HomeMy WebLinkAboutAshland - Bayfield Consolidated PSAP Board - Agenda - 1/11/2024ASHLAND – BAYFIELD CONSOLIDATED PSAP
BOARD OF DIRECTORS
Board of Directors Meeting
Ron Sztyndor - Vice Chair Larry Fickbohm – Chair
Dan Grady Mark Abeles-Allison
Brian Zupke Tony Williams
*** AGENDA ***
Dear Board Members:
This letter is written to inform you of the Bayfield County Sheriff’s Committee Meeting scheduled for
11:00 a.m. on Thursday, January 11th, at the Ashland County Board Room. This meeting will be held
in-person and remotely. Supervisors and the public will be able to participate in the Meeting in person
or via voice either by using the internet link or phone number below.
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Contact Bayfield County Emergency Management at 715-373-6113 if you have access questions or email
EM@bayfieldcounty.wi.gov if during the meeting.
Any person wishing to attend who, because of a disability, requires special accommodations,
should contact the County Clerk’s office at 715-373-6100, at least 24 hours before the scheduled
meeting time, so appropriate arrangements can be made.
ASHLAND – BAYFIELD CONSOLIDATED PSAP
BOARD OF DIRECTORS
1. Call to Order
2. Public Comment: Limited to 3 minutes per person, 15 minutes maximum.
3. Approval of minutes from the previous meeting
4. Discussion and Possible Action regarding selection of the console furniture vendor proposal.
5. Discussion and Possible Action regarding CAD RFP
6. Discussion and Possible Action regarding the approval of the Heartland Business Systems quote for
the CAD & 9-1-1 systems server upgrade.
7. Reports
a) Project Manager Report
i) Operations Workgroup Report
ii) IT Workgroup Report
iii) GIS Workgroup Report
b) December Budget Report
c) Work Plan for January and February
8. Closed Session: The Board may entertain a motion to move in and out of Closed Session pursuant to
§19.85(1) (c) Considering employment, promotion, compensation, or performance evaluation data of
any public employee over which the governmental body has jurisdiction or exercises responsibility.
Discussion and Possible Action Regarding:
a) Approval of closed session minutes from previous meeting
b) MCP Involvement in the hiring process for the PSAP Director.
c) PSAP Director Interviews
9. Next meeting and agenda items. Proposed, February 8, 2024.
10. Adjournment
ASHLAND – BAYFIELD CONSOLIDATED PSAP
BOARD OF DIRECTORS
Item 4: Console Furniture Proposal:
We received two proposals in response to the Furniture RFP. These proposals were scored on seven
different topics. The Xybix proposal came in with a higher score than the Watson proposal. Additionally,
when these proposals were shared with both counties, the response was overwhelmingly favorable for
the Xybix proposal. Reasons for favoring Xybix included: The structure of the desks being more
accommodating for several hours of shiftwork. The floorplan layout was more conducive to teamwork
and noise reduction. There was adequate storage and additional storage was included in the proposal.
Bayfield County currently has Xybix consoles, and they have maintained quality very well over the last 21
years of 24/7 use with little sign of wear.
Item 5: The CAD RFP is ready for approval. Once approved, it will immediately be sent out to CAD
companies and listed publicly. Input was received by both counties IT, Sheriff’s Office, Jail Staff, dispatch,
as well as the City of Ashland Police Department.
Item 6: This quote came back approximately $120,000 under budget compared to the quote that was
submitted for the PSAP grant. There may still be slight changes to the final total as negotiations are
ongoing, but they will have only a minor effect on the total amount.
Item 7:
Program Manager Update:
All three workgroups have been assigned and two of the three groups have begun meeting regularly. The
operations workgroup is slow to get moving due to low response from personnel who were designated
for the group. A poll was sent out last week to decide the date and time for the first meeting and as of
January 8th, only responses were received and no responses to the email that was sent out had been
received.
FURNITURE RFP SCORECARD
WATSON XYBIX
5 5
3 5
5 4
5 5
5 5
WATSON XYBIX
5 3
5 5
5 5
5 5
5 5
WATSON XYBIX
3 5
4 5
3 5
4 5
WATSON XYBIX
0 5
5 5
3 5
WATSON XYBIX
5 5
5 5
WATSON XYBIX
5 5
5 5
5 5Average Score
Terms & Conditions Watson quote is valid until March 4th, 2023. Xybix quote is valid until February 27th, 2023.
On site visit Watson will do a pre-site visit for 1-2 hours and will be on site for 1 week during installation. Xybix does complimentary and
preparatory pre-installation visits, and will be on site for 10 days during installation.
Average Score
6. Terms & Conditions BASIS FOR SCORE
Average Score
5. Product Viability & History BASIS FOR SCORE
Warranty
Watson - Lifetime warranty on wood and metal parts, cabinets, doors, and screens with a 10-year warranty on electronics
and buy-out parts such as lights, switches, lifting columns, and climate controls. Xybix has a lifetime warranty on parts
manufactured by Xybix with 10-year warranty on electronics and buy-out parts such as lights, switches, etc.
4. Requirements BASIS FOR SCORE
Liability & Certification Documents are valid
Xybix provided a valid Certificate of Liability Insurance, Proof of Performance Summary, and Certificate of Compliance, as
well as the Blanket Waiver of Subrogation, and provided a Health and Safety Design Standards page. Watson did not
provide a Certificate of Liability of Insurance, Proof of Performance Summary, and their Indoor Air Quality certification was
expired as of June 2023.
Vendor Ability to Meet Requirements Both proposals were able to meet the requirements on a timely fashion without delaying the consolidation project.
Functional and Personal Space Consideration
Watson console concept puts the PC cabinets under the desk near the footspace. Reducing available footspace as well
as making it more difficult for PC access. Additionally, at the Watson console, if PC work is necessary, the disptacher is
removed from their station. For Xybix, the dispatcher can continue working while a technician is working with a PC tower. Watson did not account for the pass-through door on the entry/exit wall and has removed most of the record-keeping drawers. While Watson provided larger lockers than Xybix, Xybix, utlized the space more efficiently.
Other Considerations
Xybix includes environmental controls such as fans and lighting as a part of their package. Watson does not include
lighting or storage capacity at each staction beyond tech cabinet and does not provide adequate storage for
confidental records sch as warrants. Watson was asked to revamp their response to include environmental controls and
Average Score
Average Score
3. Project Understanding BASIS FOR SCORE
Overall Comprehension of Project Objectives
The RFP mentions the need for addressing storage and sound as well as an environment that fosters collaboration. Watson did not include any additional storage for the kitchenette or bathroom areas and it did not appear to have adequate storage for record keeping. The Watson floorplan did not address any concerns for noise or for a cohesive working environment. Xybix provided additional storage for the kitchenette and the console layout fosters teamwork while giving enough separation for noise. The Watson desks are 84" and Xybix is 72". The Xybix console has two platforms that raise and lower independently. The Watson console is one platform that raises and lowers as one unit. The Xybix consoles are curved and the Watson consoles are square/rectangular.
References
Organizational Structure Watson provided the entire team with an introduction page. Xybix only provided one project manager contact. The
proposal for Watson included a section on their company structure.
Experience with Similar Projects Watson provided 3 references with floor layout, though it would be beneficial if they were more current than 2017 & 2021. Xybix provided 3 references with current projects as of 2023, as well as 3 testimonial letters. It would more beneficial if Xybix's testomonial letters were more current.
Service Department Watson - 24/7 support via email, they have a business line that is available during business hours. Xybix has a 24/7/365
hotline to a resolution center for any issues.
2. Company Information BASIS FOR SCORE
Timeliness Proposals were received before the deadline.
Completeness Watson does not include Line by Line response. Watson does not include liability insurance information. Watson certification expired in June of 2023, Xybix is valid through December 2023.
Overall Quality & Level of Professionalism Both proposals were professional. Xybix did not include a table of contents for those who printed the document, but
Watson did.
Overall Response
Average Score
CRITERIA CHECKLIST
Scores Available from 1-5. Basis for scoring must be listed with specific examples.
1. Adherence to RFP Instructions BASIS FOR SCORE
WATSON XYBIX
5 5
5 5
0 5
3 5
*Change weights based on company requirements. Total score should = 1.00
WEIGHT WATSON
WEIGHTED
SCORE
XYBIX
WEIGHTED
SCORE
NOTES
0.05 0.23 0.24
0.10 0.50 0.45
0.10 0.35 0.50
0.25 0.63 1.25
0.30 1.50 1.50
0.05 0.25 0.25
0.15 0.50 0.75
1.00 3.95 4.94
7. Fee Summary
Total Score
2. Company Information
3. Project Understanding
4. Requirements
5. Product Viability & History
6. Terms & Conditions
Average Score
CRITERIA SCORES
1. Adherence to RFP Instructions
Purchase Timeline Watson timeline: page 42 Xybix timeline: page 163 (Layout Drawings tab)
Payment Timeline Xybix: 50% upon signing, 40% upon install, 10% at project signoff (page 157 item 17). Watson does not declare a payment structure.
7. Fee Summary BASIS FOR SCORE
Total Cost Watson came in at $101,480.45 (pages 18-21). Xybix came in at $138,635.83. (pages 157-161 item 17)
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ASHLAND – BAYFIELD COUNTY DISPATCH (Wisconsin)
Request for Proposals (RFP)
RFP 2024-18-01
Public Safety Software RFP
Issued: January 11th, 2024
Due Date: March 11, 4pm, 2024
Bayfield County Emergency Management
117 E. 6th Street
Washburn, WI 54891
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RFP COVER SHEET
Issue Date: January 11th, 2024 RFP 2024-18-01
Title: Public Safety Software RFP
Issuer: Bayfield County Emergency Management
117 E. 5th Street
Washburn, WI 54891
Due Date: Proposals will be received until March 11th at 4:00 p.m. CST.
Inquiries: All inquiries for information should be directed to:
Meagan Quaderer, Director
Or
Maria Renz, Assistant
Bayfield County Emergency Management
117 E. 6th Street
P.O. Box 423
Washburn, WI 54891
Office: 715-373-6113
Email: EM@bayfieldcounty.wi.gov
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TABLE OF CONTENTS
1. PURPOSE ........................................................................................................................ 1
2. BACKGROUND ................................................................................................................ 2
2.1 Demographics and Statistics ................................................................................................................... 2
2.2 Agency 1 ................................................................................................................................................... 2
2.3 Agency 2 ................................................................................................................................................... 2
3. SCOPE OF WORK ............................................................................................................ 3
3.1 System Capabilities .................................................................................................................................. 3
3.2 Project Management .............................................................................................................................. 3
3.3 Training ..................................................................................................................................................... 3
3.4 Warranty, Maintenance and Support .................................................................................................... 3
4. PROPOSAL SCHEDULE AND INSTRUCTIONS ................................................................... 4
4.1 Schedule ................................................................................................................................................... 4
4.2 Date Changes ........................................................................................................................................... 4
4.3 Agency Contact: ....................................................................................................................................... 4
4.4 Questions ................................................................................................................................................. 4
4.5 Proposal Submission ............................................................................................................................... 4
4.6 Proposal Format ...................................................................................................................................... 5
4.7 Proposal Document and Organization ................................................................................................... 5
4.8 Attachment A ........................................................................................................................................... 5
4.9 Signatures ................................................................................................................................................. 5
4.10 Oral Presentations and Software Demonstrations ............................................................................... 6
4.11 Evaluation Criteria ................................................................................................................................... 6
5. PROPOSAL CONTENT ..................................................................................................... 7
5.1 Vendor Background ................................................................................................................................. 7
5.2 Vendor References .................................................................................................................................. 7
5.3 System Overview ..................................................................................................................................... 8
5.4 System Requirements ............................................................................................................................. 9
5.5 Implementation .....................................................................................................................................10
5.6 User Licenses .........................................................................................................................................11
5.7 Warranty, Maintenance, and Support .................................................................................................11
6. PROPOSAL TERMS & CONDITIONS ............................................................................... 14
6.1 True and Accurate .................................................................................................................................14
6.2 Incurred Expenses .................................................................................................................................14
6.3 Evaluations of Proposals .......................................................................................................................14
6.4 Qualifications of Vendors ......................................................................................................................14
6.5 Acceptance of Proposal Prices ..............................................................................................................14
6.6 Award of Contract .................................................................................................................................14
7. PRICING ........................................................................................................................ 15
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7.1 Modules & Interfaces ............................................................................................................................15
7.2 Hardware ...............................................................................................................................................15
7.3 Optional Modules & Interfaces ............................................................................................................16
7.4 Pricing Summary ....................................................................................................................................16
1
1. PURPOSE
The purpose of this Request for Proposals (RFP) is to solicit sealed proposals to establish a contract
through competitive negotiation for the purchase of a fully integrated Public Safety Software System
including the following suites:
• Computer-Aided Dispatch (CAD)
• Mobile Data Computing (MDC)
• Records Management System (RMS)
• Jail Management System (JMS)
• Resource Management
This system will be used by the following agencies within Bayfield and Ashland Counties (collectively
referred to as the Agencies):
• Ashland-Bayfield County Dispatch
• Ashland County Sheriff’s Office
• Bayfield County Sheriff’s Office
• City of Ashland Police Department
In 2022, both Ashland and Bayfield County boards made the decision to consolidate their dispatch center
into a joint PSAP which will serve both counties. As part of the consolidation process, the counties applied
and received grant funding from the State of Wisconsin Department of Military Affairs for a new records
management system. Both counties have been sharing a records management system since 2002 and will
continue to do so. This project aims to maintain the current partnership that has already existed between
counties.
2
2. BACKGROUND
2.1 Demographics and Statistics
The following table provides specific information about the agency and community served:
Description Details
Population served 32,247
Number of sworn officers 40
Total number of full-time employees - sworn and non-sworn 105
Maximum number of concurrent users 40
Average number of concurrent users 30
Number of full dispatch stations 8
Total number of dispatchers 20
Number of dispatchers typically on-duty per shift 4
Number of Public Safety Answering Points (PSAP) 1
Number of police agencies dispatched 9
Number of fire agencies dispatched 18
Number of EMS agencies dispatched 16
Number of mobile units 49*
Number of RMS data entry stations 40 *
Total number of employees working at the jail (this number is
included in both the sworn and non-sworn employee counts) 54
Number of jail beds 159
* Licensed for 40 concurrent users. There are many computers which are used to access the
current CAD/RMS system. Additionally, many police departments are using a Citrix connection to
access our current CAD software due to the higher cost per user for using the mobile interface. It is
preferred not to cap the concurrent users due to emergencies.
2.2 Agency 1
Bayfield County
2.3 Agency 2
Ashland County
2.4 Agency 3
Ashland City
3
3. SCOPE OF WORK
3.1 System Capabilities
3.1.1 Mandatory Requirements: Only those Vendors that meet the mandatory requirements
identified in the “Minimum Mandatory Requirements” tab in the “RFP Technical
Specifications” Excel Workbook (Attachment A) will be considered.
3.1.2 Desired Functionality: The software acquired by the Agencies will ideally include all the
functionality identified in the RFP Technical Specifications Excel Workbook (Attachment
A). Vendors who have a majority of these functionalities should respond to this RFP.
Some of these functionalities are more important to the Agencies and will be given
greater weight during the evaluation.
3.1.3 Integrated System: The Agencies are soliciting proposals from qualified vendors to
acquire fully integrated comprehensive software to satisfy all the Public Safety Software
System computing needs from a single vendor. While this is not an absolute
requirement, single‐vendor solutions will be given greater weight.
3.2 Project Management
3.2.1 Provide all project management and implementation services necessary for a successful
and timely project installation.
3.3 Training
3.3.1 Provide user and administrator training for software management. After training is
complete, end-users should be able to operate the system effectively and efficiently.
Although System Administrators are not expected to be experts by the end of training,
they should be highly proficient and know where to find answers to questions.
3.3.2 Training should be available over a month to accommodate rotating personnel
schedules and shifts.
3.4 Warranty, Maintenance and Support
3.4.1 It is critical that the public safety software acquired by the Agencies works as intended
for the duration of a maintenance and support agreement. The Vendor selected should
have the people, processes, and financial resources necessary to provide a dependable
warranty, regularly scheduled software upgrades and releases (Maintenance), and a
dedicated support team capable of resolving customer issues quickly.
4
4. PROPOSAL SCHEDULE AND INSTRUCTIONS
4.1 Schedule
The Agencies will adhere to the following schedule:
Event Date
Vendor questions due
Proposal due
Finalists notified
Final presentations/demonstrations
Anticipated contract award
4.2 Date Changes
All dates past the proposal due date are tentative. The dates are merely projections, and the
Agencies reserve the right to modify this schedule as needed to accommodate the completion of
this RFP process.
4.3 Agency Contact:
All communication regarding this RFP shall be directed to the following agency contact:
Meagan Quaderer, Director
Or
Maria Renz, Assistant
Bayfield County Emergency Management
117 E. 6th Street
P.O. Box 423
Washburn, WI 54891
Office: 715-373-6113
Email: EM@bayfieldcounty.wi.gov
Contact with other agency employees regarding this RFP is prohibited without prior consent.
Vendors that directly contact employees risk elimination.
4.4 Questions
Vendors shall submit any questions in writing by the due date of this proposal. Written
responses, including the questions, will be provided to all participating vendors. Questions may
be emailed to the Agency Contact identified in Section 4.4 above.
4.5 Proposal Submission
Proposals must be submitted according to the following guidelines:
• Submit one (1) electronic copy via email to the agency contact listed above.
• A response to all questions is required.
• Proposals cannot be withdrawn or corrected after submission.
• The agency reserves the right to award the project to the vendor with either the lowest or
the best proposal, in whole or in part.
5
4.6 Proposal Format
Vendors must organize their proposals in the following format:
• RFP Cover Sheet (See page ii)
• Table of Contents
• Executive Summary
• Proposal Document (See Section 5)
• Pricing (See Section 7)
• Attachment A: Technical Specifications
4.7 Proposal Document and Organization
Proposals should be as brief as possible and should not include any unnecessary promotional
material. Proposals that are substantially incomplete or lack key information may be rejected by
the Agencies.
4.8 Attachment A
4.8.1 Minimum Mandatory Requirements
Complete the “Minimum Mandatory Requirements” tab in the “RFP Technical
Specifications” Excel Workbook (Attachment A). If your proposed system does not meet
these mandatory requirements, please describe your alternative. Alternative proposals
will be considered on a case-by-case basis. Please answer all questions as stated.
4.8.2 Functional Specifications
Complete the tables in each of the system “suite” tabs located in the “RFP Technical
Specifications Excel Workbook” (Attachment A). The software acquired by the Agencies
will ideally include all the functionality identified in these tabs. However, Vendors who
have a majority of these functionalities should respond to this RFP. Some of the
functionalities are more important to the Agencies than others are and will be given
greater weight during the evaluation.
Responsive vendors must complete ALL tabs in the Technical Specifications Excel
Workbook, selecting the correct column (Y / N / M) for each requirement. If additional
explanation is required, information may be included in the comments column.
• Y = Yes – The proposed software meets or exceeds the requirement.
• N = No – The proposed software cannot meet the requirement.
• M = Modification – The software must be modified in order to meet the
requirement. Provide estimated costs and proposed delivery date.
Attachment A must be completed and returned in the original Excel format (PDF is not
an acceptable format). Please copy Attachment A on a thumb drive and include with the
printed proposal. You do not need to print Attachment A.
4.9 Signatures
Proposals shall be signed by an authorized representative of the Vendor.
6
4.10 Oral Presentations and Software Demonstrations
Vendors who submit a proposal in response to this RFP may be required to give an oral
presentation and software demonstration to the Agencies. This provides an opportunity for the
Vendor to clarify or elaborate on the proposal. This is a fact-finding and explanation session only
and does not include negotiation. If desired, the Agencies will schedule the time and location of
these presentations. Oral presentations are an option of the Agencies and may or may not be
conducted.
4.11 Evaluation Criteria
The agency will consider the following in its evaluation:
• Proposal response
• Software capabilities
• Vendor References
• Company profile
• Proposed services
• Warranty, maintenance, and support
• Pricing
The awarded contract shall agree to offer the terms and conditions offered herein to other government
agencies who wish to participate in a cooperative purchase program. Participating agencies may include the
purchase and installation, modification, and maintenance for the Contract, but will be responsible for
entering into separate agreements with the Contract and for all payments thereunder.
7
5. PROPOSAL CONTENT
5.1 Vendor Background
5.1.1 Provide the following vendor information:
• Company name
• Address
• City, state, and zip
5.1.2 Provide the following Primary Contact Information for the Vendor:
• Name and title
• Address
• City, state, and zip
• Phone
• Email
5.1.3 State the number of years in business and provide a brief historical overview of the
company, including how many times the company has been sold, merged, or acquired.
5.1.4 Specify how many agencies are currently using the vendor’s public safety software.
5.1.5 Specify how many current public safety agencies have used the vendor’s software for 10
years, 15 years, and 20 years, respectively.
5.1.6 Specify the vendor’s commitment to research and development, in terms of company
focus, staff hours dedicated, and revenue re-invested.
5.1.7 Provide a financial overview of the company.
5.1.8 Describe the vendor’s ability to provide long-term financing options for this project.
• If the vendor can provide financing, describe the preferred method.
5.2 Vendor References
5.2.1 Provide at least three (3) references that are currently using a system similar to the
proposed solution. Two (2) of the three (3) MUST be from Wisconsin and the proposed
system must be in live production for at least two (2) years. Include the following
information:
• Agency name
• Address, city, state, and zip
• Contact name, title, phone number, and email address
• Years using system
• Programs/modules in use
8
5.3 System Overview
5.3.1 Identify the vendor providing each major suite or service in your proposed solution. The
information should reflect any third-party vendors proposed for this project.
Module/Service Vendor
CAD software
RMS software
Corrections software
Mobile software
Mapping software
Project management
Training
Software maintenance and support
5.3.2 Provide a detailed overview of the proposed system. Include a list of all the proposed
modules included in the proposed system and identify if any are priced as Optional. (See
section 7 below.) Include screenshots where applicable.
5.3.3 Do all system modules query a single database? Describe the database structure
including any internal interfaces between proposed modules.
5.3.4 Describe the system’s customization capabilities.
5.3.5 Describe how the agency administrators establish security privileges and permissions
within the system.
5.3.6 Can the system create both preformatted and ad hoc reports? Describe the system’s
reporting capabilities.
5.3.7 Describe the system’s imaging capabilities including how users capture, store, and use
media.
5.3.8 Describe which types of media files can be attached to an individual record (for example,
image, sound, and video files). Can attachments be opened in their native formats?
5.3.9 Describe the proposed system’s link analysis capability to connect all record types
associated with a case.
9
5.4 System Requirements
5.4.1 Describe the system’s minimum networking requirements.
5.4.2 Identify how many servers will be required to operate the proposed system. Describe
the purpose of each proposed server.
5.4.3 Provide the following hardware specifications for EACH server required:
• Number of concurrent users supported
• Operating systems supported
• Number of processors and speed
• Total memory required
• Storage
o Capacity
• Network Adapters
o Number of ports
o Speed
5.4.4 Provide the following recommended specifications for user (non-dispatch) workstations:
• Operating Systems
• Processor
• Memory
• Network card
• Screen resolution (pixels)
• Hard disk space
• Monitor
• Additional applications/software
5.4.5 Provide the following recommended specifications for dispatch workstations:
• Operating Systems
• Processor
• Memory
• Network card
• Screen resolution (pixels)
• Hard disk space
• Monitor
• Additional applications/software
5.4.6 Provide the following recommended specifications for Mobile Laptops:
• Operating Systems
• Processor
• Memory
• Network card
• Screen resolution (pixels)
10
• Hard disk space
• Monitor
• Additional applications/software
5.4.7 Must interface with the following:
• WITraCS
• VINE
• NCIC
• Rip N Run
• Livescan
• Lifecheck
• GuardianOne Plus
• Stellar
• NorthPoint
• MACH
• NIBRS
• UCR
• eDispatches
5.5 Implementation
5.5.1 Describe the typical implementation process for a project of this scope including the
roles of key members of the implementation team.
5.5.2 Provide the resume of the project manager assigned to this opportunity.
5.5.3 Provide a project team organization chart.
5.5.4 Describe the tools employed by the implementation team to collaborate with the
agency regarding project milestones.
5.5.5 Describe the vendor’s training services.
5.5.6 Does the vendor provide a practice database that utilizes the agency’s data? If so,
describe.
5.5.7 Describe any online training courses that are available.
5.5.8 Describe all other training documentation and instructional support available.
11
5.5.9 Describe any instances where the vendor has completed an implementation after the
deadline or exceeded the agreed budget.
5.5.10 Describe any instances where the vendor failed to complete an implementation.
5.5.11 Attach an implementation timeline that outlines specific milestones and deliverables.
5.5.12 Describe how participating agencies will access the system. (VPN, thin client, etc.)
5.5.13 Does your solution support SAML authentication?
5.6 User Licenses
5.6.1 Describe the proposed licensing structure (user, concurrent, site etc.) and the number of
proposed licenses for each proposed component that requires a license. (Add rows as
needed).
Licensed Component
or Module
License Type
(User, Concurrent, Site, etc.)
# of Proposed
Licenses
5.6.2 Specify if there will ever be additional charges for workstation or mobile licenses as the
agency expands and more users are added to the system.
5.6.3 Using agency-defined privileges, specify whether the Agencies will be able to grant
unlimited view-only licenses to outside departments, such as the District Attorney’s
Office, without incurring additional license fees.
5.7 Warranty, Maintenance, and Support
5.7.1 Warranty
A. Identify the length of the warranty.
B. Identify when the warranty begins.
C. Describe if the warranty includes both maintenance and support services.
5.7.2 Maintenance
12
A. State the vendor’s commitment to supporting the proposed system for a minimum
of five years.
• Describe how long the vendor is willing to commit to supporting the proposed
system.
B. If the vendor is (or will be) acquired, describe the vendor’s guarantee of the
system’s continuation.
C. Describe if there are any costs associated with system updates, enhancements, and
bug fixes.
D. For this project, describe the vendor’s anticipated annual maintenance increases for
the proposed system.
E. Describe incentives/savings the vendor offers for pre-paid maintenance for this
project.
F. Describe if there is a clearly defined process for customers to influence product
enhancements.
G. Describe how the Agencies receive new enhancements and releases. Indicate if the
Agencies are required to update their system when a new enhancement is released.
H. When an enhancement becomes available, and an Agency elects to retain a
previous release, define how long the vendor will provide maintenance for the
original release.
I. Identify if the Vendor preserves agency customizations to the system during the
enhancement process free of charge.
5.7.3 Support
A. Describe the account management resources available to the agency.
B. Describe the vendor’s standard support services.
C. For telephone support, provide the following information:
• Does the vendor provide 24-hour support?
13
• What is the vendor’s average time to resolve issues?
D. Describe the vendor’s online educational database resources.
14
6. PROPOSAL TERMS & CONDITIONS
6.1 True and Accurate
By submitting a proposal, Vendors certify that all information provided in response to this RFP is
true and accurate.
6.2 Incurred Expenses
The Agencies will not be liable for any cost incurred by the Vendors in preparing and submitting
proposals or attending oral presentations and software demonstrations.
6.3 Evaluations of Proposals
Proposals shall be evaluated on the basis of those requirements that are set forth in the Request
for Proposals, the Agencies’ policies, procedures, and ordinances. This solicitation is being
procured through competitive negotiation. Price will not control in the awarding of this
procurement.
6.4 Qualifications of Vendors
The Agencies may make such reasonable investigations as deemed proper and necessary to
determine the ability of the Vendor to perform the services/furnish the goods and the Vendor
shall furnish to the Agencies all such information and data for this purpose as may be requested.
The Agencies reserve the right to inspect the Vendor’s physical facilities prior to award to satisfy
questions regarding the Vendor’s capabilities. The Agencies further reserve the right to reject any
proposal if the evidence submitted by, or investigations of, such Vendor fails to satisfy the
Agencies.
6.5 Acceptance of Proposal Prices
Vendor warrants by virtue of proposing that prices, terms, and conditions quoted will be firm for
a period of ninety (90) days from the date of proposal opening, unless otherwise stated by the
Vendor. There is no binding agreement, no contractual relationship, no understanding or mutual
assent until a contract is signed, executed, and exchanged by and between the Vendor and the
Agencies.
6.6 Award of Contract
Selection shall be made of one or more Vendor(s) deemed to be fully qualified and best suited
among all the Vendors on the basis of the evaluation criteria, including price. Negotiations shall
then be conducted with the Vendor(s) selected. Price shall be considered but need not be the
sole determining factor. After negotiations have been conducted, the Agencies shall select the
vendor which, in their opinion, best meets the long term needs of the Agencies, and shall award
the contract to that Vendor. Should the Agencies determine in their sole discretion that only one
Vendor is fully qualified, or that one Vendor is clearly more highly qualified than the others under
consideration, a contract may be negotiated and awarded to that Vendor.
15
7. PRICING
7.1 Modules & Interfaces
Provide the following pricing information for each suite of the proposed solution:
Product Suite Cost
CAD Software $
CAD Services $
Mobile Software $
Mobile Services $
RMS Software $
RMS Services $
Analytics Software $
Analytics Services $
Jail Software $
Jail Services $
Resource Mgmt. Software $
Resource Mgmt. Services $
LEADS and National Queries Interface $
ERS Fire Interface $
Total $
1st Year Maintenance $
2nd Year Maintenance $
Other notes or categories:
7.2 Hardware
Provide pricing information for the hardware included in the proposed solution:
Item Cost
Item 1 $
Item 2 $
Item 3 $
Total $
16
7.3 Optional Modules & Interfaces
Provide pricing information for all optional applications/modules recommended for the proposed
solution:
Module Cost
Civil Process $
Total $
1st Year Maintenance $
2nd Year Maintenance $
7.4 Pricing Summary
Provide a summary of the pricing tables below:
Item Cost
Software Total $
Services Total $
Hardware Total $
Total $
1st Year Maintenance $
2nd Year Maintenance $
Total with Options
1st Yr. Maintenance w/ Options
2nd Yr. Maintenance w/ Options
10-Year Maintenance Cost $
10-Year Maintenance Cost w/Options $
Vendor is required to provide an authorized signature certifying that the submitted bid includes ALL costs
associated with the proposed project.
Name and Title____________________________________________
Signature ________________________________________________
SAN Hosts for Law Enforcement Quote #312287 v4
Prepared For:Prepared By:
Bayfield County Wausau Area Office
Paul Houck
615 2nd Avenue EastWashburn, WI 54891
Chrissy Writz
815 S 24th AveWausau, Wisconsin 54401
P:(715) 373-6319 P:715-598-3294
E:paul.houck@bayfieldcounty.wi.gov E:cwritz@hbs.net
Date Issued:
12.11.2023
Expires:
12.28.2023
Server Hosts Price Qty Ext. Price
Server Hardware
P52499-B21 HPE DL360 Gen11 Rack Mount Configure To Order Server $1,382.45 3 $4,147.35
P49597-B21 Intel Xeon-Gold 5415+ 2.9GHz, 8-Core Processor $1,504.74 6 $9,028.44
P43328-B21 HPE 32GB 2Rx8 PC5-4800B-R Memory Module $344.45 24 $8,266.80
P48895-B21 HPE DL360 G11 8SFF x1 U.3 Tri-Mode Backplane Kit $116.22 3 $348.66
P40502-B21 HPE 480GB SATA MU SFF BC MV Solid State Hard Drive $188.40 6 $1,130.40
P51178-B21 BCM 5719 1Gb 4 Port BASE-T Adapter $88.70 3 $266.10
P47789-B21 HPE MR216i-o Gen11 SPDM Storage Controller $520.82 3 $1,562.46
P26256-B21 BCM 57412 10GbE 2 Port SFP+ OCP3 Adapter $189.52 3 $568.56
P48907-B21 HPE DL3X0 Gen11 1U Standard Fan Kit $140.20 3 $420.60
P54697-B21 HPE DL3X0 Gen11 1U 2P Standard Fan Kit $52.28 3 $156.84
P38995-B21 HPE 800W FS Plat Hot Plug Power Supply Kit $106.18 6 $637.08
BD505A HPE iLO Advanced License $254.14 3 $762.42
P48830-B21 HPE DL360 Gen11 CPU2/OCP2 x8 Enablement Kit $36.16 3 $108.48
P52416-B21 HPE DL360 Gen11 OROC Tri-Mode Cable Kit $153.08 3 $459.24
P48904-B21 HPE DL360 Gen11 1U Standard Heat Sink Kit $40.60 6 $243.60
P52341-B21 HPE DL360 Gen11 Easy Install Rail 3 Kit $45.26 3 $135.78
A0K02A HPE C13 - C14 WW 250V 10Amp 2.0m Jumper Cord $15.00 6 $90.00
J9281D-ENC ENET HP J9281D Compatible 10GBASE-CU SFP+ to SFP+ Active Direct-Attach
Cable Assembly 1M, Lifetime Warranty $33.33 10 $333.30
R7A11AAE HPE GreenLake Compute Opps Management Subscription, 3 Years $534.38 3 $1,603.14
Support - 5 Year
HU4A6A5
R2M
5 Year, HPE Tech Care Essentials Support For iLO Advanced License $39.09 3 $117.27
HU4A6A500DJ 5 Year, Foundation Care Next Business Day Support For HPE DL360 Gen11
Support - 5 Year $4,547.80 3 $13,643.40
Subtotal $44,688.71
Page: 1 of 3Quote #312287 v4
Storage Price Qty Ext. Price
Storage Hardware
R4U28A HPE Alletra 6010 Dual Controller Configure To Order Base Array $10,325.06 1 $10,325.06
Q8C17C HPE Alletra 6000 2x10GbE 4p FIO Adapter Kit $1,843.49 1 $1,843.49
R7S83A HPE Alletra 6000 46TB (12 x 3.84TB) NVMe Flash Carrier FIO Bundle $30,399.36 1 $30,399.36
R9D23A HPE C13 - C14 2m WW PDU FIO Power Cord $15.00 4 $60.00
R9X15A HPE Alletra Tier 1 Storage Array Standard Tracking $0.92 1 $0.92
R7G12A HPE Alletra 6000/H 4 x 800 Watt FIO AC Power Supply Kit $722.92 1 $722.92
Q8G27B HPE Tier 1 Storage OS Default FIO Software $0.91 1 $0.91
Support - 5 Year
S1E76AAE
CTH
5 Year HPE Alletra 6000 Software Subscription + Support $113.62 253 $28,745.86
HU4A6A5
ZUZ
5 Year Tech Care Essentials Service Agreement For HPE Alletra 6000
(2x10GbE 4p Kit)$262.60 1 $262.60
HU4A6A5
ZUE
5 Year Tech Care Essentials Service Agreement For HPE Alletra 6000 (BaseArray)$1,131.82 1 $1,131.82
HU4A6A5
ZV5
5 Year Tech Care Essentials Service Agreement For HPE Alletra 6000 (AF 46TB
3.84 Flash)$4,372.04 1 $4,372.04
Subtotal $79,032.23
Fiber Switch - HP Aruba Option Price Qty Ext. Price
JL658A Aruba 6300M Managed Switch, 24) 1G/10G SFP+ Ports, 4) 1/10/25/50G SFP
Ports $10,831.08 1 $10,831.08
JL085A Aruba X371 12VDC 250W 100-240VAC Power Supply $447.85 1 $447.85
H8A01A5 Z4Z 5 Year Foundation Care Next Business Day Exchange Support For HPE Aruba
6300M 24SFP Support - 5 Year $3,754.80 1 $3,754.80
Subtotal $15,033.73
Services Price Qty Ext. Price
HBS-FF-
PROJECT
Fixed Fee Project
Fixed Fee Project $14,652.00 1 $14,652.00
Subtotal $14,652.00
Non-Returnable/Non-Refundable Language
HPE Note:
Customer understands that all orders for HP Enterprise are final when accepted by HP Enterprise. No cancellations, returns, exchanges or
refunds are allowed.
Page: 2 of 3Quote #312287 v4
Quote Summary Amount
Server Hosts $44,688.71
Storage $79,032.23
Fiber Switch - HP Aruba Option $15,033.73
Services $14,652.00
Subtotal:$153,406.67
Shipping:$250.00
Total:$153,656.67
“This quote may not include applicable sales tax, shipping, handling and/or delivery charges. Final applicable sales tax, shipping, handling and/or delivery charges are calculated and applied at invoice. The above
prices are for hardware/software only, and do not include delivery, setup or installation by Heartland (“HBS”) unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant to a prepaid
HBSFlex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions regarding prices or other information. Prices and configurations aresubject to change without notice. HBS may modify or cancel this quote if the pricing is impacted by a tariff. A 15% restocking fee will be charged on any returned part. Customer is responsible for all costs associatedwith return of product and a $25.00 processing fee. No returns are accepted by HBS without prior written approval. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any additionalterms. Customer may issue a purchase order for administrative purposes only. By providing your “E-Signature,” you acknowledge that your electronic signature is the legal equivalent of your manual signature, andyou warrant that you have express authority to execute this agreement and legally bind your organization to this proposal and all attached documents. Any purchase that the customer makes from HBS is governed byHBS’ Standard Terms and Conditions (“ST&Cs”) located at http://www.hbs.net/standard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to change. When a new order is
placed, the ST&Cs on the above-stated website at that time shall apply. If customer has signed HBS’ ST&Cs version 2020.v1.0 or later, or the parties have executed a current master services agreement, the signed
agreement shall supersede the version on the website. Certain purchases also require customer to be bound by end user terms and conditions. A list of end user terms and conditions related to various manufacturers
and vendors is set forth at https://www.hbs.net/End-User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and conditions, which are incorporated herein by
reference. If customer has questions about whether end user terms and conditions apply to a purchase, customer shall contact HBS. Any order(s) that exceeds the credit limit assigned by HBS shall require upfront
payment from customer in an amount determined by HBS. HBS shall make this determination at the time of the order, unless customer has previously submitted the required onboarding paperwork. In such event,HBS shall make this determination at the time of quoting. QT.2023.v1.0”
Acceptance
Wausau Area Office Bayfield County
Chrissy Writz
Signature / Name Signature / Name Initials
12/11/2023
Date Date
Page: 3 of 3Quote #312287 v4
FY23 PSAP Grant Program - Proposed Modified Budget Detail
Grantee:Bayfield County FOR BUDGET MODIFICATIONS ONLY
Grant number:2023-P140 EHW – Equipment Hardware 872,893.27$
State Funds (84%)Local Match (16%)Total Grant Amount OSR - Other Services 136,854.98$
699,997.20$ 133,332.80$ 833,330.00$ ATR – Advanced Training -$
SW – Software 1,034,312.85$
Total:2,044,061.10$
Category Item Description Price per Unit
Total
Quantity
Required Vendor Quote #New Total Cost
EHW – Equipment Hardware 9-1-1 Call Taking Positions 124,905.22$ 1 Motorola DG061323A 124,905.22$
EHW – Equipment Hardware
EF Johnson Radio Consoles -
Bayfield Site 135,684.00$ 1 DSC-EH001327 (p. 2-4)135,684.00$
EHW – Equipment Hardware Ashland Radio Integration 94,844.00$ 1 DSC-EH001327 (p. 6-7)94,844.00$
EHW – Equipment Hardware
EF Johnson Radio Consoles -
Ashland Site 56,590.00$ 1 DSC-EH001327 (p. 8-9)56,590.00$
EHW – Equipment Hardware Network Cabling & Electric $15,550 1
MCP Implementation
Plan 15,550.00$
We will have a firm
number on this in the
beginning of 2024
OSR - Other Services Temporary Dispatch Relocate 7,440.00$ 1 DSC-EH001327 (p. 7-8)7,440.00$
EHW – Equipment Hardware
Computer Hardware & Peripheral
Equipment (CAD PCs, Mice,
Keyboards, Monitors etc.)16,600.00$ 1 DELL Quote 16,600.00$
SW – Software GIS Mapping*14,265.00$ 1 WTH 14,265.00$
* This may not be
purchased due to the
approval of the FY23
Supplemental Grant
Award.
SW – Software Logging Recorder 48,550.00$ 1 DSC-EH001327 (p. 4-5)48,550.00$
EHW – Equipment Hardware Console Chairs 11,979.46$ 1
Concept Seating
1015434000055189110 11,979.46$
EHW – Equipment Hardware Console Furniture 136,866.75$ 1 Xybix 32691A 136,866.75$ To go out for RFP
SW – Software EMD Software 85,406.85$ 1 PowerPhone 20013 85,406.85$ To go out for RFP
OSR - Other Services MCP Consulting Services 10,000.00$ 1
MCP Contract
DOC092522 10,000.00$
EHW – Equipment Hardware Headset Equipment 4,099.00$ 1 Current Market Price 4,099.00$
OSR - Other Services Project Manager Wages 16,906.98$ 1 2023 Wage Figures 16,906.98$
OSR - Other Services Contingency Funds 77,508.00$ 1
10% of total project
costs 77,508.00$
EHW – Equipment Hardware Server Upgrade 275,774.84$ 1 Heartland Quote 275,774.84$
SW – Software CAD/RMS System 886,091.00$ 1 Motorola Flex Quote 886,091.00$
OSR - Other Services MCP Consulting Services 25,000.00$ 1 MCP Contract 25,000.00$
NOTE: The amounts above should not exceed your Approved Budget amount unless otherwise approved by
OEC staff
Please list out each item separately
Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/
Account Account Description Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year Total
Fund 100 - General
REVENUE
Department 16 - PSAP Consortium (Joint Dispatch)
47325 Ashland Reimbursement for PSAP (Joint Dispatch).00 .00 .00 .00 .00 2,485.39 (2,485.39)+++.00
Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $0.00 $0.00 $0.00 $0.00 $2,485.39 ($2,485.39)+++$0.00
REVENUE TOTALS $0.00 $0.00 $0.00 $0.00 $0.00 $2,485.39 ($2,485.39)+++$0.00
EXPENSE
Department 16 - PSAP Consortium (Joint Dispatch)
50121 Full Time .00 .00 .00 11,104.83 .00 48,162.70 (48,162.70)+++.00
50131 Sick Leave Pay .00 .00 .00 64.50 .00 1,657.90 (1,657.90)+++.00
50132 Vacation Pay .00 .00 .00 .00 .00 843.64 (843.64)+++.00
50135 Overtime .00 .00 .00 1,287.61 .00 3,549.21 (3,549.21)+++.00
50151 Fica/Medicare .00 .00 .00 934.95 .00 3,867.56 (3,867.56)+++.00
50152 Co. Share Retirement .00 .00 .00 847.07 .00 3,686.52 (3,686.52)+++.00
50154 Health Insurance .00 .00 .00 1,625.40 .00 9,454.10 (9,454.10)+++.00
50155 Life Insurance .00 .00 .00 1.10 .00 7.04 (7.04)+++.00
Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $0.00 $0.00 $15,865.46 $0.00 $71,228.67 ($71,228.67)+++$0.00
EXPENSE TOTALS $0.00 $0.00 $0.00 $15,865.46 $0.00 $71,228.67 ($71,228.67)+++$0.00
Fund 100 - General Totals
REVENUE TOTALS .00 .00 .00 .00 .00 2,485.39 (2,485.39)+++.00
EXPENSE TOTALS .00 .00 .00 15,865.46 .00 71,228.67 (71,228.67)+++.00
Fund 100 - General Totals $0.00 $0.00 $0.00 ($15,865.46)$0.00 ($68,743.28)$68,743.28 $0.00
Grand Totals
REVENUE TOTALS .00 .00 .00 .00 .00 2,485.39 (2,485.39)+++.00
EXPENSE TOTALS .00 .00 .00 15,865.46 .00 71,228.67 (71,228.67)+++.00
Grand Totals $0.00 $0.00 $0.00 ($15,865.46)$0.00 ($68,743.28)$68,743.28 $0.00
Run by Paige Terry on 01/05/2024 02:58:49 PM Page 1 of 1
100-16 PSAP Consortium Budget Report
Fiscal Year to Date 12/31/23
Include Rollup Account and Rollup to Account
Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/
Account Account Description Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year Total
Fund 242 - PSAP
REVENUE
Department 16 - PSAP Consortium (Joint Dispatch)
43520 PSAP Grant .00 699,997.00 699,997.00 .00 .00 .00 699,997.00 0 .00
47320 PSAP Reimbursement from Ashland County .00 66,666.00 66,666.00 .00 .00 .00 66,666.00 0 .00
49201 Transfer from Other Funds .00 66,667.00 66,667.00 .00 .00 .00 66,667.00 0 .00
Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $833,330.00 $833,330.00 $0.00 $0.00 $0.00 $833,330.00 0%$0.00
REVENUE TOTALS $0.00 $833,330.00 $833,330.00 $0.00 $0.00 $0.00 $833,330.00 0%$0.00
EXPENSE
Department 01 - County Board
50140 Per Diem .00 .00 .00 (75.00).00 .00 .00 +++.00
50151 Fica/Medicare .00 .00 .00 (5.74).00 .00 .00 +++.00
50332 Mileage .00 .00 .00 (55.02).00 .00 .00 +++.00
Department 01 - County Board Totals $0.00 $0.00 $0.00 ($135.76)$0.00 $0.00 $0.00 +++$0.00
Department 16 - PSAP Consortium (Joint Dispatch)
50290 Contractual Services .00 217,134.00 217,134.00 .00 .00 .00 217,134.00 0 .00
50310 Office Supplies .00 9,835.00 9,835.00 .00 .00 .00 9,835.00 0 .00
50810 Capital Equipment .00 506,690.00 506,690.00 .00 .00 .00 506,690.00 0 .00
50820 Capital Improvements .00 99,671.00 99,671.00 .00 .00 177,444.00 (77,773.00)178 .00
Department 16 - PSAP Consortium (Joint Dispatch) Totals $0.00 $833,330.00 $833,330.00 $0.00 $0.00 $177,444.00 $655,886.00 21%$0.00
EXPENSE TOTALS $0.00 $833,330.00 $833,330.00 ($135.76)$0.00 $177,444.00 $655,886.00 21%$0.00
Fund 242 - PSAP Totals
REVENUE TOTALS .00 833,330.00 833,330.00 .00 .00 .00 833,330.00 0%.00
EXPENSE TOTALS .00 833,330.00 833,330.00 (135.76).00 177,444.00 655,886.00 21%.00
Fund 242 - PSAP Totals $0.00 $0.00 $0.00 $135.76 $0.00 ($177,444.00)$177,444.00 $0.00
Grand Totals
REVENUE TOTALS .00 833,330.00 833,330.00 .00 .00 .00 833,330.00 0%.00
EXPENSE TOTALS .00 833,330.00 833,330.00 (135.76).00 177,444.00 655,886.00 21%.00
Grand Totals $0.00 $0.00 $0.00 $135.76 $0.00 ($177,444.00)$177,444.00 $0.00
Run by Paige Terry on 01/05/2024 03:00:02 PM Page 1 of 1
242 PSAP Consortium Budget Report
Fiscal Year to Date 12/31/23
Include Rollup Account and Rollup to Account