources that customarily operate within the Williamson County service area (e.g., state
resources, precinct constable staff).
7.6
Multi-Agency Event Routing
Any incidents that require resources from multiple agencies, regardless of entry point, shall be routed
to the appropriate dispatch position(s) associated to each of the responsible agencies, depending on the
incident location and type of incident.
7.7
Support Multiple Windows
Support multiple windows available. Standard Windows-type functionality is desired for all CAD
applications (e.g., dialog boxes, point-and-click, and drag-and-drop). Switching from one window to
another shall not affect any information entered in any displayed / active window.
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7.8
Table Driven Characteristics
The system shall make extensive use of table driven parameters, allowing easy modification by the
system administrator without the vendor provided programmer support. These modifications shall be
able to be made while the system is active without any negative impact on CAD operations.
7.9
Utility Program Library
The system shall support a library of utility programs to maintain the CAD system’s resources,
configuration, and data files. These utility programs shall be accessed through menus or similar
operation and controlled through credentials based security. Integrated “help” functionality for these
configuration routines is highly desired.
7.10
User Selected Printing
Any information displayed on a CAD workstation shall be capable of being printed on a designated
shared printer, a locally attached printer, or “routed” (sent) to other connected workstations, positions
or printers at any time.
7.11
Back-Up Configuration
Backup of the CAD files and user data shall be capable of being accomplished without taking CAD
out of service, and with minimal impact on CAD operations and performance. Vendors shall explain
the backup methodology used and the degree of automation, as well as the anticipated duration of a
routine backup.
7.12
Programmable Function Keys
The system shall make use of programmable function keys for all frequent operations, in addition to
the windows standard functionality (dialog boxes, etc.), to reduce the number of required keystrokes;
Explain the operation of all function keys provided, the ability to re-program function keys for
different operations and the degree to which the applications support point-and-click device
functionality.
7.13
Command Line Mode
The system shall support a command line mode. Command line mode is composed of a data entry
field in which a command verb (e.g., traffic stop) is followed by appropriate parameters (e.g., unit
number, street location). Although standard windows options such as drag-and-drop, pop-up menus,
drop-down menus, etc., and function keys provide access to system functions, all users shall be
provided with a command line from which all or most system functions (e.g., initiate a new incident,
update unit statuses, initiate a traffic stop, query TLETS/NLETS) are accessible.; Vendors shall 1) list
the set of system functions accessible via the command line mode and 2) explain the operation of their
system’s command line mode.
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7.14
Menu / Drop-Down Box Support
Menus or drop down dialog boxes shall – as appropriate - be provided to select the various functions
that are available in the CAD application. Comprehensive credentials-based security shall control
what functions are available to each user. Vendors shall explain how the menus work in relation to
provided security features.
7.15
Individual and Group Messaging
The system shall support both individual and group messaging. Message delivery capabilities shall be
provided for delivery to individual users / workstations and distribution lists. All messages shall be
logged.
7.16
User Training Module
The CAD system shall support a training component that allows personnel to be trained on the system
without impacting the production or “live” environment, or stored data. Vendors shall explain how
this functionality is provided and if their system incorporates the ability to support computer based
tutorial training derived from the vendor’s user / operator manual (e.g., call taker, radio dispatcher).
7.17
On Line Database
The CAD system shall allow the retrieval of any incident and/or data element on-line for at least a
365-day period. When an archived media is loaded onto the system, the application shall facilitate the
retrieval of any previous incident and/or data element contained on the backup medium.
7.18
Catch Up / Contingency Support
The CAD system shall allow the delayed entry of incidents (e.g., catch-up), with a capability of
entering actual time, not current computer time, into all time fields; any information subsequent to the
entry of the original incident shall include the date, time, and ID of the person entering the
information. Vendors shall explain how their catch -up/contingency operations function.
7.19
TLETS / NLETS Access
The CAD system shall support the ability of accessing TLETS/NLETS via the CAD computer and
performing all authorized TLETS / NLETS functions. Each position in the E9-1-1 Communications
Center (e.g., call taker, radio dispatcher, and supervisor) shall have access to TLETS/NLETS via their
individual position/s. All subsequent returns to queries shall be appended to a unit history file or a call
for service record, whichever is appropriate.
7.20
Multi-Query Support from Single Transaction
The CAD system shall automatically send a query to TLETS / NLETS and the proposed LERMS for
registration and wants and warrants checks from the LERMS system internal databases and the CAD
targeted CAD system databases (e.g., BOLO, APB) when a license plate, VIN number and/or
person’s name is entered. Access to TLETS / NLETS functionality shall be controlled by credentials
based security with a complete, detailed and searchable audit trail record.
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7.21
Automatic Logging / Retrieval
The CAD system shall provide for automated logging and retrieval of all criminal history inquiries
and responses consistent with State and NLETS and NCIC regulations and policies. Criminal history
inquiry access shall be restricted by credentials based security.
7.22
System Limitations
The vendor shall identify any practical limitations of their CAD system including, but not limited to
the following:
a.
b.
c.
d.
e.
The maximum number of units that can be simultaneously assigned to a single call.
The maximum number of units that can be active at any one time.
The maximum number of active incidents that can be supported.
The maximum number of concurrent users.
The ability to support a wireless link between Mobile Command Post and / or Tactical
Command Post field communications and coordination positions
7.23
Log on / Log Off Control
The logon process shall incorporate a “single entry” to enable logons to multiple authorized systems
(e.g., CAD, LERMS, MDCS, TLETS, and WINDOWS Authentication). All logon identifications
shall be validated by the appropriate system(s) before that operator can perform system functions.
The logon identification shall become part of the incident record for all incidents created or dispatched
by an operator.
7.24
Exchange Users / Operators
The CAD system shall have the ability to quickly log off an operator and log on a new operator,
without the need to exit from CAD or re-start the program (e.g., shift change, break/relief). The time
and date, along with the ID of the operator logging off and the ID of the operator logging on, shall be
recorded in a system history log file. The system shall not allow a user to be logged onto two (2)
positions at one time.
7.25
Default Configuration
The system shall support the ability of a system administrator to develop a default configuration for
any class of position / workstation (e.g., call taker, radio dispatcher, training lab). The default
configuration shall be presented to the user at log-on unless the user has previously configured and
saved a “user-defined” configuration.
7.26
User Configuration
The system shall support the ability of a user to configure multiple windows to their individual
preference. When the user logs-off a position, the user’s personal desktop configuration shall be
saved. When a user logs on to the same or another position of equal configuration, the previously
saved configuration shall be automatically established for the user.
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7.27
Multiple Monitor Support
The system shall support multiple monitors for all Communications Center positions (e.g., Comm
Center, Training Lab). The system also shall support a virtual mouse and keyboard configuration
whereby a single mouse and keyboard is used across multiple and connected applications and display
monitors.
7.28
Call Taking Functions
This section details desired functional requirements deemed necessary to support call taking and
customer service functions of a contemporary call taker / intake position. Though extensive, this
section shall not be considered all encompassing. Vendors are encouraged to provide additional
capabilities / functions available from their system that have not been listed in the following sections
and subsections.
7.29
Incident Creation
The system shall support the capture and maintenance of the following incident information, at a
minimum:
a)
Incident type (table-defined); Provide an on-line help function for valid incident types. If the
operator enters an incorrect or a partial incident type, the system shall display a list of valid
incident types. The user shall be able to select the correct incident type from that list and filled
in by the system in the call for service screen; Provide on-demand display of any procedures
or instructions (e.g., location-based protocols) related to this incident type for the proper
agency based on the incident type.
b)
Incident location (geo-processed) providing cross-street, Law enforcement and Fire / EMS
response areas, etc. All incident locations, whether obtained from the E9-1-1 controller or
entered directly by the operator for administrative line (seven-digit) calls shall be validated
against the system’s geofile.
c)
Incident priority (table-defined based on entered incident type). Allow the call taker to
override the table-defined priority value and enter a different priority level.
d)
Indication if the event is “in-progress” or has “just occurred.” The default shall be set by the
incident type, but modifiable by the dispatcher or call taker.
e)
Complainant name.
f)
Complainant address.
g)
Complainant telephone number and PILOT number (if an E911 call). Vendors shall explain
how their system supports capture and recording of the PILOT number in the call for service
record.
h)
Call narrative / comments.
i)
Suspect(s) description(s).
j)
Vehicle(s) description(s).
k)
Allow the call taker to capture the caller's information in any order. The call taker shall be
able to move around the input screen by tabbing, by point-and-click device, or by a next-line
key.
l)
The entry of locations shall be non-restrictive and allow entry of:
1.
Street addresses.
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2.
3.
4.
5.
6.
7.
8.
9.
10.
Commonplace names.
Intersections.
Landmarks.
Mile posts / markers (IH35 @ MM261).
X-Y Coordinates provided by Phase II compliant cellular telephones
On and off ramp exit / entrance numbers, direction of travel and distance to / from
Under / Over pass names, direction of travel and proximity (e.g., North Bound I-35, one
mile south of University Boulevard overpass).
Once a call has a validated incident type and address, the call shall be available to
routing to a dispatch position. After a call has been made available for dispatch, it shall
continue to be available for additional data entry and updates by any positions in the
Communications Center.
If an address cannot be validated against the system GEOfile, the system shall support
the ability to override or “force” an address or location and manually designate the
dispatch position/s to which the call for service shall be routed.
7.30
E9-1-1 Interface
a) The CAD system shall be capable of interfacing with the existing Plant/CML E9-1-1 system.
Plant/CML is capable of providing ANI / ALI information to the CAD system (e.g., ALI spill).
The corresponding ANI / ALI information shall, upon issuance of a command or function key,
automatically fill in the CAD call screen with the following information, at a minimum:
1.
Location of calling telephone.
2.
The telephone number.
3.
The subscriber's name.
4.
Comments from the ALI screen.
5.
Phase I and II information for 911 calls originating on cellular telephones
b) If the location of the emergency is the same as that of the calling party, a single keystroke shall
accept the location and validate it within the CAD geofile.
c) If the location is not the same (and/or not available through ANI / ALI), call-taker functionality
shall be available to the user to input the correct location manually.
7.31
Location Validation / Geofile Lookups
Upon entry of the incident location, the system shall provide a look-up to the geographic database
(geofile). This process shall facilitate validation of the incident’s location. The system shall assist the
user in validating partial, incomplete, or inaccurate locations. CAD shall utilize a “Soundex,” and/or
other appropriate lookup aids for street names, intersections, commonplace names, landmarks, or
street / highway route numbers. A list of possibilities shall be displayed when a partial spelling or
misspelling of a street name is entered.
The location / geofile shall support multiple “aliases” for street names, intersections, commonplace
names, landmarks, or street / highway route numbers.
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If the system is unable to provide an exact location match, a list of potential matches, based on
available lookup aids, shall be displayed to the user. The call taker shall be able to select the correct
location from the displayed list, scroll forward or backward for other potential locations, or restart the
location lookup with a new location.
Vendors shall describe the tools available in the system for assisting users to validate addresses and
other locations. Soundex, use of the tactical map display, and other techniques are especially desirable
to the County.
Once the address is validated, the system shall identify the appropriate Law district/ beat, Fire district /
beat, EMS district / beat and Wrecker district/beat, reporting area, agency of jurisdiction, mutual aid
respondent, MAPSCO grid reference, and any other geographic boundaries linked to the address. The
two nearest cross-streets (e.g., high intersection, low intersection) shall also be displayed. The
incident location shall be displayed in the center of the associated tactical map display (TMD) zoomed
to a readable level automatically after the address is validated.
All geographically sensitive hazards, dispatch policies, and other system functions shall stem from
validated locations or department specific protocols
The operator shall be able to complete the location look-up immediately upon entry, or at any time
during the incident entry process.
The system shall provide a feature to perform location validations / geofile lookups exclusive of the
incident creation process.
The system shall support the ability to override or “force” an address or other location for call
processing when the GEO-validation process is unsuccessful. In these cases, a system log shall
automatically capture and flag each occurrence of an override or non-verified locations and generate a
report to the County’s GIS department.
7.32
User Defined Search Radius
The CAD system shall support the ability to define variable search radius values linked to the type of
query being performed (e.g., previous call information versus hazardous material locations).
7.33
Generate Call for Service from TMD
The system shall support the ability to generate a call for service from the TMD using the mouse. It
shall be possible to select a point on the TMD (e.g., unit location, intersection) and import that
location’s physical address into a call for service template.
7.34
Commonplace Names
The CAD system shall allow the user to enter a location as a commonplace or business name (e.g.,
Commissioner’s Court, Burger King). The system shall automatically correlate the commonplace
name with an exact address. If more than one location has the same commonplace name (e.g.,
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McDonalds), the system shall display a list of all locations with the same name. The user shall be able
to select the correct location from that list by using the keyboard or a point-and-click device.
7.35
Alias Street Names
The system shall provide an alias-street name capability to accommodate multiple street names or
abbreviations for the same street (e.g., Main St, MLK). If the user enters an alias street name, the
system shall automatically translate the alias name to the correct street name. If several variations of
the same name exist, the system shall display a list of all possible street name variations. The user
shall be able to select the correct location from that list by using the keyboard or a point-and-click
device.
7.36
Intersections
The system shall utilize an intersection capability (e.g., Main / First). This feature shall allow for
multiple intersections of the same streets. The call taker shall be able to enter partial street names to
speed up the location entry process. The system shall also support the ability for a street to intersect
another street multiple times.
7.37
Mile Markers & Other Freeway / Highway Location Information
Many of the incidents reported to the County’s dispatch centers are located along the major highways
that intersect County street and roadway systems. The system shall provide an optimized method for
locating these types of incidents. Vendors shall describe the methods employed by their proposed
system for entering these types of locations.
7.38
Phase I and Phase II Data From Wireless / Cellular E9-1-1 Calls
An increasingly large number of emergency and non-emergency incidents reported by the public to
the County’s E9-1-1 Communications Center originate from wireless / cellular telephones
(approximately 70%). The system shall be compatible with Phase I and Phase II location
determination information and PlantCML equipment. The system shall be able to locate wireless
telephone calls in accordance with these requirements (e.g., FCC 94-102 as amended). Vendors shall
describe how their system supports the ANI / ALI information that will be provided through
PlantCML by wireless / cellular telephone systems compatible with Phase I and Phase II (e.g., tower
facing, confidence factor).
7.39
Alarm Database
The system shall provide the ability to enter alarm codes in the location line of an event. The system
shall support the ability to maintain a table of alarm information such as address, type of alarm,
contact name, phone, and other information. To streamline alarm entry, when an alarm is activated,
the dispatcher shall have the ability to enter the alarm number in the address field. The CAD system
shall respond by filling in information related to the alarm location in the call for service template.
7.40
Advisory Information
The CAD software shall also perform necessary look-ups to determine, at a minimum, if any of the
following conditions exist at the validated incident location. The system shall provide the ability to
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have the following information displayed for Law enforcement, Fire, or EMS incidents, or any
combination thereof. System users shall be able to easily attach this information to the incident record
for permanent storage. The system shall track, in the transaction log, whether the user (e.g.,
dispatcher) viewed the identified information and the date and time that he / she viewed it.
a)
b)
c)
d)
e)
Location (premise) information. This information will be used for displaying hazards or
special instructions relating to a specific location. Advisory notes shall be capable of being
added or updated in real time. Notes shall be able to be associated with various geographic
locations: grids, street segments, intersections, or specific addresses (including commonplace
names). Additionally, any premise notes / special location information entered shall – as a
default – expire within 60 days from the date entry. The CAD system shall support automated
notification of locations whose premise information will expire 30 days prior to expiration.
Such notification shall be by batch file.
After Hours Contact Information. Provide after hours contact (e.g., key holder, owner /
contact person’s name, key codes) information for any business, apartment complex, business
malls and residential communities (e.g., gated communities, mobile home parks).
Residential complex and business mall information shall support the storage, retrieval and
display of maps / schematics depicting the location of specific units within the complexes and
malls to include floor plans and hazardous materials information (e.g., MSDS).
Prior incidents history (e.g.. the last ten incidents to the location).
Emergency contacts for the location (business or residential).
7.41
Standard Operating Procedures (SOPs)
Maintain SOP information for each discipline or business unit. These SOPs can be used to advise
personnel on how that specific incident type is to be handled or how response to a specific location /
point-of-interest shall be conducted. The detailed information on the SOP shall be displayed in a
separate area or window on the screen, allowing the incident to be displayed at the same time as the
SOP. SOP information shall be available to any authorized user on the system to include field
personnel via mobile data.
NOTE:
The vendor shall describe how their system supports the use of pre-arrival or post arrival templates as
worksheets / notepads for use by dispatch and / or supervisory personnel to detail response related
information, observations or actions.
7.42
Emergency Protocols
The CAD system shall support an integrated protocol, such as Emergency Medical Dispatch (EMD).
In addition, the system shall also support dispatch protocols for law, fire and EMS disciplines. These
protocols shall be accessible from any selected set of CAD workstations or mobile data computers
(e.g., call taker, supervisor, and field personnel). The EMD information shall, for instance, be
automatically displayed based on the incident type entered. A manual method of displaying the
information shall also exist (e.g., system back-up). The system shall interface with the pre-arrival
protocol suite provided by Medical Priority Consultants, Inc., of Salt Lake County, Utah.
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7.43
Hazardous Locations
The CAD system shall support location validation against supplemental data containing locations that
have been deemed hazardous to public safety personnel. This subsystem will allow the entry of
dangerous persons, hazardous materials (e.g., DOT placard data, MSDS), or other conditions that may
be prevalent at the locations.
The system shall support the ability to indicate the existence of advisory information to the user, and
display this information upon demand. At any time during the life of an active incident, users shall be
able to quickly display the advisory information for that particular incident by either function key or
mouse click.
7.44
Urgent Incidents
The system shall allow the call taker to pass an urgent - but incomplete - call for service (containing
only basic incident type and incident location information) on for immediate dispatch while the
remainder of the incident intake information is being collected. As the call taker is obtaining further
information through interrogation of the caller, the updated information will be sent to the
dispatcher(s) who is / are handling the incident. All information added to the incident shall contain the
time, date, and operator ID entering the information. In addition, the system shall support the ability
of multiple call takers to add information to any event, even partially completed events, at any time.
7.45
All Hands Notification
The system shall notify all area dispatchers, E9-1-1 Communications Center supervisors and selected
external points-of-interest (e.g., Office of the Sheriff, Command Center, key officeholders) when a
significant event has been created. Significant events include, but are not limited to, the following:
a)
b)
c)
d)
e)
f)
Assist the Officer / Officer Needs Help
Assist the Firefighter
Assist the EMS Unit
School Disturbance Involving Firearms
Hostage Situation
Multiple Casualties / Shooting
Vendors shall discuss how their system meets this requirement. Additionally, the system shall allow
the system administrator to create and / or modify events in the Events Table in real-time that trigger
All Hands Notification procedures without vendor supplied technical support.
7.46
Interruption of Incident Intake for More Urgent Incidents
The system shall provide the ability to save multiple partially-completed incidents or calls for service.
A summary of all partially completed incidents will be displayed on the dispatcher / call taker's
workstation and the E9-1-1 Communications Center’s supervisor’s position. The original call taker
shall be able to retrieve these partially completed incidents and finish processing them in any order.
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The system shall disallow / prevent the call taker from logging-off the system (e.g., going on break)
without having first completed previously saved and / or incomplete calls for service. The system
shall support the ability of the original call taker, or the E9-1-1 supervisor, to retrieve these partially
completed incidents and finish processing them in any order.
7.47
Incident Routing
The CAD system shall support the ability to automatically route a new (or updated) incident to the
appropriate dispatcher(s) based on the incident type and the jurisdiction(s) responsible for the incident
location. The system shall be able to automatically route the incident to multiple agency workstations
(e.g., injury accidents routed to the Fire / EMS and Law enforcement dispatchers).
7.48
Enhanced Incident Routing
The CAD system shall support the ability to automatically route an incident to multiple workstations
within the same agency (e.g., shooting routed to the primary Law enforcement dispatcher and Law
enforcement field supervisor as well as Fire / EMS).
7.49
Override Incident Routing
The CAD system shall support the ability to override the normal call routing schema by entering the
desired dispatcher position ID (e.g., WCALL1). The call taker screen shall provide a display of
dispatchers who are logged onto the CAD system and their areas of responsibility to facilitate the
expedient manual routing of incidents.
7.50
Event Driven Supervisor Notification
The CAD system shall support the ability to automatically route a copy of a user defined event to a
Communications Center supervisor for notification, in addition to the “normal” routing schema
derived from the location and event type. The system shall support the ability to saved user selected
notifications to a “parking lot” for use later in creating shift reports and other documents / after action
reports.
7.51
Incident Priority
The CAD system shall include the ability to automatically determine the priority of the incident based
on incident type and other criteria as defined by the Communications Center management team. This
priority shall be derived from a table established using the incident priority system for each
department / agency / discipline.
The system shall allow the call taker to override any priority at any time, with the exception of certain
type of events that by their nature require the most urgent response available. All priority overrides
shall be recorded and allow a report generated on a daily basis or when selected by a supervisor.
7.52
Duplicate Event Detection
The system shall automatically check for duplicate incidents based upon a radius search distance in
number of feet (or similar method) from an incident location. After the location is verified, the system
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shall check all active and pending incidents (including partially completed / saved events) in the
response area.
If any potential duplicates are found, the system shall display sufficient information about each event
for the call taker and/or dispatcher to conduct an assessment. The call taker / dispatcher shall be able
to easily cancel the event if it is a duplicate, proceed with incident processing protocols, or append the
additional information to the “duplicated” incident record. The CAD system shall maintain canceled
“duplicate” incidents within historical system files.
The system shall support the ability to merge incident information from multiple and / or duplicate
incidents to a master incident of record. A record of the canceled and / or duplicate incident/s shall be
maintained in the master incident of record.
7.53
Adding Information (Open Events)
The CAD system shall include the ability to allow multiple personnel (e.g., call takers, radio
dispatchers, field units) to add information to an active incident at any time. All information entered
will be made immediately available to all call takers / dispatchers working the call and will contain the
ID number of the person entering the information, along with the date and time of entry. All
information shall be retained in the incident history record.
7.54
Adding Information (Closed Events)
The CAD system shall include the ability to add additional information to completed incidents at any
time through other CAD application functions. Information contained in completed incidents may not
be modified by the addition of new information subsequent to the closure of the incident. Information
added to a closed event shall be listed in the CAD audit trail record in 1) chronological order and 2)
after the disposition of the event.
7.55
Transfer to Other Agency / Discipline (Internal)
The CAD system shall provide the ability to transfer an active incident to another agency without
having to close the incident within CAD (e.g., the incident involves a multiple agency response – or
other agency response - which is realized after units arrived on scene or from the caller). The incident
will contain all information captured during the initial and subsequent processing of the incident, as
well as a notation indicating the date, time, and ID of the agency or position from and to which the
incident was transferred.
7.56
Non-Dispatched “Advised” Incidents
The system shall provide the ability to record information from citizens about particular situations or
incidents that do not require the dispatching of any public safety resources (e.g., On-the-Record or
CYA calls). These incidents will be recorded and retrievable from the system / incident history files
for later access and information analysis. In addition, these events also require a specific event and /
or priority code that distinguishes them from traditional response driven calls for service.
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7.57
Alternate Service Delivery
The system shall provide the ability to create an event and, based on event type and priority, route the
event to a non-dispatch position on the Williamson County network (e.g., Records Division, Patrol
Substation, TeleServe). These incidents will be recorded and retrievable from the system / incident
history files for later access and information analysis. In addition, these events require a specific event
and / or priority code that distinguishes them from traditional response driven calls for service.
7.58
E911 Database / GIS Error Report
The system shall provide the ability to create an event and, based on event type and priority, route the
event to a designated position within Williamson County GIS department. The system shall provide
the import of the ANI/ALI record into the body of the call for service, as well as allow the initiating
user to add descriptive comments to the call for service record. These incidents will be recorded and
retrievable from the system / incident history files for later access and information analysis. The
system shall allow the system administrator to define a specific incident type, as may be appropriate.
7.59
General Information Files
The system shall provide the ability to support a virtually unlimited number of information directories
and general information files for use by all E911 Communications Center personnel. Examples
include, but are not limited to, the following:
1.
2.
3.
4.
5.
6.
Companies and their telephone numbers
Procedural information
Training bulletins
Tactical action plan/s
Temporary policy change
Special instructions
Vendors shall describe how their system supports the intent of this required function and any
enhancements available from their respective system.
7.60
Field Unit Configuration / Staffing
The CAD system shall support a utility used to support assigning field personnel to a range of field
units including, but not limited to, law enforcement units, emergency medical services units, and
firefighter response vehicles. This includes marked, unmarked (undercover) and administrative /
support vehicles.
Additionally, the CAD system shall support the ability to assign more than one person to a vehicle,
particularly law enforcement, precinct constables and emergency medical services units. Regardless
of the number of personnel assigned to a mobile asset, the utility supporting this function shall include
the following minimum fields:
1. Unit number
2. Shift assignment designator
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3.
4.
5.
6.
Employee number (complete name auto-filled by system)
Portable radio number
Vehicle number (fleet inventory number)
Mobile radio number (linked to fleet inventory system)
7.61
Field Resource Numbering
The CAD system shall support a utility used to add, delete, or modify unique field unit numbers
assigned to specific agencies. The system shall disallow the ability to have the same number used by
two (2) different agencies.
NOTE:
The customer will work with the vendor to determine the number of characters required to uniquely
identify one agency’s field unit from another.
7.62
Field Resource Capability
The CAD system shall support the ability to distinguish field units equipped with mobile data
communications units. The distinction shall be obvious to all personnel (e.g., Communications,
Sheriff Office) and, preferably, not use color coding. A special character (e.g., *) appended to the unit
number is the preferred approach and would be added to the unit number when the unit successfully
logs-on to the MDC system.
7.63
Field Resource Staffing
The CAD system shall support the ability to distinguish the number of personnel assigned to law
enforcement units. The distinction shall be obvious to the dispatcher and, preferably, not use color
coding. A special character or set of characters appended to the unit number is the preferred
mechanism and would be added when the unit is logged on by the dispatcher manually or
automatically.
7.64
Shift Log On
The CAD system shall support the ability to log-on an entire shift based on information contained in
the field unit configuration / staffing subsystem described previously. The shift log-on process shall
be initiated by the dispatcher at the start of a shift or automatically invoked by the system at a specific
point in time (e.g., 5 minutes after start of shift).
7.65
Manual Unit Log On
The CAD system shall support the ability to manually log-on a field unit. Minimal information shall
include the unit number of the resource to be logged on. Additional information, if available, may be
used by the dispatcher to log-on a single unit and includes employee number/s, portable radio
number/s and vehicle number.
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7.66
Dispatch Functions
This section details desired functional requirements deemed necessary to support dispatch
communications, command, control and coordination (C4) functions of a public safety dispatcher
position. Though extensive, this section shall not be considered all encompassing.
7.67
Multiple Windows Support
The system shall support multiple windows in which different data are displayed, sorted and
dynamically update. At minimum, the following “windows” and concomitant data elements shall be
supported:
1. Available Units logically sorted by agency, geographic responsibility, discipline and unit number
2. Active Units including unit number, event type, status, time in status (status and time in status may
be combined via color coding), and location
3. Pending Events including call number, event type, priority and time in queue
4. Message window used to display messages received by the dispatcher
5. Guidance window used to display procedural information linked to events / activities
6. Radio communications and mobile data communications interface displaying a “running tab” of
radio transmissions and mobile data status change information by unit alias (e.g., 1A10)
7.68
Dispatch Screen
The CAD software shall provide the following basic functions / information when a call for service is
retrieved for dispatch:
1. All call for service information obtained during incident intake.
2. All additional or ancillary information added by other positions within the Emergency
Communications Center
3. All additional or ancillary information added by field personnel via their MDC unit (e.g., sheriff
deputies, precinct constables)
4. Geofile information, to include: the closest cross streets, jurisdiction, mutual aid respondent and
concomitant response zones, which shall automatically be computed by the CAD system for
verified locations.
5. All other administrative areas established by the County such as law enforcement beat, fire
response area, precinct district / beat, jurisdiction, etc. shall be automatically computed for
validated locations and displayed as part of the incident record. This information shall be easily
available for review by dispatchers and any supervisors working or assisting the call.
6. Estimated travel times of each unit recommended to respond to an incident based on user defined
tables
7.69
Selecting Pending Incidents
Pending incidents (e.g., incidents that are not active) shall be displayed in a queue / window. The
system shall sort the displayed pending incidents in order of priority and by elapsed time (time since
entry). Minimally, the dispatcher shall be able to:
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1. Select the highest priority incident from the pending incident display with a single keystroke (e.g.,
function key) and/or by selecting the incident using a point-and-click device.
2. Select incidents from the pending queue in any order.
3. Place an incident back in the pending queue after reviewing it.
4. Select another pending incident from the screen.
5. If more than one pending incident is open at the same time, each incident will be located in a
separate window and the dispatcher will be able to toggle back and forth from each of the open
incidents.
Vendors shall describe the maximum number of pending / active incidents that can be opened at any
one time and how the system handles this process.
7.70
Available Units Window
The CAD system shall have a separate window in which available resources are listed. The Available
Units Window shall display a dynamically expanding / contracting list of available units as they move
from available status to active status and back to available status.
7.71
Active Units Window
The CAD system shall have a separate window in which active resources are listed. The Active Units
Window shall display a dynamically expanding / contracting list of active units and shall receive
inputs from the CAD and the MDC systems as units move from available to active and back to
available, as well as support location and status updates (as appropriate).
7.72
Pending Calls Window
The CAD system shall have a separate window in which pending calls for service are listed. The
Pending Calls Window shall display a dynamically expanding / contracting list of pending calls for
service sorted by priority and time in priority.
7.73
Location Advisory Information
Location advisory information is information used for displaying safety hazards, hazardous materials,
or special instructions relating to a location. Notes shall be able to be associated with various
geographic locations (e.g., grids, street segments, intersections, or specific addresses). Information
regarding hazardous locations in proximity to the incident location shall be flagged (radius values to
be defined by the customer).
7.74
Location Advisory Alert
The CAD system shall include a function that visually alerts a dispatcher that location advisory
information as listed in the section above is available for the to-be-dispatched call for service.
The CAD system shall also indicate in the event audit trail that the dispatcher viewed the information
at some point during the dispatch process (e.g., before assignment versus after assignment).
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7.75
Prior Call For Service History
The CAD system shall include the ability to detect and notify the dispatcher and responding resources
of previous calls for service at the dispatched location. The system shall return a list of previous
events for a customer defined period of time (as configured by the system administrator). If prior calls
/ event are found, the system shall display them in a date and time sorted listing. The system shall
allow the user to select one of the listed events and view details regarding the event, including
narrative information added by other communications personnel and responding resources. The
system shall allow the dispatcher to, if elected, copy and paste relevant information from a previous
call / event to the current call /event.
7.76
Duplicate Event Detection
The system shall detect and notify the dispatcher of the potential of a duplicate incident as previously
described. Options available to the dispatcher shall include merging (or duping) the new call with the
old call, cancelling the event or treating the new call as a new, unrelated event.
7.77
Emergency Location Contacts
The CAD system shall include After Hours Contact Information also referred to as a Keyholder
Database. This database shall provide after hours contact (e.g., key holder, owner / contact person’s
name, key codes, etc.) information for any business, apartment complex, business malls and
residential communities (gated communities, mobile home parks, etc.).
Additionally, this database shall be configured to display / list the order of contact linked to the
location. CAD shall provide the ability to lookup emergency contacts for a specific location, which
includes at a minimum:
a)
b)
c)
d)
Name of the contact.
Relationship of the contact to the location.
Home and work phone numbers.
Free form comments.
Whenever an incident location has associated emergency contacts, an indicator shall be displayed to
the user advising them of the existence of the emergency contact information. The detailed
information on the emergency contact shall be displayed in a separate area or window on the screen,
allowing the incident to be displayed at the same time as the contact information.
7.78
Location Details / Images
The CAD system shall include the ability to store, retrieve and display various attachments (e.g.,
documents, lists, images, floor plans). In the case of large facilities (e.g., school facilities, residential
complexes, apartment communities, shopping malls) the CAD system shall support the ability to
append and display schematic maps, diagrams and other media depicting the location of specific units
within the respective facilities and have these details or images sent to field agencies with mobile data.
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7.79
Incident Type Advisory or Procedural Information
Each CAD incident type may have multiple advisory or procedures displayed. These instructions may
be used to advise communications and/ or other personnel on how that specific incident type is to be
processed and / or managed. The detailed information linked to advisory or procedural information
shall be displayed in a separate area or window on the screen, allowing the incident to be displayed at
the same time as the advisory. Upon entry of a dispatch code, the literal translation shall be displayed.
7.80
Unit Recommendation
The CAD system shall automatically provide the dispatcher with a suggested unit dispatch
recommendation. This recommendation shall be composed of a specific unit identifier and shall be
derived by taking into account the following basic business rules:
1. Law enforcement unit recommendations shall take into account unit manning (e.g., number of
officers), unit types (e.g., specialty) and event / incident particulars established response plans.
2. Fire / EMS unit recommendations shall take into account unit types and unit equipment capability
and established response plans.
3. Incident type will be used as the primary driver to determine the type and number of units to
recommend.
4. Caution the assigning dispatcher that the last available unit in a defined area or sector has been
recommended for assignment. Internal policy / procedural information will dictate whether and
when the last available area or sector unit may be used.
5. Conduct a dispatcher initiated extended unit search if no unit recommendation is available due to
availability of resources in the area/beat / sector. This extended available search shall utilize an
order of search defined by the customer in the appropriate table managing this function and will be
based and sorted in order of quickest to slowest response off of estimated travel times.
6. Incident geographic location to determine the beat and sector and/or fire running order to
determine the order in which to recommend specific units to respond.
7. Real-time unit status to determine unit availability. All unit recommendations shall correspond to
the current, real-time status of all resources. The system shall never recommend a unit that is on
another assignment or otherwise unavailable for dispatch unless the new incident is a high priority
incident and the closest appropriate unit is assigned to an incident that is defined as “non-priority”
by the specific agency. For example: if a law enforcement unit is assigned to a barking dog/noise
complaint (non-priority), and this same unit is the closest appropriate for a shooting (high
priority), the system should recommend this unit for pre-emption and re-assignment based on user
defined tables. The system shall facilitate the definition and recommendation of second, third,
etc., level units in the event a primary recommended response unit(s) is in an unavailable status.
8. Law enforcement unit recommendation shall be based on beat / sector plans. The application shall
support multiple beat / sector plans.
9. Fire unit recommendation shall be based on the type, location, and alarm level of the incident.
10. Fire unit recommendation shall accommodate multiple alarm levels.
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11. Fire unit alarm escalation shall be supported. The system shall support the ability to designate an
appropriate alarm level without moving from one alarm level to the next (e.g., request Alarm
Level 3 response plan without having to request Alarm Level 2 first).
12. Provide for a temporary change of quarters of Fire units. The dispatch recommendation will be
based on the move to coverage or incident scene locations.
13. Support “tactical locations” that will positively decrease the normal response based upon the
location of the incident. These “tactical locations” and the resulting response recommendations
shall be user defined and follow industry standard System Status Management models for EMS
and Fire units.
14. Allow for “cross-manned” support for recommendations of Fire units. If a “cross-manned” unit is
recommended, the “other” unit shall be automatically removed from service.
15. Provide for a “degraded” mode(s) of dispatch activity. In situations of severe thunderstorms,
hurricanes, peak brush fire season, and other major events, the number and type of recommended
units shall be capable of being reduced based on the Fire Response System being placed in
degraded mode. The reduction in resource recommendations will be table driven. One or more
degraded modes are desired.
16. In the event that AVL capabilities are available, the system shall recommend for dispatch the
nearest appropriate unit/s based on its/their AVL location in relation to the call for service location
(based on driving route, direct path, road conditions, etc. as defined by the County).
17. The system shall include the ability to “stack” calls for service on a specific unit for handling (e.g.,
multiple burglary reports in same subdivision).
18. The system shall be able to send a snap shot of the current location of incidents and units (as
displayed on the system’s tactical map display) to supervisors equipped with MDCS units capable
of accepting and displaying the information.
19. The system shall be able to send a snap shot of the current location of a single identified incident
displaying only those units, from any agency or discipline, assigned to the incident.
20. The system shall support the ability to recommend units based on the skill level of the individuals
assigned to the unit (e.g., language proficiency, certified training).
7.81
Responder Skill Sets
The CAD system shall support the ability to recommend and / or identify units based on the skill level
of the individuals assigned to the unit. The County will develop a Responder Skill Set matrix
representative of the personnel in their respective departments, agencies, divisions and precinct
constable offices.
7.82
Dispatching Units
The dispatcher shall have the ability to accept the system-provided unit recommendations with a
single keystroke or action of a point and click device, or override the recommended units and replace
them with one or more other units.
1. The dispatcher shall have the ability to change the primary unit at the time of dispatch or at any
time during the handling of the incident. Used here, the primary unit is defined as the unit /
responder responsible for completing any required departmental reports.
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2. The system shall support the ability to differentiate in the call for service audit trail record the
method of dispatch used by the assigning dispatcher (e.g., silent dispatch versus voice / audible
dispatch).
3. The system shall support the ability to stack, or assign multiple low priority incidents to a busy
unit. These incidents shall be time stamped, and displayed in the pending incident display with an
indication that the incident has been stacked to a unit. When the unit clears from one incident, the
system will provide an indication that the unit is now available for a “stacked” incident. The CAD
system shall time stamp when the unit is en route to the new incident either via assignment by the
dispatcher or self-assigned by the field unit.
4. Upon acceptance of a unit dispatch recommendation or input of a dispatcher's own unit
recommendation, the system shall automatically and dynamically update the status of all affected
units throughout the CAD system. All CAD workstations shall be updated with the new status
information automatically and instantaneously.
5. Upon acceptance of a unit dispatch recommendation or call assignments, units equipped with
MDCS units shall automatically be notified of their assignment, status update, call information,
other units assigned to the call, and location and any applicable hazard information available.
6. The County desires to transmit "predefined" messages via an integrated alphanumeric paging
system based on the type of incident. Additionally, the system shall have the ability to transmit
specific information from the incident to specified alphanumeric pagers (e.g., group, sub-groups).
7. Allow the use of drag-and-drop functionality for dispatching units, where the unit icon can be
dragged to the incident icon and “dropped” onto it. This function will cause the unit to be placed
in an “assigned” status to the incident onto which the icon was dropped and automatically send the
incident dispatch details to a field unit if equipped with an MDCS unit. Drag and drop
assignments shall have the same force and effect as silent dispatch mode.
8. Support the ability to recommend roaming units (e.g., units that are assigned to more than one
patrol / service area) to calls for service.
7.83
Interface to MDCS
The CAD system shall support a bi-directional interface to the MDCS system. This interface shall
support dispatcher and field resource initiated communications and / or commands and include such
activities as dispatch assignments, self initiated activities, status management, individual and group
messaging, and event disposition management.
7.84
Preempting Units
The system shall support the ability to select a unit that is on a previously assigned lower priority
incident and assign the unit to a higher, more urgent incident. A single keystroke or optional
command line command set shall remove the unit from the previous incident (preempt) and assign it
to the new incident. Any preemption action shall be recorded in detail in the call record audit trail of
BOTH calls.
When the unit clears the incident to which it was assigned, the previously assigned unit shall be
recommended to the incident from which it was preempted (assuming the event is still pending).
All times associated with assignment and re-assignment shall be kept in the incident history file.
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7.85
Incident and Unit Status Maintenance
The system shall dynamically and interactively track the status of all resources that are defined within
the CAD system. A unit icon shall appear on the tactical map display showing the current location of
the unit regardless of availability / status. The unit icon shall be repositioned to a new location as the
unit’s location changes.
For AVL equipped vehicles, the unit’s location shall be automatically updated via the AVL system.
The color of the icon shall correspond with the unit’s status. For MDC equipped vehicles, the system
will allow them to digitally update their status by using their onboard mobile data computers. The
system will track those status updates as if they were entered by the dispatcher. Audit trail records
shall be able to differentiate between field updates completed by first responders with a mobile data
unit versus those completed by Communications Center personnel (including alternate command and
control positions – EOC).
7.86
Unit Status Indicators
The system shall support the ability to track a range of user defined status changes by discipline. This
includes law enforcement, constable, fire fighter, and emergency medical service personnel.
7.87
Incident Command System (ICS)
The system shall support the ability to capture Incident Command System (ICS) related activities
including, but not limited to, incident commander designation, command post, logistics and staging
areas and other attributes common to an ICS event. The system shall also support the ability to search
on the range of ICS statuses used to support Williamson County emergency management operations.
7.88
Incident Command System (ICS) Icon
Ideally, the system shall support the ability to change the icon label of a resource assigned to an ICS
event from its native unit number to an ICS defined designator (e.g., IC, CP, Staging, Logistics).
7.89
Recorded Times
Recorded times (e.g., dispatched, arrived, in service) shall be maintained in military (24-hour clock)
format. The system shall capture hour, minutes, and seconds (HH:MM:SS). All unit status changes
shall be automatically time-stamped and become part of the incident or call for service history. All
field database inquires shall become part of an incident history record or the individual unit’s field
activity record (e.g., unit history). The clock time and date used by the system shall be able to be reset
while CAD is operational, and without the need to have users log off or to re-boot the system.
NOTE:
The vendor shall provide information as to how their respective system handles semi-annual time
changes and the effects that these time changes may have, for instance, on open / active incident times
and statistical analyses.
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7.90
Common Time Synch Device
The CAD system shall support an interface to a common time source for the purpose of time
synchronization between and among the major components of the Public Safety Technology Program
(see NENA Technical Standard 04-002, Master Time Clock Standard for more information).
Minimally, the systems that require a common time synch source are as follows:
1. E911 Call Taking Equipment
2. Computer Aided Dispatch System
3. Tactical Map Display
4. Mobile Data Communications System
5. Automatic Vehicle Location System
6. Logging and Recording Equipment
7. Law Enforcement Records Management System
8. Civil Records Management System
9. Fire Records Management System
10. Electronic Patient Care Reporting (ePCR) System
7.91
Dedicated Responsibility
The system shall support the ability to view discipline specific events and resources. For instance, law
enforcement dispatchers shall not be forced to view Fire and EMS events and resources unless they
ask for them. Fire and EMS dispatchers also shall not be forced to view Law enforcement events and
resources unless they need to view them.
7.92
Unit Status / Activity Timers
The system shall support the ability to establish unit status / activity timers that will advise the
dispatcher if a unit has exceeded the preset amount of time in a status condition or activity (e.g.,
acknowledgment of call, meal break, traffic stop). The time interval for each status / activity timer
shall be defined and set by the system administrator. The time of the original assignment shall be
maintained as part of the incident record.
The application shall provide an initial check-back after a preset time interval passes between when a
unit first arrives "on-scene” (e.g., arrived state) to when the system first prompts the dispatcher to
check on the unit's condition. This time interval shall be defined based on incident type and
established and maintained by the system administrator without the assistance of vendor technical
support.
The system shall support the ability to create, modify and / or suspend an activity timer for any
activity, any resource and any discipline.
7.93
Unit Status / Activity Timers – Secondary Check-Backs
The system shall provide secondary check-back times which shall be the defined time periods, after
the initial check-back, and that the system will continue to prompt the dispatcher to check on a unit's
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condition. When a defined check-back period has expired, the system shall visually and/or audibly
alert the dispatcher assigned to the unit to make contact with the unit.
Once contact is made with a unit whose check-back timer has expired, and the unit advises that its
status is fine, the dispatcher shall be provided with an appropriate means to cancel the check-back alert
and / or reset (increase or decrease) the unit's check-back timer. This process shall continue, utilizing
the table-defined check-back time interval, until a unit clears from the incident.
7.94
Unit Status / Activity Timers – Fire and ICS Events
A special activity timer shall be provided for Fire events as part of the Incident Command System
(ICS) to alert the dispatcher to, for example, notify Fire Ground command officer of the expiration of
a user-defined amount of time for a particular incident or tactical approach to a Fire event. The
customer will provide a matrix of applicable fire / ICS event activities and time values.
7.95
Updating Unit Status
Dispatchers shall be capable of updating unit status through keyboard input of appropriate unit
identifiers, a single function key, by a pointing device, or via command line entry.
The system shall allow dispatchers to update a unit's status while performing any call taking or
dispatching function within the CAD system by providing easy accessibility to an interactive
command line at all times. This command line shall allow multiple units to have the same status
update simultaneously.
Updating unit statuses shall be accomplished without losing incident information displayed on the
screen. If the cursor is repositioned to perform the command, it shall be automatically returned to the
correct screen and cursor position where the user left off, without losing any information.
The system shall provide dispatchers with the capability to clear any number of, or all units, with a
single command. However, in no instance shall the system allow any event to be closed without a
disposition (e.g., arrest, charges filed, no action taken). The County will provide a matrix of the full
range of available disposition codes available to all disciplines.
Mobile Data Computer (MDC) equipped vehicles shall be able to update their own statuses. The
system shall track these status updates as if they were entered by system operators, but indicate that
they were updated by the unit itself (e.g., track the time and the ID of the person / device completing
the status update).
7.96
Updating Incidents
The system shall allow both call takers and/or dispatchers to review an active incident and update the
incident with corrections or additions. All corrections or additions shall contain the time, date, and
operator ID and be recorded in the call record audit trail.
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When a call taker forwards updated information to the appropriate dispatcher, the dispatcher shall be
visually / audibly alerted by the system to the presence of the update. In addition, there will be a clear
indication of which information is new.
7.97
Viewing / Reviewing Incidents
Law enforcement calls shall be available to the Fire Department to investigate / review the details of
any call, especially if fire resources are responding. Law enforcement shall be able to view Fire call
details if necessary. However, the default situation is for Law enforcement to only view Law
enforcement calls, for EMS dispatchers to only view EMS calls and for Fire Department dispatchers
to only view Fire calls.
7.98
Adding Responding Resources
If another agency response, such as adding Fire units to a Law Enforcement incident, is required, the
system shall automatically copy the active incident and route the new incident to the appropriate
dispatcher. The vendor shall discuss their system’s ability to add additional public safety agency
resources to an active incident.
7.99
Preview Fire Alarm Levels
The dispatcher shall be able to escalate the Fire alarm level as conditions warrant and, as appropriate,
the system shall make additional unit recommendations based on the new alarm level. Dispatchers
shall be able to “preview” the next alarm level assignments for an active incident at any time without
committing the resource complement attached to the next alarm level. Additionally, dispatchers shall
be able to acquire the “balance” of an alarm level for an incident if units of that recommendation /
alarm level have already been assigned and dispatched.
Units equipped with Mobile Data Computers (MDC) shall be able to update the incident record by
adding comments, changing their location, etc.
7.100
Displaying Multi-Discipline Resource Response
The system shall support displaying all responding discipline/s units on applicable dispatch positions,
including TMD systems, even though, under normal operating conditions, a particular discipline
would not be displayed on that position. When responding disciplines have cleared the scene, only
those units for which individual positions are responsible for would be viewed on their dispatch
position consoles.
7.101
Exchanging Units
The system shall allow units to be reassigned from one incident to another or to be easily “exchanged”
on two (2) active incidents. The system shall be configured to support any order of exchange and
have sufficient intelligence to complete the purposed transaction.
Vendors shall discuss how these desired functions are satisfied by their respective solution / system, as
well as identify any particulars that may impact use of this function (e.g., one of the exchanged units is
the last available unit in a beat / sector).
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7.102
Incident Completion
The system shall support the ability of users to clear either single units or all units on an incident with
a single command, function key, or point-and-click device action. If the last unit on an incident is
cleared, CAD system shall require a disposition code/s - if the user agency requires a disposition code
for the incident type.
The system shall provide for the capture of a user-maintainable incident disposition code, an indicator
that a report is or is not required and incident completion comments (e.g., referred to DA).
Disposition codes shall be selectable from a validated list of potential disposition codes or via a
command line command set. The system administrator shall be able to modify, add and delete valid
disposition codes without the assistance of vendor technical support.
7.103
Incident Numbers
The system shall provide a sequential numbering system for calls for service and, if the number
sequence is different, for departmental reports for each user agency. If a departmental report number
is assigned to an incident, the system will require a disposition code if the user agency requires a
disposition code with a report number.
7.104
Multiple Incident Number Support
The CAD software shall support the ability to generate multiple incident numbers for the same
location. The customer will work with the CAD vendor to identify the maximum number of incident
numbers supported via a single request. Regardless of the volume, the system shall automatically prefill basic information captured by the CAD system. Additionally, this same functionality shall be
available to field officers via their field based reporting module and the in-vehicle MDC unit.
7.105
Transfer Event Information to LERMS
The system shall support a two (2) stage update to the LERMS system, particularly for Law
enforcement events. The first stage occurs under the following criteria:


The call for service is created by the call taker and sent to the serving area or
discipline dispatcher.
A location validated on view activity is generated by a field resource.
The intent is two-fold:
a) Provide access to internal department resources of the initial event (e.g., robbery detective,
homicide response required) and available details at the time of the incident was created; and
b) Update any “situation awareness” systems and / or organizational units within Williamson County
(e.g., Command Center, Incident Command) that require immediate notification of the event.
In addition, on incident completion (the second stage), the system shall automatically transfer the
entire CAD incident and unit response information to the law enforcement records management
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system. CAD information shall be transferred to LERMS to create base records for an offense report
or charging instrument so that, for example, an arrested person may be processed through the LERMS
on an active incident.
If the last unit clearing an incident is Mobile Data Computer (MDC) equipped, it shall be able to
indicate the final incident disposition and transmit it digitally to the CAD system. The CAD system
shall track and use this disposition as if it was entered by an area dispatcher, including tracking the
time, device ID, and person ID of the person entering the disposition and clearing the call.
7.106
Closed Incident Processing
The system shall allow authorized CAD users to reopen a closed incident and change its disposition
code. CAD users shall be able to send a closed incident to a Mobile Data Computer user. Field
officers shall be able to retrieve a closed call directly from CAD in the field through their Mobile Data
Computer System.
7.107
Active Resource / Unit Status
The system shall support a unit status display window, which continuously displays the interactive
status of all units controlled by an individual dispatcher or monitored by a Communications Center
supervisor. The status display shall be a separate monitor / Window controlled by the dispatcher's
interactive workstation. The status monitor shall have the ability to display one or more dispatch
groups and one or more agencies at the dispatcher's discretion.
The unit status display shall present the current status of all units logged on the system. Used here, all
units are those units that are logged on the system regardless of status or disposition. Status
information shall include, at a minimum:
a)
b)
c)
d)
e)
f)
g)
Unit identifier.
Current status.
Assigned incident ID (if unit assigned to an incident).
Assigned incident type (if unit assigned to an incident).
Location of assigned incident or location of the unit if not assigned to an incident but not
available for an assignment (e.g., at LE Department, FD Station).
Time in status or elapsed time (user option).
Brief comment
The grouping of displayed units shall be user maintainable and allow the department to organize the
status display by station, type of unit, geographic coverage area, etc. A single workstation shall be
able to display any Law Enforcement and/or Fire units.
7.108
Active Resource / Dual Display
The system shall have the ability to display units that are not normally recommended for dispatch.
When these atypical units are assigned to an incident, their status shall be displayed on the primary
page or window of the area dispatcher in whose area the event / call is located until they are cleared
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and, if a position is established to monitor atypical assets, on the position to which the atypical asset
would normally report or be displayed.
The Vendor shall discuss how “atypical” resources (e.g., administrative staff, detectives, support
vehicles, VOAD’s, NGO’s) are managed and maintained by their system / solution.
7.109
Changing Duty Roster and Shift Changes
The system shall support the ability to quickly change the duty roster information of a single unit,
including on or off duty, area of coverage, personnel assigned, and whether it can be recommended
for dispatch.
The system shall also provide the ability to build a shift roster. The capability to build the roster at
least twenty-eight days prior to the shift shall exist for all Fire, EMS and Law enforcement personnel.
The shift roster shall be maintained in the system for later access and analysis. Rosters shall be
available for a minimum of 12 months and available for archive to other media.
NOTE:
Vendor shall discuss how this process is supported through the use of ancillary technologies including,
but not limited to, County issued ID cards, fire station personnel tracking / attendance systems and
other devices.
7.110
Staff Scheduling Module
The County requires a staff-scheduling module that provides the following functionality:
a)
b)
c)
d)
e)
f)
Scheduling for Communications Personnel
Scheduling for Area Agencies (Law enforcement, Fire and EMS) served by E911
Communications Center
Automatically identifies when minimum staffing levels are not met
Uses minimum staffing level requirements to suggest appropriate staffing
The system shall save data historically and not wipe out the previous day’s schedule when the
new day is implemented.
Roster components include, but are not limited to, unit number, shift, employee number/s,
vehicle number and portable radio number, special skills, certification levels, etc.
7.111
Resource Information
Support the ability to inquire on a specific unit / resource and determine, minimally, the officers
assigned to the unit, their skill sets (e.g., language proficiency, specialty training) and the fleet vehicle
inventory number (e.g., shop number) and related roof identification number of the vehicle.
7.112
Incident History
Once an incident is closed (all units cleared) and an incident disposition is captured, the system shall
maintain the incident’s details within the incident history database. The incident history shall include
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all information generated as part of the call-intake, dispatch, and unit status tracking process specific
to each incident.
The incident history database shall allow for the on-line inquiry and display of closed incidents.
Credentials based security shall control which users have the ability to access closed incidents, and
which users have the ability to update or change closed incidents.
Incident history shall be stored in a commercial grade relational database management system
(RDMS). A set of standard reports shall be provided that can routinely generate tables, statistics,
maps, and charts that are typically required to manage a Communications Center. The option to
export data to Crystal Reports is preferred. Tools shall be available for easily creating ad hoc reports.
Vendors shall list the standard and ad hoc reporting capabilities of their solution.
7.113
Unit History
The system shall capture non-incident and incident-related history in an amalgamated unit history
database. User maintainable unit status codes shall be available to record various types of unit
activity, such as lunch, court, out at range, training, inspections, traffic stop, running radar, at quarters,
on station etc. The County will provide a matrix of various status codes used to support operations.
The active unit history database shall allow for the on-line inquiry and display of unit activity.
Information contained in this file may also be printed on any printer within the E9-1-1
Communications Center or other workstations that have access to the CAD system environment.
Unit history information shall also be stored in the commercial grade relational database management
system (RDBMS). Standard and ad hoc reporting capabilities that access unit history data shall be
provided. The option to export data to Crystal Reports format for aggregate analysis shall be
supported. Tools shall be available for easily creating ad hoc reports. Vendors shall list the standard
reports contained in, and the ad hoc report generation capabilities of, their solution.
7.114
Field Initiated Events
The system shall support incident creation initiated from the field (e.g., on view). Since most field
initiated events are traffic related, the process shall easily accept data and automated inquiries
associated with vehicles and drivers, such as vehicle and driver’s license information. Associated
status timers shall be automatically applied for this type of incident as well as associated timers for
activities completed by other Williamson County public safety resources.
7.115
Database Inquiries
The CAD system shall support the ability to conduct multiple database inquiries from a single
transaction. The system shall support the ability to define which databases, modules and systems a
particular transaction will access. For instance:
The license plate number query shall automatically generate a TLETS / NCIC and local LERMS
vehicle inquiry to provide want / warrant and registration information on the vehicle. The LERMS
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inquiry will indicate if the vehicle has been referenced in any LERMS subsystem(s). Indications and
access to those LERMS records shall be provided to the inquiring user based on assigned system
access rights.
7.116
Registered Owner Want/Warrant Check
When receiving registered owner information from TLETS, the system shall, minimally, support the
ability to parse the owner’s name and social security number (if available) and automatically generate
a query to local CAD and LERMS databases.
7.117
Field Initiated Location Validation
The location of field initiated events (traffic stops, field interviews, etc.) shall – based on the method
used to generate the field initiated activity - be validated by the CAD system. AVL information may
be used to obtain the location (nearest address) of the event where no actual street address is provided
or appropriate.
7.118
Automatic Dispatcher Notification
The CAD system shall automatically notify the area dispatcher or the E9-1-1 Communications Center
supervisor if a field initiated license query’s return indicates the vehicle is either stolen or listed as
wanted for any reason (e.g., homicide, vehicle of interest). Similar functionality shall exist for other
transactions including wanted person and suspended drivers license.
7.119 Transferring Units
Often it becomes necessary to send a unit on an incident in another service area that is under the
control of another dispatcher. The system shall allow control of individual units or groups of units to
be transferred from one dispatch group or position to another group or position.
7.120 Transferring Incidents - Internal
Similar to transferring units, there are times when control of an entire incident, and all units assigned
to the incident, need to be transferred to another dispatch group or position. The CAD system shall
provide this functionality using a single abbreviated command.
7.121 Transferring Dispatch Position Responsibilities
The system shall provide the ability to transfer an entire dispatch group or position’s responsibilities
and all associated units and incidents to another dispatch group or position. This function shall be
limited to E9-1-1 Communications Center supervisors and greater (e.g., command level personnel).
7.122 Merging Multiple Dispatch Positions
The system shall provide the ability to merge two or more dispatch groups or positions into a single
dispatch position. At the time of this RFI, only E9-1-1 Communications Center supervisors shall have
access to this function.
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7.123 Unit Relocation / Move-up Model
The Fire Department activates unit move-ups / relocations an average of two to three times per month.
EMS performs dozens of unit move-ups / relocations per day. A simple model to recommend the
units to be moved up and where they shall be relocated is desired by the Fire Departments and EMS.
Vendors shall indicate their system’s capabilities for automated unit relocation / move up
recommendations based on System Status Management tables defined by the County.
7.124 Unite Recommendations / Dispatch Requirements
The CAD system’s unit recommendation logic shall support the following:
Type
Event Driven
Back-Up
Out-of-Sector Search
Last Unit in District
AVL Location
Skill Set
Other Agency
Automatic Mutual
Aid
Description
Recommend the appropriate number of responding resources,
including number of personnel, based on event type
Recommend appropriate resources to respond to a request for
back-up from another resource
Recommend for assignment a resource from another beat,
district, fire zone or area
Alert the dispatcher that the last unit available in a district / beat
has been recommended for assignment
Recommend an available resource to respond to a call for
service based on the location of the call for service and the
location of a recommended resource using the street network
database.
Recommend an available resource to respond to a call for
service based on a required skill set or training (e.g., bomb
squad, SWAT officer)
Recommend the assignment of an external resource not
controlled by a Williamson County public safety dispatcher to
respond to a call for service within Williamson County’s service
area
Indicate the city / community responsible for providing a mutual
aid response to a call for service location managed and
dispatched by a Williamson County position
7.125 Communications Supervision
The system shall support the ability of the communications supervisor to include, at minimum, the
following functions (including call taker and radio dispatcher functions):
a)
Ability to monitor any workstation / position or combination of workstations / positions on the
CAD system.
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b)
c)
d)
e)
f)
Ability to interactively determine various performance measures of all positions in the
Communications Center, including workload, queue delay, response times, etc.
Ability of making changes to the CAD system operations support files based upon applicable
security.
Ability to display recent incidents occurring throughout the County by event type, priority and
other user defined criteria.
Ability to display and review current system loading and system resource utilization by
region, district, beat and other customer defined criteria.
Ability to accept and respond to automatic notifications of user-defined “serious” nature
incidents.
7.126 Tactical Map Display (TMD)
The CAD system shall have a seamlessly integrated computerized map, which is a digitized map
(using Williamson County GIS database as the source) supporting a Tactical Map Display (TMD).
The TMD shall support the automatic display of units as derived from the AVL system, as well as
display the location of emergency and non-emergency calls for service. The underlying map data and
data structures shall be compatible with Environmental Systems Research Institute Inc (ESRI)
Geographical Information System (GIS) data sources, differing by agency.
The geofile supporting the CAD system shall be the same geofile used to support the TMD. The
geofile may undergo processing to be “formatted” for use by either CAD or the TMD. However,
manually maintaining two separate geofiles, one for CAD and one for the TMD, is not acceptable.
7.127 Spatial Analysis
The system shall utilize advanced spatial analysis techniques to:
a.
Recommend the closest appropriate unit with jurisdictional / area responsibility.
b.
Calculate the shortest path (via streets and roadways, or straight-line calculations) for
dispatched vehicles.
c.
Display floor plans and site detail information for incidents (if data are available).
d.
Zoom and pan around the jurisdiction by the use of mouse drag on slide bar or mouse click on
appropriate directional icons.
e.
Center and zoom on an address or location when the dispatcher selects the associated event.
f.
Center and zoom on a specific unit if that unit's emergency call button is activated.
g.
Center and zoom on a specific event location when the dispatcher recalls the associated event
from the CAD status monitor.
h.
Display different layers of graphic information such as Law Enforcement, EMS, and Fire
jurisdictional boundaries and response zones, hydrant locations, unit locations, driveways,
building locations, building footprints, AED locations, etc.
i.
Identify incident patterns (automated pin and thematic maps).
j.
Spatially aggregate incident information.
k.
Roads and streets layers shall support the ability to “point and click” or “drop and drag” road
closure information; Response path calculations shall automatically change when roads or
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streets are closed if recalculated by the user. Road closure and related map annotations shall
be available to E9-1-1 staff as well as GIS/IT technical support personnel.
The digital map shall be able to display all or user defined selected sets of validated locations entered
into the CAD system.
7.128 Boundaries
The system shall support a practically unlimited number of boundary types. Each boundary type shall
be treated as a unique geographic layer.
7.129 Boundary Layers
Typical boundary layers shall include:
a.
Response areas (Fire, Law enforcement beats, EMS, Precinct constable beats, etc.).
b.
Jurisdictional (County, City, Water District, etc.).
c.
Statistical (census tracts, census blocks, etc.).
d.
Administrative (neighborhood watches, park, etc.).
e.
Commercial (mall, manufacturing, etc.).
7.130 Point Locations
The system shall support a practically unlimited number of point layers. Each point location type
shall be treated as a unique geographic layer.
7.131 Landmarks
Common names, building numbers, landmarks, etc. The system shall support a practically unlimited
range of landmarks.
7.132 Line Layers
The system shall support a practically unlimited number of line layers. Each line layer shall be treated
as a unique geographic layer.
7.133 Icons / Symbols
The system shall support the ability of a user to select and de-select all icons and symbols
representative of various data layers (e.g., hydrants, fire stations, units, etc) based on the operational
requirements and / or preferences of the user.
Units and stations
The system shall support multiple icons or symbols representing ambulances, Fire apparatus, Law
Enforcement cars, fire hydrants, Fire Stations, schools, etc. These icons shall be proportionately sized
to match the map size. When the map is displaying the entire dispatch area, all vehicles shall be
clearly displayed. Each icon shall display the unit identification number either within, immediately
above, or immediately below the icon. The TMD icons shall also indicate unit status. All structural
icons shall display the facility name (e.g., Fire Station 2, Georgetown Elementary) within,
immediately above, or immediately below the icon.
7.133.1
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Incidents / Events
Incidents – the system shall support multiple icons representing Law Enforcement, Fire, or EMS
incidents. Different icons shall be used to display more specific information about the nature of the
incident (e.g., handgun representing an armed robbery, building with flames representing a structure
fire).
7.133.2
Resource Clustering
The system shall provide a "resource cluster" icon for multiple Law Enforcement and/or Fire / EMS
vehicles at one site. Each icon shall uniquely represent the presence at the site of multiple vehicles,
and, by mouse click, cause a window to pop up which will display data about all vehicles represented
by the icon.
7.133.3
Incident Clustering
The system shall provide a "incident cluster" icon for multiple incidents at one site. Different icons
shall represent multiple Law enforcement events, multiple Fire events, or multiple EMS events at one
site, and, by mouse click, cause a window to pop up which will display data (summary or detailed)
about each incident represented by the icon.
7.133.4
7.134 System Status Management (SSM)
The system shall support a system status management (SSM) function. The SSM component shall
support the ability to leverage historical call data and strategically deploy Williamson County’s fire
and ambulance fleet for optimal response times and to predict where the next cluster of calls is likely
to occur. Minimally, the system shall incorporate chronological demand and geographical demand
history. Chronological demand is defined as the volume of calls to expect at any given hour or day of
the week to try and predict when calls are likely to occur. Geographical demand history uses the same
methodology to try and predict where calls will occur.
7.135 Management Information System (MIS) and Reporting
Management reporting is an extremely important area for each of the departments serviced by the E91-1 Communications Center and to the personnel assigned to it. The County prefers that historical
incident and unit information be stored in a commercial off the shelf (COTS) relational database
management system (separated from CAD and its databases) so that:
1. Integrity of the data is continuously protected;
2. New applications and reports can be easily created without the need for
consulting the original vendor;
3. Data can be exported from the MIS application to a user defined set of
formats. At present, these include, but are not limited to, GIS, HTML, Excel
and PDF formats.
4. The CAD system is not slowed by the processing of a large report.
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As long as the type and content of the reports provided in the system is adequate, the exact format of
reports is flexible though determined by the user. In addition to tabular type reports, the County
requires the ability to easily create maps, charts, and graphs from historical CAD information.
Vendors shall submit samples of all “predefined” CAD reports available from their system.
7.136 Standardized MIS Reports
The following minimum set of standard reports shall be included in the CAD system:
a)
Average call loads
b)
Average time spent on calls by type of call (incident type)
c)
Average response times
d)
Individual response times and other statistics by:
1.
Unit
2.
Individual officer
3.
Precinct
4.
Supervisor
5.
Briefing station
6.
Department wide
e)
Other user specified geographic areas
f)
Resource allocation, manpower utilization, and staffing analysis reports (e.g., how many manhours are typically consumed by a domestic disturbance, and what is the average duration of a
burglary call?)
g)
Incident response times (call receipt, routed to dispatch, dispatch, en route, on scene, etc.
times)
h)
Unit response time (dispatch, en route, on scene, etc. times) for each responding apparatus
i)
Outlier Processing (e.g., identifying incidents or units in which the response time exceeded
established Department guidelines)
j)
Number of firefighters / apparatus responding to an incident
k)
Number of firefighters / apparatus that were actually on scene of an incident
An “ad hoc” reporting feature is also required so that reports may be generated using any data element
in the CAD system. This “ad hoc” feature shall be easy to understand and use without knowledge of
computer programming. If the provided reports are to be provided using the ad hoc reporting tool, the
Proposer shall indicate this in their proposal. All required costs, including necessary training, shall be
included in the Proposer’s response to this RFP.
The CAD system shall include exception reports that are able to examine parameters for an incident
and alert management if any are outside the boundary of acceptable parameters. For example, identify
all incidents whose response time exceeds five minutes. The CAD system shall be able to sort the
report and/or information by any field.
7.137 Performance Measures
The County has taken steps to measure and improve officer accountability, using the data collected for
performance measurement and improvement. The system shall support the assignment of a point
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tracking system, with various points assigned to different activities. There are roughly 35-40 different
data points, which are manually tracked by individual. This system has been in place for over ten (10)
years, and the system allows the point value of specific activities to be increased and/or decreased in
response to changing events.
In theoretical practice, if a particular crime trend is identified, the point value associated with
monitoring or effectively deterring that activity would be increased, encouraging an officer to perform
additional duties such as increased patrols, field interviews, or arresting of suspect individuals. This
activity also goes hand-in-hand with the other focus initiative, Real-Time Crime Analysis.
Crime statistics are crucial for effective law enforcement work, as well as for consistent and reliable
public dissemination of information. The CAD system shall first support these efforts by capturing /
tracking the required data and, importantly, provide an intuitive, ergonomic method for extracting and
manipulating the data. However, to be readily comprehensible and to be useful for spotting changing
or emerging trends, this data needs to be merged with geographic information. Pin maps, thematic
maps and other graphic based tools are critical to implementing the performance oriented pubic safety
strategy mandated by the affected discipline’s management policy. Furthermore, any authorized user
shall be able to access the information and easily manipulate it (produce standard reports, charts,
graphs, maps, etc.) without having to download the information to a PC program or involve a
technical resource.
Produced reports shall be available by discipline, division and / or work unit, as well as by a selected
geographic area. The information shall be readily available so that shift briefings can include
information from the previous night / day’s activities. This will also allow an officer (for example)
returning to work after several days off to quickly catch up on what has transpired in their area.
The CAD system shall track the activities of all resources within the system including both incident
and non-incident related activities (e.g., pedestrian checks, training, extra patrols, etc.). The tracking
shall be at the individual level. For example, if four (4) firefighters or two (2) law enforcement
officers are assigned to a single vehicle / apparatus, the CAD system shall track each individual’s
activity on the vehicle / apparatus.
The CAD system shall assist the Law enforcement, EMS and Fire Departments’ performance
measures efforts by keeping track of unit activity and downloading the information to mobile
computers for review and submittal by field units. The information shall be stored in the system so
that management can research specific activity by officer, incident, event, data element (e.g., license
plate number) etc. It shall be possible to identify who was working a specific shift and their activity
during the shift for any user specified time interval.
Performance measures and procedures available in the system shall include:
a)
b)
c)
Calculating average response time per incident type
Calculating how fast, on average, an agent is applied to a fire
Average call loads
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d)
e)
f)
g)
h)
i)
Average time spent on calls by type of call (incident type)
Average response times county-wide
Average response times, by discipline, to a given address, district/beat/sector/zip code
Individual response times and other statistics by:
a.
Unit
b.
Individual officer
c.
Precinct
d.
Supervisor
e.
Briefing station
f.
Department wide
g.
Other user specified geographic areas
Arrest / conviction rates
Data shall be collected and reportable by:
a.
Individual
b.
Type of Call
c.
Time on call by type of call
7.138 Automated Activity Cards
Currently field personnel spend a great deal of time and effort keeping track of their daily activities
and submitting hand-written activity cards (e.g., work card) at the end of their shifts. The County
believes that a robust CAD system can support this process by automating many of these
administrative activities.

Automated activity cards would include the following processes:
1.
CAD system fills in officer activities that are tracked by CAD
2.
Proposed Court system handles citation information
3.
Mobile Data Computer system captures demographic information, field interview data,
type and duration of stops, etc. automatically as they occur
4.
Officer manually enters information not populated by the CAD, MDC and the Court
systems
5.
Automated activity card electronically submitted at end of shift

Activities that shall be tracked include:
1.
Time cards (number of hours worked, sick leave, vacation, and special assignment)
2.
Overtime hours by case / incident (to support cost recovery from individual, FEMA,
etc.)
3.
Directed patrols
4.
Additional Surveillance areas

The Activity Report shall track:
1.
Injuries.
2.
Complaints.
3.
Pursuits.
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4.
5.
6.
7.
8.
County involved accidents.
Exposure reports.
Damage to County equipment.
Each division’s follow-up reports.
Special Event Handling – the CAD system shall track special event activity by
individual officer and to produce summaries by event and officer.
7.139 Extra Patrols
The system shall support WCSO and Constable directed (extra) patrol activities by automatically
reminding assigned patrol officers of their extra patrol responsibilities. One method would be to have
the system treat extra patrols as stacked calls to beat officers so they are continuously reminded of
them. Typical events initiating extra patrols assignments include citizen reported or officer observed:
a)
b)
c)
d)
e)
f)
g)
Suspected drug houses
Neighborhood street drug sales
Prostitution activities
Hang outs
Speeding in neighborhood streets
School zone violations
Vacation house check
7.140 Transaction Log
All entries and modifications within the system shall be logged to an audit database. This database
shall include the date and time the action was completed, the type of action, the identification number
of the person performing the action, the workstations on which the transaction occurred, and the
content of the action (e.g., what was modified or entered). This audit database shall also include any
errors returned to the operator when unsuccessfully trying to execute a command or modification.
7.141 Screen Printing
Any operator shall be able to print their displayed screen at any time and is particularly useful for
troubleshooting problems and training.
7.142 Tow / Wrecker Rotation List
The County is divided into geographic wrecker zone areas. The system shall identify the tow zone in
which an incident occurs based upon the incident’s location.
Tow / wrecker assignments shall ensure, to the extent possible, that authorized tow companies have
equitable chances at potential tows in each tow zone area. To support and automate this function, the
system shall contain a wrecker rotation function that will distribute the tows / wrecker jobs to these
companies on an equitable basis. In theory, the dispatcher or supervisor shall be able to query the
system as to the next tow company to be called for each tow area. Upon use of a tow company, the
system shall move to the next company for the next tow in rotation for that area.
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The system shall also support the ability to “suspend” a tow company from the tow rotation list and be
automatically reinstated at a particular date and time (the County will work with the vendor to further
define these requirements).
If the tow company is unavailable, the dispatcher shall be able to by-pass that company and retrieve
the next company from the list. The system shall support the ability to annotate an individual
wrecker’s record of reasons why a tow company was chosen or skipped. The system shall be able to
put a tow company back at the top of the list if the company is canceled before getting to the scene.
The system shall allow the dispatcher to select any tow company and not rotate them if the selection is
due to the owner’s request for a specific tow company.
When a tow company is used, the towed vehicle log entry screen shall be automatically displayed.
The dispatcher and / or field officer shall be able to enter multiple towed vehicles for the selected tow
company. If the tow is associated to an incident, the tow entry shall be associated to the incident in
CAD and specific elements from the incident shall be automatically prefilled in the respective form.
7.143 EMS/Ambulance Rotation List
The County is divided into geographic ambulance zone areas. The system shall identify the
ambulance zone in which an incident occurs based upon the incident’s location.
EMS transfer rotation assignments shall ensure, to the extent possible, that all ambulances in a given
region have equitable chances at potential transfers in each zone area. To support and automate this
function, the system shall contain an ambulance rotation function that will distribute the transfer jobs
to these regional units on an equitable basis. In theory, the dispatcher or supervisor shall be able to
query the system as to the next ambulance up for transfer in a given area. Upon use of an ambulance,
the system shall move to the next ambulance in that regions rotation list for the next transfer in
rotation for that area. The EMS transfer system shall also support the ability to override the next
available unit by field personnel or communications.
7.144
Towed / Impounded Vehicle Log
Tows at Officer’s Request
All positions shall be able to enter information regarding vehicles towed at the Sheriff Office or
Precinct Constable request. The information captured shall include the following:
7.144.1
a)
b)
c)
d)
e)
f)
g)
h)
Location from which the vehicle was towed.
Make, model, style, color, year and license for the vehicle.
Vehicle Identification Number.
Unit requesting the tow.
Identification of person entering the tow.
Vehicle owner name / address.
Date and time towed.
Related case number.
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i)
j)
k)
l)
Name of towing company. The system shall associate the appropriate wrecker system record
to the entry from the Wrecker List.
Reason for tow.
Tow yard location where the vehicle was towed.
Date and time of vehicle owner notification.
Tows Performed by Others (Repossession)
All positions shall be able to enter information regarding vehicles privately towed. The information
captured shall include the following:
7.144.2
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
Location from which the vehicle was towed.
Make, model, style, color, year and license for the vehicle.
Vehicle Identification Number.
Name of person calling tow information.
Whether the vehicle is operable.
Name, telephone number, and address of the towing company.
Date and time towed.
Tow yard location where the vehicle was towed.
Date and time of vehicle owner notification.
Reason for tow.
Retrieval of Tow Information
All positions shall be able to retrieve tow log information via command line entry or menu selection.
The information shall be retrievable by location, make, model, year, license, VIN, tow company, date
and time, or any combination of search criteria.
7.144.3
7.145
Geofile Requirements
The CAD system's geofile and geofile maintenance is of extreme importance to the successful
implementation and on-going support of the CAD system and other aligned public safety / emergency
response systems and components. The vendor is advised to place special emphasis on proven
technologies and providing Williamson County with a solution satisfying the requirements listed in
this section.
The CAD system shall support coordinate-based operations, as the County has interest in the
implementation of Global Positioning Satellite (GPS) based AVL systems. In other words, the system
shall use X-Y coordinates to do searches for hazardous materials and premise information in system
administrator defined number of feet around the location of an incident.
The geofile system shall provide the capability to establish response zones, beat boundaries, Law
enforcement beats, Fire response areas, ambulance (EMS) response areas, street networks, and other
geographical layers using typical mapping / GIS tools. This system shall be provided by the Proposer.
However, once installed, it shall be able to be maintained and/or changed by the County without
vendor programming / technical support.
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The County’s Central GIS shall be used as the foundation for the initial population and subsequent
maintenance of the CAD geofile. The geofile management system shall support the following (at a
minimum):
a)
b)
c)
d)
e)
f)
The structure shall support the return of both cross streets when an address is given which fits
into a valid address range.
The ability to maintain the data as described in Section 6.4.1: Williamson County GIS Data
Layers. These shall be developed and changed by using GIS / mapping tools rather than
through static tables.
The CAD geofile shall be able to be maintained while the CAD system is on-line. Strict
security provisions shall be provided to help control the integrity of the geofile. The Proposer’s
geofile manager shall provide a transaction level update. Audit trails of geofile changes shall be
maintained by the system.
The geofile manager shall support an automatic assignment process. When updating a
boundary, the system will automatically assign the proper boundary codes to affected streets and
addresses. A manual assignment process shall not be required to assign the proper boundary
codes to street segments and addresses affected by the boundary edits.
All boundary assignments (e.g., determining the response zone and jurisdiction for each
incident) are to be completed in real-time by processing the incident's X-Y coordinate against
the boundary files to determine the incident's location and the appropriate jurisdiction.
The geofile system shall support the following features:
1. Once an incident is initiated into the CAD system, the location verification step shall add the
coordinates of the incident location to the incident record and display an incident icon on the
tactical map display.
2. During incident initiation, the CAD system shall make a duplicate incident check based
upon the location and/or coordinates of the incident. If a potential duplicate incident in the
area is found, the incident entry position shall be notified via a prompt and shown a list of
the potential duplicate/s. The CAD system shall have a parameter (modifiable by the system
administrator) specifying the distance in number of feet or similar function, from the
location of the incident for duplicate checking.
3. Location databases such as hazards, general premise information, street closures, and other
user definable databases shall be defined in the geofile system. The CAD system will
perform a distance search to identify the existence of location information (hazards, etc.)
during the incident initiation process. The system shall support different search distance
criteria for different types of locations (e.g., a Law enforcement versus a Fire hazard). The
system administrator shall be able to modify these parameters.
7.146
Contact Management Database
The system shall provide a contact management database that includes a telephone directory for
personnel and agencies the County normally contacts. Information stored in this database shall be
structured in a virtually unlimited directory structure. Each entered record shall include the name,
agency, complete address information, multiple telephone numbers (e.g., office, Fax, mobile, pager),
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The system operator shall be able to retrieve the telephone information by complete or partial name or
agency.
7.147
CAD Interface to Telephone System
The existing system configuration allows automated control of the telephone limited to the PlantCML
system for E9-1-1 calls (e.g., answer, hold, conference, transfer). Five (5) of the existing ten (10)
radio dispatch positions, in addition to the five (5) call taker positions are equipped with the PlantCML
CTI interface. Five (5) additional call taker positions are planned: Two (2) planned for installation
this fall; with another three (3) in the spring.
If the user at one of the radio dispatch positions uses the phone to place a call (e.g., call a wrecker,
contact a complainant), the user dials the number using the telephone touch pad. The intent of this
desired function is to leverage the contact management database function listed above and, via the
CAD system, press an icon linked to a specific contact’s office, mobile or pager and have the CAD
system initiate the call via an interface to the desktop telephone. Call control (e.g., hold, redial,
DTMF entry) would be managed from the desktop telephone set.
NOTE:
Vendors are encouraged to discuss how this highly desired function is supported by their solution.
Again, complete call control is not required to satisfy functional intent. The solution need only
provide a mechanism to 1) access an internal directory / database within CAD and 2) press / click a
button or icon or highlight a specific telephone number linked to a specific resource. The action
would then place the phone in an off-hook status and automatically dial the selected number. The
audio of the telephone would be directed to the user’s headset or handset if the handset is physically
placed off hook.
7.148
Transaction Loading
The CAD system proposed shall meet the sizing criteria specified in the RFP. The table below lists
calls for service and population information for 2000, 2007, 2010 (projection) and 2020 (projection):
Population
Calls for Service /
Tracked Events
2000
249,9678
2007
373,3639
2010
386,700
2020
577,300
644,915
962,856
997,686
1,489,434
The following is a summary of database sizing requirements:
a)
b)
8
9
The CAD system shall be sized to meet the expected 2010 calls for service and tracked event
levels plus a yearly increase of ten (10) percent for the next ten-year period.
The CAD system shall be sized for a minimum of 365 days of on-line incident information.
This includes the basic incident information plus all incident and unit transactions (e.g., unit
Source: www.census.gov
Ibid
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assignments, status changes, comments, appended information, etc.), whether they are
associated with an incident or not.
7.149 Jumbo-Tron / Video-Wall Display Systems
The system shall support the ability to display variable and configurable images on a large multi-panel
display system, commonly called a Jumbo-Tron or a Video-Wall. Commonly found in control room
environments. These include, but are not limited to, real-time dispatcher workstation information,
geographic information system data and images linked to a call for service (e.g., HazMat event),
PowerPoint presentations and related documents, CCTV inputs, and television / cable TV input.
7.150
Mobile Command Post
The E911 Communications Center has several mobile command posts at its disposal. The largest of
these accommodates up to eight dispatch / command and control positions (e.g., call taker, dispatcher,
tactical operations). The County requires a solution that will support the transfer of information
remote from the Mobile Command Post to the E9-1-1 Communications Center.
7.151
Field Tactical Command Post Support
The system shall support a Field Tactical Command Post and allow it to function as a
communications, command, control and coordination (C4) point for events of interest (e.g., SWAT
event, parade) within a defined geographic area. A typical field command post configuration includes
CAD and MDC communications capability and access to other public safety systems / modules within
the Williamson County network.
7.152
Administrative Position / Terminal
The system shall support the use of administrative positions / terminals, typically used by
headquarters, substations, fire stations, storefronts and other positions to enter / modify duty rosters,
update databases as may be required, perform credentials-based queries including, but not limited to,
TCIC / NCIC / NLETS, unit / officer activity information, and other authorized functions. All
transactions from any administrative position shall be logged.
7.153
User Training Lab
The system shall support a maximum of six (6) call taker and radio dispatcher training stations in a
dedicated Training Lab environment. The Training Lab configuration provided by the vendor shall
simultaneously support a maximum of 6 call taker sessions, 6 radio dispatcher sessions or 6 sessions
of either combination.
7.154
Live versus Training Configuration
The system shall support the ability to remove a production call taker or radio dispatcher position from
the live CAD environment and place that position/s in temporary “TRAINING” status. When so
configured, the position/s removed from the live CAD environment shall have access to training
scripts, training data and other relevant training tools and simulation plans developed by Williamson
County E911 training and professional standards staff. When training has been completed, or
conditions in the live environment require that the temporary training session be terminated, the
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system shall support the ability to remove the position/s from its temporary TRAINING status and
return the position to its customary live status as a call taker or radio dispatcher production position in
the Emergency Communications Center.
7.155
Controlled Access
The system shall support the ability to assign removing a production position from a live environment
and place it in temporary TRAINING status to a limited number of supervisory and training /
professional standards personnel linked to validated user credentials. The process used to remove and
restore a live production position in the Emergency Communications Center shall be accomplished
without the assistance of Williamson County technical support personnel or vendor assistance.
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8. MOBILE DATA COMMUNICATIONS SYSTEM (MDCS)
FUNCTIONAL REQUIREMENTS
The Mobile Data Communications System (MDCS) shall support the business processes of the
various user agencies and disciplines including law enforcement, precinct constable, emergency
management, firefighter and emergency medical disciplines of Williamson County, Texas.
The MDCS shall be a comprehensive relational database storage and retrieval system operating under
an open systems environment, and preferably using a Graphical User Interface (GUI). The MDCS
shall be configured to operate in an interactive mode so that MDCS users are able to interact with the
mobile computer in a real-time mode, and transactions that add to or change, in particular, the field
status and availability and database entries are applied as they are committed.
Most of the interaction between the user and the computer shall be via pre-formatted, fill-in-the-blank
type data entry and inquiry screen layouts. In cases where pre-printed forms are required to record
specific business process requirements (e.g., traffic citation, accident report), the MDCS screen
formats and data input fields shall match those contained on the forms. Civil case data and constable
activities and other information shall also be available within or through the C-RMS. When MDCS
users retrieve information, they shall be able to do so easily without regard to the system/s and / or
subsystem/s involved.
The desired software solution shall be capable of supporting infield report development, report
supplement, forms development and completion, local / on board database access, wireless
communications with local, regional and national databases and other functions common to a
contemporary law enforcement, precinct constable, emergency medical, firefighter, and arson
investigator.
8.1
Currently Deployed System
The County requires that vendor’s proposed MDCS public safety software submitted in response to
this RFP shall be in production supporting public safety customers of similar size and capacity as
Williamson County for a minimum of twelve (12) months. Williamson County has no desire to be a
beta site for a vendor’s product. Vendors shall ensure that reference account information provided in
response to this RFP complies with this mandatory requirement.
8.2
Support Business Unit Processes
The MDCS system shall provide the ability to support business unit specific processes unique to the
law enforcement, emergency medical, and precinct constable and firefighter disciplines. Providing
public safety personnel deployed in the field with access to national, state, and local crime databases
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and other relevant Police, Fire, and Emergency Medical databases, real-time messaging, office
automation, and other routine daily functions is commonplace, though some challenges still exist.
Advances in mobile computing devices and wireless communication have resulted in the availability
of cost-effective solutions to infield mobile communications access. Although similar in scope, the
requirements for Fire, EMS and Constables and Sheriff Department personnel differ.
8.3
Law Enforcement
The goal of the mobile data computer system (MDCS) for law enforcement personnel is to provide
officers / deputies with a functional and up-to-date (virtual) office in the field. This will enable police
officers / deputies to complete functions in the field that, today, are normally only available to them in
the office / station and to access databases containing the collective knowledge of policing activity and
investigative information. Officers would be trained to directly access relevant databases and their
respective host systems and perform office automation functions and other computer-based tasks as
required. Police officers / deputies will become more independent, able to perform these functions by
themselves in the field without relying on technical, clerical or secretarial assistance.
Unique Environment
Law enforcement officers must operate in potentially hazardous situations. Departments have
developed Standard Operating Procedures (SOP) to minimize the risk and provide the requisite
guidance and operating parameters under which these systems may be used. The basic principles
behind these procedures are:
8.3.1
a. Identifying and informing involved officers, their immediate supervisors, and E9-1-1
Communications Center staff of potentially dangerous situations as early as possible so that
effective mitigation and response procedures can be invoked.
b. Recommending, via CAD, the assignment of backup officers during potentially hazardous
activities.
c. Keeping E9-1-1 Communications Center and supervisory staff informed of each officer's current
activity and exact geographic location.
Field Independence Support
With the independence provided to police officers / deputies through the implementation of the
MDCS, it will become even more important to institute fail-safe procedures to maximize officer
safety. For example, in today’s MDCS environment, it is possible for an officer to run a license plate
number, verify that the car is stolen, and pull it over for questioning directly, without informing the
E9-1-1 Communications Center or field supervisory personnel. The MDCS shall support notifying
field supervisors and E9-1-1 Communications Center personnel that the officer is undertaking this
potentially dangerous activity and his / her exact location even if the officer fails to notify the E9-1-1
Communications Center via voice communications.
8.3.2
Integrated Activity Support
Many law enforcement operations require integrated activity by multiple officers (e.g., hostage
situation, high-speed chase). Not only must the MDCS support these types of activities, it shall also
8.3.3
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enhance and promote integrated responses to the wide range of events common in contemporary law
enforcement operations.
The MDCS shall promote intelligence gathering via the use of field intelligence mechanisms (e.g.,
Field Interview Card or FIC) and enhance the filing and sharing of gathered intelligence among
personnel authorized to receive, view, and analyze such data.
24 X 7 Access to Information
The MDCS shall provide officers 24-hour access to information that would be vital to quick resolution
of community law enforcement issues, criminal investigations, and other public safety matters that
currently require indirect access through records management personnel or persons who have limited
availability (e.g., hazardous materials response information).
8.3.4
The MDCS shall have the ability to download and view Crime Analysis text and graphical reports that
have been previously prepared by the Department's Crime Analysis Services Division.
The MDCS shall include software tools that allow field personnel to track their time and self-initiated
activities. Tools shall be provided to field supervisors to help them monitor, enhance, and summarize
their staff's activities and to measure productivity. Thematic maps, pin-maps, charts, graphs, and other
statistics shall be easily developed from these measures to illustrate the impact of recent crime
suppression efforts. All EMS metrics and activities, including that completed via the MDCS system,
shall be exportable to third party reporting applications such as Crystal Reports, MS Excel.
8.4
Emergency Medical Services
The goal of implementing the MDCS in the Emergency Medical Services System is to leverage
efficiencies of field EMS personnel by extending specific computer capabilities into the field. The
system shall use wireless communications technology to communicate with the E9-1-1
Communications Center and localized and centralized databases as required with interface of existing
records management system (emsCharts). The system shall automatically track the location of EMS
units via the Automated Vehicle Location (AVL) System, and enable personnel responding to calls
for service to update their status using digital rather than voice / radio frequency (RF)
communications. Field personnel shall be able to enter information into computerized systems
directly in the field. Since the data would be entered virtually in real-time, it would be more accurate,
more current, and able to be more quickly disseminated to other department personnel.
Unique Environment
EMS personnel must operate in potentially hazardous situations. Standard Operating Procedures
(SOP) have been developed to minimize the risk. EMS personnel find themselves in the following
situations:
8.4.1
a) Work in inclement weather, including extreme heat and cold, rain, sleet, snow, etc.
b) EMS personnel must tolerate frequent extreme fluctuations of temperature. Environment outside
building may be 5° to 100 degrees F.
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c) EMS personnel must work in environments that vary greatly from low to high humidity.
d) Maintain ability to lift 100 lbs., move patients, bend, lift and perform CPR for extended period,
respond in an orderly, timely fashion utilizing safe vehicle operation at all times, assess scene,
provide size-up if applicable, request additional resources needed
e) Initiate Multi-Unit Response Plan (MURP), if necessary,
f) Triage/Examine patients to determine nature and extent of injuries,
g) Implement BLS/ALS care according to Scope of Care, transport patient with ongoing evaluation
and care
Given the environment in which EMS personnel operate, specific procedures have been developed to
minimize risk to EMS staff. The basic principles behind these procedures are:



Identifying and informing involved first responders, their immediate supervisors, and E9-1-1
Communications Center staff of potentially dangerous situations as early as possible so that
mitigation procedures can be invoked.
Recommending, via CAD, the assignment of additional and / or specialized resources during
potentially hazardous activities.
Keeping E9-1-1 Communications Center and supervisory staff informed of each responder’s
current activity and exact geographic location (via AVL).
The MDCS shall include software tools that allow field personnel to track their time and self-initiated
activities. Tools shall be provided to field supervisors to help them monitor, enhance, and summarize
their staff's activities and to measure productivity. All metrics and field activities, including that
completed via the MDCS system, shall be exportable to third party reporting applications such as
Crystal Reports, MS Excel.
8.5
Precinct Constable Office
The goal of the mobile data computer system (MDCS) for deputy constable personnel is to provide
deputies with a functional and up-to-date (virtual) office in the field. This will enable deputies to
complete unique business process functions in the field that, today, are only available to them in the
office / station and to access civil and court databases. Deputies would be trained to directly access
relevant databases and systems / applications (e.g., infield credit card processing) their respective host
systems and perform office automation functions and other computer-based tasks as required.
Precinct deputy constable personnel must operate in potentially hazardous situations. Standard
Operating Procedures (SOP) have been developed to minimize the risk. As with their law
enforcement counterpart, deputy constables find themselves in the following situations:
a) Work in inclement weather, including extreme heat and cold, rain, sleet, snow, etc.
b) As an enforcement unit to the Courts, precinct constables often find themselves in emotionally
charged situations when carrying out the orders of the court. This includes, but is not limited to,
evictions, property seizures, marital disputes, child custody actions and other highly charged
situations.
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c) As a law enforcement officer, precinct deputy constables have the responsibility to enforce the
laws of the state of Texas and, like sheriff deputies, encounter domestic disputes, persons and
property crime in progress and other events common to law enforcement while on patrol.
d) Precinct deputy constables often serve as assisting units / back up to other precinct constables, to
the sheriff deputies of the Williamson County Sheriff Office or to virtually any law enforcement
agency in the region.
Given the environment in which Precinct Deputy Constables operate, specific procedures have been
developed to minimize risk to staff. The basic principles behind these procedures are:



Identifying and informing involved first responders, their immediate supervisors, and E9-1-1
Communications Center staff of potentially dangerous situations as early as possible so that
mitigation procedures can be invoked.
Recommending, via CAD, the assignment of additional and / or specialized resources during
potentially hazardous activities.
Keeping E9-1-1 Communications Center and supervisory staff informed of each deputy
constable’s current activity and exact geographic location (via AVL).
The MDCS shall include software tools that allow field personnel to track their time and self-initiated
activities. Tools shall be provided to field supervisors to help them monitor, enhance, and summarize
their staff's activities and to measure productivity. All metrics and field activities, including that
completed via the MDCS system, shall be exportable to third party reporting applications such as
Crystal Reports, MS Excel.
8.6
Fire Department
The goal of implementing the MDCS in the Fire Department agencies is to leverage efficiencies of
field Fire personnel by extending specific computer capabilities into the field. The system shall use
wireless communications technology to communicate with the E9-1-1 Communications Center and
localized and centralized databases as required. The system shall automatically track the location of
Fire Department apparatus via the Automated Vehicle Locator (AVL) System, and enable personnel
responding to calls for service to update their status using digital rather than voice / radio frequency
(RF) communications. Field personnel will be able to enter information into computerized systems
directly in the field. Since the data would be entered virtually in real-time, it would be more accurate,
more current, and able to be more quickly disseminated to other fire department personnel.
As with the Law Enforcement operations, the same management reports and tools as described above
shall be available.
Unique Environment
Firefighters must operate in potentially hazardous situations. Standard Operating Procedures (SOP)
have been developed to minimize the risk. The basic principles behind these firefighter safety
procedures are linked directly to the environment in which firefighters, including EMS personnel, find
themselves:
8.6.1
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a. Fifty to ninety percent of work time is spent outside a building and exposed to the sun, wind, rain,
or snow.
b. Firefighters must tolerate frequent extreme fluctuations of temperature. Environment outside
building may be 5° to 100 degrees F.
c. Firefighters must work in environments that vary greatly from low to high humidity. Turnout gear
significantly impairs body-cooling mechanisms.
d. There is the frequent possibility that Firefighters may be working under wet and muddy
conditions.
e. Firefighters must frequently perform sustained work on slippery surfaces including rooftops.
f. Firefighters are frequently required to perform work from aerial ladders, scaffolding, roofs or
other elevations over 12 feet from the ground.
g. Firefighters are frequently required to perform work in confined spaces or cramped body positions
(e.g., attics, cars, under houses, closets).
h. Firefighters are often required to work on or about moving machinery or equipment or in the
vicinity of vehicles in motion (e.g., chain saws, fire trucks, cutting torches).
i. Firefighters are often exposed to vibration when riding in fire trucks or operating chain saws.
j. Firefighters are intermittently exposed to noise levels over 90 db when riding fire trucks under
emergency conditions and when fighting fires.
k. Firefighters may have occasional exposure to non-ionizing radiation (ships or rooftops).
The basic principles behind these procedures are:
a. Identifying and informing involved first responders, their immediate supervisors, and E9-1-1
Communications Center staff of potentially dangerous situations as early as possible so that
mitigation procedures can be invoked.
b. Recommending, via CAD, the assignment of additional and / or specialized resources during
potentially hazardous activities.
c. Keeping E9-1-1 Communications Center and supervisory staff informed of each responder’s
current activity and exact geographic location (via AVL).
First Responder Safety
With the independence and mobility provided to firefighter and emergency medical services personnel
through the implementation of the MDCS, it will become even more important to institute fail-safe
procedures to maximize field safety. For example, it will be possible for a firefighter to approach the
scene of a fire and recognize a chemical placard decal on the side of a container or overturned vehicle.
Via the use of the MDCS, the firefighter can query on the displayed placard number (e.g., 1005) and
determine what type of chemical should / may be inside the container, as well as collect and review
essential first responder information (e.g., containment area, toxicity) and victim treatment protocols
linked directly to the unique properties of the chemical.
8.6.2
In addition, using special software installed on the MDCS, the scene commander is able to input
environmental variables (e.g., wind direction, temperature, speed, and humidity), chemical name and /
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or placard ID number and determine projected chemical vapor plume models and assess potential
population evacuation routes and identify suggested directions of attack.
8.7
MDCS Application Software Functions
It is the intention of the County to purchase primarily “off-the-shelf’ or basic MDCS software
functionality, requiring the minimum amount of modifications / customizations to support necessary
functions, business practices and interfaces. However, to ensure that the Vendor’s software meets a
minimum set of functional requirements, the remaining sections of this document lists the minimum
functions that shall be supported by the MDCS software.
With the exception of certain supervisory and discipline-specific functions, it is expected that all
functions shall be available to all MDC equipped units, provided the user / operator has been assigned
the proper security authorization (e.g., access rights). However, for convenience, the functions shown
in the following sections are listed under the primary user of the function.
8.8
Functional Requirements
The MDCS shall meet the following functional requirements:
a)
Windows Functionality. Use of cut / copy / paste, keyboard functions, custom toolbars /
macro support, along with Windows-style GUI shall be supported. Mobile and portable client
software user screens shall support drop down menu pick lists for all fields that support a
predefined set of user entries. Data shall be capable of being imported or exported from other
applications such as Microsoft Word or Excel. The Vendor shall describe how the proposed
system meets this requirement and any exceptions or clarifications that may be required as a
result of host system limitations.
b)
The new MDCS shall validate entered data. The system shall not allow the input of incorrect
data (e.g., date of February 30, placing oneself en route twice, etc.). The MDC shall include
edit rules to assist in the capture of accurate data.
c)
Field office automation. Provide typical office PC functionality in the mobile unit.
Capabilities typically include:
1. Word processing.
2. Spreadsheet.
3. Contact management (telephone lists, e-mail addresses, etc.).
4. Calendar / scheduling.
5. Calculator.
6. Notes.
7. E-mail access.
d)
Field reference materials. The MDC shall provide reference document access to field
personnel. Typical field reference materials include:
1. Policy manuals (SOPs).
2. State and local statutes.
3. Preplans.
4. Maps.
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e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
r)
s)
t)
u)
v)
A common user interface methodology shall be supported across different user interface
screens. Each functional screen shall have, to the greatest extent possible, the same look and
feel as the other functional screens provided via the MDCS.
The MDCs shall have in-vehicle mapping, showing unit location and call location.
The MDC tactical map shall display the location of user-defined resources in a defined
geographic area.
The MDC tactical map shall provide point-to-point directions when requested by the user.
The MDC application shall run continuously even when operating other applications in order
to facilitate real-time wireless data network monitoring.
The MDC application shall be able to be selected by a function key or pointing device when
operating in any other mode.
All audible alerts (as defined by the system administrator) shall allow for unique configurable
sounds for each functional module and type of alert. All audible alerts shall be able to be
muted and subsequently restored as needed by the user.
The application shall provide a visible and audible indication upon message receipt. All visual
indications shall include a counter showing the number of messages that have not been viewed
(in queue counter). Message receipt shall be associated with an audible alert, which is sounded
upon receipt of each message.
All messages received shall have a method whereby the operator can determine the time and
date associated with message reception.
All messages sent and received shall be individually viewable and able to be saved or deleted
on an individual basis at the discretion of the user. All messages regardless of type shall be
able to be deleted as a group.
Any messages sent over an interface or link will clearly indicate success or failure to the
operator. If an interface or link goes down, a notice shall be provided to the operator showing
that the link is down.
The application shall be designed to operate in a reduced light condition that allows
information to be readable but does not needlessly illuminate the user or the vehicle.
Mobile and portable mobile data system functionality shall be provided and shall enable field
units to prepare and / or access incident reports, premise inspections, etc., on hand-held
portable devices.
The application shall provide a mechanism for transmitting and receiving images via the
mobile data system. The system shall be designed to support the capture and transport of
images such as mug shots, fingerprints, property photographs, etc.
The MDCs shall be designed to support mobile printers (e.g., thermal, desktop, electronic
ticket writers).
The application shall support text-based searches of the data local to the MDC (e.g.,
procedures information).
The application shall be integrated with an Automatic Vehicle Location (AVL) interface, and
shall provide accurate positional data for all public safety units. Transmitted data shall include
vehicle-tracking information for maintenance purposes.
The application shall support the ability of supervisors to view (via the AVL system) where
their on-duty subordinate units are located, regardless of status, and to be able to ascertain their
status.
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w)
x)
y)
z)
aa)
bb)
cc)
dd)
ee)
ff)
gg)
The system shall support an interface to magnetic stripe readers (e.g., driver's licenses). The
application shall support the display and parsing of received data into appropriate data entry
fields. Data shall be presented to the user in a formatted display such that it is in an organized
and easy to read format.
The application shall support the ability to print from the vehicle to a remote printer at
Headquarters or at a district / regional station.
The system shall support a portable PDA type of device for undercover, bike, or other nonvehicle based users.
The system shall provide an emergency button function that will automatically send the unit’s
identification number and location (e.g., X-Y coordinate) along with a high priority message
to the Communications Center indicating that emergency assistance is needed. This message
shall be configurable by the system administrator to be sent to the area dispatcher and all units
or specific units in a given geographical area.
The data exchanged over the air and stored on the MDC must satisfy Department of Justice
(DOJ) security requirements, including a minimum of 128-bit end-to-end encryption.
All applications shall require the use of a unique user ID and password to gain access to the
application.
The application shall support the login of one- and two-person units.
The use of a single sign on is required. At minimum, when a user signs on to a MDC unit, the
user will be automatically logged on to the MDC / AVL system and the CAD system,
regardless of discipline.
User privileges and system access shall be controlled from the host server, and can be enabled
or disabled by the system administrator as appropriate.
The database for all mobile data information must be ODBC compliant.
While a Windows graphical user interface (GUI) shall be supported, a command line shall
also be provided in the application for quick and direct access to commands and / or functions.
8.9
Message Switch
The MDCS shall support the interconnection of the CAD and LERMS systems with the MDCS for
the purpose of enabling mobile user transactions. This functionality is based upon standard network
architecture. It is envisioned that it will be provided using a component that will be referred to in this
document as a Message Switch. Regardless of the name of the device, the requirements in this section
cover the anticipated functionality. The requirements contained herein are specific to the Message
Switch. However, the Vendor shall be aware that if any requirements as stated in the other sections
expand upon the required capability, functionality, or general operation of the Message Switch, they
shall also be incorporated.
8.10
a)
b)
Message Switch Interfaces
The Vendor shall provide an interface or interfaces to the CAD system that shall support
communications with field users for dispatch, unit status reporting, unit GPS location
reporting, and CAD inquiry transactions.
The Vendor shall provide an interface or interfaces to the LERMS that shall support
communications with field users for LERMS inquiry transactions and field report upload.
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c)
d)
e)
The MCDS system shall interface to the Texas Law Enforcement Telecommunications
System (TLETS). TLETS also provides access to all Texas law enforcement agencies, other
State level law enforcement database systems, the National Crime Information Center
(NCIC), and the National Law Enforcement Telecommunications System (NLETS). This
interface must be a computer application to computer application interface using the State's
latest approved data communications technology, equipment, and interface protocols. The
Vendor shall provide an interface to TLETS that will support mobile user access to TLETS,
NCIC, and NLETS record inquiries.
The Vendor shall provide an interface to the County’s e-mail system that will support mobile
user e-mail transactions. This interface shall support e-mail exchange over the agency LAN
with the County’s Microsoft Exchange server as well as between mobile users.
The Vendor shall provide an interface to the County’s Intranet that shall support mobile user
browser access to County Intranet resources using a customer provided mobile client web
browser. Accessing the Intranet shall not suspend any other Vendor-provided mobile
application communications but shall allow concurrent communications.
8.11
Message Switch Redundancy
The Message Switch shall be a redundant configuration providing automatic fault / failure detection
and switchover.
8.12
Message Switch Transaction Logging
The Message Switch shall log all message transactions in an ODBC-compliant format. A minimum of
sixty (60) days of transactions shall be maintained online. The Message Switch message log entries
shall include the date, time, and mobile unit source or destination ID in addition to the message body
or content. To save storage space, file attachments need not be logged, but a record of the transaction
must be logged including the date, time, message type, mobile unit source or destination ID, and an
indication of the file transferred.
8.13
Screen Blanking
A user-controlled screen blank-out mechanism shall be included in the MDCS. This feature must be
easily enabled and disabled by the user.
8.14
Login
The MDCS must meet the security requirements of the County and a public safety system. The
National Crime Information Center (NCIC 2000) requires that each user accessing their system and
databases be certified and have a unique user ID and encrypted password. All data exchanged over
the wireless system must be encrypted "end-to-end" with at least 128-bit encryption. Standard data
processing security measures must be implemented in the MDCS including:
a)
b)
Password blanking on input.
System lockout after a specified number of failed login attempts, with automatic notification
to the System Administrator which will include date, time, and MDC number. The system
administrator shall control the number of failed log in attempts prior to lockout.
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c)
d)
Ability for users to change their passwords when reminded by the system.
The MDCS must force users to change their passwords at a prescribed time interval. The
system administrator shall control the interval.
Due to specific requirements for Fire and Police, different login screens may be required for the
different departments / agencies.
A single login will log users into all other systems requiring login functions. Additionally, the MDC
login screen shall support the ability to login more than one (1) user at a time (e.g., two person unit).
Minimum fields include unit number, employee number/s, vehicle number, starting mileage, and
portable radio number/s.
8.15
Logoff
A single logoff shall be supported with, at minimum, a field for ending mileage. Prior to completing a
logoff, the system shall inform the user of any partially completed reports pending and provide the
user the ability to cancel the logoff and complete any required documentation.
8.16
Scanning and Bar Coding
In order to increase officer efficiency and substantially reduce data entry errors, the MDCS shall
support the scanning and bar coding capabilities.
8.17
Magnetic Strip Reader
The application shall support the ability to load driver's license information into appropriate data entry
screens by scanning the magnetic strip included on the driver's license (e.g., TDL). The information
shall be parsed and automatically populate citation and field reports as appropriate.
8.18
Bar Code Scanning
The application shall support provide the ability to parse driver's license information into appropriate
data entry screens by scanning the bar code included on the driver's license. The information shall be
parsed and automatically populate citation and field reports as appropriate.
8.19
Digital Images
The application will facilitate the capture of digital images from vehicles equipped with digital
cameras. The captured images shall be associated with the currently open application (e.g., offense
report, citation, FI card). The MDCS will provide the capability of sending digital images to a
distribution list.
8.20
Touch Screen Support
The MDCS shall support touch screen technology and shall include a touch-screen-activated display
that is fully integrated with whichever data entry screen is active.
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8.21
Switching Between MDCS Applications
The MDCS shall support the ability of users to easily and quickly switch back and forth between
system applications, as may be required. MDCS users shall be able to switch between entering data
into reports and LERMS, to handling emergency events, to retrieving query responses, to initiating
messages, to updating their status, to reviewing messages, etc., without losing any information that has
been entered into the system.
8.22
Partial Report Completion
The MDCS system shall support the ability for an investigator or field officer to “save” a partially
completed report to their MDC application unit without submitting the report to the LERMS database.
Used here, report includes field interview cards, criminal intelligence information, offense reports
(including accident reports) and other forms based media. Partially completed reports shall not be lost
without sufficient warning to the user.
8.23
Network Time Server Synchronization
Date and time on the MDCS units is critical to a number of processes. For example, vehicle status
updates, report status changes, message sent and message received time stamps, etc., shall be
uniformly and continuously synchronized between the various MDCS units in the system for the date
and time stamping to be useful. It is necessary for the MDCS to synchronize the date and time on all
system MDCS units. The MDCS server and/or message switch shall obtain the current date and time
from a common time synchronization device (e.g., Netclock). The current date and time shall be used
to synchronize all of the MDCS units logged onto the system.
Each MDCS unit's internal system clock shall be updated based on the common time synchronization
device date and time. The synchronization will occur upon successful login and, thereafter, once per
County-specified time interval (e.g., every hour, quarter hour).
8.24
Time Tracking Functions
The MDCS system shall provide a time tracking form including, but not limited to, the following data
entry fields and pass the entered information to the CAD / LERMS systems (as appropriate):
a)
b)
c)
d)
e)
f)
g)
Validated activity code
Narrative description of the activity
Location / address of the activity
Narrative remarks
Case / citation numbers associated with the activity
Beginning odometer reading
Ending odometer reading
The beginning and ending date and time for each activity shall be time stamped automatically by the
system. In case the computer-generated time stamps are wrong (e.g., the user forgot to enter his / her
activity into the computer and is documenting it after the fact), an additional set of beginning and
ending date and time fields shall be available for users to correct the system-generated time stamps.
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An additional interface may be required to the County's Kronos time and attendance system, which is
used by the County as an enterprise timekeeping application database. The specific fields and formats
will defined by the County prior to implementation, but the Vendor can assume that the data will be
exchanged using open database connectivity standards.
8.25
Shift Information
When field users begin and end their shifts they shall be prompted for the following information by
the MDCS. This information will be transmitted to the CAD / LERMS systems for storage and
analysis:
a)
b)
c)
d)
e)
Shift starting odometer reading
Shift ending odometer reading
Total time worked (minutes)
Total leave / lost time (minutes)
Total overtime worked (minutes) and reason for overtime
8.26
Automated Individual "To Do" List
The MDCS shall contain a "To Do" list or equivalent function. The "To Do" list shall identify all
reports waiting to be processed by or queued to the user logging into the system. The "To Do" list
will conform to the MDCS security system. The system shall only allow report owners and duly
authorized individuals to review reports.
For line / field personnel, the "To Do" list shall include reports that have been assigned to them that
are incomplete, any reports that have been rejected, and unqualified / unverified reports that have been
assigned to them for review and correction. The "To Do" list contains, or will cause to display, any
supervisory review comments associated with rejected reports. The displayed list of reports shall be
unique to the recipient (e.g., officer), displaying only the reports currently assigned to the user logging
into the MDCS.
8.27
Supervisor Report Review
Supervisors shall have the ability to view reports that are awaiting their review (completed) and
unqualified / unverified reports that have been assigned to them. The list of displayed reports shall be
unique to the supervisor, only containing the list of reports waiting approval by each specific officer or
approval queue. Approval queues shall allow multiple officers to approve reports from a queue (e.g.,
multiple supervisors per shift can approve any report originating during that shift).
8.28
Context Sensitive Help
The MDCS system shall include a context sensitive help system. The help screens shall be context
sensitive and available by mouse or keyboard command. The help program shall contain a search
engine, hypertext links, hierarchical contents, and the ability to move back and forth through
previously viewed help windows
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8.29
Queries
The Client Application shall provide formatted data entry screens for each type of CAD, LERMS, and
TLETS inquiry type required. The MDCS shall support the following law enforcement query
capabilities compatible with NCIC 2000 and data mining functions, as well as firefighter query
functions (e.g, chemical placard data, MSDS lookup).
8.30
Vehicles
Vehicle query shall be based on the following:
a)
Complete license number, state, year.
b)
Partial license plate information to query local databases (e.g., CAD, LERMS)
c)
Vehicle Identification Number (VIN)
d)
Decal number, state and year
e)
Support multiple license plate query
f)
Boat registration number
g)
Ownership. Retrieve all cars owned by an individual based on name, social security number,
age / date of birth, gender, race, driver's license number, and State
The application shall support the ability to query TLETS, NCIC, and LERMS/FRMS. A pop-up list
shall be provided for selecting type of vehicles. The MDCS shall automatically check the returned
owner in TLETS, NCIC, and LERMS/FRMS. A mechanism shall be provided to only check if the
vehicle is wanted or to obtain registration information without checking the vehicle's owner against
the indicated databases.
8.31
Persons Query
Persons query based on:
a) Name, social security number, age / date of birth, gender, and race.
b) Driver's license number and State.
Query to go to TLETS, NCIC, and LERMS/FRMS.
Retrieve medical history based on:
a)
Name, social security number, age / date of birth, gender, and race.
b)
Driver's license number and State.
Retrieve data on all vehicles owned by an individual based on:
a)
Name, social security number, age / date of birth, gender, and race.
b)
Driver's license number and state.
Retrieve data on articles owned by an individual based on:
a)
Article type and serial number.
b)
Owner applied number.
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Query to go to TLETS, NCIC, and LERMS. Article query returns current owner of the article and its
status (stolen, recovered, etc.).
Return involvement history for a person based on:
a)
Name, social security number, age / date of birth, gender, and race.
b)
Driver's license number and State.
Query returns shall display a list of involvements in LERMS related to the specified person. The
query returns, for example, a list of cases in which the specified individual was involved and the
nature of that involvement (e.g. victim, suspect, complainant).
8.32
a)
b)
c)
d)
8.33
a)
b)
c)
d)
Articles Query
Gun query based on serial number. Query to go to TLETS and NCIC.
Article query based on article type and serial number. Query to go to TLETS, NCIC, and
LERMS.
Gun or article query that returns a list of involvements in LERMS related to the gun or article.
Query based on article type and serial number. Query is routed to LERMS database. The
query returns, for example, a list of cases in which the article or gun was involved.
Gun or article query that returns a list of article owners in LERMS related to the gun or article.
Query based on article type and serial number. Query is routed to LERMS database.
Address Information
Address Owner / Occupant. Given a street address, a MDCS query returns owner / occupant
name and available information. Query to go against available address databases (LERMS,
FRMS). Owner's name is then searched in the LERMS master name database. A list of
recent involvements is returned from LERMS.
Premise History. A query generated against the CAD database detailing recent dispatch
activity occurring in a specific address / location. A minimum of ten (10) of the most recent
CAD events occurring at the premise shall be displayed on the MDCS unit. The County will
specify the exact format and content of the report.
Hazard / Alert Query. A query generated against the CAD database that returns all the
hazards / alerts at or near a location / address. The County will specify the radius to be
searched in fractional miles. The system will return all of the hazards / alerts within the
specified search radius. The hazard / alert information will be sorted by priority and return up
to ten (10) hazards / alerts at a time. The following information will be displayed: hazard /
alert type, location, date, and contact information.
Hazardous Material Query. The MDCS shall provide a query to return hazardous material
information and hazard mitigation procedures based on the latest edition of the North
American Emergency Response Guidebook. The query shall go to a National Hazardous
Material Database established to provide this information. A link shall be provided with
CHEMTREC, which shall be accessible from each authorized MDCS unit.
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8.34
CAD System Queries
MDCS units must have access to the CAD database. Responding units need information to perform
their duties. The County will specify the exact format, field contents, and default field values for the
queries.
All of the queries described below shall be provided "on demand." That is, the MDCS shall only
update the information when the query is re-initiated.
a)
b)
c)
d)
e)
f)
g)
Units on duty - a list of all units currently on duty and their status and location
Pending calls for service - available only to a subset of designated users, this query shall list all
calls for service that have not yet been assigned, with their priority, nature code, and location
Calls currently being worked - available only to a subset of designated users, list all active
calls for service that have been assigned, with their priority, nature code, current status, and
location. Query shall default to listing all active calls within the user's assigned beat / sector.
However, the system shall also allow users to retrieve all active calls in the County (based on
user credentials validation).
Outstanding reports - available only to a subset of designated users, this query shall identify all
reports (Offense / Incident, Inspection, etc.) that have been assigned to an individual officer,
but have not yet been completed.
Unit history - available only to a subset of designated users, a report detailing the specified
unit's activity from the start of its shift till the present time.
Call for service summary - a report containing summary information for a call for service.
The County will specify the exact content and format of the report. The report shall be
obtained by entering a specific CFS number, an address / location, or an involved person's
name.
Calls for service detailed report - a report available only to a subset of designated users that
displays all of the information including comments and units associated with a specific CAD
event.
The MDCS shall alert system users that a query response has been received and is waiting for their
review. Responses containing responder safety information shall have both visual and audible alerts
that are clearly distinct from normal system responses and alerts.
8.35
a)
b)
External System / Database Access
The MDCS shall provide access to state and federal criminal databases to authorized users
based on credentials verification. It shall provide mobile / portable criminal database (TLETS
/ NCIC) checks, and enable authorized users to run plates, persons, property, etc., without
relying on verbal radio communications with the E911 Communications Center.
The system shall give users the ability to access additional information in LERMS from the
field through the MDC. Officers and supervisors have the need to access the following
information from the LERMS:
1. Case status.
2. Officer / detective assigned to a case.
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c)
d)
3. Case details.
4. Master Name Information.
Have the ability to pull local warrants, as well as access the courts system.
On a limited basis, the mobile system shall be capable of querying the digital mug shot
subsystem or AFIS and providing Livescan fingerprints and mug shots for positive suspect
identification.
8.36
Query Prioritization
The random nature of public safety events can result in a number of query responses being returned to
an MDCS unit simultaneously or nearly at the same time. The County shall assign a priority code to
each type of query. The MDCS shall use this priority to queue the most "important" query responses
to the user first, with other, less important responses being routed to the user after the more important
responses are reviewed.
The prioritization process shall take all pending actions (messages, e-mail, dispatch assignments,
query responses, etc.) into account. Each of these events shall have a priority code assigned to them
and the code shall be used to route the events to the user in a logical fashion.
8.37
Messaging
The MDCS shall include a real-time message system that provides the following functions:
a) Message data must be encrypted (minimum 128 bit encryption) and compacted.
b) Group assignments described below are to be dynamic. The MDCS system shall coordinate with
CAD to find all units currently belonging to a group. For example, a list of law enforcement /
constable vehicles in a specific zone or sector shall be an actual representation of the currently
assigned units in the zone or sector, rather than a predefined assignment of vehicles to zones and
sectors.
c) Free format message entry / edit screen.
d) Ability to send / reply / forward a message from an MDCS unit to one or more MDCS units. The
MDCS shall provide each recipient with the message owner's login ID name and vehicle / unit
number. The unit selection shall be from a drop down list of zones and currently logged in units
for each zone.
e) Ability to send / reply / forward a message to predefined groups of MDCS units. The MDCS will
provide each recipient with the message owner's login ID name and vehicle / unit number.
f) Ability to send / reply / forward a message from an MDCS unit to one or more CAD positions
either by name/s or workstation ID/s. CAD message recipients shall be provided with the
message owner's login ID name and vehicle / unit number.
g) Ability to send / reply / forward a message from an MDCS unit to one or more LERMS positions
either by name/s or workstation ID/s. LERMS message recipients shall be provided with the
message owner's login ID name and vehicle / unit number.
h) Ability for CAD users to send / reply / forward messages to one or more MDCS units. The
MDCS shall provide each message recipient with the message owner's CAD position number and
login name.
i) Alerts MDCS users that they have a message pending.
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j) Messages shall be sent to currently logged-in units / users. The MDCS will gather information on
which units and users are currently logged in to the system. This information shall be presented to
the MDCS user in a drop-down list or similar method for selection of message recipients.
k) All messages shall be logged, including who sent the message, the date and time the message was
sent, the message content, and if the message was successfully delivered. Such logs shall be
maintained online for no less than 90 days, and allow for off-loading to CD, tape, or other storage
media for permanent retention. The log must be searchable by date-time range, specific user(s),
partial / complete message contents, or a combination of these factors.
l) Provide the capability to send and receive messages to mobile units and CAD from any Intranetenabled personal computer. Requires a valid user ID and password.
m) When a unit receives a positive hit confirmation from a vehicle, person, or other specified query, a
configurable message shall be sent to the unit’s controlling dispatcher and all units or units in a
given geographic response area.
n) The system shall have a message prioritization and organization to arrange messages according to
importance, time / date, or local grouping.
o) The system shall have an INBOX were messages are stored; Messages shall not be deleted when
new messages come in.
p) Users shall have access to Intranet e-mail but not to the World Wide Web or Internet mail except
in special circumstances (e.g. Command Post, Constable Units).
8.38
Dispatching Functions
The MDCS shall be fully integrated with the CAD system. By integrating the MDCS with the CAD
system, public safety personnel shall be able to more efficiently perform many dispatch-related
functions directly in the field without relying on voice communications. Dispatched calls shall
automatically be logged in the activity report.
MDCS dispatch functions fall into the following broad categories:
a) Silent dispatch - A vehicle’s MDC shall be a full participant in the dispatch process. When a
dispatcher assigns a unit equipped with an MDC and logged into CAD, all relevant information
regarding the event and the assignment shall appear on the MDC. Software shall automatically
update calls if selected fields have been updated. New messages shall provide a configurable
audible and visible notification to the user.
b) Self-initiated dispatch - an MDC-equipped unit happens upon an event and dispatches / assigns
itself to the event. The unit informs CAD that it is responding to the event by sending CAD a
digital message specifying the event location, nature code, and other relevant information.
c) Status management - MDC-equipped vehicles use digital messages to inform CAD of changes in
their status (e.g., en route, on scene, available, at quarters, etc.).
d) Updating emergency event records - the CAD system shall maintain an activity log on all events
related to emergency incidents (e.g., comments from the scene and witnesses, unit activity, etc.).
MDC-equipped vehicles use digital messages to update CAD Call for Service (CFS) activity log
records.
e) Accessing information from CAD - queries are available to MDC-equipped vehicles to access
emergency incident and apparatus related information from CAD. The user shall be able to select
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an incident and to pull up additional details, and to use function keys such as Forward and
Backward / Next Page and Previous Page to quickly progress through the information.
f) In a multiple unit response situation, it is very hard for dispatchers to track the status of each
officer via voice communications. Easy-to-use icons on the MDC screen shall allow officers to
update their status digitally (without resorting to voice communications) and allow dispatchers
concentrate on the demands of the situation, rather than focusing their efforts to maintain each
officer's status.
g) Silent dispatch messages shall receive a very high priority on MDC-equipped units. MDCS users
receiving a silent dispatch shall be notified via a unique visible and audible alarm that they have a
pending dispatch message. Users shall be able to easily switch from any application they are
running on the MDC to view and respond to the dispatch message without losing any data.
8.39
Silent Dispatch
The CAD system shall automatically send event information to dispatched MDCS units. This type of
dispatch is referred to as SILENT since the information is not necessarily broadcast over a public
safety radio channel. The silent dispatch may be supplemented by voice communications as
determined by the County’s procedures manual and service protocol.
Silent dispatch messages shall contain all of the relevant information about the event, including, but
not limited to, the following:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
Call taker's name and CAD position ID.
CAD position ID and login name of dispatcher assigning unit to the call.
Other units assigned to the call.
Location.
Nature code.
Priority.
Involved individuals and vehicles.
Phone number.
Comments.
Pre-plan information (slide and/or tactical information) and any operating procedures
associated with the specific event or location.
Premise information that includes business name, owner information, alarm company name,
after-hours contact information, and other relevant premise information.
Hazards associated with the event and its location.
8.40
Self-Initiated Dispatch
A form shall be available in MDC-equipped units that allow field personnel to initiate an event
independent of the dispatcher (e.g., on view drunk and disorderly individual). All self-initiated
dispatch events shall be routed to the ACTIVE call area of the controlling dispatcher’s position. The
controlling dispatcher may, based on established policy, be prompted to assign backup units and
follow other SOP's as contained in the CAD system. If the officer did not announce the self-initiated
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dispatch over the radio, the controlling dispatcher shall have the ability to send the information to a
group of units, in addition to the ability to announce it.
The following minimum data entry fields shall be included in the form:
a)
The event nature code (e.g., accident, disorderly individual, traffic stop, etc.) with a default
priority that may be overridden by the controlling dispatcher.
b)
Location of the event (shall be automatically filled in for AVL-equipped vehicles). The user
shall be able to override the AVL-provided location in the event that the self-initiated dispatch
is not located at the current location of the vehicle.
c)
Narrative description / Comments.
8.41
MDC Command Line
In addition to dedicated forms or templates, the MDC unit shall be equipped with a command line
whereby the user may complete common tasks with the same force and effect as if the more formal
form was used. The WCSO will define those tasks which may be accessible from the command line
format.
8.42
Unit Status Tracking
The MDCS shall provide an easy-to-use mechanism for field units to update their status digitally. The
following statuses for the Fire, EMS and Police and Constable departments shall be supported by the
MDCS. In all cases, the statuses available on the MDCS shall be consistent with the statuses available
in the CAD system as specified in the section titled Computer Aided Dispatch (CAD) System
Functional Requirements. Vendors will be responsible for ensuring that all MDCS statuses are also
available in the CAD system.
The MDCS shall clearly inform users whether their status update was completed successfully, accept
all status updates from CAD, and display system times for each status change.
The MDCS shall notify all units assigned to a call of the changed status of any other units assigned to
the call, as well as additional information / details that may have been added to the event.
8.43
Law Enforcement / Precinct Constable Statuses
The County will provide additional, more detailed information on the various user defined law
enforcement and deputy constable statuses the CAD system shall support. The list below provides an
example and should not be considered exhaustive or definitive:
a)
b)
c)
Out of service with indication of type, including data fields for entering the reason and
location. The location shall be capable of validation against the geographic reference file as
defined by the customer and the unit’s activity (e.g., pursuit).
On assignment (e.g., dispatched, en route, arrived, etc) with indication of event type, including
data fields for priority, time in status. The dispatched location shall be validated against the
geographic reference file.
Off-duty.
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d)
e)
f)
g)
In service (unit is available for assignment). The unit’s current (or last known) location shall
be obtained from AVL and displayed on the TMD.
Send a backup unit - unit is requesting that a backup unit be assigned to the activity currently
being handled by the unit.
Busy, but available for dispatch (business rules to be established by customer).
Busy and not available for dispatch (business rules to be established by customer).
The following statuses inform the controlling dispatcher of the current state of the unit and do not
require approval by the dispatcher.
a)
In service and available for calls.
b)
En route / dispatch message received.
c)
Arrived / on scene - arrived on scene of dispatched event.
d)
Officer needs help - initiates a user definable visible countdown (e.g., 5...4...3...2...1 transmitting) on the MDC screen. A touch of the screen will cancel the transmission. If
transmission is not canceled, an emergency alert with tone will be broadcast to all CAD
viewers stating, "Unit XXXX has an emergency." AVL provides the location of the unit.
e)
Available / call completed.
f)
Transport begun, including a drop down list of type (e.g., prisoner, juvenile, victim), a
validated entry field for the destination, and an entry field for the transporting vehicle's starting
odometer reading (starting mileage).
g)
Transport (e.g., prisoner, juvenile) completed, pre-filled with the destination entered above
and an entry field for the transporting vehicle's ending odometer reading (ending mileage).
The transport to destination shall update the CAD system, along with any subsequent status
changes (e.g., arrived).
8.44
Fire Statuses
The County will provide additional, more detailed information on the various user defined fire statuses
the CAD system shall support. The list below provides an example and should not be considered
exhaustive or definitive:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
Dispatched/En route
Responding.
Arrived.
Staged / On Station.
Primary search completed.
Secondary search completed
Fire under control.
Loss stopped.
Patient contact made.
Transporting to hospital, including a field for entering the destination hospital.
Arrival at hospital. The hospital name pre-filled from the above entry.
In service.
In quarters.
On station
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o)
Out of service, not available for dispatch.
8.45
EMS Statuses
The County will provide additional, more detailed information on the various user defined EMS
statuses the CAD system shall support. The list below provides an example and should not be
considered exhaustive or definitive:
p)
q)
r)
s)
t)
u)
v)
w)
x)
y)
z)
aa)
bb)
Dispatched/En route
Responding.
Arrived.
Staged
Patient contact
Request for additional unit/helicopter
Additional unit/helicopter on scene
Additional unit/helicopter transporting
Transporting Code 1 or Code 3 to hospital, including a field for entering the destination
hospital.
Arrival at hospital. The hospital name pre-filled from the above entry.
In service.
In quarters.
Out of service, not available for dispatch.
8.46
Updating Emergency Event Records
The MDCS system shall provide a data entry form to enable field personnel to update a CAD Call for
Service (CFS) record. The following data entry fields shall be included on the form:
a) Narrative description / comment - a descriptive field containing up to 250 characters.
b) CFS number - defaults to the incident to which the unit is currently assigned (silent dispatch or
self-initiated event). If the unit is not currently assigned to a call, the MDCS shall provide the last
CFS number to which the unit was assigned as the default value. The user may override the
default CFS number in case the update is for a different call for service.
8.47
Field Research
The MDCS shall support research activity of field personnel by providing the following capabilities.
To the extent possible, these documents and functions shall be located and accessible on the local hard
drives of MDCS equipped units.
8.48
Reference Document Searches
The MDCS shall provide storage and hypertext access to:
a)
Departmental policy manuals, general orders and Standard Operating Procedures (SOPs).
b)
State, county and municipal statutes.
c)
Preplans.
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8.49
Travel Route Support
The MDCS shall provide the ability to locate an address / location and describe (or illustrate) the
suggested travel route from the unit's present location to that address / location.
8.50
Automatic Vehicle Location (AVL)
Automatic Vehicle Location devices enable the Communications Center, field supervisors and agency
management to monitor the real-time location of resources. The location can, depending on
configuration, be used to automatically select the closest available resource for dispatch and/or to
visually monitor on a geographic display (e.g., tactical map) the location of dispatch resources and
events. In terms of responder safety, an AVL display of the exact location of affected vehicles can be
a life-saving enhancement to public safety field personnel.
The solution shall include an AVL system capable of tracking 2,000 mobile units with and without a
MDC unit.
8.51
Global Positioning Satellite (GPS) Location
The system shall support the ability to accept location coordinate information from Global Positioning
Satellites accurate to no less than 15 meters 95 percent of the time.
8.52
GEOfile Address Validation
All customer defined address and location data entry fields shall be validated against the system’s
common GEOfile. The MDCS shall use or have access to the same GEOfile as the LERMS and
CAD systems. It will be acceptable to have a copy of the GEOfile resident on one or more servers,
but it will be a copy and not a separate version. The MDCS system shall not have a separate, uniquely
maintained GEOfile.
8.53
Required AVL Functions
AVL coordinates shall be provided to CAD by the MDCS at the County-specified time interval for
each logged-in MDC. The system administrator for the MDCS shall be able to modify the time
interval polling rate and other AVL coordinate transmittal criteria. Each AVL transmission shall
include:
a)
MDC unit ID (if equipped)
b)
X, Y, and Z (elevation – if available) coordinates corrected to plus or minus 15 meters.
c)
Travel direction.
d)
Travel speed.
e)
Point to point voice directions
8.54
MDCS Tactical Map Display
The MDCS shall include a Tactical Map Display that is consistent with the CAD map display. The
MDCS tactical map shall display the location of pending and active incidents in a user defined
geographic area. Users shall have the ability to limit the MDCS map to only display a subset of
pending and active incidents (e.g., only Fire calls, only EMS calls). The MDCS tactical map shall
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also display the location of all "logged-in" units based on their AVL coordinates. Users shall have the
ability to limit the MDCS map to only display a subset of "logged-in" units (e.g., only Police units).
The tactical map shall use a rule-based approach for displaying information. For example, at a
particular zoom level only the major roads and highways shall be displayed, while at a different, more
detailed zoom level, all local and collector streets will be added to the display. The AVL map display
in MDC-equipped vehicles shall support the following:
a)
b)
c)
d)
e)
The vehicle location at all times. The display will normally be centered on the vehicle's
location.
All units assigned to the call to which the vehicle is currently assigned.
The call location to which the vehicle is assigned.
Standard pan and zoom functions will be provided with a preset default zoom level
determined by the County, and shall be modifiable by the County system administrator.
Have a “drawing” capability, or plotting type program for tactical mitigation
The MDCS shall provide the capability to locate an address / location and describe the travel route
from the unit's present location to that address / location that incorporates known obstructions.
8.55
Capture and Replay of AVL Information
The AVL server shall capture AVL information, organized by vehicle. Tools shall be provided in the
MDCS system to extract this information by one or more units or by groups of units. Authorized
individuals shall be able to view this information on the AVL server by "playing back" the track taken
by the selected vehicles overlaid on top of a geographic map and related map display attributes.
The AVL server shall provide an icon, unit ID label, and the date and time when the vehicle was at its
displayed location. The system shall also provide standard mapping functions such as pan, zoom,
annotate, and print for the AVL track display.
8.56
Quality Assurance / Professional Standards
The system shall support the ability to report summary and detailed reports of transaction rates by time
of day, day of week, individual units, individual officers by employee number, counts by transaction
type (e.g., message versus query), and other detailed audit information. The system shall also include
the ability to detect certain words or prohibited words or phrases and immediately send an alert to the
system administrator. This automatic alert shall include, at minimum, the sending unit ID, the
employee/s logged on to the unit at that time, and relevant text associated with the transmission. The
system administrator shall have the ability to pull down all traffic initiated or received by an individual
for internal management and quality assurance purposes.
8.57
Activity and Time Card Report
The Sheriff Office and the Precinct Constable Offices are interested in streamlining the process of
collecting and reporting daily officer activities. Currently, the collection of activity report information
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in the field is a manual process. The following discussion represents a potential set of processes by
which new systems could address this issue.
CAD, in combination with the mobile data computer system (MDCS), could help to automate this
process. The MDCS shall be able to store, retrieve, and manipulate (e.g., print, aggregate, analyze)
activity report data.
The CAD and MDCS systems shall assist in the collection of field officer work products by keeping
track of unit activity and downloading the information to MDC units for review and submittal by
patrol officers. The data shall be stored in the MDCS so that management can research specific
activities by individual officer, incident, etc. It shall be possible to identify who was working a
specific shift and their activity during the shift for any user specified time interval.
Automated activity cards – at a high level - would include the following processes:
a)
b)
c)
d)
CAD fills in officer activities that are tracked by CAD.
The mobile data computer system captures demographic data, field interview data, type and
duration of stops, etc. automatically as it occurs.
Officers manually enter data not populated by CAD.
Automated activity cards are electronically submitted at end of each shift with individual data
and cumulative activity totals (e.g., citations, traffic stops, arrests, calls run, calls assisted), as
appropriate.
The collection of time card information shall be automated, including population of call information
from CAD, collection of overtime hours by category and other customer defined criteria. The
following time card categories shall be tracked:
a)
b)
c)
d)
e)
f)
Number of regular hours.
Number of overtime hours by type.
Vacation.
Sick time.
Hours related to “activated” or “special” events by specific event name / ID to assist in
recovering costs from federal agencies such as FEMA.
“Special Assignment” hours related to off duty employment
8.58
Towed Vehicle / Vehicle Impound Subsystem
MDCS shall contain a Towed Vehicle / Vehicle form used to enter and track towed vehicle
information in a central database and index. For example, if a vehicle of any type is towed as a result
of an investigation, the towed vehicle subsystem shall include data entry fields detailing relevant
information regarding the event, the wrecker service towing the vehicle, the location of the storage lot,
any relevant details regarding the vehicle (hold for homicide), and the unit and employee number of
the individual authorizing the tow. Other information may include, but is not limited to, incident
number and digital photographs.
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8.59
Automatic UCR Report Coding
The MDCS system shall provide the ability to automatically code all required elements of an offense
report or supplemental report based on agency specific data coding requirements. These include, but
are not limited to, vehicles, property, locations, primary and secondary offense types, and other
applicable data elements. The system shall inform the user when customer-defined required field
have not been completed. The process used by the system shall be transparent to the user and not
interfere with the user’s interaction with the system.
8.60
Incident Number Generation
The MDCS system shall support the ability to create incident numbers automatically, via its interface
to the CAD system. Incident numbers shall be configurable to support individual user agencies and
their respective business practices. The ability to assign a unique business-unit specific sequential
number for internal reference purposes shall also be provided.
8.61
Multiple Incident Numbers
The MDCS system shall support the ability to generate multiple incident numbers for the same
location. The County will work with the MDCS vendor to identify the maximum number of incident
numbers supported via a single request. Regardless of the volume, the system shall automatically prefill basic information captured by 1) the CAD system or 2) information previously entered into the
MDCS FBR application.
8.62
Accident / Traffic Management and Reporting
This MDCS shall include all of the textual information, exclusive of any required diagrams, reported
on a uniform traffic accident reporting form (CBR-1). This includes information such as location and
time of accident, description of involved vehicles, road and weather conditions, damage assessment,
driver, vehicle occupant, and pedestrian information, casualty reports, and contributing factors. The
use of the official Report form is mandated by the State of Texas.
Microsoft Visio or an equivalent tool shall be available for creating, storing, and manipulating
accident scene diagrams. The diagrams shall be linked to the reports and directly accessible from
them. Any required software licenses for achieving these capabilities shall be included in the
proposal.
8.63
Digital Imaging Capture
The MDCS shall include the ability to attach a wide range of digital images to virtually any module,
system, subsystem or component of the LERMS. At a minimum, the proposed digital imaging
subsystem shall include the following capabilities:
a)
b)
c)
d)
Capture standard digital images (mug shots) of individuals.
Evidence photographs of victims (assault, wounds, etc.).
Scars marks and tattoos.
Store and retrieve the images.
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e)
Integrate with LERMS by linking one or more images with:
 Individuals.
 Arrests / Booking number.
 Cases.
 CAD incident number.
 FI card data.
 FBI ID.
 State ID.
 Master Name Index.
8.64
Field Interview Contact Subsystem
The MDCS shall support the capture of sufficient information to develop a Field Interview Contact
database, as well as generate management reports from field interview contacts. The system shall
provide the ability to link field interview contacts with related information such as names (including
aliases and street names), vehicles and property. The contact name, as with other names in the system,
shall become part of the Master Name Index database. Vehicle information shall become part of the
Master Vehicle Index database. The Field Interview Contact subsystem shall support unlimited
narrative capability and shall include structured and unstructured data entry fields developed by the
customer to support its business processes.
8.65
MDCS System Access to Fleet Inventory Management Subsystem
The MDCS system shall have access to specific fleet information through 1) an interface to the
County master Fleet Inventory Management System (FIMS) or 2) through a real-time copy of the
WCSO LERMS fleet inventory management database. The intent is to make accessible to field and
communications center personnel certain unique identifying characteristics of the Williamson County
patrol / marked and unmarked vehicular fleet. For instance, by way of a simple command / query
from the MDCS system, a field supervisor can determine the “Roof Number” painted on the roof of a
marked patrol vehicle for use by aviation resources (e.g., helicopters) during a high-speed pursuit.
8.66
Personnel Skills / Specialized Training
This MDCS shall have access to the Personnel and Training subsystem of the LERMS. By way of
this function, an authorized MDCS user shall be able to determine which on duty personnel have a
certain skill set (e.g., language proficiency) or specialized training (e.g., certified diver). The
information returned to the user shall indicate the unit number, location and status of the resource
possessing the skill or training required.
8.67
Criminal Intelligence Module
The reference module is used here to indicate a “capability” and does not imply that a physical
module within the MDCS shall be available.
Criminal intelligence is information gathered or collated, analyzed, recorded/reported and
disseminated by law enforcement agencies concerning types of crime, identified criminals,
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habitual offenders (aka career criminals), and known or suspected criminal groups. Criminal
intelligence is typically developed by using surveillance, informants, field level observations /
communications, interrogation, and research.
The MDCS shall be equipped for a form or template by which an authorized user may enter and
communicate criminal intelligence into a centralized database. Information sent shall include the
identification of the submitting officer/s, unit number, MDC ID number, date and time and
approximately 2,500 characters of free-text space. Finally, the ability to attach a wide range of
document types, including pictures, worksheets and other attachment types to be defined by the
customer shall also be supported.
8.68
Word processing
The word processing software included on the MDCs shall conform to generally accepted word
processing standards and include a spell checker.
8.69
Spreadsheet
The MDCs shall include a spreadsheet program that provides generally accepted spreadsheet
capabilities and includes statistical analysis functions. The MDC spreadsheet must be able to load
comma-delimited data and must include bar graph and other charting functionality.
8.70
Contact Management Database
The MDCS shall include a comprehensive, topically sorted contact information (e.g., name, address,
telephone numbers) database including, but not limited to, employees (sworn and civilian), business
unit extensions, and resource lists (e.g., hospitals, substations, local government contacts (e.g., public
safety partners), wreckers (rotation and contract), storage lots, state agencies, departments, and
divisions.
8.71
Calendar / scheduling
The MDCs shall provide a calendar program with an integrated appointment scheduling function
interfaced with the County’s current e-mail system (Microsoft Exchange).
8.72
Calculator
The MDCs shall provide a standard calculator function.
8.73
Notes
The MDCs shall provide an easy-to-use tool for capturing notes.
8.74
Email
MDC users shall be able to send and receive e-mail to and from the County's e-mail system.
MDC users shall be able to organize their mail and address books in a manner consistent with
standard Internet e-mail packages. MDC users shall be alerted when new e-mail is received. E-mail
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and attachments shall be filtered to limit size of package before transmission based on County ITS
standards. The mail client used on the MDCs shall contain a spell checker.
MDC users shall be notified of the availability of new e-mail at times designated by the system
administrator (e.g., pending e-mail will be displayed at login, or high priority e-mail will be displayed
immediately). It is desirable that the system force users to read / view their e-mail and any
attachments prior to their being deleted, saved, forwarded, or replied to. A "return receipt" option with
date and time stamping must be available to the sender (e.g., court subpoenas, SOP updates, BOLO's,
supervisory directions, etc).
8.75
Intranet Access
MDC users shall be able to access the relevant County Intranet applications.
8.76
MDCS Hardware Requirements
Vendors shall define recommended hardware components in the MDCS, such as, but not limited to:
a)
Message switch.
b)
MDCS server.
c)
Mobile computer devices.
8.77
Message Switch
The Message Switch is responsible for processing almost every transaction in the MDC system. It
shall be sized large enough to handle the anticipated volume of transactions and activities such as, but
not, limited to:
a)
2,000 AVL-equipped vehicles periodically transmitting their X-Y coordinate location and
related AVL information.
b)
Approximately 200 Police reports per eight-hour shift (note that a single report may be
transferred through the system multiple times).
c)
Approximately 120 EMS and Fire reports per 24-hour shift (note that a single report may be
transferred through the system multiple times).
d)
1,000,000 CAD dispatches per year.
e)
500,000 MDC messages / transactions per month
f)
Status updates.
g)
Information retrieval.
h)
Administrative network access.
i)
Messaging.
NOTE:
Williamson County prefers a robust, highly reliable tolerant / redundant MDCS message switch.
8.78
Mobile Data Computer System (MDCS) Server
The MDCS server shall temporarily store reports during the approval process and perform other
functions as determined by the selected Vendor. It is possible that the message switch and MDCS
server may be located on the same host computer. The MDCS server shall communicate with the
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MDCS units either directly or through the message switch and also route transactions to the message
switch for subsequent processing and communications.
8.79
Fixed Mount Installations
The form factor for the mobile computers in the field will vary depending on the type of user. Police
patrol vehicles may use either fixed mount modular computers or portable laptop devices, while
Detectives and Fire Inspection personnel may require the use of portable, full-function MDCs or even
hand-held devices.
The County has accepted responsibility for acquiring and installing in-vehicle MDCS mounting
hardware as well as the physical computing devices (e.g., ruggedized laptops). Further, the County
will work with the vendor to ensure proper installation standards / requirements are met.
8.80
Desired Software Update Capabilities
The vendor shall describe the capabilities provided to allow for installation or updating of files on the
mobile computer, especially where large megabyte file transfers are required.
8.81
Handheld Wireless Devices (HWD) - Option
The County is interested in the possibility of utilizing handheld wireless technology. Vendors are
requested to propose available HWD solutions for the County's consideration and provide case history
examples of existing customers that leverage HWD to support operations.
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9. LAW ENFORCEMENT RECORDS MANAGEMENT SYSTEM
(LERMS) FUNCTIONAL REQUIREMENTS
9.1
General Functional Requirements
The Law Enforcement Records Management System (LERMS) shall support the Williamson County
Sheriff Office and shall be a comprehensive relational database storage and retrieval system operating
under an open systems environment, and preferably using a Graphical User Interface (GUI). The
LERMS shall be structured to operate in an interactive mode so that LERMS users are able to interact
with the computer in a real-time mode, and transactions that add to or change the database are applied
as they are committed.
Most of the interaction between the user and the computer shall be via pre-formatted, fill-in-the-blank
type data entry and inquiry screen layouts. In cases where pre-printed forms are required to record
information for subsequent submission to authorities (e.g., Texas Department of Public Safety), the
LERMS screen formats and data input fields shall match those contained on the forms. CAD incident
and unit activity information shall also be available within or through the LERMS. When LERMS
users retrieve information, they shall be able to do so easily without regard to the subsystem/s
involved.
Sample documents / templates of existing information and data collection forms can be provided to
vendors upon request. Vendors shall ensure that at a minimum, their proposed LERMS will facilitate
the capture of the data elements contained on these departmental forms. The Sheriff Office is flexible
as to the appearance of the output of the system as long as the required data elements are provided and
captured. However, flexibility is not available for the capture and presentation of reporting
information for Summary Based UCR or the Texas State Uniform Crime Reports (UCR) and the
(eventual) transition to Incident Based Reporting System (SIBRS), or other governmentally required
reporting.
The LERMS shall be fully integrated with the other systems being proposed through this RFP
including: Computer Aided Dispatch (CAD), Mobile Data Computer System with Automatic Vehicle
Location (MDCS / AVL). Of particular concern to the County are the interfaces and information
access and exchange capabilities of the CAD, MDC and LERMS systems.
9.2
Currently Deployed Systems
The County requires that vendor’s proposed LERMS public safety software submitted in response to
this RFP shall be in production supporting public safety customers of similar size and capacity as
Williamson County for a minimum of twelve months. Williamson County has no desire to be a beta
site for a vendor’s product. Vendors shall ensure that reference account information provided in
response to this RFP complies with this mandatory requirement.
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9.3
General LERMS Functions
The following required functions apply to all law enforcement records management system modules:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
The software shall produce an audit trail of all transactions on the system. This audit trail will
log the incident number, operator ID, workstation ID, date and time of the transactions, the
transaction type (e.g., print, modify, supplement) and the transaction results (e.g., number of
copies, station ID, change text, add narrative).
The software design shall make extensive use of table driven parameters, allowing easy
modification by the system administrator without the requirement for vendor provided
technical support. It shall be possible to complete these modifications when the system is
active.
The system shall allow the system administrator to create additional databases, data fields, and
graphical user interface formats.
The software shall provide authorized users with the ability to search virtually all data in / on
the system. Search results shall be displayed as a list of all records matching the search
criteria. The capability shall exist to select a specific record from the list and view, print or
route to an authorized position / printer.
In order to ensure data integrity and maximize search capabilities, each data field within the
LERMS shall be validated against predefined tables. The system administrator shall be able
to add, modify, or delete records in the data validation tables. An interactive, easy-to-use tool
shall be included in the system for maintaining the validation tables.
The system shall provide a minimum of ten (10) blank data fields for each module / screen
that will allow the County to track data on an ad hoc basis. Each field shall be a minimum of
twenty-five (25) alphanumeric characters and provide a means for data validation.
The system shall provide the ability to link multiple incident / offense reports to an incident
through the same incident number (e.g., master case number).
The system shall provide the ability to link a single master incident / offense report to multiple
CAD incident / event / call for service numbers.
Address validation – all address and location data entry fields will be validated against the
system’s GEOfile. Validated addresses / locations will be assigned an X-Y coordinate value.
The LERMS shall be capable of exchanging information with the FRMS, CAD system, the
MDCS and the Texas Law Enforcement Telecommunications System (TLETS).
GEOfile – the LERMS shall use the same GEOfile as the FRMS and CAD systems. It will be
acceptable to have a copy of the GEOfile resident on one or more servers, but it will be a copy
and not a separate version. The LERMS system shall not have a separate, uniquely
maintained GEOfile.
The system shall provide the ability to hide certain fields based on security and status of the
case (e.g., limit case detail review to small set of investigators or specialists by discipline, for
example, all Robbery Detectives).
The system shall comply with any Department of Justice Security requirements.
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9.4
Multi-Agency Configuration
The LERMS software shall support the ability to create multiple agencies within the greater LERMS
system. The dominant agencies, at present, include the Williamson County Sheriff Office and
Precinct Constable Office 1, Precinct Constable Office 2, Precinct Constable Office 3, and Precinct
Constable Office 4. In addition, several smaller agencies may be added. Hence, the system – via an
easy to use configuration tool - shall support the ability of the LERMS system administrator to create
additional law enforcement agencies as approved by the Sheriff of the Williamson County Sheriff
Office.
9.5
Incident Number Generation
The LERMS software shall support the ability to create incident numbers automatically, via its
interface to the CAD system, or manually by a desk officer completing a “walk-in” report. Incident
numbers shall be configurable to support individual user agencies and their respective business
practices. The ability to assign a unique business-unit specific sequential number for internal
reference purposes shall also be provided.
9.6
Multiple Incident Numbers
The LERMS software shall support the ability to generate multiple incident numbers for the same
location. The customer will work with the LERMS vendor to identify the maximum number of
incident numbers supported via a single request. Regardless of the volume, the system shall
automatically pre-fill basic information captured by 1) the CAD system or 2) entered into the LERMS
system. Additionally, this same functionality shall be available to field officers via their field based
reporting module and the in-vehicle MDC unit.
9.7
User Security Credentials
The system shall allow the system administrator to create individual, group, functional and
classification based (e.g., rank) user access levels. The system shall support the ability to establish a
set base of access permissions for individual user groups (e.g., sworn vis-à-vis civilian position titles)
and automatically assign a pre-determined set of LERMS system access rights.
In addition, the system user security file shall automatically disable previously established access
rights to the LERMS and MDC systems when a user individual’s status in the Personnel and Training
module is set to “suspended,” “terminated” or “indefinite suspension” status. The customer will work
with the vendor to establish the standards and mechanisms by which access rights of an individual are
automatically disabled and global system access rights exclusion process described above.
9.8
Detailed Audit Trail
The software shall produce an audit trail of all transactions on the system. This audit trail will log the
operator ID, workstation ID, date and time of the transactions, the transaction type (e.g., print, modify,
supplement) and the transaction results (e.g., number of copies, station ID,).
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9.9
Extensive Use of Tables
The software design shall make extensive use of table driven parameters, allowing easy modification
by the system administrator without the requirement for vendor provided technical support. It shall be
possible to complete these modifications when the system is active.
9.10
Agency Specified Codes
The software must support the mandatory use of agency-specified "codes" in certain data entry fields
(e.g., criminal charges, vehicle manufacturer). In fields that require agency-specified codes, the
system shall provide the user with a list of valid codes applicable to that field. The user shall be able
to select a code from the list, at which time the system shall enter the code into the appropriate field.
All code tables shall be updated by the system’s administrator without programmer or vendor support
and shall be posted to the database in real time.
9.11
System Administration
The LERMS system shall be configured to support a single (operational) system administrator
responsible for managing the LERMS system. The system shall be configured to allow the system
administrator to create individual, group, functional and classification based (e.g., rank) user access
levels.
The system shall also support the ability to establish a set base of LERMS access permissions for
individual user groups (e.g., sworn vis-à-vis civilian position titles) and automatically assign a predetermined set of LERMS system access rights to an individual in that user group.
In addition, the system shall support the ability of the system administrator to create, modify and / or
delete additional databases, data fields, tables, and graphical user interface (GUI) formats to the
LERMS system as business unit / business process needs of the WCSO change.
9.12
Extensive Search Capability
The software shall provide authorized users with the ability to search virtually all data in / on the
LERMS system. Search results shall be displayed as a list of all records matching the search criteria.
The capability shall exist to select a specific record from the list and view, print or route to an
authorized position / printer.
In order to ensure data integrity and maximize search capabilities, each data field within the LERMS
shall be validated against predefined tables. The system administrator shall be able to add, modify, or
delete records in the data validation tables. An interactive, easy-to-use tool shall be included in the
system for maintaining the validation tables.
9.13
Ad Hoc Data Collection Support
The system shall provide a minimum of ten (10) blank data fields for each module / screen that will
allow the County to track data on an ad hoc basis. Each field shall be a minimum of twenty-five (25)
alphanumeric characters and provide a means for data validation.
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9.14
Automatic UCR Report Coding
The system shall provide the ability to automatically code all required elements of an offense report or
supplemental report based on UCR data coding requirements. These include, but are not limited to,
vehicles, property, locations, primary and secondary offense types, and other applicable data elements.
The system shall inform the user when customer-defined required field have not been completed. The
process used by the system shall be transparent to the user and not interfere with the user’s interaction
with the system.
9.15
Multi-Level Offense Categories
The system shall provide the user with the ability to set a primary offense type and, based on
established business process, a secondary class of offense (also called a program code). An example
follows:
Primary Offense Type
Possession of Narcotics
Secondary Offense Type
Possession of Marijuana
Tertiary Offense Type
Under 4 Ounces
Minimally, the system shall support up to three (3) offense type levels: Primary, Secondary and
Tertiary. The number of levels linked to an offense category / classification shall be rules based and
configurable by category / classification by the system administrator.
9.16
Link Events / Transactions
The system shall provide the ability to link multiple events / transactions to a single record in the
LERMS case through the same reference number (e.g., master case number).
9.17
Link Civil / Criminal Case to CFS Events
The system shall provide the ability to link a single master civil or criminal case file to multiple call
for service incident / event numbers.
9.18
Link Civil Case to Multiple Civil / Criminal Cases
The system shall provide the ability to link a single civil case to multiple civil and / or criminal case
numbers.
9.19
GEOfile Address Validation
All customer defined address and location data entry fields will be validated against the system’s
common GEOfile. The LERMS shall use or have access to the same GEOfile as the LERMS and
CAD systems. It will be acceptable to have a copy of the GEOfile resident on one or more servers,
but it will be a copy and not a separate version. The LERMS system shall not have a separate,
uniquely maintained GEOfile.
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9.20
Default and User Selected Report Routing / Distribution
The LERMS shall support the ability to define default and user selected routing of offense reports.
The number of WCSO divisions / business units to which a user may route a copy of an offense report
shall be unlimited.
9.21
Support Business Unit Processes
The LERMS system shall provide the ability to support business unit specific processes unique to the
WCSO and Precinct Constable mission10.
9.22
WCSO Contact Management Database
The LERMS system shall include a virtually unlimited topically sorted contact information database
(e.g., rolodex containing name, address, telephone numbers, etc) including, but not limited to,
employees (sworn and civilian), business unit extensions, and resource lists (e.g., hospitals,
substations), local government contacts (e.g., public safety partners), wreckers (e.g., rotation, contract,
heavy duty), storage lots, state agencies, departments, and divisions.
9.23
Workflow Management
The LERMS system shall support workflow management functionality and link established
workflows to specific WCSO and Precinct Constable Office business processes. Authorized users
and business process experts with no programming experience shall be able to design and run
workflows, increase transparency, and significantly reduce paperwork by way of the LERMS
workflow management subsystem. It shall allow authorized users to create forms, design documents,
manage roles and users, designate routing rules, and map fully-functional workflows.
9.24
Data Cleansing: Legacy RMS System
Williamson County Information Technology Services (ITS) has engaged TSG, the developer of the
existing legacy RMS system, to complete a data assessment and data cleansing services. The existing
two decades of data, including calls for service and offense / incident report data, will be normalized
based on the customer’s preferences / standards and set in a secure steady state. Some additional data
cleansing will be required prior to implementation. The County will accept responsibility for
completing this work prior to converting all cleansed data into the new LERMS database, as well as
developing procedures to minimize additional data inconsistencies once the data are normalized.
9.25
Data Cleansing: Standalone Databases
The Williamson County Sheriff Office developed and maintains several databases external to the
existing legacy RMS system. The specific business units (e.g., Internal Affairs, Property Room, Sex
Offenders Unit, Personnel / Training) will be assigned responsibility to inspect and normalize, where
appropriate, data contained in these stand alone databases. The Sheriff Office will accept
responsibility for completing this work prior to converting all cleansed data into the new LERMS
See Civil Records Management System Requirements for a detailed listing of Precinct Constable Offices’
business process and functional requirements.
10
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database, as well as developing procedures to minimize additional data inconsistencies once the data
are normalized.
9.26
LERMS Application Software Functions
It is the intention of the County to purchase primarily “off-the-shelf’ or basic LERMS software
functionality, requiring the minimum amount of modifications / customizations to support necessary
functions, business practices and interfaces. However, to ensure that the Vendor’s software meets a
minimum set of functional requirements, the remaining sections of this document the minimum
functions that shall be supported by the LERMS software.
With the exception of certain supervisory functions, it is expected that all functions shall be available
to all workstations, provided the user / operator has been assigned the proper security authorization
(e.g., access rights). However, for convenience, the functions shown in the following sections are
listed under the primary user of the function.
9.27
Data Maintenance
The LERMS shall provide for the capture of data listed below, at a minimum, and the editing
procedures required to maintain and display or print the information.
a)
Incident, alarm, and activity information including:
 Requests for service
 Law enforcement operations
 Field interview information
 Law enforcement traffic management
 Citations / Warnings (adult and juvenile)
 Equipment and resource management
9.28
Criminal Data Maintenance
The C-RMS shall provide for the capture of data listed below, at a minimum, and the editing
procedures required to maintain, display or print the information.
a) Criminal Paper
 Cause number assigned by the issuing court
 Precinct Constable Office (1 thru 4)
 Warrant Type / Offense
 Status (Open or Closed)
 Person Information:
a. Last Name
b. First Name
c. Middle Initial
d. Suffix
e. Alias (unlimited alias name linkage)
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




Caution Field (e.g., Armed, Escape Risk, Combative)
Current Address:
a. Block number
b. Directional Prefix
c. Street name
d. Street Type
e. Directional Suffix
f. City
g. State
h. Zip Code
i. Date Entered
j. Phone 1
k. Phone 2
l. Other Phone
m. Map Grid Reference (MAPSCO)
n. Precinct Beat Number (if used)
Employment:
a. Company Name
b. Block number
c. Directional Prefix
d. Street name
e. Street Type
f. Direction Suffix
g. City
h. State
i. Zip Code
j. Phone 1
k. Phone 2
Previous Address:
a. Block number
b. Directional Prefix
c. Street name
d. Street Type
e. Directional Suffix
f. City
g. State
h. Zip Code
i. Date Entered
j. Phone
Personal Identifiers
a. Race
b. Ethnicity
c. Sex
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










d. Height
e. Weight
f. Hair Color
g. Eye Color
h. DOB
i. SSN
j. DL number
k. Issuing DL State
l. DPS/SID Number
m. FBI Number
n. Scars, Marks, Tattoos (SMT)
Warrant Number
Warrant Information
a. Warrant Number
i. Created (Date / Time)
ii. Last Modified
b. Warrant Type
c. Warrant Class
d. Issue Date
e. Issuing Authority
f. Date Received
g. Current Status
h. Offense Description
i. Offense Date
j. Bond Amount
k. Type
l. Cash Fine
Warrant Location Information
a. Location (where paper document is maintained)
b. Date
c. Time
d. Comments
Status (OPEN / CLOSED)
Date Issued
Issuing Authority
Date Issued
Time Issued
Court Date
Deputy Assigned (employee number, Last Name, First Name, Classification / Rank)
Return to:
Issuing Court (prefilled from table if WILCO):
a. Address:
i. Block number
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





ii. Directional Prefix
iii. Street name
iv. Street Type
v. Direction Suffix
vi. City
vii. State
viii. Zip Code
Disposition:
a. Date
b. Time
c. Comment
d. Last Updated By (employee number)
Indictment Number
Indictment Date
Originating State
Issuing Authority
Officer Assigned
Arrest Information
a. Date
b. Time
c. Department
d. Officer
e. Report Number
f. TCIC/NCIC Reference
g. Comments / Notes
h. Service Fee (in dollars)
At a minimum, this information shall be indexed by person’s name, location, case type, warrant
number and case and/or report number.
a)
b)
Linkage to LERMS alphabetical master name index
Linkage to person types including, but not limited to, plaintiff, defendant, complainant,
suspect, arrested person, person of interest, traffic offenders, witness and other involved
parties.
Maintenance functions shall include record and field-based restrictions on add and edit functions
based upon individual user name and specific workstation login. Delete functions shall be severely
restricted (system administrator level access as specified by the County).
Report fields shall be easily changeable by the system administrator as business unit data entry
requirements / business processes change.
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9.29
Indexing Characteristics
Information collected by way of the LERMS system shall be indexed by location, type, and incident
and case and/or report number. Minimally, the following information shall be captured and, as
defined by the system administrator, searchable:
a) Master Name Index to include victims, complainants, suspects, persons arrested or interviewed,
traffic offenders, witnesses and other involved individuals.
b) Master Property Index to include victims, complainants, suspects, interviewed or arrested persons,
property status (e.g., evidence or property), witnesses and other involved individuals.
c) Master Vehicle Index to include victims, complainants, suspects, interviewed or arrested persons,
traffic offenders, witnesses and other involved parties.
d) Master Location Index to include calls for service, offense locations, reporting parties, victims,
complainants, suspects, arrested or interviewed persons, witnesses and other involved parties.
e) Williamson County criminal arrest and warrant information.
f) Location information including, but not limited to:
 Accumulated calls for service.
 Hazardous incident or conditions reported.
 Hazardous materials present.
 Activity at the location, including citations, inspections, incidents, reported offenses, etc.
 Nearest cross street.
Maintenance functions shall include record and field-based restrictions on add and edit functions
based upon individual user name and specific workstation login. Delete functions shall be severely
restricted to a small subset of authorized users as defined by the system administrator.
Report fields shall be easily changeable by the system administrator as data entry requirements
change.
9.30
Management Information System
This section includes the general records management and management information system (MIS)
requirements of the LERMS. The following are general functional requirements necessary to produce
specified reports, tables, charts, graphs, and maps that shall apply to all LERMS subsystems and
modules. That is, the same mechanisms described in this section shall be accessible to each module
and subsystem in the LERMS.
The intended use of the LERMS / MIS shall be the compilation of data and statistical information
regarding agency activities for records support and administrative decision-making. Collecting,
harvesting and reporting information on a wide range of criteria is of significant concern. Historical
and near real time incident, call for service and unit / responder activity information shall be stored in
a commercial off the shelf (COTS) relational database management system so that:
a) The integrity of the data is protected;
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b) New applications and reports can be easily created without the need for consulting the
vendor’s technical support staff; and
c) Responsiveness of the system is not slowed by the processing of a large report or by complex,
multi-variable searches.
9.31
Report Generation
The LERMS shall include a set of report generation tools that provide the following minimum
capabilities:
a)
b)
c)
d)
e)
f)
g)
h)
i)
The LERMS shall be capable of generating reports for both screen display and printing. All
non-graphics reports shall be capable of screen display and printing on a workstation printer or
network printer.
Reports shall be menu selectable for content and generation parameters. Includes capability
to hide privacy-related information for public distribution.
Information that may be released to the public versus a complete case file report shall be
selectable by the user or by default based on the user’s security credentials (e.g., PIO staff,
Records Division Clerk).
The report generator shall also include a command mode providing for the generation of
reports using selectable parameters from any system files or information not shown as menu
selections.
The report generator shall provide a number of predefined reports, tailored to meet the needs
of the Sheriff Office and the four (4) Precinct Constable offices (e.g., viewed as associate law
enforcement agencies with additional and unique civil process responsibilities).
The report generator shall support the inclusion of County-specific information in reports,
charts, graphs, and maps produced by the system. This includes, but is not limited to, report
header data and text, County Seal, department logos, etc.
The report generator shall have the capability of making LERMS data available for other
systems and PC applications using the Microsoft DDE, OLE, ODBC, ASCII, or comparable
standards for dynamic data exchange. Examples of the types of software that would access
the system’s databases through DDE, ODBC, or other available techniques include Microsoft
Access, Excel, Crystal Reports, etc.
Reports shall allow tracking of activity by type, location, and temporal factors (e.g., time of
day, day of week).
The report generator shall include a plain-text search mechanism. The system shall include
the ability to search narrative information and other text fields for the occurrences of user
specified words or partial words. It shall be possible to retrieve or find all narrative
information that contains combinations of two or more words / phrases (e.g., global search for
any instances where “Give It Up” is listed in narrative text).
9.32
Crime Stoppers Support
The LERMS subsystem shall support the ability to track Crime Stoppers TIPS hotline
communications from anonymous callers providing information to the WCSO on crimes or possible
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criminal events. This subsystem shall support the ability to track follow-up information related to the
tip including, but not limited to, the following criteria:






Number of Arrests by Category
Property Value
Drug Value
Cases Cleared
Money Seized
Number or Persons Arrested
This subsystem shall also support the ability to award recommendations, approvals, and
disbursements made through the Williamson County Crime Stoppers program.
9.33
Public Information Access
The LERMS shall support an Internet based data sharing solution for providing agency information to
citizens via a WCSO provided and managed web portal. The public information portal shall support
the ability to provide statistical and summary crime and community problem information in a range of
formats. In addition, this subsystem shall include the ability to exclude WCSO-defined information
from the public’s view (e.g., victim’s name). For example:
It shall be possible for a citizen to enter his / her physical address, zip code or subdivision name and
determine the number of calls for service being processed at that point in time (e.g., pending,
assigned), as well as historical crime and community problem information. Other information that
may be made available via this portal includes traffic accident hotspots, missing person information,
crime / community bulletins and other information as deemed appropriate.
9.34
Executive Briefing Document
The LERMS shall support the development of an Executive Briefing Document listing – in summary
form and detailed back-up – the previous day’s major events-of-interest. Events-of-interest captured
in support of the Executive Briefing Document shall be user defined by the system administrator as
well as “taggable” by the user based on exigent conditions (e.g., set special flag). Applicable data to
be harvested and collected shall be defined by the customer using a simple, intuitive interface. Data
representing this executive briefing report shall be derived from the LERMS system, subsystems and
modules and / or the new CAD system. Data sets may be segregated or merged depending on the
business rules established by the customer. In addition to linear and tabular listings of events, data
may also be presented as graphs and charts. If delivered in soft-copy format, the format of the data
shall support hot-links to listed events. If a hot-link is selected, the applicable data shall be presented
to the user regardless of the system, module or format in which the data are stored.
9.35
COMMSTAT Support
The LERMS shall support the ability to support command status (COMMSTAT) capability. At the
core of this capability is a comprehensive set of technologies and tools inherent in the LERMS system
that harvests, analyzes and visually displays a vast range of crime and community problems by a
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virtually unlimited range of variables. These variables include, but are not limited to, discipline (e.g.,
Sheriff Office, Precinct Constables Offices), responsible division / unit, event linkage, offense, call
type / priority, clearance rate, workload by geographic area (e.g., beat, district, zone), patrol
deployment by geographic area, calls for service by geographic area, dispatch queue delay, travel
time, response time, and temporal distribution (time of day, day of week, etc).
9.36
Administrative Reports
The LERMS shall provide basic administrative reports summarizing significant activities and
occurrences handled by departments and divisions using the system. The LERMS shall include
comprehensive reporting tools in each module whereby authorized Williamson County personnel can
create “predefined” reports that can be automatically initiated by time of day, day of week, etc., and
directed to any printer(s) on the LERMS network. The available reports shall be robust, flexible, and
easily initiated. It shall be easy to change selection criteria and parameters such as starting date and
time, ending date and time, subset of data to be extracted and aggregated, etc. The reports shall
include summarizing and sub-total statistics, as well as list generation.
NOTE:
The County is particularly interested in trend analysis, data aggregation, and other more advanced
reporting functions. In addition to tabular reports, the system shall include the ability to either directly
generate maps, charts and graphs or to generate maps, charts and graphs through easily invoked PC
applications such as Microsoft Excel.
9.37
Activity and Time Card Report
The Sheriff Office and the Precinct Constable Offices are interested in streamlining the process of
collecting and reporting daily officer activities. Currently, the collection of activity report information
in the field is a manual process. The following discussion represents a potential set of processes by
which new systems could address this issue.
CAD, in combination with the mobile data computer system (MDCS), could help to automate this
process. LERMS shall be able to store, retrieve, and manipulate (e.g., print, aggregate, analyze)
activity report data. Management desires the ability to assign a weight to different activity types.
Activity Data shall be collected and reportable by:
a)
b)
c)
d)
e)
Individual
Type of Call / Activity
Type of Offense / Investigation
Source of Activity (e.g., dispatch, self initiated)
Time on call by type of call
The CAD system shall assist in the collection of field officer work products by keeping track of unit
activity and downloading the information to mobile computers for review and submittal by patrol
officers. The data shall be stored in the LERMS so that management can research specific activities
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by individual officer, incident, etc. It shall be possible to identify who was working a specific shift
and their activity during the shift for any user specified time interval.
Automated activity cards – at a high level - would include the following processes:
a) CAD fills in officer activities that are tracked by CAD.
b) The mobile data computer system captures demographic data, field interview data, type and
duration of stops, etc. automatically as it occurs.
c) Officers manually enter data not populated by CAD.
d) Automated activity cards are electronically submitted at end of each shift with individual data and
cumulative activity totals (e.g., citations, traffic stops, arrests, calls run, calls assisted), as
appropriate.
The collection of time card information shall be automated, including population of call information
from CAD, collection of overtime hours by category and other customer defined criteria. The
following time card categories shall be tracked:
a)
b)
c)
d)
e)
Number of regular hours.
Number of overtime hours by type.
Vacation.
Sick time.
Hours related to “activated” or “special” events by specific event name / ID to assist in recovering
costs from federal agencies such as FEMA.
9.38
Increased Patrol Requests Management
The LERMS shall support the ability to enter increased patrol requests (e.g., vacation house checks,
residential crime watch) into a common database. The database shall be configured to distribute
entered and / or unfulfilled requests to the respective patrol area for fulfillment. Sample elements
included in this database includes, but is not limited to, the following:
a.
b.
c.
d.
e.
f.
g.
h.
Location (Geo-validated address)
Owner Information (name, phone number, email address)
Start date
End Date
Security information (e.g., passcode, gate access code)
Vehicle information (e.g., year, make, model, license, color)
Comments / Narrative
Officer findings / observations / actions
9.39
Report Production
The Sheriff Office shall collect, analyze, and aggregate data to produce State and federally mandated
reports such as the Texas State Collision Report form, Texas State Uniform Crime Report (UCR), etc.
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The system shall automate the process for producing and submitting these mandated reports.
Electronic submission is desired for UCR reporting (as well as NIBRS when implemented).
Techniques such as the correlation of local offense codes by means of a conversion table to
automatically provide for UCR / SIBRS reporting shall be included in the system.
9.40
Dissemination Tracking
In addition to certain mandated reports that shall be produced by the Sheriff Office, the County is
subject to dissemination reporting requirements. Certain data stored in the system (e.g., names,
location, and description of sexual assault victims, juveniles, exposure information) can only be
accessed and included in hard copy reports on a need-to-know basis. In the event of court ordered
expungement, it may be necessary to determine who received “hard-copy” information addressed in
the court’s expunge order. For these and other reasons, the system shall track the production of
reports that contain “security sensitive” information. A dissemination log that reports on who
produced and received copies of these reports is one acceptable method for tracking this type of
activity.
9.41
Exception Reports
The LERMS reporting system shall allow the setting of user thresholds for given activity identifiers.
A daily, weekly, and monthly report governing exceptions that exceed the thresholds will be produced
for each predefined (by the system administrator) division / section, etc. in the department. The
purpose of these reports is to notify administrative personnel of sensitive occurrences within their
divisions and sections, and the earmarking of trends that would otherwise go undetected.
9.42
Ad Hoc Reports
An extensive “ad hoc” reporting tool shall be provided whereby Williamson County personnel can
create and maintain reports using any / all data fields within the system. This reporting tool shall
provide graphics capabilities for the production of bar charts, graphs, etc., using data from all LERMS
modules. The system shall include the ability to integrate LERMS data with CAD information for
analysis and report production.
9.43
Maps
The LERMS shall include an easy-to-use map generation function that is accessible from all relevant
system modules. System users shall be able to access desired data, reformat it as necessary, and
produce a map configured to the business unit, for example, without having to depend on
programming or technical personnel or Vendor assistance. Ideally, certain maps will be menu
selectable with “step-by-step” instructions available to “walk the user” through the production of the
map.
9.44
Map Types
At a minimum, the system shall support either the direct production or, through an easily invoked
(e.g., seamless) third-party mapping tool, the creation of the following general types of maps and
geographic analysis:
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Thematic Maps
Maps of geographic boundaries (e.g., response zones, police beats, neighborhood watch areas, etc.)
that cover the entire County or geographic subset, and that are color-coded or differentially shaded to
reflect the data contained within each boundary. For example, a map showing the relative crime rate
in each law enforcement beat in the County.
9.44.1
Automatic pin maps
Maps displaying, through icons or other symbols, the location of specific event occurrences in the
County or geographic sub-area. For example, a map showing the location of all auto thefts that
occurred in the County during the last two months.
9.44.2
Spatial data aggregation
The ability to aggregate extracted information into more meaningful statistics. For example, generate
crime rates by beat statistics by aggregating individual crimes occurring in each beat of the County.
9.44.3
Trend analysis / forecasting
The ability to extract recent historical incident occurrences, trend and pattern statistics, and when
possible, to forecast future activity.
9.44.4
NOTE:
The County’s Central GIS shall be used as the foundation for the initial population and subsequent
maintenance of the GEOfile. Any spatially-based reporting shall be based upon GEOfile data, which
is consistent with the County’s Central GIS.
9.45
Narrative Information
The system shall allow, for all practical purposes, unlimited text narrative to be entered for most
reports or databases in the system. Entry of narrative text shall include functions such as formatting
options, word wrapping, spell checking, copying, moving, deleting, etc.
The following technical standards are supported by the County: Windows XP operating system
Microsoft Office suite of products (e.g., Word, Excel, Access, PowerPoint). The current version of
Word shall be used as the “default” word processing / text-editing tool within the LERMS. The
LERMS shall provide the ability to search on any word or phrase contained in the narrative of any
report.
9.46
Partial Report Completion
The LERMS system shall support the ability for an investigator or field officer to “save” a partially
completed report to their desktop application or MDC unit without submitting the report to the
LERMS database.
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For MDC units, the LERMS FBR system must notify the user that a partially completed offense
(original or supplement) or accident report is pending and has not been submitted and disallow the
sign-off of the user until the report has been submitted to the LERMS database.
For desktop applications, the LERMS system must notify the user that a partially completed offense
(original or supplement) or accident report is pending and has not been submitted to the LERMS
database.
9.47
Original versus Supplemental Information
There shall be only one (1) original and unlimited supplemental reports supported by the LERMS for
any offense report entered into the LERMS database. Used here, original is defined as the initial
submission of the offense report by the investigator / field officer to the LERMS database. Any
additional data added to an original report shall be in supplemental form. When creating a
supplement, the system shall auto-populate, at minimum, the offense location, offense type (and subtype as appropriate), original investigating party (e.g., field officer, investigator) and other identifying
information defined by the customer.
9.48
Missing Report Notification
There shall be only one (1) original and unlimited supplemental reports supported by the LERMS for
any offense report entered into the LERMS database. Used here, original is defined as the initial
submission (e.g., save) of the offense report by the investigator / field officer to the LERMS database.
Any additional data added to an original report shall be in supplemental form. When creating a
supplement, the system shall auto-populate, at minimum, the offense location, offense type (and subtype as appropriate), original investigating party (e.g., field officer, investigator) and other identifying
information defined by the customer.
9.49
Expunge Order
The system shall provide the ability to remove all references to specific information (e.g., name,
vehicle) from the various LERMS databases as required by court orders. The system shall produce a
report indicating the “purged” information for return to the Court. The LERMS system shall allow
Williamson County personnel the flexibility to expunge specific (e.g., individual instance) or global
(e.g., all references) information related to an individual as required by the court order.
9.50
Integration of CAD with LERMS
LERMS applications shall be designed to operate as stand-alone record processing systems and as a
component of an integrated system consisting of the new CAD system. It shall be possible for an
investigator to determine – via the LERMS system – which dispatcher / call taker is assigned to a
position in the Communications Center. It shall also be possible for an investigator to send and
receive messages to/from a single dispatcher position or group of dispatcher positions from their
workstation within the LERMS application software.
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9.51
Integration of Mobile Data from LERMS
LERMS applications shall be designed to operate as stand-alone record processing systems and as a
component of an integrated system consisting of the new MDC system. It shall be possible for an
investigator to determine – via the LERMS system – the status and location of a field unit, whether the
field unit is equipped with a mobile data terminal and the officer/s assigned to the field unit. It shall
also be possible for an investigator to send and receive messages to/from a single field unit or group of
field units equipped with MDC units from their workstation within the LERMS application software.
9.52
Support for CAD Query Functions
The LERMS modules shall be integrated with the CAD system to support routine queries from it.
The CAD system will forward queries to the LERMS as required. When initiated by the CAD or
MDC user, it shall be possible for a single query (e.g., DL check, LP check, Name check) to spawn
multiple queries to the full range of databases, indexes and other appropriate files that comprise the
LERMS.
9.53
Support for MDC Query Functions
The LERMS modules shall be integrated with the Mobile Data Computer System (MDCS) to support
routine queries from it. The CAD system will forward MDCS queries to the LERMS as required.
When initiated by the MDC user, it shall be possible for a single query (e.g., DL check, LP check,
Name check) to spawn multiple queries to the full range of databases, indexes and other appropriate
files that comprise the LERMS.
9.54
Person Checks
Master files and databases shall be queried to identify any relevant activities in the LERMS modules
of the person being checked. For example, the LERMS will identify the existence of any outstanding
local warrants, recent cases in which the individual was involved, and other relevant information.
9.55
Property / Vehicle Checks
Master files and databases shall be queried to identify any relevant vehicle information in the various
LERMS modules and subsystems. For example, recovered and pawned items will be searched
against the stolen property records to identify any potential hits.
9.56
Location Checks
Master files and databases shall be searched to identify any relevant location information in the
various LERMS modules and subsystems. For example, the existence of any hazardous materials on
site, site plans, pre-plans, etc., will be identified and reported to the CAD system.
9.57
Master Name Index (MNI) Subsystem
The Master Name Index (MNI) database shall consist of a table or series of linked / related tables that
contain the names and unique IDs of victims, suspects, persons involved in field interviews (FI),
witnesses, reporting parties, persons arrested and cited, traffic offenders, etc. The table shall be a
County-wide name index with information fields specific to the tactical activity of law enforcement
and shall accommodate an unlimited number of entries. This subsystem shall be the collection point
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for all information concerning a person, regardless of how many records are on file for that person in
the LERMS.
Each LERMS module may have its own master name database, but shall be linked and searched
simultaneously without requiring user intervention. This database shall be automatically updated by
internal transactions from other applicable LERMS subsystems.
A search feature using a “soundex” algorithm or equivalent shall be available such that any parameter
or group of parameters may be entered for any data field within the system (for example, display a
brief list of all records where Mr. John Doe was involved as a victim. The response will display only
those incidents where John Doe was a victim, regardless of the number of incidents where he was
involved as a suspect, witness, complainant, etc.). The system shall support the development of a list
of potential suspects using limited information elements including, but not limited to, partial last
name, partial first name, street name, alias name, race, sex, age, hair color, eye color, tattoos and other
uniquely identifying attributes.
The MNI subsystem shall have the ability to cross-reference a name to other information concerning
an individual, such as addresses, aliases, date of birth, physical description, medical conditions, social
security number, and pertinent offenses. It shall provide data using numbers relating to various reports
including incidents, cases, casualties, accidents, citations, field interviews, driver's licenses, permits,
licenses, vehicles, etc.
The MNI shall be linked through pointers to various other files. These include:
a) CAD system:
a. Incident activities (reporting status, victim, witness, etc.)
b. Local list / disaster resource (call-out status)
b) RMS
a. Incident reports
b. Field contacts
The inquiry mechanism shall permit authorized personnel to access various data from specific files.
Record level authorization shall include a field level lockout mechanism to enable viewing of only
certain fields within a record. Certain information (e.g., names of minors, sexual assault victims,
individuals with communicable diseases, emergency contact information for County employees, etc.)
shall be restricted and only available to authorized users. Access to secure information shall be
tracked and harvested as may be required for accountability purposes. The Master Name data of the
current RMS will be converted to the proposed LERMS.
9.58
Master Location Index (MLI) Subsystem
The LERMS shall contain a Master Location Index (MLI) database that collects geographically
oriented information in a central database and index. The master location database shall keep a
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running history of events / incidents at a given location. Selected information that is related to a
location (such as persons with warrants, arson suspects, arrestees, and suspects) would be referenced
through this database.
The MLI database shall provide links to detailed information about geographically oriented data
stored in the system. For example, users should not only be able to identify a list of all incidents
occurring at a specific location, but also to obtain detailed information about each incident directly
from the displayed list. At a minimum, the following types of information shall be included within
this subsystem:
a)
b)
c)
d)
e)
f)
Common place names.
Business names.
Alarms – permits and activation.
Selected persons (patients, victims, etc.).
Cautions / hazard remarks complete with scanned images / documents.
Premises history - repeat calls to the same location.
9.59
Master Property Index (MPI) Subsystem
LERMS module shall contain a Master Property Index (MPI) database that tracks property entered
into the system in a central database and index. The MPI database shall provide links to detailed
information about property stored in the system. For example, users should not only be able to
identify a list of all property stolen during a specific incident, but also to obtain detailed information
about each item directly from the displayed list. At a minimum, the following types of property and
unique identifying information (e.g., type, make, model, serial number, OAN, estimated value) shall
be tracked within this subsystem:
a) Property:
 Bicycles
 Clothing
 Drugs
 Electronics
 Financial and other documents
 Jewelry
 Firearms
 Tools
 Small Machinery
9.60
Master Vehicle Index (MVI) Subsystem
The LERMS module shall contain a Master Vehicle Index (MVI) database that tracks vehicle
information entered into the system in a central database and index. The MVI databases shall provide
links to detailed information about vehicles stored in the system. For example, users should not only
be able to identify a list of all vehicles involved in an accident during a specific incident, but also to
obtain detailed information about each vehicle directly from the displayed list. At a minimum, the
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following types of vehicles and unique identifying information (e.g., year, make, model, VIN, license
plate, color) shall be tracked within this subsystem:
a) Vehicles:
 Airplanes / Helicopters
 Automobiles / Trucks / SUVs
 Boats
 Motorcycles / ATVs
 RVs / Motor Homes
 Trailers
 Heavy equipment
9.61
Incident Record Transfer
The transfer of incident / event information shall consist of two stages, assuming a call for service
preceded the development of an offense report. Basic information captured by the call taker (e.g.,
location, event type, priority) shall be transferred to the LERMS system immediately once the call for
service has been entered into the CAD system (e.g., sent to dispatcher for assignment).
When the call for service has been closed by the field unit via their MDC Unit, or by the dispatcher
using the CAD system, a set of to-be-defined elements shall be transferred to the LERMS system. At
minimum, the unit/s assigned, response information (e.g., dispatched, arrived and cleared times), and
the disposition of the event (e.g., Report, Charges Filed) shall be transferred to the LERMS.
In no instance shall an officer / investigator be prohibited from completing an offense report in the
LERMS without first having offered a disposition to the call for service.
9.62
Walk-In / Desk Officer Reports
The LERMS module receives the majority of initial base data from the CAD system in the form of a
call for service record. Calls for service and other CAD events will result in the creation of an incident
record within the LERMS. The incident record forms the basis for an investigative report and, where
appropriate, other criminal justice activities including, but not limited to, arrest.
There are, however, instances where an event that did not originate from a call for service shall be
investigated and appropriate action taken. Hence, the LERMS shall not require that a CAD incident
(e.g.., call for service) shall have been generated in order to create LERMS records. The LERMS
shall support the ability to allow for “desk reports” or “walk-in” report number assignments without
the need to create CAD incidents.
9.63
Alarm Database / False Alarm Billing Management
The LERMS shall include an alarm database and a false alarm billing module, and shall provide
access to an alarm database so that all that would be necessary for CAD is to enter the address or
alarm number to obtain relevant information about the alarm location. Whether this subsystem is
provided as a component within LERMS or CAD, updates to the alarm database shall be reflected
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within CAD system. The database will also track historical alarm incidents by location, merchant /
business name, activation type (e.g., burglary, hold up) and alarm number for false alarm billing and
for trend analysis. The Alarm Database shall be able to generate renewal letters and forms (batch or
on demand), with the current permit number, to all registered permit holders. Further, the Alarm
Database shall be configured to support the business processes of the Sheriff Office. Finally, the
alarm database shall contain the following minimum data fields:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
Permit number
Expiration Date (MM/YYYY)
Structure (Business or Residence)
Street address
City, State and Zip Code
Permit holder / Passcode
Street address
City, State and Zip Code
Email address
Premise phone numbers
After hours contact information
Order of contact (e.g., first, second, third)
Alarm company and phone number / contact information
Previous alarm information (minimum two years of alarm activity on line)
9.64
Towed Vehicle / Vehicle Impound Subsystem
LERMS shall contain a Towed Vehicle / Vehicle Impound Subsystem database that tracks towed
vehicle information entered into the system in a central database and index. The towed vehicle master
database shall provide links to detailed information about towed vehicles stored in the system. For
example, if a vehicle of any type is towed as a result of an investigation, the towed vehicle subsystem
shall not only be able to identify a list of all vehicles involved in an accident, but also the wrecker
service which towed the vehicle, the location where the vehicle was towed and any action information
required (e.g., hold for homicide). In addition, the WCSO business unit responsible for managing
towed vehicles will be automatically notified via email or other available notification and will be
provided with relevant details related to the towed / impounded vehicle (e.g., reason towed,
authorizing investigator, location from, towed to, etc).
Finally, the towed vehicle subsystem shall include the ability to calculate applicable fees (e.g., initial
tow, special services, storage fees) and develop customer-defined vehicle release forms, receipt for
fees and other to-be-defined customer business processes.
9.65
Primary LERMS Modules
The LERMS shall contain the following modules, at a minimum:
a)
Police incident management and reporting
b)
Accident investigation management and reporting
c)
Arrest and booking
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d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
r)
Automobile impound tracking
Criminal investigations and case management
Crime analysis
Field interviews
Gang activity tracking
Inventory tracking
Licensing, permits, and registrations
Mandated report processing
Pawned property
Personnel and training
Property and evidence
Wants and Warrants
Citations
Internal Affairs
Tactical Operations
9.66
Police Incident Management and Reporting
The incident subsystem shall collect, store, and process key information relating to police incidents.
In most cases, the basic information shall be collected at dispatch through CAD. The police incident
module shall, at a minimum, collect and manage the following types of incident related data:
a)
b)
c)
d)
e)
f)
Containing boundaries (police beat, sector, etc.):
 Based on validated location.
 Determined from the GEOfile.
Involved persons:
 Victim/s
 Complainant/s
 Defendant/s
 Witness/s
 Suspect/s and related classifications (e.g., wanted, person of interest, charged)
 Arrestee/s
 Other involved individuals.
Offenses.
Modus Operandi (MO).
Property (including vehicles).
Case details
 Location (including X-Y coordinate determined from the GEOfile).
 Status (e.g., open, closed, cleared by arrest).
 Times (report date and time, date and time call received, call dispatched, units en route,
units on scene, units clear scene, etc.). Times shall be tracked by each officer / vehicle
responding to the event.
 Case / report number.
 Incident number.
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g)
h)
 Type of case.
UCR / NIBRS classification.
Open records narrative – A short summary (as defined by the customer) that would be
appropriate for public dissemination, which is:
1. Compatible with Texas Open Records Act (TORA) freedom of information specification
and that
2. Does not contain any confidential information (e.g., juvenile names, informant names,
sexual assault names, etc.).
i)
Case Narrative – Detailed narrative containing pertinent information about the case that
including victim names, juvenile names, witnesses, suspects, reporting parties, etc. This
narrative will not be available to the general public, but used only for internal police / law
enforcement investigative purposes. The incident subsystem shall provide access to all of the
relevant original data entered into or captured by the CAD system. Where appropriate, CAD
data shall pre-fill the appropriate fields in the LERMS incident sub-system: Information from
CAD shall automatically populate the location, times, responding vehicle IDs, involved
persons, etc. fields in the incident subsystem. Officers and investigators shall be able to
modify / update the information pre-filled from the CAD system. However, the LERMS shall
never change any of the original information gathered by the CAD system and stored in the
official CAD historical database.
The LERMS shall facilitate the report approval process. Report status, whether approved, rejected,
etc., shall be tracked by this module. The LERMS system shall lock the report once it has been
approved and only allow modifications through the completion of supplemental reports. The system
shall allow for the “un-approval” of a report with supervisory oversight.
Microsoft Visio or an equivalent tool shall be available for creating, storing, and manipulating crime
scene diagrams. The diagrams shall be linked to the incident reports and directly accessible from
them.
The subsystem shall support the capture, storage and retrieval of one or more digital crime scene
photographs. The photographs shall be stored in a compressed format and linked to the incident /
case. Facilities shall be provided in the proposed system for viewing and printing the photographs
automatically when the accident record is retrieved from the LERMS database.
Information from the incident subsystem shall provide automatic inputs to the Uniform Crime Report
(UCR) and/or incident based reporting (NIBRS and SIBRS) process.
9.67
Field Based Reporting (FBR) Module
The LERMS shall support field based report (FBR) completion and a field based report approval
process. The FBR subsystem shall incorporate most, if not all, of the features and capabilities
identified for office-based report development.
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The FBR module shall include the ability to link investigative process information to a particular
offense / incident type. Investigative process information will vary among incidents. The system
administrator / operations administrator shall have sufficient training and access to the FBR module to
add, change or delete investigative process information based on the needs of the WCSO.
The FBR module shall include the ability to automatically notify a subordinate’s field supervisor
when his / her subordinate 1) offered a disposition to a call for service indicative of an offense report
(e.g., accident, original or supplement) and 2) that the officer has submitted the report to the LERMS
system and is ready for supervisory review.
Microsoft Visio or an equivalent tool shall be available for creating, storing, and manipulating crime
scene diagrams. The diagrams shall be linked to the incident reports and directly accessible from
them.
The subsystem shall support the capture, storage and retrieval of one or more digital crime scene
photographs. The photographs shall be stored in a compressed format and linked to the incident /
case. Facilities shall be provided in the proposed system for viewing and printing the photographs
automatically when the accident record is retrieved from the LERMS database.
9.68
Accident / Traffic Management and Reporting
This subsystem shall include all of the textual information, exclusive of any required diagrams,
reported on a uniform traffic accident reporting form. This includes information such as location and
time of accident, description of involved vehicles, road and weather conditions, damage assessment,
driver, vehicle occupant, and pedestrian information, casualty reports, and contributing factors. The
use of the official Report form is mandated by the State of Texas.
Microsoft Visio or an equivalent tool shall be available for creating, storing, and manipulating
accident scene diagrams. The diagrams shall be linked to the reports and directly accessible from
them. Any required software licenses for achieving these capabilities shall be included in the
proposal.
The subsystem shall support the capture, storage, and retrieval of one or more digital accident scene
photographs. The photographs shall be stored in a compressed format and linked to the accident
record. Facilities shall be provided in the proposed system for viewing and printing the photographs
automatically when the accident record is retrieved from the LERMS database.
Both moving and parking citations shall be tracked in the system, either in this module or within a
separate Citation module. If the modules are separate, the information contained within the modules
shall be linked and able to be used in report generation.
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9.69
Accident / Traffic Statistical Analysis
The Accident / Traffic Management and Reporting subsystem shall use selected information from the
accident reports and moving citations to develop various statistical reports and correlation reports by
types of accidents, locations, day, time, conditions, etc. Reports shall be designed to provide trends in
traffic activity that can be used for comparative analysis, such as high traffic accident locations, high
violations locations, other causative factors, time of day correlation, and weather factors. Other “ad
hoc” reports shall be available using the reporting features of the system’s database.
The ability to make inquiries by location range, time range, vehicle description, persons involved, and
report numbers shall be included, at a minimum.
Reports will be generated showing summarized year-to-date information, as well as similar
information by month for the last five years.
The County desires that the proposed system support field based accident report completion. Vendors
shall describe their systems’ capability to support field based accident report completion and how it is
integrated with the LERMS system. If this capability is provided, it shall be a separately priced item.
9.70
Gang Activity
This LERMS shall allow for the collection of information concerning gang activities, including group
meetings, gang members and associates, events, and locations. The ability to associate any / all
information contained within this module with information contained in other LERMS modules shall
exist for the purpose of developing patterns and associations.
9.71
Licensing, Permits, and Registrations (LP&R)
The LERMS shall track licenses and permits issued by the WCSO and any required registrations. The
names, address, vehicle, and other detailed personal information shall be captured for individuals /
locations registering or applying for permits / licenses.
The LP&R data shall be accessible by CAD (e.g., generate a premise alarm when a call for service
occurs at a location where a potentially dangerous permit / license is issued), crime analysts, and
criminal investigation. Relevant entries into the master databases (name, property / vehicle, and
location) shall be automatically accomplished by the system.
Specific forms and data entry screens shall be created to allow entering, storing, retrieving, and
manipulating at least the following types of permits, licenses, and registrations:
a)
a)
b)
c)
d)
e)
Alarms
Arson offender
Bus drivers
Firearm permits
Gang membership
Gemologists
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f)
g)
h)
i)
j)
k)
l)
Massage Parlors
Parolee
Peddlers / solicitors / itinerant vendors
Protective orders
Restraining orders
Sex offenders
Taxicab operators
9.72
Traffic and Non-Traffic Citations
The LERMS shall include a citation module for capturing, storing and retrieving citations issued by
the Sheriff Office, the Precinct Constable Offices and other authorized local law enforcement agencies
that participate in the LERMS system.
9.73
Electronic Ticket Writer
The WCSO has funding to purchase electronic ticket writers (ETW) for field operations support.
Vendors shall identify ETW hardware and software manufacturers supported by their LERMS
system.
In addition, the WCSO requests vendors to provide information on other uses of the ETW solution,
such as printing a vehicle tow slip, issuing warnings and other field tasks where a “paper” instrument
may be provided the violator or customer.
9.74
Demographic Profiling
The LERMS system shall capture demographic data commonly associated with profiling, and be able
to aggregate and statistically report activity by various selection criteria.
9.75
Arrest and Booking Subsystem
The LERMS shall contain a subsystem that automates the activities associated with the arrest
processing of an individual and the temporary custody of that individual. This subsystem will allow
the capture of comprehensive arrested person’s demographic information, criminal charges, and
warrants, as well as details of the entire arrest, booking, confinement, and release processing.
9.76
Interface to Jail Management System
The LERMS shall support a read-only interface to County’s existing Jail Management System (JMS)
by Tyler Technologies (Odyssey). The interface shall allow, at a minimum, an authorized individual
to determine the status of a prisoner, applicable charging information (date of arrest, offense, etc),
amount of bond, and retrieve and / or view a mugshot or other digital images that may be on file in the
JMS.
9.77
Digital Imaging Subsystem
The LERMS shall include the ability to attach a wide range of digital images, photographs, scanned
documents and other attachments to virtually any module, system, subsystem or component of the
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LERMS. At a minimum, the proposed digital imaging subsystem shall include the following
capabilities:
a)
b)
c)
d)
e)
Capture standard digital images (mug shots) of individuals.
Evidence photographs of victims (assault, wounds, etc.).
Scars marks and tattoos.
Store and retrieve the images.
Integrate with LERMS by linking one or more images with:
 Individuals.
 Arrests / Booking number.
 Cases.
 CAD incident number.
 FI card data.
 FBI ID.
 State ID.
 Master Name Index.
f) Generate legally acceptable lineups.
9.78
Automobile Impound Tracking
This LERMS subsystem shall track information related to the impounding of vehicles and shall
interact with cases (civil and criminal), arrest, offense, and accident information in the LERMS
system. An inventory list containing all vehicles in the impound lot shall be either displayed on the
workstation or printed on any printer within the LERMS environment (or both). The automobile
impound system shall query TLETS / NCIC for wanted and stolen information on entered vehicles
and shall create the appropriate entry into the NCIC Recovered Vehicles File via the TLETS interface.
9.79
Criminal Investigations Case Management
The LERMS shall provide the capability for effective investigative case management, control,
monitoring, and reporting. Using case screening principles and solvability factors11, the subsystem
shall provide an on-line means to assign cases, monitor case and investigative progress, and initiate
dispositions. Accordingly, this subsystem shall have the following minimum capabilities:
a)
b)
c)
d)
Record all cases on-line.
Provide for case tracking, monitoring, and control.
Query and retrieve records.
Provide various reports such as the following:
 Unassigned cases.
 Case status summary (case closing analysis).
11
Defined as: Elements of information about a crime which have proven in the past to be important in the successful
conclusion of a case; Case screening is designed to provide sufficient information about a case at the earliest possible time in
the investigative process in order to permit a decision to be made regarding the value of continuing an investigation. The
outcomes of case screening may be either: early suspension of unpromising cases or, a follow-up investigation of those
cases with a reasonable probability of resolution / case clearance.
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




Case aging.
Assigned cases (investigator workload).
Division case counts.
Case activity summary.
Follow-up due report.
Investigative case activity shall be entered as supplements to original criminal offense / incident
reports in the system. The case will be composed of the original offense / incident report, all
supplements, property / evidence records, and other miscellaneous files and data (including, but not
limited to, digital images and forensic reports). The system shall keep track of these various pieces of
information through a unique case number. The individual records and data that comprise the
“complete” case shall be easily identifiable from the case number and the case number shall be easily
identifiable from the individual records and data comprising the case.
The historical case database of the current RMS will be converted to the proposed LERMS. As stated
previously, the County has contracted with TSG, the existing legacy system provider, to cleanse and
convert existing data stored in the core legacy RMS system.
9.80
Criminal Intelligence Module
The reference module is used here to indicate a “capability” and does not imply that a physical
module within the LERMS shall be available.
Criminal intelligence is information gathered or collated, analyzed, recorded/reported and
disseminated by law enforcement agencies concerning types of crime, identified criminals,
habitual offenders (aka career criminals), and known or suspected criminal groups. It is
particularly useful when dealing with organized criminal organizations or groups. Criminal
intelligence is developed by using surveillance, informants, field level observations /
communications, interrogation, and research.
One of the most effective ways of applying collected criminal intelligence is first to record it in a
system in which it can be mined / searched for specific information. The information collected is
usually sorted into different types of law enforcement intelligence. For example, tactical
intelligence is used by those units needing the information to make arrests, but other information
is so strategic that it only paints a picture after much analysis and confirmation.
The Criminal Intelligence module shall be secure from the rest of the system with access based on
security credentials validation. Though the module may have multiple inputs, access to cumulative
data within the module shall be limited. Structured and Ad hoc reporting is a requirement. In
addition, the capability to send “field intelligence” from the field (e.g., in vehicle, from substations) to
a centralized receiving and processing point is required. Information sent shall include the
identification of the submitting officer/s, unit number, MDC ID number (if from a MDC unit), data
and time and approximately 2,500 characters of free-text space. Finally, the Criminal Intelligence
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module shall include the ability to attach a wide range of document types, including pictures,
worksheets and other attachment types to be defined by the customer.
9.81
Crime Analysis
This LERMS subsystem shall be used to analyze crime patterns and crime series, and to produce both
specific reports from a particular search as well as standard periodic reports. Information shall be
presented in various combinations of textual color-coded graphical formats (e.g., tables, charts,
graphs, and maps). It shall also access other LERMS tables to accommodate the needs and
requirements of the crime analysis function and display this information using “pin mapping”
techniques and other location-based analysis.
9.82
Statistical Crime Analysis
Crime statistics are critical for effective police work, as well as for consistent and reliable public
dissemination of information. Crime statistics allow tactical planning and deployment of resources to
fight crime. The information gathered shall be available in a timely manner and be accurate. The
information shall be readily available to members of the department without the use of programmers
or highly skilled users.
Examples of crime analysis reports that may be produced are:
Report
Daily Reports
Crime Analysis Log
Burglary Summary
Pattern Analysis
Pattern Report
Time Summary
Description
Crime and arrest activity by patrol geographic boundary.
Summary of all crime incidents being processed.
Analysis of burglaries, especially of vehicles, including point of entry,
method of entry, and MO of suspects.
Analysis of developing crime patterns used to spot new or changing
crime patterns.
Patrol briefing report on "pattern news."
Crime analysis by time of day and day of week.
9.83
Visual Linkage Analysis Support
The LERMS crime analysis subsystem shall support linking of related information (e.g., people,
events / investigations, property, vehicles, calls, citations, etc) providing a trail for investigators. The
system shall support the ability to link related records and illustrate the relationship between each
record / event. The relationship shall be viewable in a list format as well as an expandable “tree view”
format.
9.84
Field Interview Contact Subsystem
The LERMS subsystem shall support the capture of sufficient information to develop a Field
Interview Contact database, as well as generate management reports from field interview contacts.
The system shall provide the ability to link field interview contacts with related information such as
names (including aliases and street names), vehicles and property. The contact name, as with other
names in the system, shall become part of the Master Name Index database. Vehicle information shall
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become part of the Master Vehicle Index database. The Field Interview Contact subsystem shall
support unlimited narrative capability and shall include structured and unstructured data entry fields
developed by the customer to support its business processes. Information from the FI subsystem shall
be available to the crime analysis system in order to establish relationships between reported offenses
and field interviews and temporal characteristics (e.g., time of day, day of week), and shall be
maintained on-line for access by investigative and crime analyst personnel in aligning potential
suspects with criminal occurrences.
9.85
Computerized Criminal History and Identification (CCHI)
This LERMS subsystem shall process and display selected information that may be used to list and
display names of individuals arrested for committing crimes or being involved in criminal acts within
Williamson County’s service area. Information available shall include, but not limited to, the subject's
name (including aliases, street names), date of birth, SSN, DL number, physical description, hazard
code (e.g., flight risk, armed, dangerous/approach with caution), residence (current and previous),
traits, method of operations (MOs), associates, convictions, involvement in incidents handled by
Police, case dispositions, and present status. Pertinent information is obtained from arrest reports,
booking reports, crime reports, citations, wants and warrants, criminal histories, traffic reports,
registrations and license applications, disposition reports, etc. Through collection of this information,
this subsystem can produce an on-line computerized criminal history (aka “rap sheet”) that shows the
complete criminal history of an individual.
Historical criminal history records will be converted / migrated to the proposed LERMS.
9.86
Fleet Inventory Management
The County maintains a Fleet Management System that includes all vehicular assets owned / managed
by Williamson County business units, including the Sheriff Office. The LERMS shall accept an
extract of information pertaining to vehicles assigned to / managed by the Williamson County Sheriff
Office (e.g., patrol cars, unmarked cars, seized vehicles, undercover vehicles, ATVs, etc). The
frequency of this update shall be determined by the system administrator and may be completed by
scheduled batch or executed manually as circumstances exist. The LERMS Fleet Inventory
Management System (FIMS) shall support the ability to manually enter, delete or modify vehicle
information into the FIMS.
9.87
CAD System Access to Fleet Inventory Management Subsystem
The CAD system shall have access to access specific fleet information through 1) an interface to the
FIMS subsystem or 2) through a real-time copy of the WCSO LERMS fleet inventory management
database. The intent is to make accessible to communications center personnel certain unique
identifying characteristics of the Williamson County patrol / marked and unmarked vehicular fleet.
For instance, by way of a simple command / query from the CAD system, a radio dispatcher can
determine the “Roof Number” painted on the roof of a marked patrol vehicle for use by aviation
resources (e.g., helicopters) during a high-speed pursuit.
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9.88
LEADS ONLINE Pawn Shop Data
The LERMS shall support batch comparisons of LEADS ONLINE Pawn Shop data against data in
the LERMS property and evidence subsystem/s. The intent is to allow automatic detection of pawned
but stolen property, the eventual arrest and prosecution of the person pawning the (stolen) property
and, importantly, the return of the property to its rightful owner.
9.89
Personnel Scheduling
This system is needed to facilitate the scheduling of communications center staff and officers in the
Department. Various shift configurations are deployed at headquarters, decentralized substations,
precinct constable offices and the E9-1-1 Communications Center. The proposed system shall track
employee scheduling data as start and end time, days off, workweek cycle (four-day, five-day), etc.
The system shall generate monthly schedules by reporting unit (e.g., substation). This information
shall then be made available to the CAD system. This may be either a stand-alone system or part of
the overall personnel module. The system shall provide a “real-time” roster of personnel that is
available to LERMS and CAD users indicating on-duty personnel and their present assignments.
In addition to providing schedules, the system shall:
a)
Automatically identify when minimum staffing levels are not met.
b)
Use minimum staffing level requirements to suggest appropriate staffing.
c)
Save data historically and not wipe out the previous days schedule when the new day is
implemented.
d)
Schedule and remind officers of their court appearances.
9.90
Personnel and Training
This subsystem shall be accessible throughout the department as defined by security, and shall provide
for the maintenance of current employee and applicant information. This shall include personal data,
original hire date, all promotion dates, various contact phone numbers (such as pager, home, mobile,
and office), training information, special skills (radar operator, Breathalyzer operator, driver, etc.),
complete employment history, current assignment, etc.
This subsystem / module shall include the following information, at a minimum:
a)
Employee's ID / badge number.
b)
Last name.
c)
Suffix.
d)
First name.
e)
Middle name.
f)
Sex.
g)
Race.
h)
Social security number.
i)
Hire date
j)
Date of birth.
k)
Address.
l)
Residence telephone number.
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m)
n)
o)
p)
q)
r)
s)
t)
u)
v)
w)
x)
y)
Business telephone number.
Emergency contact name.
Emergency contact telephone number.
Emergency contact comments.
Length of service.
Department and division (retain all old division assignments).
Date of current assignment.
Training officer ID.
Training officer's name.
Training officer's hire date.
Employee status (active, retired, suspended, etc.).
Special skills - up to 15, including language proficiency, certifications, specialized
training, etc.
Training information including certifications and re-certification requirement dates.
The system shall be able to generate a list of personnel who are nearing their re-certification dates and
a reminder letter / message / e-mail notifying affected individuals and their supervisors.
9.91
Inventory Subsystem
The LERMS shall provide basic inventory capabilities that serve the Sheriff Office needs for the
accounting of equipment and supplies in inventory or requisitioned to personnel. The following are
example categories of equipment and supplies to be tracked:
a)
b)
c)
d)
e)
Uniform items
Protective equipment
Weapons
Radio equipment
Cell phones / PDAs / Smart Phones
At a minimum, data entry fields shall be provided for:
a)
b)
c)
d)
e)
f)
g)
h)
i)
Personnel Identifier (employee number)
Type of Equipment
Make
Model
Serial Number
Inventory tag number
Year purchased
Year for replacement
Vendor information
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In addition, fixed assets such as office furniture, computer equipment, and other items of capital
equipment shall be recorded within this system. Inventory of equipment assigned to WCSO managed
/ controlled vehicles shall also be maintained.
9.92
CAD System Access to Personnel and Training Information
The CAD system shall be able to access relevant personnel information through 1) an interface to the
personnel and training subsystem or 2) through a real-time copy of the LERMS personnel and training
database. The intent is to make accessible to communications center personnel certain unique skill set
information of field personnel deployed during their tours of duty. For instance, by way of a simple
command / query from the CAD system, a radio dispatcher can determine which field personnel speak
Russian and their current status to assist investigators on the scene of a homicide.
9.93
BOLO and Person or Vehicle of Interest (P/VOI) Bulletins
This LERMS subsystem shall support the development and maintenance of special bulletins and / or
tactical information applicable to law enforcement personnel within Williamson County. At
minimum, this subsystem shall support the following action-oriented communications as listed in the
table below. Elements of the listed bulletins shall be definable by the customer, including the ability
to create, modify and delete a bulletin as may be required. The ability to set sunset / expirations shall
be included. The officer / investigator initiating the bulletin shall be automatically notified by the
system when a bulletin entered on his / her direction is about to expire (e.g., 7 days prior to
expiration). Finally, each bulletin entered in the LERMS subsystem shall be made available to the
CAD system to support first responder / officer safety. The County will establish methods and
procedures to ensure all relevant open bulletins are in synch between the two (2) systems.
Bulletin
Be On the Look Out
(BOLO)
Person of Interest
(POI)
Vehicle of Interest
(VOI)
Description
Used to alert patrol and / investigative personnel with access to the LERMS
of certain persons and / or vehicles and provides guidance regarding action to
be taken if located / contacted. Typical information elements include incident
number, investigator, date, time, event/offense, person name (e.g., last name,
first name), DOB, Race, Sex, Caution Code, followed by a brief narrative and
action instructions.
Used to alert patrol and / investigative personnel with access to the LERMS
of a person of interest and provides guidance regarding action to be taken if
located / contacted. Typical information elements include incident number,
call for service number, investigator, date, time, event/offense, person name
(e.g., last name, first name), DOB, Race, Sex, Caution Code, followed by a
brief narrative and action instructions.
Used to alert patrol and / investigative personnel with access to the LERMS
of a specific vehicle/s and provides guidance regarding action to be taken if
located / contacted. Typical information elements include incident number,
call for service number, investigator, date, time, event/offense, vehicle
information (e.g., year, make, model, license number, VIN), followed by a
brief narrative of action instructions.
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9.94
Property and Evidence Subsystem
This LERMS subsystem shall be used to maintain information and records regarding property and
evidence reported on formal Police reports. The property management system will replace all existing
property systems in use. The LERMS shall be designed so that specific property reports will be
entered into the property and evidence file (e.g., stolen property reports, lost property reports, found
property or recovered property reports, contraband property reports, evidence items).
The subsystem shall be designed to meet the basic requirements of a property and evidence function,
which is to provide effective inventory control of property and evidence found, seized, and held by the
Williamson County Sheriff Office. This subsystem shall integrate and cross-reference evidence and
property information with other information in the LERMS system pertaining to crime, incidents, case
processing, and court dispositions. All property and evidence shall be entered into the LERMS only
once. The LERMS will automatically populate the relevant fields. All categories of property shall be
cross-referenced so that entry of property records will result in automatic checks of all other related
property / evidence subsystems. Additionally, entry of information related to recovered, found, or
evidentiary property shall initiate an automatic query to the TLETS / NCIC stolen property databases.
This subsystem shall provide information pertaining to a particular item of property or evidence such
as date, time, location of the event, officer/s involved, description of the property, the quantity and
value (estimated or known) of the property, serial numbers (including owner applied numbers),
category or article codes, brand names, model, etc.
Additional information pertaining to seized evidence shall include storage location, identifying
number (if any), next action to be taken, date to be taken, present status, etc. System inquiries may be
made by case number, tag, tag and item, serial number, owner applied number (OAN), partial serial
number, and/or description.
The capability shall be provided to obtain printed copies of property or evidence items on demand.
The capability shall also be provided for the property clerk or evidence control officer to look up
property items by type of property (e.g., television). The system shall display a list of all property
listed on a given report and include the status of the property, description, quantity, officers involved,
etc.
The evidence / property subsystem shall provide the functionality to capture information regarding the
intake, receipt, movement, and disposition of evidentiary property and shall produce appropriate
“chain-of-custody” reporting as may be legally required.
Any identified and tracked piece of evidence shall be tracked by barcode; with the capability to further
sub-itemize to a minimum of four levels. This is to account for items taken which are essentially
containers for multiple items, as well as evidence which is further divided or dissected into smaller
pieces for laboratory / forensic analysis, etc.
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The system shall be capable of generating directed messages to submitting and / or investigating
personnel for follow-up activity required for time-sensitive property or evidence.
9.95
Property and Evidence Disposition Management
Property may be disposed in a number of different methods. The disposal of property may require
approval from a Court of competent jurisdiction (e.g., County / District Court). The Property and
Evidence Subsystem shall support the ability to “flag” property identified for or scheduled for
disposal. The system shall create a report of all “flagged” property to provide to the court or Sheriff
Office executive management (as may be needed).
The County requires an active property assessment and disposal component for its managed property.
Inventory disposal assessments for property being held in the property room are time sensitive. The
Property and Evidence subsystem shall prompt property room personnel when disposal assessments
are due. The assessment due date shall be assigned by the system when property is initially entered
based upon current business practices, procedures or laws, directly by property room personnel when
alternate dates are required. Once the disposal assessment date is reached, the system shall allow
personnel to enter a new assessment date if necessary. Property with disposal assessment dates which
have expired shall not fall dormant; rather they shall be flagged as exceptions and require further or
escalated assessment action by a supervisory or management level member.
The Property and Evidence shall include the ability to alert designated personnel (e.g., property room
manager) and / or positions (e.g., Office of the Chief Deputy) prior to the time that the statute of
limitations is exceeded for disposal of the property.
The subsystem shall produce a property room inventory list on demand. This list may be displayed on
authorized LERMS system workstations or printed on any printer on the network.
At a minimum, the proposed system shall include the following property / evidence storage functions
and capabilities:
a)
b)
c)
d)
Cash drawer –For receiving cash / checks and other financial instruments as evidence and for
sold items. The system shall be able to print receipts. Cash can be stored as evidence or
deposited in a County managed bank account. The system shall track the storage location of
cash, disposition, and reconcile all cash on hand by location (e.g., on site safe, bank account
number/s).
Bio Hazard data field – Used to indicate that the stored item constitutes a potential biological
hazard (e.g., blood). A form shall be available to transfer biohazard-soiled currency to the
Federal Reserve.
Serial number field – A data entry field for entering the serial numbers of received property,
exclusive of currency.
Cross-reference fields – The system shall have the ability to enter the case number, the
inventory tag number and the invoice number. Given one number, the system shall identify
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e)
f)
g)
h)
i)
j)
the other number(s) as appropriate. For example, by entering the invoice number, the case
number and the inventory tag number would be identified.
Sequential receiving number – In addition to the above-mentioned cross-reference fields, the
system shall support the ability to assign sequential numbers to received property for audit
control purposes. These sequential numbers shall be used to identify property as its custody
transfers from field personnel to the property room. Customer defined accountability and
audit reports shall be included to account for sequential number assignment.
Old Case numbers – The system shall provide the ability to enter “old” case numbers.
Flexible sort order – The system shall have the ability to sort items numerically without
having to “zero” fill in blank fields. (e.g., 23 = 0023)
Signature Pad – For digital signature capture at various touch points during the life of the item
(e.g., submittal, forensic analysis, return to storage, destruction).
Document scanner – For scanning and storing documents or documentation linked to
property.
Bar code tracking
9.96
Criminal Wants and Warrants Subsystem
The LERMS subsystem shall provide a complete wants and warrants subsystem that is integrated with
the master name and vehicle components of the system. Functionality shall be provided to ensure that
warrants on arrested individuals are removed from this module and the Court’s system in a timely
manner.
The LERMS shall be capable of accepting a daily extract of cases filed from the existing Odyssey and
eDOCS court case management systems and automatically insert each case in the appropriate
subsystem or database: Civil, Criminal or Juvenile. This extract may be a scheduled automated
process or one initiated by the system administrator of the respective court case management system.
Additionally, this subsystem shall support the ability to enter a want / warrant case manually and insert
relevant information into this subsystem’s database.
NOTE:
Not all elements of the wants / warrants subsystem will populate automatically. The customer
recognizes that some level of data entry will be necessary and will work with the LERMS vendor and
TSG and eDOCS in identifying and mapping those elements that are / may be available from both
systems.
9.97
Internal Affairs
The Internal Affairs module shall be secure from the rest of the system. The module shall contain an
early interdiction function. Access to this module shall be limited. Ad hoc reporting is a requirement.
9.98
E-mail and Messaging Functionality
The LERMS system shall provide the ability to send electronic mail as well as “real-time” messages
to any user, group of users, or any workstation or group of workstations on the system, including
CAD workstations and Mobile Data Computers.
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The County has standardized on Microsoft Exchange server for its e-mail functions.
9.99
Document Management
The LERMS system shall provide the ability to access digital images of various documents created or
maintained by the department. The system shall incorporate the use of enhanced document
management functionality that interfaces or is integrated with the LERMS. Additional functionality,
such as workflow and document version control, and improvements in existing document and text
indexing, storage, search and retrieval, manipulation, maintenance, and input and output (e.g., through
electronic filing, Internet usage, imaging, and conversion from imaged characters to data or word
processing formats using OCR), is highly desirable.
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10. FIELD BASED REPORTING (FBR) MODULE FUNCTIONAL
REQUIREMENTS
10.1
Overview
The objective of the Field Based Reporting (FBR) module is to allow field personnel to fill out forms
directly in the field. The County and its respective business units will work with the selected Vendor
to design the required reports and forms implemented in the Law Enforcement Records Management
System (LERMS) and the FBR module. The County will work with the Vendor to develop detailed
user interface specifications for each form. The County will work closely with the selected Vendor to
ensure that the specifications are properly followed and that the actual in-field forms meet established
business process requirements. Forms shall be created around an efficient standard, ensuring that each
application is easy to use, consistent in organization and display presentation, and, to the extent
possible, similar in appearance.
A key component of the report design specification process is the identification of mandatory fields
that must be completed on each form. For instance, mandatory field shall be clearly distinguishable to
the user and displayed differently than optional fields. Default values for fields on the implemented
forms will also be specified in the FBR Forms Design Document. Data edits and validations shall be
specified with the design of each form. Whenever it is logical, date and time values shall automatically
be entered by the system.
10.2
Field Based Reporting (FBR) Module
The MDCS shall support field based report (FBR) completion and a field based report approval
process. The FBR subsystem shall incorporate most, if not all, of the features and capabilities
identified for office-based report development via the LERMS.
The FBR module shall include the ability to link investigative process information to a particular
offense / incident type. Investigative process information will vary among incidents. The system
administrator / operations administrator shall have sufficient training and access to the FBR module to
add, change or delete investigative process information based on the needs of the user agency.
The FBR module shall include the ability to automatically notify a subordinate’s field supervisor
when his / her subordinate 1) offered a disposition to a call for service indicative of an offense report
(e.g., accident, original or supplement) and 2) that the officer has submitted the report to the LERMS
system and is ready for supervisory review.
Microsoft Visio or an equivalent tool shall be available for creating, storing, and manipulating crime
scene diagrams. The diagrams shall be linked to the incident reports and directly accessible from
them.
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The subsystem shall support the capture, storage and retrieval of one or more digital crime scene
photographs. The photographs shall be stored in a compressed format and linked to the incident /
case.
10.3
Required Forms
The number and format of any required forms are unknown at this time. Formats of incident reports,
field interview, citations, and other anticipated forms to be included in Field Reporting will be
determined by individual agency requirements and system characteristics. Vendors shall provide a
detailed discussion as it relates to form creation and maintenance; field association and validation
capabilities; and other applicable factors (e.g., forms development pricing model).
10.4
Minimum FBR Functional Requirements
The FBR system shall offer the following minimum functional characteristics:
a) All law enforcement, investigation, and fire data collected shall be integrated with the RMSs.
b) The Client Application shall support the ability to work on different report types at the same
time. A simple one-step mechanism shall be available to switch from one report type to another
(e.g., from an Offense Incident Report to a Booking / Arrest Report) without loss of data in any
report.
c) The electronic field based incident report shall provide for an "Open Records Narrative" section
that would contain information that can be released to the public.
d) The FBR software shall be contained on each MDC device and on selected workstations at
various locations throughout the County (e.g., storefront, command post).
e) CAD dispatch and incident data shall be automatically transferred to the MDC form once the
report writer calls up a form and initiates the transfer.
f) The system must replicate the quality assurance process associated with the customer defined
incident entry edits and validations of the LERMS.
g) Mandatory data entry validation shall be provided for those fields without which the report is
incomplete. An incomplete report shall not be permitted to be submitted without special action
that warns the author that the report shall be submitted in an incomplete state and requires
completion prior to being reviewed for approval.
h) The Vendor shall provide a traffic crash report diagramming tool that can be used to create a
diagram of a traffic crash incident. The resulting diagram shall be associated with a specific
traffic crash report and accompany electronic submission of the report over each specified
submission method.
i) The field report submission and review process shall enable field units to submit written reports
directly to the FBR server from the field. Supervisors, based upon authorized access to the
system, shall be able to review reports in the field or from any LERMS connected workstation
and approve / reject the reports. If the reports are rejected, they shall be returned to the
originating officer for correction and resubmission. Approved reports shall continue on to the
next stage in the report life cycle as defined by the respective business unit (e.g., validation, staff
review, case assignment).
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j) The system shall support the ability to notify supervisory personnel of reports awaiting review
and notify the report writer of reports returned for correction when the individual logs onto the
MDCS.
k) Supervisors shall be able to recall reports for review, return reports to the queue as needed, or
assign to other personnel, and append notes to a report for return to a report writer for editing or
correction.
l) Report data shall be able to be saved automatically by the Client Application so that data is not
lost because the user neglected to save the information manually.
m) The report author shall be able to submit an incomplete report to the Reports Server to save it for
later retrieval and completion. Incomplete reports shall be able to be retrieved by the author over
the MDCS to the mobile computer.
n) Once reports are completed (and approved as defined by the applicable workflow process) they
shall be forwarded to the RMS host in a form that is compatible with the respective LERMS data
element formats.
o) The mobile data application shall have the ability to collect demographic information, including
gender, race, reason for stop, and location.
p) The completed FBR report shall become the official report of record on the LERMS host. The
LERMS host shall be the control point for any data modifications. In no instance shall data be
stripped from the FBR report form for purposes of creating an LERMS report of the event.
q) The FBR application shall provide the user with assistance in collection of data (e.g., offense
driven hierarchical questions), and the subsequent coding of crimes, through the use of drop
down UCR codes.
r) The system shall collect data based on business rules such that certain fields are visible / required
based on the offense. Data entry rules shall also be used to validate the data entered.
s) Information shall be entered one time into a report, and the data shall be available for other
reports to share without reentering the data. The traditional mode of "cut and paste" on a fieldby-field basis is unacceptable. Where possible, the data should be pre-filled from a CAD
dispatch.
10.5
Optional FBR Functional Requirements
As an option, the ability to generate bar code labels from the mobile device is desired in order to
initiate the evidence collection process (e.g., classification, coding, inventory management) from the
field (e.g., large property seizure, crime scene support).
10.6
Minimum Utilization Requirements
a) The FBR software shall facilitate data entry by the report writer. Navigational buttons, scrolling
lists, "write-in" text boxes, and pop-up windows shall be available to assist the report writer.
b) Help screens shall be context sensitive and available by mouse or keyboard command. The help
program shall contain a search engine, hypertext links, hierarchical contents, and the ability to
move back and forth through previously viewed help windows.
c) The software shall support multimode input (i.e., touch screen, keyboard, highlight and select,
drag and drop, and pen-drawn text), as well as cut and paste, search and replace, spell checking,
and grammar checking.
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10.7
Compliance with State and National Incident Based Reporting System
The following state (TLETS) and federal (UCR, NIBRS) requirements for data entry and security and
confidentiality:
a) The software shall be compliant with State and National Incident Based Reporting System
requirements for data collection.
b) The software shall not require the entering of information more than once, and shall support the
downloading of CAD-related data into the appropriate report form.
c) Data returned from TLETS or NCIC shall automatically be placed into the active report, as well
as into all reports associated with a particular case number.
d) The FBR system shall provide multilevel security and confidentiality options, including the
authentication of electronic signatures (as applicable), and the ability to "lock" the report from
further editing. The Vendor shall describe how writer authentication is supported.
e) Specific elements of the report may be defined as confidential and may not be included in
printed reports. These elements shall be selectable by the County and easily defined by the
system administrator without Vendor assistance.
10.8
Graphics Capabilities
The software must have an advanced graphics capability, which shall include the following, at a
minimum:
a) Accident, crime scene, or fire ground diagrams that can be drawn to scale.
b) Symbols and icons that are available from a pick-list, and include cars, pedestrians, traffic lights,
and any other object normally associated with an accident diagram, crime scene diagram, or fire
/ rescue and emergency management diagram.
c) Fire-related symbols and icons, including structures, apparatus, etc., which are available from a
pick-list.
d) Ability to capture, store, and manipulate digital photographs / images
Vendors shall describe their tools and applications for providing these features.
10.9
Report Ownership
Users assigned to or initiating a report shall own the report until they complete the report and submit it
for approval. Supervisors reviewing a report cannot make changes in the body of the report, but only
make comments. Once a report is verified, only authorized personnel designated by the Sheriff or
Precinct Constable can make changes in the report.
10.10 Report Printing
Only authorized users with properly equipped vehicles shall be able to print field based reports on the
MDCS system. The printing capabilities described in this section are intended to be server-based
functions.
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The MDCS shall be designed to print either at a locally defined printer or at other County network
printers.
The MDCS shall support the ability to print reports matching the format of the original hard copy
version of the form or report. These graphically-enhanced printouts shall be used to provide
information to agencies or individuals requiring / expecting familiar output (e.g., municipal, state, and
federal courts, insurance companies).
The system shall support the ability of the system administrator to develop controlling parameters for
reports publishing with supervisor overwrite capabilities. In addition, all report printing shall be
logged with the following information: identifying the date and time, the person printing the report,
and the report's recipient. The system must support these minimum report production tracking
functions.
10.11 Leverage GPS / GIS Technology
Data regarding the location of an event, such as street names, commonplace names, and intersections,
shall be selectable from a group or list based on the County’s geofile. The system shall support the
ability to capture of longitude and latitude positional information (if available) and insert the data into
a customer defined specified field and configuration on the report.
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11. CIVIL RECORDS MANAGEMENT SYSTEM (C-RMS)
MODULE FUNCTIONAL REQUIREMENTS
11.1
General Requirements
The Civil Records Management System (C-RMS) shall support the business processes of the various
courts (e.g., district courts, county courts, justice-of-the-peace courts) and the four (4) Precinct
Constable offices in Williamson County, Texas.
The C-RMS shall be a comprehensive relational database storage and retrieval system operating under
an open systems environment, and preferably using a Graphical User Interface (GUI). The C-RMS
shall be structured to operate in an interactive mode so that C-RMS users are able to interact with the
computer in a real-time mode, and transactions that add to or change the database are applied as they
are committed.
Most of the interaction between the user and the computer shall be via pre-formatted, fill-in-the-blank
type data entry and inquiry screen layouts. In cases where pre-printed forms are required to record
specific business process requirements (e.g., writ of execution), the C-RMS screen formats and data
input fields shall match those contained on the forms. Civil case data, constable activities and other
information shall also be available within or through the C-RMS. When C-RMS users retrieve
information, they shall be able to do so easily without regard to the systems or subsystem/s involved.
11.2
Currently Deployed System
The County requires that vendor’s proposed LERMS public safety software submitted in response to
this RFP shall be in production supporting public safety customers of similar size and capacity as
Williamson County for a minimum of twelve months. Williamson County has no desire to be a beta
site for a vendor’s product. Vendors shall ensure that reference account information provided in
response to this RFP complies with this mandatory requirement.
11.3
C-RMS Access to LERMS Features / Functions
The C-RMS system shall be a subsystem / module of the LERMS system. As a subsystem, it shall
have access to subsystems and / or modules that comprise the complete LERMS. This includes, and
is not limited to, master indices (e.g., name, vehicle, property), case management subsystem,
personnel and training subsystem, personnel scheduling subsystem, crime / statistical analysis
subsystem, management information subsystem, COMMSTAT functionality, inventory subsystem,
property / evidence subsystem, vehicle impound subsystem and other subsystems available from /
within the LERMS.
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11.4
Integration with Other Public Safety Systems
The C-RMS must be fully integrated with other systems acquired through this acquisition including:
Law Enforcement Records Management System (LERMS) and Mobile Data Computer System with
Automatic Vehicle Location (MDCS / AVL).
11.5
C-RMS Application Software Functions
It is the intention of the County to purchase primarily “off-the-shelf’ or basic C-RMS software
functionality, requiring the minimum amount of modifications / configurations necessary in order to
support necessary functions and interfaces. However, to ensure that the Vendor’s software meets a
minimum set of functional requirements, this section specifies the minimum functions that must be
supported by the C-RMS software.
With the exception of certain supervisory and systems administration functions, it is expected that all
functions will be available to all C-RMS workstations, provided the user / operator has been assigned
the proper security authorization by the designated system administrator (e.g., access rights).
However, for convenience, the functions shown in the following subsections are listed under the
primary user of the function.
11.6
General C-RMS Functions
The following required functions generally apply to all civil records management system:
User Security Credentials
The C-RMS software shall support a minimum of three (3) discrete user access levels linked to
civilian and sworn classifications: Administrator (civilian and sworn), supervisor (civilian and sworn)
and user (civilian and sworn).
11.6.1
11.6.2 Detailed Audit Trail
The software shall produce an audit trail of all transactions on the system. This audit trail will log the
operator ID, workstation ID, date and time of the transactions, the transaction type (e.g., print, modify,
supplement) and the transaction results (e.g., number of copies, station ID,).
11.6.3 Extensive Use of Tables
The software design shall make extensive use of table driven parameters, allowing easy modification
by the system administrator without the requirement for vendor provided technical support. It shall be
possible to complete these modifications when the system is active.
11.6.4 System Administration
The system shall allow the system administrator to create additional databases, data fields, and
graphical user interface (GUI) formats.
11.6.5 Extensive Search Capability
The software shall provide authorized users with the ability to search virtually all data in / on the CRMS system. Search results shall be displayed as a list of all records matching the search criteria.
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The capability shall exist to select a specific record from the list and view, print or route to an
authorized position / printer.
In order to ensure data integrity and maximize search capabilities, each data field within the C-RMS
shall be validated against predefined tables. The system administrator shall be able to add, modify, or
delete records in the data validation tables. An interactive, easy-to-use tool shall be included in the
system for maintaining the validation tables.
11.6.6 Ad Hoc Data Collection Support
The system shall provide a minimum of five (5) blank data fields for each module / screen that will
allow the County to track data on an ad hoc basis. Each field shall be a minimum of twenty-five (25)
alphanumeric characters and provide a means for data validation.
11.6.7 Link Events / Transactions
The system shall provide the ability to link multiple events / transactions to a single record in the CRMS case through the same reference number (e.g., master case number).
11.6.8 Link Civil / Criminal Case to CFS Events
The system shall provide the ability to link a single master civil or criminal case file to multiple calls
for service incident / event numbers.
11.6.9 Link Civil Case to Multiple Civil / Criminal Cases
The system shall provide the ability to link a single civil case to multiple civil and / or criminal case
numbers.
GEOfile Address Validation
All customer defined address and location data entry fields will be validated against the system’s
common GEOfile. The C-RMS shall use or have access to the same GEOfile as the LERMS and
CAD systems. It will be acceptable to have a copy of the GEOfile resident on one or more servers,
but it will be a copy and not a separate version. The C-RMS system shall not have a separate,
uniquely maintained GEOfile.
11.6.10
11.6.11
Support Constable Office Business Unit Processes
The system must provide the ability to support business unit specific processes unique to the
Constable Offices mission. At minimum, this includes, but is not limited to, the following:




Business processes linked to established procedures, including the calculation of fees
linked to the number of miles driven in executing a court’s order;
Writ of execution computation worksheet;
Automatically determine billing fees linked to a document type and calculate percentage
of fees (as set by state law) to be directed to the appropriate Constable Office;
Business process and operational procedural guidance linked to document type (e.g.,
citation, writ);
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

Automatically generate service process update notices to attorneys of record, plaintiffs and
other parties as designated by the user. Such notices may be batch generated or printed on
demand; and
Support a case management function whereby a supervisor assigns cases to individual
deputy constables and actively monitors progress to closure.
Workflow Management
The C-RMS system shall include support workflow management functionality and link established
workflows to specific Precinct Constable Office business processes. Authorized users and business
process experts with no programming experience shall be able to design and run workflows, increase
transparency, and significantly reduce paperwork by way of the C-RMS workflow management
subsystem. It shall allow authorized users to create forms, design documents, manage roles and users,
designate routing rules, and map fully-functional workflows.
11.6.12
11.7
Import Data from Court Case Management Systems
The C-RMS shall be capable of accepting a daily extract of cases filed from the existing Odyssey and
eDOCS court case management systems and automatically insert each case in the appropriate
subsystem or database: Civil or Juvenile. This extract may be a scheduled automated process or one
initiated by the system administrator of the respective court case management system. Not all
elements listed in Section 110.8 below will automatically populate to the CRMS. The customer
recognizes that some level of data entry will be necessary and will work with the new C-RMS vendor
and TSG and eDOCS in identifying and mapping those elements that are / may be available from both
systems.
The table below lists the court case management systems used by each of the four (4) Justice of the
Peace courts:
JP Court No.
JP Court 1
JP Court 2
JP Court 3
JP Court 4
Current System
eDOCS
eDOCS
TSG AbleTerm (Civil Module
of Legacy WCSO RMS)
eDOCS (See Note 1 below)
Future System
Odyssey (TSG)
Odyssey (TSG)
Odyssey (TSG)
Odyssey (TSG)
NOTE 1:
JP Court 4 may continue use of the eDOCS system at implementation. The County will provide
additional information re: this JP Court at a later date.
11.8
Civil Data Maintenance
The C-RMS shall – at a minimum - provide for the capture of data listed below and the editing
procedures required to maintain (e.g., create, update, modify, delete) and display or print the
information.
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b) Civil Paper
 Cause number assigned by the issuing court
 Precinct Constable Office
 Document Type
 Status (Open or Closed)
 Person Served:
a. Last Name
b. First Name
c. Middle Initial
d. Suffix
 Address:
a. Block number
b. Directional Prefix
c. Street name
d. Street Type
e. Direction Suffix
f. City
g. State
h. Zip Code
i. Phone Number 1
j. Phone Number 2
k. Map Grid Reference
l. Precinct Beat Number (if used)
 Employment:
a. Company Name
b. Block number
c. Directional Prefix
d. Street name
e. Street Type
f. Direction Suffix
g. City
h. State
i. Zip Code
j. Phone 1
k. Phone 2
 Issuing Authority
 Court contact:
a. Name (auto fill phone and email address from list)
b. Phone number
c. Email address
 Origin
 Date Issued
 Time Issued
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
Court Date
Expiry Date (linked to document type)
Plaintiff:
a. Type (Individual, Corporation, Company)
b. Company / Corporation Name
c. Last Name
d. First Name
e. Middle Initial
f. Suffix
Attorney of Record:
a. Name
b. BAR Number
c. Firm Name
d. Address
e. City, State and Zip
f. Phone number
g. Email address
Defendant:
a. Type (Individual, Corporation, Company)
b. Company / Corporation Name
c. Last Name
d. First Name
e. Middle Initial
f. Suffix
Deputy Assigned (employee number, Last Name, First Name, Classification / Rank)
Return to:
a. Plaintiff or Attorney
b. Name / Company Name
c. Address
d. City, State and Zip Code
Return to Issuing Court:
a. Court name and number (e.g., JP, 3)
b. Attention of
c. Address:
i. Block number
ii. Directional Prefix
iii. Street name
iv. Street Type
v. Direction Suffix
vi. City
vii. State
viii. Zip Code
Billing code (currently 5 discrete types)
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Ability to add miscellaneous comments related to service attempts direct into the system
Ability to receive a service attempt update from the CAD system along with any
disposition offered
Disposition field (from field)
11.9
Management Information System
This section includes the general records management and management information system (MIS)
requirements of the C-RMS. The following are functional requirements necessary to produce
specified reports, tables, charts, graphs, and maps that shall apply to all C-RMS subsystems and
modules.
The intended use of the C-RMS and Management Information System (C-RMS / MIS) shall be the
harvesting and analysis of data and statistical information regarding agency- and / or business unit
specific activities.
11.10 Report Generation
The C-RMS shall include a set of report generation tools that provide the following minimum
capabilities:
Report Display / Printing
The C-RMS shall be capable of generating reports for both screen display and printing. All nongraphics reports shall be capable of screen display and printing on a workstation printer or network
printer.
11.10.1
11.10.2
Report Content Menu
Reports shall be menu selectable for content and generation parameters. Reports shall be selectable
by the user to hide or display privacy-related information for public distribution.
11.10.3
Public / Non-Public Case Information
Information that may be released to the public versus a complete case file report shall be selectable by
the user or by default based on the user’s security credentials or classification / rank.
Command Mode Capabilities
The report generator shall also include a command mode providing for the generation of reports using
selectable parameters from any system files or information not shown as menu selections.
11.10.4
Unique Reporting Capability
The report generator shall provide a number of predefined reports tailored to meet the needs of each
Precinct Constable office.
11.10.5
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Distinct Report Personality / Characteristics
The report generator shall support the inclusion of County-specific information in reports, charts,
graphs, and maps produced by the system. This includes, but is not limited to, report header data and
text, County Seal, department logos, etc.
11.10.6
Report Data Available to Other Systems
The report generator shall have the capability of making C-RMS data available for other systems and
PC applications using the Microsoft DDE, OLE, ODBC, ASCII, or comparable standards for dynamic
data exchange. Examples of the types of software that would access the system’s databases through
DDE, ODBC, or other available techniques include Microsoft Access, Excel, Crystal Reports, etc.
11.10.7
11.10.8
Activity Tracking
Reports shall allow tracking of activity by type, location, and temporal factors (e.g., time of day, day
of week).
11.11 Administrative Reports
The C-RMS shall provide basic administrative reports summarizing significant activities and
occurrences handled during the previous reporting period for each individual Precinct Constable
office. The C-RMS shall include comprehensive reporting tools whereby authorized personnel can
create “predefined” reports that can be automatically initiated by time of day, day of week, etc., and
directed to any printer(s) on the C-RMS network. The available reports shall be robust, flexible, and
easily initiated. It shall be easy to change selection criteria and parameters such as starting date and
time, ending date and time, subset of data to be extracted and aggregated, etc. The reports shall
include summarizing and sub-total statistics, as well as list generation.
The County is particularly interested in trend analysis, data aggregation, and other more advanced
reporting functions. In addition to tabular reports, the system shall include the ability to either directly
generate maps, charts and graphs or to generate maps, charts and graphs through easily invoked PC
applications such as Microsoft Excel.
11.12 Activity and Time Card Report
The Precinct Constables are interested in streamlining the process of collecting and reporting daily
officer / deputy activities. Currently, the collection of activity report information in the field is a
manual process. The following discussion represents a potential set of processes by which new
systems could address this issue.
CAD, in combination with the mobile data computer system (MDCS), could help to automate this
process. C-RMS shall be able to store, retrieve, and manipulate (e.g., print, aggregate, analyze)
activity report data. Management desires the ability to assign a weight to different activity types.
Activity Data shall be collected and reportable by:
a) Individual.
b) Type of Call.
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c) Time on call by type of call.
The CAD system shall assist by keeping track of unit activity and downloading the information to
mobile computers for review and submittal by patrol officers. The data shall be stored in the C-RMS
so that management can research specific activities by officer, incident, etc. It shall be possible to
identify who was working a specific shift and their activity during the shift for any user specified time
interval.
Automated activity cards may include the following processes:
a) CAD fills in officer activities that are tracked by CAD.
b) The mobile data computer system captures demographic data, field interview data, type and
duration of stops, etc. automatically as it occurs.
c) Officers manually enter data not populated by CAD.
d) Automated activity cards are electronically submitted at end of each shift with individual data and
cumulative activity totals (e.g., civil process attempts, citations served, traffic stops, arrests, calls
run, calls assisted), as appropriate.
11.13 Exception Reports
The C-RMS reporting system shall allow the setting of user-defined thresholds for given Constable
Office activity identifiers. A daily, weekly, and monthly report governing exceptions that exceed the
thresholds will be produced for each administrator defined division / section, squad, etc. The purpose
of these reports is to notify administrative personnel of sensitive occurrences within their divisions and
sections, and the earmarking of trends that would otherwise go undetected (e.g., arrest report not
entered in LERMS, Civil process served but not turned into Office Clerk).
11.14 Ad Hoc Reports
An extensive “ad hoc” reporting tool shall be provided whereby Williamson County personnel can
create and maintain reports using any / all data fields within the system. This reporting tool shall
provide graphics capabilities for the production of bar charts, graphs, etc., using data from all C-RMS
modules. The system shall include the ability to integrate C-RMS data with CAD information for
analysis and report production.
11.15 Event Analysis / Crime Analysis
The C-RMS shall include an easy-to-use map generation function. System users shall be able to
access desired data, reformat it as necessary (e.g., export, filtering), and produce a map configured to
the Precinct Constable office/s without having to depend on programming or technical personnel or
vendor assistance. Certain maps will be menu selectable with “step-by-step” instructions available to
“walk the user” through the production of the map.
11.16 Map Types
At a minimum, the system shall support either the direct production or, through an easily invoked
third-party mapping tool, the creation of the following general types of maps and geographic analysis:
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Thematic Maps
Maps of geographic boundaries (e.g., response zones, precinct beats, neighborhood watch areas, etc.)
that cover the entire County or geographic subset (e.g., Precinct Commissioner), and that are colorcoded or differentially shaded to reflect the data contained within each boundary. For example, a map
showing the relative crime rate in each precinct beat in the County.
11.16.1
11.16.2
Automatic pin maps
Maps displaying icons or other symbols, the location of specific event occurrences in the County or
geographic sub-area (e.g., Precinct Constable Office). For example, a map showing the location of all
auto thefts that occurred in the Precinct during the last two months.
11.16.3
Spatial data aggregation
The ability to aggregate extracted information into more meaningful statistics. For example, generate
crime rates by beat statistics by aggregating individual crimes occurring in each beat of the County.
11.16.4
Trend analysis / forecasting
The ability to extract recent historical incident occurrences, trend and pattern statistics, and when
possible, to forecast future activity.
NOTE:
The County’s Central GIS database must be used as the foundation for the initial population and
subsequent maintenance of the GEOfile. Any spatially-based reporting must be based upon GEOfile
data consistent with the County’s Central GIS database.
11.17 Narrative Information
The system shall allow unlimited text narrative to be entered for most reports or databases in the
system. Entry of narrative text must include functions such as formatting options, word wrapping,
inserting tables, spell checking, copying, moving, deleting, etc.
11.18 Integration of CAD / Mobile Data Communications with C-RMS
C-RMS applications shall be designed to operate as stand-alone record processing systems and as a
component of an integrated system consisting of the new CAD system and the new MDC system. In
particular, the C-RMS shall be able to support the application of the proposed field based reporting
(FBR) module and the report approval process inherent in such a system.
11.19 CAD Interface
The delivered solution shall support the ability to update an existing civil and / or criminal case from
the field. Update processes may be from a template or other relevant form on the MDC unit, or via a
dispatcher initiated command that includes, at minimum, the activity being executed, the location the
activity is being executed, and the applicable criminal warrant or civil case number.
Once the activity is closed by the dispatcher or by the initiating officer via the MDC unit, relevant
details (e.g., disposition, remarks / comments) shall be made available immediately to the appropriate
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C-RMS modules and subsystems and appended to the appropriate criminal warrant or civil case
number record.
11.20 Walk-In / Court Clerk Reports
The C-RMS module will receive the majority of initial base data from its interface with the current
court case management systems in use by Williamson County (e.g., Odyssey, eDOCS). In some
instances, Precinct Constable work load may be mailed directly to a Precinct Constable office from an
out-of-county or out-of-state jurisdiction. The C-RMS system shall support the ability to manually
enter case details and provide the same functions and capabilities previously listed in the Section 1.6:
Civil Data Maintenance.
11.21 Support for Field Query Functions
The C-RMS system shall be integrated with the CAD and Mobile Data Computer System (MDCS) to
support routine queries from the two (2) systems. The CAD system will forward MDCS queries to
the C-RMS and LERMS as required. At a minimum, support is required for the following types of
queries:
11.21.1
Person Checks
Master files and databases shall be queried to identify any relevant activities in the C-RMS system of
the person being checked. For example, the C-RMS will identify the existence of any outstanding
local warrants (e.g., criminal and civil), recent cases in which the individual was involved, and other
relevant information including that resident in the LERMS system (e.g., citations, field contacts).
11.21.2
Company / Corporation Checks
Master files and databases shall be queried to identify any company and / or corporate information
that may exist in the C-RMS module.
11.22 Cross Reference Capability
The C-RMS subsystem shall have the ability to cross-reference a name to other information linked to
an individual, such as physical addresses, corporation name, company name, Doing-Business-As
(DBA) alias names, personal aliases, date/s of birth, social security numbers, DL numbers and other
information including that resident in the LERMS system (e.g., citations, warrants, field contacts).
11.23 Business Unit Report Processing
The C-RMS shall provide statistical analysis and report generation capabilities to authorized users.
The C-RMS shall provide for user defined temporal reporting (e..g, daily, weekly, monthly, quarterly,
bi-annually and annually), as well as the ability to archive and maintain collected C-RMS data for a
ten (10) year period (minimum). Finally, the C-RMS system shall have access to the previous thirteen
(13) months of data (e.g., current month plus the previous 12 months) for business unit reporting.
11.24 Seized Property
The C-RMS seized property subsystem shall be used to maintain information and records regarding
property seized during the normal course of business operations of the Precinct Constable offices (e.g.,
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writ of execution). The seized property subsystem shall include the ability to create an inventory of all
property seized pursuant to an order of the court. Minimal descriptive information includes case
number, case type, issuing court, type of item/s, item description, suggested retail value, suggested
auction value and other uniquely identifying criteria defined by the customer (e.g., model number,
serial number, OAN). In addition, the seized property subsystem shall support the ability to append
digital photographs, video images, scanned images and other common attachments to a case (e.g.,
letters, documents, PDF files, diagrams).
NOTE:
In some instances, property seized by a Precinct Constable Office is stored in the Williamson County
Sheriff Office property / evidence room. In other instances, property seized by a Precinct Constable
Office is stored in facilities owned or managed by the Precinct Constable Office which seized the
property. Regardless of the location where the seized property is stored, the C-RMS Seized Property
subsystem shall identify the stored location, including room number, bin number, space, or other
uniquely identifying information (e.g., case inventory tag number).
11.25 E-mail and Messaging Functionality
The C-RMS system shall provide the ability to send electronic mail as well as “real-time” messages to
any user, group of users, or any workstation or group of workstations on the system, including CAD
workstations, Mobile Data Computers and other Precinct Constable offices.
11.26 Interactive Voice Response (IVR) System Integration
Though not an immediate requirement, the C-RMS system shall support the ability to interact with an
Interactive Voice Response (IVR) system. The intent of this forward looking requirement is to
substantially automate many now manual tasks completed by the Precinct Constable offices, improve
customer service and increase revenue collection efforts. At a very high level the C-RMS system
shall provide the ability to:
1. Provide information to a caller using a touch tone telephone regarding a civil case or
outstanding traffic warrant via an IVR interface,
2. Allow the customer to search for relevant open case detail information using a number of
search criteria such as case number, DL number or LP number,
3. Provide the customer with information on the total amount of fees / fines due,
4. Provide the customer a number of options to pay assessed fines and fees and, if opted,
5. Allow the customer to immediately pay the required amount using a personal credit card.
The systems – the C-RMS, the host IVR telephone application and credit card processing service
provider - would pass relevant case and payment details between each other. Once the transaction is
approved (or denied) by the credit card processing service, the C-RMS system would be updated with
a transaction number and approval code and, as appropriate, automatically update relevant C-RMS
case details (e.g., update case, apply funds, close case).
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12. FIRE RECORDS MANAGEMENT SYSTEM (FRMS) DATA
CONSOLIDATION
12.1
City / Community Fire Department RMS Systems
Almost all city / community fire departments in Williamson County have a current functioning Fire
Records Management System (FRMS) and almost all are Firehouse. The table below lists the
department and the version of Firehouse (if any or available) used to support operations:
NO
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
Department
Bartlett Volunteer Fire Department
Cedar Park Fire Department
Coupland Volunteer Fire Department
Florence Volunteer Fire Department
Georgetown Fire Department
Granger Volunteer Fire Department
Hutto Volunteer Fire Department
Jarrell Volunteer Fire Department
Jollyville Volunteer Fire Department
Leander Fire Department
Liberty Hill Volunteer Fire Department
Round Rock Fire Department FD
Sam Bass Volunteer Fire Department
Taylor Fire Department
Taylor Volunteer Fire Department
Thrall Volunteer Fire Department
Weir Volunteer Fire Department
Firehouse Version
Information not available
Firehouse
None
Firehouse V 7.3.15
Zoll/Sunpro
Information not available
Firehouse V 7.3.15
Firehouse V 7.3.15
Firehouse V 7.3.9
Firehouse V 7.2.11
Firehouse V 7.3.15
OSSI
Firehouse V 7.3.9
Firehouse V 7.3.15
Information not available
Information not available
Firehouse (purchase pending)
12.2
Independently Purchased and Operated
Each of the listed cities / communities in the table above which have a functioning FRMS purchased
and maintained their systems independently. Information sharing between and among the cities /
communities listed is not supported in the existing FRMS silo environment and, as a result, Countywide statistical information is not easily or readily available. Instead, each city’s / community’s
FRMS would be visited, available data collected and then rekeyed into a suitable format for the
purpose intended.
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12.3
Preferred Solution
Several workshops and meetings have been held with key staff representing the fire departments of
the various cities / communities in Williamson County. Based on available information, along with
input received from key fire department representative staff, the existing Firehouse FRMS software
suite in those cities / communities shall remain in place.
Replacing Firehouse with another FRMS solution would have adverse impacts on users of these
systems including, but not limited to, data migration / conversion costs, retraining personnel and other
factors. The County encourages vendors to offer alternative FRMS systems for those departments that
do not have a FRMS. Data from the existing stand-alone Firehouse FRMS and the new systems
purchased as a result of this project shall be consolidated to a common FRMS relational database
management system. The end-state goal is to harvest and collect data from all (participating) FRMS
systems into a common repository in a useable format (e.g., RDBMS).
12.4
Network Architecture
Williamson County Information Technology Services (ITS) will work with the Vendor and assist the
Vendor in installing the common FRMS database solution referenced above. Based on available
information, the FRMS database solution described will be housed outside the County’s existing IT
environment. Further, the vendor shall identify connectivity requirements, hardware, software and
other factors and concomitant costs and estimated timelines necessary to support this FRMS data
consolidation objective.
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13.
IMPLEMENTATION AND PAYMENT SCHEDULE
13.1
Implementation
The implementation of any system of this size and complexity is a significant undertaking.
Consideration shall be given to the day-to-day operations of the County agencies, which shall not be
disturbed or interrupted.
A carefully planned project schedule and work breakdown structure diagram shall be provided with
the proposal. The project schedule shall be referenced to the projected contract award date The
project schedule and work breakdown structure diagram shall show tasks to be performed by both the
County and the Vendor/Vendor/Contractor.
The project timeline shall include important milestones and logical breakpoints during which the
County and Vendor shall assess the progress to date, and prepare for the next phase.
The timeline should provide as much detail as possible and highlight the following major milestones
for each component of the project:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
r)
s)
t)
Contract award.
Detailed system design.
Ordering of all equipment and software.
Performance of factory staging and testing.
Delivery of all equipment and software.
Integration of data network services.
Performance of site modifications.
Install Host system components.
Install Client components (as required).
Installing all circuit connections.
Data conversion activities.
Establishing all interfaces.
Performance of integration testing and optimization.
Deliver system documentation.
Deliver AS BUILT documentation.
Training.
System acceptance testing.
Ninety (90) day stability test.
Final system acceptance.
Warranty period.
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The first milestone of the project plan shall be contract signing. All other events will be referenced in
number of days from contract signing.
13.2
Time Constraints
Time is of the essence in the performance of this Project. Installation, testing and satisfactory
operation shall be completed in accordance with the agreed upon contract schedule.
13.3
Proposed Payment Schedule
Payments will be made as key milestones are reached, in accordance with the following proposed
schedule:
Milestone
Contract Signed & Executed
Equipment Delivery
Complete CAD Subsystem Test
Complete LERMS Subsystem Test
Complete CRMS Subsystem Test
Complete MDCS Subsystem Test
Complete Infrastructure Subsystem
Test
Completion of MDC Installations
Completion of Training – All
Systems
ATP Completion/ Begin 30Consecutive Day Stability Test
Final System Acceptance
Payment Percentage
10%
10%
10%
5%
5%
10%
10%
10%
5%
10%
15%
13.4
Performance Driven Factors
Williamson County will require the vendor to enter into specific performance driven factors as part of
the contract between the vendor and the County. This includes, but is not limited to, liquidated
damages, withholding a retainage for submitted invoices / milestone payments and securing a
performance / bid bond.
Staff representing the Purchasing, County Auditors, Legal and Business Unit representatives will
work with the vendor to negotiate with the vendor in good faith.
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14.
TRAINING REQUIREMENTS
14.1
General
Training on all system functions will be provided by the Vendor/Contractor prior to commencement
of the reliability test period. Training will include sufficient information and experience to familiarize
communications, public safety, technical support, and maintenance personnel with system features
and operations for their particular assignments. Training will include, at a minimum, hardware
operation, operating system maintenance utilities, and application software features. All training
(unless otherwise negotiated) will take place within Williamson County, TX. In no case will ad-hoc
or demonstration-only training be considered adequate to fulfill the training requirement for any
operational or technical level position.
All training will be performed using document-based training materials. Such documentation, at a
minimum, will include, as appropriate, hardware user manuals, software operational texts, and tutorial
examples. Since the County intends to conduct all subsequent line-level training internally, it shall be
necessary for the Vendor/Contractor to grant the County permission to reproduce any and all training
materials for purposes of training County personnel. To the extent possible, all such training materials
shall be made available to the County in electronic format. All operational tasks to properly operate
and maintain the total system will be included in such training.
The Vendor/Contractor shall submit a resume, a list of training classes, and prior client references that
have been trained by the Vendor/Contractor’s training personnel. The County shall interview the
Vendor/Contractor’s training team, and shall mutually agree on the training package and the
qualifications of the training personnel prior to the development and execution of the training
program.
14.2
CAD, LERMS, FRMS, MDCS, FBR Training
Training tasks for each subsystem shall include, but not be limited to:
a) Applications software features and integration with other applications.
b) Ad-hoc report generation and data query.
c) System parameter definition.
d) User definition and maintenance.
e) Security definition and management.
f) System Operation Recovery.
g) Backup creation and maintenance.
h) Installation and re-location of workstations.
i) Operation and maintenance of printing devices.
j) First level troubleshooting.
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The County will provide acceptable classroom space for training sessions. Any and all instructional
materials, media presentation devices, presentation media, and course instructors will be provided by
the Vendor/Contractor. Student to instructor ratios for any specific training session will be subject to
County approval.
In addition to formalized training programs, the Vendor/Contractor shall list any electronic utilities
that provide an on-line or off-line training environment. The nature of these utilities shall be
presented, along with the content of such courses. These utilities should simulate operational
scenarios using live parametric data wherever possible.
In addition to initial training for specific line level positions, the County will require the
Vendor/Contractor to provide train-the-trainer courses in appropriate areas approved by the County.
14.3
System Operations
Training in CAD, LERMS, MDCS, FBR, and CRMS operations shall include all operating positions.
Such positions shall include call takers/dispatchers, dispatch supervisors, Law and Fire field personnel
/ supervisors, records and court clerks / supervisors, system administrators and managers, and report
analysts. Common functions include system functionality, workstation operation, system login,
electronic messaging, and security procedures.
14.4
Operational Training
The Vendor/Contractor shall provide operational training for users of the respective systems listed in
this RFP including, emergency communications, law enforcement, precinct constable, emergency
medical services, emergency management, technical support and firefighter personnel. Training shall
include system orientation and familiarization that includes discussion and equipment demonstration.
The Vendor/Contractor shall propose a training schedule that correlates to the systems implementation
schedule and order of implementation. The vendor shall include the number of classes and the
schedule, both of which shall be subject to County approval.
14.5
On-Site Dispatch Operator Training
The Vendor/Contractor shall conduct comprehensive classroom operator training in two separate
sessions. For convenience, they are referenced as Session I and Session II in the section that follows:
Session I:
Objective:
Target Audience – Communications Center Personnel
Train communications personnel prior to system implementation.
Training will be conducted in a classroom environment, using training aids and a model / mock-up of
the dispatcher console. Training aids such as videos, system diagrams, training manuals showing
functionality, and a qualified instructor shall be available for these classes. There shall be handouts
available for all attendees. The Vendor/Contractor shall provide five (5) copies each of the Dispatcher
Operator, Call Taker Operator and Supervisor Operator Training manual for future reference and
follow-up training. In addition the Operator Training manuals, an electronic version of each in PDF
(Portable Document Format) shall be made available. Two CD copies shall be supplied.
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Session II:
Objective:
Target Audience – Communications Center Personnel
Training Lab / Hands-on Practical Sessions
Additional training classes shall also be conducted using operational workstation equipment. This
will be conducted in the Communications Center facility. Each trainee shall be certified, by the
instructor, to have a complete understanding and to be experienced and qualified for using the new
systems.
Training shall be conducted on-site during system optimization. The training schedules shall be
arranged and conducted with each student attending sessions in the order listed above. The classes
shall be scheduled to minimize the impact on shift personnel. In addition to the training plan,
materials and handout materials, the County desires video or DVD formatted training that would
instruct a user on the operational functions and features of the CAD and MDCS systems.
Specific minimum position level training shall include:
a) Call takers:
a. Enhanced E9-1-1 ANI/ALI information display and input.
b. Incident creation codes/procedures.
c. Incident status display.
d. Routing recommendation and override.
e. Informational query.
f. Tactical map display.
g. Position routing.
h. Accessing resources / databases.
i. MDCS operation and limitations.
j. Contingency operations.
b) Dispatchers:
a. Radio dispatcher position configuration.
b. Incident status display and select.
c. Unit status display, recommendation, and override.
d. Dispatching resources.
e. Status update.
f. Appending notes, comments.
g. Accessing resources/databases.
h. Performing queries.
i. Tactical map display.
j. Position routing.
k. Contingency operations.
c) Dispatch Supervisors:
a. All of the above call taker and dispatcher functions.
b. Operational parameter maintenance.
c. Supervisor monitor and override functions.
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d. Failure mode recognition and corrections.
e. MDCS operation and limitations.
f. Catch-up / Contingency operations
14.6
Administrative On-Site Training
The Vendor/Contractor shall conduct comprehensive classroom administrative operator training in
two separate sessions.
Session I:
Objective:
Target Audience – Administrative Personnel
Train administrative personnel prior to system implementation.
This will be conducted in a classroom environment, using training aids and a model of the
administrative system workstation. Training aids such as videos, system diagrams, training manuals
showing functionality, and a qualified instructor shall be available for these classes. There shall be
handouts available for all attendees. There shall be five copies of the Administrative Operator
Training manual for future reference and follow-up training. In addition, the Operator’s Training
manual, in electronic version such as PDF (Portable Document Format) shall be made available. Two
CD copies shall be supplied.
Session II:
Objective:
Target Audience – Administrative Personnel
Train administrative personnel on workstation units.
This will be conducted in the specified locations within Williamson County. Each trainee shall be
certified, by the instructor, to have a complete understanding and to be experienced and qualified for
using the new systems.
Training shall be conducted on-site during system installation / optimization. The training schedules
shall be arranged and conducted with each student attending sessions 1 and 2 in that order. The
classes shall be scheduled to minimize the impact on shift personnel. In addition to the training plan,
materials, and handout materials, the County desires video or DVD formatted training that would
instruct a user on the operational functions and features of the CAD, LERMS, FRMS, CRMS and
MDCS systems.
a) System administrators:
a. Security concepts.
b. System features.
c. User definition and maintenance.
d. Monitor functions and reports.
e. Backup procedures.
f. Failure mode procedures.
b) Clerical staff:
a. Records creation and update functions.
b. Report generation.
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14.7
On-Site System User Training (Train-the-Trainer)
The training program for system user personnel shall be provided by the Vendor/Contractor prior to
cutover and final acceptance of the system. Such training shall occur at County facilities, and shall
include, at a minimum, sessions to familiarize personnel with the operation of the systems. The
training program shall specify the amount of classroom training to be provided to all personnel.
Written materials and any audio-visual aids produced by the Vendor/Contractor to provide system
operation training shall be furnished to the County for continuing education purposes. The
Vendor/Contractor shall supply ten (10) additional copies of the training materials for each system /
module for the County’s future training needs. In addition, all training materials shall be provided in
soft copy format with the ability to cut/paste relevant user training in segments deemed appropriate by
Williamson County training and professional development personnel. There shall be no restrictions
on reproduction of any instructional/training material by the County.
The County may choose to videotape training sessions. The videotape would remain the property of
Williamson County and would serve as a future training aid.
The Vendor/Contractor shall supply all equipment required to provide hands-on training. The
Vendor/Contractor shall provide the County with a training plan at least thirty (30) days prior to
commencing the sessions for review and approval by the County. This plan shall outline dates,
duration, subject matter and target audience. All training sessions with the exception of specific and
agreed to training shall be conducted at a facility to be provided by the County and at times designated
by the County.
The Vendor/Contractor’s program shall include training in orientation, management, and operation of
all equipment and applications provided. Vendor/Contractor personnel highly skilled in the course
material shall conduct each session. Resumes will be reviewed prior to accepting the
Vendor/Contractor’s training team.
Topics shall include, but not be limited to:
a) Communications (E911) personnel
1. Enhanced 9-1-1 ANI/ALI information display and input
2. Incident creation codes/procedures
3. Incident status display
4. Unit assignment, status management
5. Informational query (e.g., CAD, TLETS/NLETS, TCIC/NCIC, LERMS)
6. BOLO/APB capabilities/procedures
7. Internal messaging / information access
8. MDCS operation and limitations
b) Records clerk/supervisor:
1. Record approval process
2. Document filing and retrieval
3. Document printing
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c)
d)
e)
f)
4. Archiving
5. State/federal reporting
Courts personnel
1. Informational query
2. Scheduling
3. Database concepts
4. Document filing and retrieval
5. Report generation
6. Document printing
7. Data security
8. Archiving
Field officer/detective:
1. Dispatch operations
2. Inquiry functions
3. Data security
4. Specific investigational maintenance functions
5. Field report generation and approval process
6. MDCS operation and limitations
7. Mobile unit mapping functionality and operation
8. Messaging functionality and operation
9. On-board document access
10. Field equipment operation and safety
Sheriff Office supervisor:
1. Dispatch operations
2. Inquiry functions
3. Activity reporting functions
4. Personnel monitoring and control
5. Personnel scheduling functions
6. Report generation functions
7. Report approval process
8. MDCS operation and limitations
9. Mobile unit mapping functionality and operation
10. Messaging functionality and operation
11. On-board document access
12. Field equipment operation and safety issues
Constable:
1. Dispatch operations
2. Inquiry functions
3. Data security
4. Specific investigational maintenance functions
5. Field report generation and approval process
6. MDCS operation and limitations
7. Mobile unit mapping functionality and operation
8. Messaging functionality and operation
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g)
h)
i)
j)
k)
9. On-board document access
10. Field equipment operation and safety
Constable supervisor:
1. Dispatch operations
2. Inquiry functions
3. Activity reporting functions
4. Personnel monitoring and control
5. Personnel scheduling functions
6. Report generation functions
7. Report approval process
8. MDCS operation and limitations
9. Mobile unit mapping functionality and operation
10. Messaging functionality and operation
11. On-board document access
12. Field equipment operation and safety issues
Investigative supervisor:
1. Activity reporting functions
2. Data analysis reporting functions
3. Records retrieval
Fire field user:
1. Dispatch operations
2. Activity reporting functions
3. Records retrieval
4. Pre-plan access
5. Inspection data retrieval
6. Mobile unit mapping functionality and operation
7. Messaging functionality and operation
8. Mobile unit mapping functionality and operation
9. On-board document access
Fire field inspectors:
1. Activity reporting functions
2. Data analysis reporting functions
3. Records retrieval
4. Inspection data input/retrieval
5. Mobile unit mapping functionality and operation
6. Messaging functionality and operation
7. On-board document access
Emergency medical field user:
1. Dispatch operations
2. Activity reporting functions
3. Records retrieval
4. Pre-plan access
5. Inspection data retrieval
6. Mobile unit mapping functionality and operation
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7. Messaging functionality and operation
8. Mobile unit mapping functionality and operation
9. On-board document access
l) Emergency medical supervisor:
1. Dispatch operations
2. Inquiry functions
3. Activity reporting functions
4. Personnel monitoring and control
5. Personnel scheduling functions
6. Report generation functions
7. Report approval process
8. MDCS operation and limitations
9. Mobile unit mapping functionality and operation
10. Messaging functionality and operation
11. On-board document access
12. Field equipment operation and safety issues
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15.
ACCEPTANCE TESTING / CRITERIA
15.1
General
The following section addresses various processes designed to test, accept and validate performance
of the public safety systems listed in this RFP.
15.2
Functional Acceptance Test
Part of the contract negotiation phase includes the detailed configuration design to determine exact
CAD / LERMS / CRMS / FRMS / MDCS functionality. The functional acceptance test will be
conducted to verify that the systems installed provide the expected functional capabilities in
accordance with the detailed configuration design criteria.
The Vendor/Contractor will be expected to demonstrate to the County that each function and option
operates according to the detailed configuration design documentation. Should any failures be
identified during the test, the Vendor/Contractor will have a reasonable opportunity to correct the
deficiencies, after which a retest may be scheduled.
The County, at its sole discretion, may require a retest of the failed functions, or may elect to require
the Vendor/Contractor to conduct a complete retest. This process will continue until all functions have
passed or it becomes obvious that the system under test will not support one or more functions that it
was designed to accomplish. At this point, the County may negotiate a settlement with the
Vendor/Contractor, or may take other steps as deemed appropriate.
15.3
Throughput Acceptance Test
The Vendor/Contractor shall conduct and pass system throughput performance tests for each major
subsystem purchased (e.g., CAD / LERMS / CRMS / FRMS / MDCS). These tests will verify that the
installed subsystems will meet the expected throughput capability and provide the expected
operational speed and growth potential. The amount of throughput to be tested, both up-link and
down-link, will be based on the average number of transactions experienced by the Communications
Center, combined with the selected Vendor/Contractor's claim for system throughput capability.
The throughput test shall exercise every component of the system.
15.4
Acceptance Test Metrics
The computer system (hardware, software, networking, and all ancillary components) shall support all
CAD activities with a sub-second response time in 95 percent of all transactions. When the system is
loaded with transactions in the maximum busy peak hour, the response time will be under two
seconds 97 percent of the time. This response requirement includes verification of entered addresses
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against the CAD geofile. At no time shall the CAD system response time exceed ten seconds on any
transaction.
For clarity, a transaction is defined as the initial query by the user and the resulting return of requested
information to the user or the executed action / command and the intended end-state of that action or
command (e.g., arrived, dispatched).
All inquiries for non-CAD systems will be determined by the type of inquiry. The computer system
(hardware, software, and all other components) shall support all non-CAD activities with a transaction
response time not greater than ten seconds. Notwithstanding, 95 percent of all transactions shall be
completed within two seconds.
The Vendor/Contractor may be required to execute and provide a standard benchmark test based on
peak load characteristics with a transaction rate corresponding to the system loading information
presented elsewhere in this document. Administrative workstations shall not adversely affect
transaction response time in the Dispatch Center. In addition, the County will conduct peak
performance testing for a period of three (3) hours – at minimum - under peak loads to ensure these
requirements are met and to determine the maximum number of transactions per second (TPS) at
which the system fails to meet the two-second CAD response time requirement.
Response time is defined as the time between the depression of the last keystroke or pointing device
activation (e.g., click) and the appearance on the workstation/terminal of the last character of the initial
response (e.g., first page, pop-up window, etc.). Vendor shall describe how their solution meets the
above response time and how they intend to measure response time if different than described herein.
The County reserves the right to review and approve the methods used to measure response time.
For the purpose of clarity, a transaction is defined as a user query (e.g., name check) and the resulting
completion of that query to the user (e.g., return of requested information). Vendor shall describe how
their solution meets the above transaction definition. The County reserves the right to review and
approve the definition of a transaction as proposed by the Vendor.
15.5
Acceptance Test Failures
Should any failures be identified during the performance test, the Vendor/Contractor will have a
reasonable opportunity to correct the deficiencies, after which a retest may be scheduled. The County,
at its discretion, may require a retest of the failed functions or may elect to require a complete retest.
This process will continue until all functions have passed or the system fails to provide the
functionality required by the County. At this point, the County may negotiate a settlement with the
Vendor/Contractor or take other steps as deemed appropriate. Vendors shall provide details in their
proposal(s) on how acceptance tests are typically conducted. Final agreement on all test
procedures will be accomplished during contract negotiations.
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System throughput testing will last for a minimum of one hour and involve sufficient transactions to
validate the capabilities of the CAD / LERMS / CRMS / FRMS / MDCS systems. All subsystems,
including E9-1-1, TLETS / NCIC, messaging, etc., will be exercised during this test.
15.6
Reliability Acceptance Test
The County will test the installed systems to ensure that they meet the Vendor/Contractor's claims for
reliability or the County's own minimum standards for reliability, whichever is greater. The reliability
test will last a minimum of 90 days and be conducted against two standards, one for each of the
following:
a) Hardware and related equipment.
b) Software.
Hardware and related equipment provided by the Vendor/Contractor will be expected to perform at a
99.999-percent level of reliability, with a maximum of two periods of down time resulting from
hardware or related equipment failures.
Software will be tested during the same time period. A maximum of two (2) software component
failures will be permitted during the 90-day testing period. Should the same software component fail
more than once during the test, the Vendor/Contractor shall replace the software component. The
repair/maintenance procedures in effect during the test will be the same repair/maintenance
procedures that will be in effect during normal system operation after final system acceptance.
Under no circumstances should it take longer than two (2) hours to return the system to full service
using swap-out procedures. If at any time spares are unavailable when needed, the test will be
considered a failure. Any corrective redesign necessary to meet reliability requirements is the
responsibility of the Vendor/Contractor, and shall be accomplished without cost to the County.
In the event of a failure during any part of the test, testing shall be restarted completely. Should it
become obvious to County officials that the test will never be successfully completed (after a
minimum of three executions), the County may take action as specified above.
The Vendor shall provide details in their response on their recommended acceptance testing plan (e.g.
duration, process, failure definition, etc). Final system testing procedures will be mutually agreed
upon and the terms and conditions of such final system testing procedures shall be set forth in the
contract prior to system testing.
Vendor shall assume a continuous monthly scheduled system usage of 720 hours (24 hours per day,
seven days per week).
15.7
Installation Drawings, Maintenance Manuals and Technical Area Plan
The Vendor/Contractor shall furnish three (3) sets of "as built" drawings and maintenance manuals for
each site where work is performed within 30 days after completion of installation. Each piece of
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electrical equipment installed in the building shall be provided with a maintenance manual that depicts
circuit diagrams, as well as proper unit assembly and installation. All drawings and maintenance
manuals shall include all modifications and revisions made to the original drawings, and completely
reflect the final layout and configuration of all installed hardware.
The Vendor/Contractor shall provide computer file copies of equipment layout and system block
diagrams. Diagram files shall be provided in AutoCAD or Visio file format.
The Vendor/Contractor shall provide a Technical Area Plan (TAP) detailing manufacturers name plate
loading information for each piece of equipment installed in the common equipment room,
telecommunications (telecom) room, and other supporting facilities. At minimum, the Vendor’s TAP
plan shall include location (e.g., room, office), position (e.g., call taker 1), voltage, amperage, and
device (e.g., monitor, power supply, MDCS server, etc).
This and all other system documentation shall be delivered to the County's Project Manager.
15.8
Documentation/Maintenance Technical Information
For each type of equipment supplied, the Vendor/Contractor shall provide an electronic copy and two
(2) complete printed sets of maintenance manuals and technical documentation. All documentation
shall be delivered to the County's Project Manager.
These manuals and documentation shall include all circuits, connections, and modifications, including
wiring pertaining to all equipment, and the interface supplied. The manuals, support drawings, wiring
diagrams, point-to-point wiring diagrams with color coding, and applicable circuit schematics shall be
precisely and finely detailed and shall contain a complete and accurate replacement parts list. Each
manual shall also contain a complete logic block plan chart and a logic print of all interconnected
states, special panels with associated wiring, and all applicable test points.
The logic prints and charts shall accurately portray directional continuity of signal paths, keying paths,
and interconnection of individual modules and adapters, including pertinent variations from the
manufacturer's "standard" product. The logic prints and charts shall be organized and drawn with swift
and efficient troubleshooting foremost in mind. All superfluous sections not pertaining to maintenance
or operation of this equipment shall be deleted from the maintenance manual. Loose wire ends,
unused terminals, or "tied back" wire ends shall also be designated.
All software provided shall be accompanied by technical documentation to include, but not
necessarily limited to, program descriptions, data flow diagrams, file structures, data dictionaries, user
manuals, training guides, language references, and screen forms. As updates to the software are
installed, the updated documentation shall also be received.
These requirements apply to all equipment and software supplied and to all modifications to existing
equipment and software performed under the contract. Where such manuals are distributed by vendors
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other than the Vendor/Contractor, the cost of subscription update service (in the name of the County)
shall be included in the maintenance pricing.
15.9
Technical Documentation Required as Part of Proposal Submission
The vendor shall supply the following documentation:
a) A statement of compliance consisting of a listing for each section of the technical
specification, indicating compliance, exceptions, or comments relating to the functional and /
or technical requirements of that particular section.
b) Complete system technical and operational description.
c) A detailed plan proposing how the changeover to the new system will be undertaken with a
minimum amount of disruption to existing operations.
d) Standard catalog sheets for each item of equipment.
e) Itemized equipment list for the configuration submitted.
f) Description of special components.
g) Completed pricing worksheets.
h) Placing drawings and specifications.
The Vendor/Contractor shall maintain a copy of all drawings and specifications on the work in good
order, which shall be available to the County and/or its agent and their representatives. These include,
but are not limited to, as installed and as built site equipment layouts, detailed cabling diagrams, and
dedicated electrical and communications outlets, plug, and jack configurations.
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16.
WARRANTY AND SYSTEM MAINTENANCE
16.1
General
The following requirements apply only to equipment, software, and services which are provided by
the Vendor/Contractor, or fall within any contracted scope of work.
16.2
Warranty
The Vendor shall warrant that all equipment/services within its scope of work shall conform to the
proposed specifications and/or all warranties as stated in the Uniform Commercial Code and be free
from all defects in material, workmanship, and title.
The Vendor shall warrant that all equipment and installation conforms to the specifications provided
within this RFP, or the manufacturer's published specifications, whichever is most stringent, and that it
shall be free from defects in materials, functionality, and workmanship for a to-be-defined from the
date of acceptance. Interim periods between the manufacturer's warranty and the date of acceptance
will be the Vendor/Contractor's responsibility.
Vendor shall warrant and guarantee further that the equipment furnished hereunder is of good
workmanship and materials and that the same is properly designed, operable, and equipped for the
proposed use by the County, and is in strict conformity with the detailed RFP except as agreed upon
within the contract documents.
The Vendor shall warrant that all Vendor/Contractor-furnished software is fully operational, efficient,
and free from defect. The Vendor will be responsible for correcting all malfunctioning software in a
timely manner, at no additional cost to the County, for the life of the system, as long as a software
maintenance agreement is in force.
Warranty on any additional system hardware or software purchased after acceptance of the initial
system will be for not less than twelve (12) months after the date the hardware or software is accepted
and placed in service.
Vendor shall provide a copy of provisions and terms of the proposed warranty in compliance with
applicable state and local codes. A description of available warranty options shall be included in the
proposal. The Vendor shall be the single point of contact for all warranty claims.
Warranty repairs on all furnished equipment and systems shall be made at no cost to the County for
parts or labor from the date of final system acceptance. The Vendor shall be responsible for any
shipping costs incurred to send components to manufacturers for repair or replacement. The County
reserves the right to closely monitor and observe warranty repair service.
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During the warranty period, the Vendor shall maintain adequate staff and spare parts inventory, both
located within the Williamson County area, to ensure prompt warranty service. Response during the
warranty period shall be the same as that listed for "Maintenance.”
Warranty service shall be provided on the same basis as stated herein. The Vendor shall describe in
the proposal how system and equipment maintenance and repair will be handled during the warranty
period. During the warranty period, the Vendor shall respond to all repair calls or notices of system
malfunction at no additional cost to the County. Warranty service shall be on a 24-hour per day, 365day per year basis.
The Vendor shall have qualified technicians available to respond to major system malfunctions within
two (2) hours and to minor system malfunctions within four (4) hours during the warranty period. A
major system malfunction is defined as one in which the entire system is out of service or in which
system functionality is degraded to the point that the system is not substantially providing the level of
coverage or usage required. A minor system malfunction is defined as one in which some system
features are inoperative, not rendering the entire system unusable or significantly degraded. The
County reserves the right to decide whether a system malfunction is classified as major or minor.
Acceptance of the work of the Vendor upon completion of the project shall not preclude the County
from requiring strict compliance with the contract, in that the Vendor shall complete or correct upon
discovery any faulty, incomplete, or incorrect work not discovered at the time of acceptance. The
warranty period specified above shall not void or limit this requirement for little used features or
functions.
Offered units shall conform to all National Fire Prevention Association requirements for all
equipment, specifically NFPA standards 101, 1221, 1561 and 1600. Such evidence shall be required
of the Vendor prior to award of contract.
Any Vendor costs for first-year warranty of any system hardware or software component covered
under the above warranty requirements shall be included within the basic system proposal price. The
County shall pay no maintenance costs to any vendor or Vendor prior to final acceptance of the
system.
Except as otherwise agreed to by County, the warranty terms and/or conditions of any resulting
contract shall not conflict with the terms and conditions set forth in this RFP unless the
Vendor’s proposed warranty terms and/or conditions are, in County’s sole opinion, more
beneficial to County. Furthermore, the County will not agree to any limitations of warranties
or disclaimers of representations that conflict with the terms of this RFP or that otherwise
would not be beneficial to the interests of the County.
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16.3
Follow-On Maintenance After Warranty Period
The Vendor shall include in their proposal a price for the follow-on maintenance described herein.
The proposal price shall be for a five-year maintenance period starting after system acceptance.
16.4
Hardware
The Vendor will be required to provide system and equipment maintenance support to the County
during and after expiration of the warranty period. The County will require a response time of no
more than two hours for a "Major" failure of the system and no more than four hours for a "Minor"
failure of the system.
The Vendor shall provide the following minimum information about its various maintenance plans for
each of the following system components:
a)
b)
c)
d)
CPU, memory, and controller devices.
Storage and backup subsystems.
Communications devices and control devices.
All ancillary equipment required for efficient system operation.
The Vendor shall describe the scope of maintenance coverage and types of programs available to the
County, and include all cost information in the proposal.
The Vendor shall specify the Preventive Maintenance (PM) schedule and estimate the amount of nonscheduled maintenance (e.g., system down-time) for each component of the proposed system.
Maintenance will be performed according to the plan selected by the County.
The Vendor shall specify the minimum and maximum time required to respond to calls for nonscheduled maintenance 24 hours per day, seven days per week, and the location(s) from which such
maintenance will be provided.
The Vendor shall specify the number of maintenance personnel to be located in the County, and the
extent to which they will be available to support the County installation.
The Vendor shall describe the policy for expediting repair of equipment that has been inoperative for
eight hours, 24 hours, and longer than 24 hours.
16.5
Maintenance of Vendor/Contractor Furnished Software
The County requires that the Vendor maintain all Vendor-furnished software in a reliable operating
condition, and incorporate the latest software changes applicable to the installed system. The Vendor
shall describe the nature of its software maintenance coverage and program for maintaining reliable,
efficient, and current software.
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The maintenance contract pricing shall include providing and installing any system software patches,
upgrades, enhancements, etc., developed by the software manufacturer during the maintenance
contract period.
16.6
Down Time Credits
If any component of the system malfunctions, resulting in total loss of system operation or
significantly degraded functionality, the Vendor shall provide a credit to the County as specified
below:
HOURS IN EXCESS OF
RESPONSE TIME
ALLOWANCE
DOWN TIME HOURS
1ST HOUR
2ND HOUR
3RD HOUR
4TH HOUR
5TH HOUR
6TH HOUR
7TH HOUR
8TH HOUR
9TH HOUR
EACH ADDITIONAL HOUR
DOWN TIME CREDIT
MAJOR OUTAGE
$0.00
$0.00
$75.00
$100.00
$125.00
$150.00
$175.00
$200.00
$225.00
$250.00
MINOR OUTAGE
$0.00
$0.00
$0.00
$0.00
$30.00
$40.00
$60.00
$80.00
$100.00
$120.00
Down time credits will be computed in increments of one-tenth hour, and will be deducted from the
next regularly scheduled maintenance payment. Down time and response time credits will not be
duplicated for the same hour, and will not apply during the warranty period. For purposes of this
section and the following section, a “Major Outage” is defined as one in which the entire system is out
of service or in which system functionality is degraded to the point that the system is not substantially
providing the level of coverage or usage required. A “Minor Outage” is defined as one in which some
system features are inoperative, not rendering the entire system unusable or significantly degraded.
The County reserves the right to decide whether an outage or malfunction is classified as major or
minor.
16.7
Response Time Credits
The Vendor will be required to provide system and equipment/software maintenance support that
includes parts and labor with a response time of no more than two hours for a "Major" failure of the
system and no more than four hours for a "Minor" failure of the system. The response for backbone
items will be seven days per week, 24 hours per day.
HOURS IN EXCESS OF
RESPONSE TIME
ALLOWANCE
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DOWN TIME HOURS
1ST HOUR
2ND HOUR
3RD HOUR
4TH HOUR
5TH HOUR
6TH HOUR
7TH HOUR
8TH HOUR
9TH HOUR
EACH ADDITIONAL HOUR
MAJOR OUTAGE
$0.00
$0.00
$75.00
$100.00
$125.00
$150.00
$175.00
$200.00
$225.00
$250.00
MINOR OUTAGE
$0.00
$0.00
$0.00
$0.00
$30.00
$40.00
$60.00
$80.00
$100.00
$120.00
16.8
Continuation of Maintenance
In the event that the manufacture and sale of any component of the system is discontinued by the
original equipment manufacturer, the Vendor/Contractor shall agree to provide continuous
maintenance coverage, if desired by the County, for up to five years from the date the County is
notified of the cessation of manufacture of the equipment. Maintenance contract payments for
additional years will be made by the County on a monthly basis.
16.9
Service Under Warranty
If it becomes necessary for the County to contract with another vendor for warranty repairs, due to
inability or failure of the Vendor to perform such repairs, the Vendor shall reimburse the County for
all invoices for labor, materials required, and the shipping/handling costs thereof, to perform such
repairs, within 30 days from presentation of such County invoices. This shall only occur after the
Vendor has been given written notice, reasonable time, and fair opportunity to respond and correct the
problem. The cost limitation for such repairs shall not exceed the parts and labor replacement price of
the repair.
16.10 System Maintenance, Repair, and Service Facilities
The Vendor shall be responsible for preventative and remedial maintenance of the system for a period
of one year following acceptance of the system by the County. Maintenance shall include parts and
labor. MDCs and portable devices will be delivered to the local service facility, which will preferably
be located within the County.
Each Vendor shall state in its system proposal the name, location, and capabilities of the service
facility, which will provide any or all of the installation, service, and maintenance, both initial and
continuing. Vendor shall also include a description of the service facilities, the size and qualifications
of its staff, the number of years in business, and a list of customers (with names and telephone
numbers) who operate systems of similar size and complexity for whom installation and maintenance
services are performed. This information is required to demonstrate to the County that local service
facilities are capable of installing, optimizing, and maintaining the proposed system.
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16.11 System Availability
The importance of a well-defined maintenance program for the public safety systems described herein
cannot be overstated. Successful system operation depends on consistent, comprehensive routine
maintenance backed by expedient remedial action in response to fixed equipment failures. The
Vendor’s proposal shall define a preventative maintenance program that ensures, to the extent
possible, failure free operation for a period of not less than ten (10) years, barring sabotage or natural
disasters. The system availability shall be in accordance with other sections of this document.
a) A sufficient supply of spare parts shall be maintained to allow immediate restoration of
operation of the system infrastructure. In the event that these parts are consumed, replacement
stock shall be available via emergency request and air freight within 24 hours of the equipment
failure.
Failure to ship essential parts within 24 hours shall result in a penalty of $2,500 per day for
major outages, and $500 per day for minor outages, until the system is restored. Penalty
fees shall be assessed against the maintenance contract payments.
b) Vendors shall recommend a list of essential spare parts to be maintained by the County to
ensure rapid restoration of systems operations in the event of component failure/s. In addition to
parts, proposals shall include a list of recommended test equipment required to maintain the
proposed system. An itemized price list shall be provided for both the recommended parts
inventory and the recommended test equipment.
Stocking of spare parts shall remain the responsibility of the local maintenance provider,
who will need parts on hand to avoid any of the above penalties.
c) Maintenance shall include keeping all system and equipment software up to date. At the end of
the warranty/maintenance service, all software shall be of the latest version, release, and service
release that applies to the equipment provided.
d) Five (5) complete sets of programming software, cables, and required interface devices shall be
provided for each model of software programmable equipment included in the system. Vendor
shall provide a complete list, including model number and price, for each piece of software and
equipment required to program the new equipment.
Any penalties incurred during the warranty period shall be based on the rates for the first
year of maintenance following the warranty period, and will be deducted from the first
year of maintenance, or billed to the Vendor/Contractor if no maintenance agreement is
purchased.
16.12 Maintenance Manuals
a) The successful Vendor shall supply two complete sets of total system maintenance manuals,
and one set of maintenance manuals for each site for all equipment at each site.
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b) Manuals for OEM hardware shall be provided for each component of the system by the
manufacturer, showing the system layout and architecture and describing the function of each
major item.
c) Any unique wiring configurations or circuit modifications, which are not part of the standard
equipment documentation provided, shall be included in the ring binder. All information as
described in the previous paragraph shall be included, in addition to the theory and method of
operation.
16.13 County Provided Maintenance
The County currently operates its own radio communications shop, which includes a staff of radio
technicians. The County is interested in exploring the possibility of having its radio shop personnel
certified to provide factory authorized warranty repair service for mobile data and portable equipment.
Vendor shall describe the process by which the County's radio shop may become a
manufacturer/factory authorized warranty repair station. The description shall include:
a) A description of the skills and level of training required.
b) A description of courses available to reach this level of training, including length of time and
cost.
Courses shall cover all equipment supplied to the County by the successful Vendor. The technician
training program should include hands-on instruction on the actual system, as it is being installed and
optimized.
The technician training courses shall cover, at a minimum, the following topics:
a. Overview of the new system.
b. Block diagram and circuit description.
c. Operational theory of all system components.
d. Principles of digital transmission.
e. Proper operation of system capabilities.
f. System failure modes.
g. System diagnostic alarms.
h. Installation and turn on procedures.
i. Operation of all required test equipment.
j. Alignment and optimization testing procedures.
k. Detailed troubleshooting procedures.
l. Detailed repair procedures.
m. Detailed maintenance procedures.
n. Proper record keeping.
o. Detailed review of system documentation structure, numbering system, and documentation
control process.
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p. Operating, safety, and traffic continuity procedures.
q. Detailed preventative maintenance procedures.
Each of the items above shall be conducted with substantial hands-on involvement, using equipment
provided by the contracted Vendor or third-party suppliers as part of this system.
For all off-site training courses, please list the courses available, the cost of the class, the cost for
additional personnel, and the dates, duration, and locations of each course offered.
As the County may elect to service and maintain infrastructure equipment only, user equipment only,
or both, the description of training requirements should be broken down by equipment model.
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17.
SYSTEM PRICING
17.1
General
It is the County's intent to evaluate and score the proposed pricing submitted with your
proposal. Any discounts, trade-ins, cost incentives, or signing bonuses you intend to extend to
the County shall be contained within your proposal.
17.2
Pricing Format
One of the significant evaluation challenges will be the cost comparison of potentially
dissimilar systems. Rather than require all Vendor to use a common pricing worksheet, the
County has chosen to describe its expectations regarding the composition, general format, and
utilization of each Vendor’s price proposal. The County’s intent is to allow the greatest
flexibility for the Vendor to communicate their specific pricing model, without presupposing a
strict pricing model or pricing architecture. Nevertheless, the County shall require some
structure in order to derive a basis of comparison, and safeguard the ability to calculate costs
(e.g., requirements versus options versus add-ons). The following guidelines shall be
followed by vendors when developing their price proposal:
a) Pricing shall be provided in the order in which systems were presented within this
document (e.g. CAD, MDCS, LERMS, FBR, CRMS, FRMS Data Consolidation
b) Pricing shall be broken down to the least common denominator (e.g., subsystem,
module, unit).
c) Any tier-level pricing shall be thoroughly described.
d) Services shall be clearly described and priced separately from any software and
hardware.
e) Any pricing dependencies shall be clearly described and explained (e.g., pricing for
module A depends on purchase of module B).
f) Clearly delineate between core / required modules versus optional subsystems, as well
as any other subsystem dependencies.
g) Fully disclose and describe any additional costs associated with installation, project
management, training, implementation, acceptance testing, etc.
h) Provide cost information for extended warranty options.
i) Provide pricing information associated with any enhanced training alternatives (e.g.,
CBT-tutorial) and options.
j) Provide approach and pricing methodology associated with any custom interfaces
required.
k) Provide information on vendor’s change control process and out-of-scope
management and pricing.
l) Provide detailed information on vendor’s ongoing software licensing costs and pricing
model.
m) Provide detailed information on vendor’s systems maintenance costs and pricing
model.
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n) Provide detailed information on vendor’s recommended hardware sets and associated
pricing model.
17.3
CAD System Configuration Counts
The table below lists system configurations information for the new CAD system. The
horizontal axis lists positions by type or intended use and the vertical column lists the
Williamson County business unit:
CAD
COMM CTR
MCC
RCV
EMS
FIRE
SHERIFF
CONSTABLE
HAZMAT
CT
5
0
0
0
0
0
0
0
RD
10
8
0
0
0
0
0
0
Supv.
2
0
0
0
0
0
0
0
EMER MGMT
TOTAL
0
5
0
18
0
2
Remote
CAD
Admin
/ QA
Exec
Support
Stations
Training
Lab
4
8
0
0
0
0
0
0
6
0
0
0
0
0
0
1
2 (RD)
0
0
0
0
0
4
0
0
0
0
20
16
50
4
0
6
0
0
0
0
0
0
0
0
12
0
7
0
6
1
91
0
6
17.4
MDCS/AVL System Configuration Counts
The table below lists system configurations information for the new MDCS/AVL system.
The horizontal axis lists positions by type or intended use and the vertical column lists the
Williamson County business unit:
MDCS/AVL
CONSTABLE
SHERIFF
LOCAL PDS
DA OFF
MOT
DA OFFICE
CNTY ATTY
PIO
EMS
FIRE
EMER MGMT
HAZMAT
RCV
TOTAL
Users
65
250
94
0
10
10
10
2
150
170
4
5
2
766
Mobile/AVL
60
300
94
0
10
10
10
2
35
103
4
5
2
629
AVL
Only
Exec
Support
Training
Lab
0
0
0
5
0
0
0
0
5
67
0
0
0
77
4
4
0
0
0
0
0
0
0
0
0
0
0
8
0
20
0
0
0
0
0
0
0
0
0
0
0
20
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17.5
LERMS System Configuration Counts
The table below lists system configurations information for the new LERMS system. The
horizontal axis lists positions by type or intended use and the vertical column lists the
Williamson County business unit:
LERMS
CONSTABLE
SHERIFF
LOCAL PDS
DA OFF
CNTY ATTY
COMM CRT
JP CRTS
CNTY PIO
TOTAL
Users
65
350
25
0
0
0
8
0
448
Fixed
36
125
10
0
0
0
0
0
171
FBR
60
300
25
0
0
0
0
0
385
Exec
Support
Training
Lab
4
4
0
0
0
0
0
0
8
5
20
0
0
0
0
0
0
25
17.6
FRMS System Configuration Counts
The table below lists system configurations information for the FRMS system and related data
consolidation effort. The horizontal axis lists positions by type or intended use and the vertical
column lists the Williamson County business unit:
FRMS
CONSTABLE
SHERIFF
EMS
EMER MGMT
FIRE
TOTAL
Users
0
0
10
4
170
184
Fixed
0
0
35
4
112
151
17.7
ITS Testing/Development System Configuration Counts
The table below lists system and user configuration information for technical development and
support positions for Williamson County Information Technology Services (ITS).
ITS
LERMS
FBR
CAD
MDCS
FRMS
TOTAL
Users
8
4
4
4
4
24
Test/Dev
Lab
4
4
4
4
2
18
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17.8
Sample Pricing Worksheet
The table below illustrates a sample pricing worksheet for all solutions and configurations.
Vendors may submit a different format but must identify major categories by system/module,
major activities in each category, custom interfaces and options listed in this RFP. The
categories and activities listed below are examples and shall not be viewed as exhaustive or
definitive.
Category
Project Management
Detail Design / Documentation
System Installation / Training /
Cutover
Hardware
Options
System Acceptance
Activities
Establish master project schedule
Ongoing maintenance of project schedule
Project meetings / reporting
System design validation
Customer review / approval
Network design validation
Component procurement
Plans development (e.g., implementation,
training, system acceptance, etc)
Price
Data Migration Plan (e.g., migration,
validation)
Software installation
Develop / Load data files
Interfaces
Final Q/A system testing and acceptance
files
Training plan execution
Pre-Cutover system testing / Interface
testing
Cutover
Hardware specifications
Pricing model
Option 1
Option 2, etc
Implement system acceptance plan
Sub Total
1 Year Maintenance After Warranty
TOTAL
5 Year Maintenance After Warranty
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NOTE:
Initial vendor FRMS data consolidation pricing shall assume all sixteen (16) fire departments
participate in the described data collection initiative and should reflect this number. Final
FRMS pricing is dependent on the actual number of participating fire departments.
Williamson County will take responsibility for more accurately defining this value and will
negotiate in good faith with the Vendor, as well as develop an agreed scope of work consistent
with the level of participation and services provided to participating fire departments as a
result.
The County expects to negotiate the final configuration and scope of systems with the
preferred vendor based upon proposal evaluations and Commissioners Court approval.
Consequently, County personnel shall be able to derive the costs associated with configuration
modifications and alternative options. Price proposals shall provide sufficient clarity and
information to accommodate such activities.
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18.
APPENDIX A – Vendor Background/Qualifications
Vendors are required to provide narrative responses to the following questions. Be sure to
provide the necessary documentation for each item listed below (as appropriate).
1. Specify the number of years the vendor has been in the public safety sector software
business.
2. Provide a chronology of the company’s growth, heritage, staff size and ownership
structure.
3. Indicate whether the business is a parent or subsidiary in a group of companies.
4. Has this company or product being proposed ever been purchased by another company
or acquired because of a merger or acquisition?
IF YES:
Provide details regarding the name of the companies involved, specific
products affected and when such merger or acquisition/s took place.
5. What percentage of revenues does this offered system verses other products/services
represent to your company?
6. Provide a brief statement of the company’s background demonstrating longevity and
financial stability.
7. Include the company’s past three (3) years of audited financial statements.
8. Indicate if the company incurred an annual operating loss in the last five (5) years.
9. If vendor is a subsidiary, provide financial statements for parent organization as well as
separate financial statements for the proposing subsidiary.
10. Has the company had a workforce reduction during the past 5 years?
IF YES:
Provide details regarding workforce reductions, percentage or
workforce, areas affected, senior management team changes, etc.
11. Provide details of all past or pending litigation, liens or claims filed against Vendor.
12. Describe the seniority, tenure and background of the senior management team.
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13. Describe how your company measures customer satisfaction for software applications
and customer service and support.
14. Describe internal performance metrics used to quantify key customer support
responsiveness and the visibility of such performance metrics to customers such as:
issues by system, issues resolved on first call, average call duration, average time to
reach issue resolution, etc.
15. Describe the company’s commitment to research and development for the specific
product/s being proposed; include development staff size and percentage of annual
revenue invested in development including the resources devoted to the specific
product/s.
16. Describe the company’s current involvement in contributing to the body of knowledge
to and / or developing applicable standards in support of the Next Generation E911
(NG911) system.
17. For each of the applications being proposed, please provide the following background
information.
a)
b)
c)
d)
Original Development Organization
Date of First Release
Date of Current Release
Current Version in Production
18. If any of the proposed applications were not originally developed by the proposing
vendor, please provide narrative details for the following items:
a) Date of product merger / acquisition
b) Name of the products and organizations involved
c) Description of how integration / interfacing were accomplished (batch vs. real
time, consolidated or separate databases, etc.)
d) References of all customers using proposed applications and interfaces
e) Description of the development technologies used for each product
f) Status of the originating development team resources (retention rate, location)
19. Not all Williamson County assets will be equipped with mobile data communications
and automatic vehicle location (MDC/AVL) technology. Some assets may be equipped
with only AVL. The vendor is required to provide information on AVL products
supported by their systems.
20. The vendor shall provide a document outlining minimum information technology
infrastructure / architecture required to support their systems to support the concept of
operations as described in this RFP. This includes, but is not limited to, servers,
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workstations, racks, redundancy, connectivity, bandwidth, back-up equipment and other
IT requirements.
21. Vendor shall indicate if the company is wholly-based in the United States and identify
the complete mailing address of its corporate headquarters.
22. Vendor shall indicate of the company is a publicly traded company that have permission
to offer its registered securities (stock, bonds, etc.) for sale to the general public,
typically through a stock exchange, or occasionally a company whose stock is traded
over the counter (OTC) via non-exchange quotation services.
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19.
ATTACHMENT B: Vendor Certification Statement
The undersigned hereby certifies on behalf of insert company name here that RFP
_______________ has been read and understood. In submitting its response, insert company
name here represents to Williamson County (hereafter County) that:
1.
2.
3.
4.
5.
6.
7.
8.
9.
It is capable of providing the services as described in the RFP;
The pricing being offered by the Vendor for the services are true and correct;
Agrees, if awarded a contract, to abide by the terms and conditions of the resulting contract;
As of the date of signature below, it is not listed in the prohibited vendors list authorized by
Executive Order #13224, "Blocking Property and Prohibiting Transactions with Persons
Who Commit, Threaten to Commit, or Support Terrorism”, published by the United States
Department of the Treasury, Office of Foreign Assets Control;
Is not suspended or debarred from doing business with the federal government as listed in the
Excluded Parties List System (EPLS) maintained by the General Services Administration;
Under Section 2155.004 and 2155.006, Texas Government Code, the vendor certifies that the
individual or business entity named in this certification is not ineligible to receive a resulting
contract and acknowledges that such contract may be terminated and payment withheld if
this certification is inaccurate;
Has not given, offered to give, nor intends to give at anytime hereafter any economic
opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to
a public servant in connection with the submitted response;
Under Section 2155.004(a), Texas Government Code, the Vendor has not received
compensation for participation in the preparation of specifications for this solicitation; and
Neither they, nor anyone acting for them, have violated the antitrust laws of the United States
or the State of Texas, nor communicated directly or indirectly to any competitor or any other
person engaged in such line of business for the purpose of obtaining an unfair price
advantage.
____________________________________________________________
Signature of Officer or Agent empowered to contractually bind the Vendor
____________________________________________________________
Print Name
____________________________________________________________
Title / Position
_______________________________________
Date
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20.
ATTACHMENT C: GIS Data Model Review Statement
The undersigned hereby certifies on behalf of insert company name here that they have
reviewed the Williamson County Geographic Information Systems (GIS) Data Model. In
signing this GIS Data Model Review Statement, insert company name here represents to
Williamson County that:
1. It has downloaded the appropriate file from the Williamson County Purchasing
Department web site (www.wilco.org) linked to RFP 09WCP817;
2. It understands that the Williamson County GIS Data Model shall be used as the
source for all streets, addresses and administrative boundaries related to this project
and its various systems including CAD, MDC, LERMS and other map-centric or
map-driven applications;
3. It understands that the data representing the GIS Data Model may be formatted on
import of applicable data by the vendor to support discipline specific map-centric or
map-driven applications;
4. It understands that the data structures within the GIS Data Model will not be
reconfigured or reformatted by Williamson County to support the needs of a vendor’s
map-centric or map-driven application; and
5. It agrees, if awarded a contract, to abide by Williamson County’s GIS Data Model
terms and conditions.
____________________________________________________________
Signature of Officer or Agent empowered to contractually bind the Vendor
____________________________________________________________
Print Name
____________________________________________________________
Title / Position
_______________________________________
Date
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23.
ATTACHMENT D: Williamson County Conflict of Interest
Statement
Williamson County Conflict of Interest Statement
I hereby acknowledge that I am aware of the Local Government Code of the State of Texas,
Section 176.006 regarding conflicts of interest and will abide by all provisions as required by
Texas law.
Printed Name of Person Submitting Statement: _______________________________
Name of Company: _______________________________
Signature of person submitting form:
_______________________________
Date: ______________________ _____, 20_____
NOTARY:
Sworn and subscribed before me by:_________________________________________
on _________________________.
(date)
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21.
ATTACHMENT E: RFP Exceptions Worksheet
An RFP Exceptions Worksheet shall be completed by the Vendor when submitting a
complete response to this RFP. If no exceptions are taken by the vendor, the vendor shall
insert the words NO EXCEPTIONS TAKEN on the RFP Exceptions Worksheet. The
vendor is responsible for carefully reviewing each section and subsection of the RFP.
Vendors are cautioned, however, to pay particular attention to the following sections:
Section 1
Section 2
Section 6
Section 7
Section 8
Section 9
Section 10
Section 11
Section 12
Introduction
Terms and Conditions / Response Procedures
Information Technology
Computer Aided Dispatch
Mobile Data Communications
Law Enforcement Records Management
Field Based Reporting Module
Civil Records Module
Fire Records Management System Data Consolidation
The RFP Exceptions Worksheet may be duplicated as many times as necessary to capture
vendor noted exceptions. The worksheet on the following page provides spaces for vendors to
list exceptions. The worksheet template has an area for listing the name of the RFP Section
(e.g., Section 6 or Computer Aided Dispatch), Section number (e.g., 6.4), Section title (e.g.,
User Access Levels), and the language proposed or action recommended by the vendor to
make the language of the “excepted” section more agreeable / acceptable to both parties.
____________________________________________________________
Signature of Officer or Agent empowered to contractually bind the Vendor
____________________________________________________________
Print Name
____________________________________________________________
Title / Position
_______________________________________
Date
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WILLIAMSON COUNTY RFP 09WCP817 - EXCEPTIONS WORKSHEET
RFP Section
Section Number
Section Title
Vendor Proposed Language
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22.
ATTACHMENT F: Williamson County Technology Touch Point Matrix
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