97-22496 RESO
RESOLUTION NO. 97-22496
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
ISSUE A REQUEST FOR PROPOSALS (RFP) NO. 130-96/97, FOR A
COMPLETE HARDWARE AND SOFTWARE SOLUTION THAT PROVIDES
COMPUTER AIDED DISPATCH AND RECORDS MANAGEMENT FOR THE
CITY'S POLICE AND FIRE DEPARTMENTS.
WHEREAS, the current Computer Aided Dispatch and Records Management Systems
for the City's Police and Fire Departments are over ten (10) years old; and
WHEREAS, the current systems are not Year 2000 compliant; and
WHEREAS, the current systems do not have vendor support; and
WHEREAS, it is the intent of the City to utilize the Request For Proposals process to
select a qualified vendor which will be contracted to install a Computer Aided Dispatch and
Records Management Systems for the City's Police and Fire Departments.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize the Administration to issue a Request for Proposals for a
Computer Aided Dispatch and Records Management Systems for the City's Police and Fire
Departments.
PASSED and ADOPTED this 10th day of September, 1997.
ATTEST:
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CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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:D;>~ City Attorney Dat.
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CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
COMMISSION MEMORANDUM NO. .SS7-CfI_
TO:
Mayor Seymour Gelber and
Members of the City Commission
DATE: September 10, 1997
SUBJECT:
A Resolution of th ayor and City Commission of the City of Miami Beach,
Florida, Authorizing the Administration to Issue a Request for Proposals (RFP)
No. 130-96/97, for a Complete Hardware and Software Solution That Provides
Computer Aided Dispatch and Records Management for City Police and Fire.
FROM:
Jose Garcia-Pedrosa
City Manager
ADMINISTRATION RECOMMENDATION
The Administration recommends adopting the attached Resolution authorizing the RFP to be issued.
FUNDING
Funding will be available from the Communications Bond Fund and the Police Proposed Budget for
97/98.
BACKGROUND
The City's Computer Aided Dispatch and Records Management Systems for Police and Fire are over
ten years old. These systems no longer have vendor support, have no source code, and are not year
2000 compliant.
It is critical that the City replace these systems before they start to fail. Attached is an RFP to solicit
proposals from responsible vendors to provide an integrated hardware and software solution for a
Computer Aided Dispatch and Records Management Systems for Police and Fire.
CONCLUSION
The issuance of the RFP will allow the City to select a qualified vendor to provide a hardware and
software solution.
JGP:MDB:P~
Attachment
AGENDA ITEM
DATE
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CITY OF MIAMI BEACH
RFP NO. 130-96/97
REQUEST FOR PROPOSALS FOR
COMPUTER AIDED DISPATCH AND
RECORDS MANAGEMENT FOR CITY POLICE AND FIRE
A PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR 9:30 AM
ON October 8,1997, IN THE First Floor Conference Room at Miami Beach City Hall
PROPOSALS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN 11/3/97 AT 12:00 PM
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE, THIRD FLOOR
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
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TABLE OF CONTENTS
Paie
SECTION I - OVERVIEW AND PROPOSAL PROCEDURES ..................... 3
INTRODUCTIONIBACKGROUND ..................................... 3
OVERVIEW OF THE CITY OF MIAMI BEACH .......................... 4
RFP TIMETABLE . '. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
SECTION IT - SCOPE OF SERVICES ........................................ 12
A. GENERAL REQUIR.EMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
B. CAD SOFTWARE REQUIR.EMENTS ............................... 33
C. POLICE RECORDS MANAGEMENT SYSTEM REQUIR.EMENTS ...... 63
D. FIR.E DEPARTMENT RECORDS MANAGEMENT SySTEM.......... 110
SECTION m - PROPOSAL FORMAT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 125
SECTION IV - EV ALUA TION/SELECTION PROCESS;
CRITERIA FOR EVALUATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
SECTION V - GENERAL PROVISIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
SECTION VI - SPECIAL TERMS AND CONDITIONS ......................... 131
SECTION vn - ATTACHMENTS.......................................... 132
SECTION vm - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
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RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
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SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTIONIBACKGROUND
The City of Miami Beach, herinafter referred to as "The City" is soliciting proposals from
qualified firms in response to this Request For Proposals (RFP) to provide, install, and
support an integrated Records Management System (RMS) and Computer Aided Dispatch
System (CAD). These systems will serve the Police and Fire Departments during normal
and emergency operations in The City. Responses to this RFP are expected to propose
a complete solution that meets all the stated requirements.
The purpose of this document is to present the City's public safety computer technology
requirements to various vendors capable of providing software that will satisfy those
requirements. Whether these requirements are met directly by a single vendor, or are
provided by an integration involving various vendors is a decision that will be determined
by the responses to the RFP. Regardless, the ultimate goal is to document the City's
public safety computer technology needs, seek alternatives, and implement the best
solutions.
This Request for Proposal (RFP) requires:
~ A turnkey system
~ High reliability
~ Future product usability and upgrade ability
~ Operator/user friendliness
~ Hardware configuration, including expansion capabilities
~ Maintainability
~ Long-term useful life
~ Timely implementation
~ Expectation that proposed schedule can be met
~ The capability of the proposed system to meet further growth requirements
and software enhancements without replacement of hardware components.
~ Local support and project management services
~ Expectation that selected vendor(s) will be capable of providing local
support representatives within agreed upon time frames.
The selected contractor/contractors must have demonstrated successful performance on
installations of a nature similar to that requested by this RFP.
This RFP is intended to be functional in nature to allow Proposers to make the best use
of any of their already developed systems and to be creative in their approach to meeting
the RFP requirements. Various companies may wish to combine their talents in responding
to the RFP. However, in these instances, a prime Proposer must be designated that will
be accountable for the entire turnkey system proposal and any contract that may result.
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DATE: 9/11/97
CITY OF MIAMI BEACH
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OVERVIEW OF THE CITY OF MIAMI BEACH
EXISTING POLICE/FIRE CAD SYSTEM:
The Miami Beach Public Safety unit (pSCU) operates the 911 Center. PSCU is a combined
Police and Fire/Rescue Dispatching center located in the Police Department, 4th floor, 1100
Washington A v.
The Communications Center operates 24 hours a day, seven days a week and is comprised
of five primary sections; (1) Complaint desk (Call Taking serving both Police and
Fire/Rescue) which is where the E911, and non-emergency lines are answered, (2) Message
Center, which enters NCIC information, handles tows, and does NCIC checks, (3) Records
Channel, which handles NCIC inquiries and tows, (4)Police Dispatch, (5) Fire/Rescue
Dispatch. In addition, the PSCU has supervisors assigned to each shift to oversee
operations.
PUBLIC SAFETY ANSWERING POINT (CALL TAKING)
Communications Operators (CO's) perform call taking functions for both Police and
Fire/Rescue. The Call-taking system enables the CO's to input information pertaining to
calls for service and route that information to the correct Police and/or Fire Dispatcher based
upon the incident's geographic location. The Call-taking system also enables the CO to
monitor Police and Fire activity.
There are 10 Call Taking positions which will be physically attached to an Automatic Call
Distribution (ACD) System. The City anticipates expanding this to 12 positions in the
future.
POLICE DISPATCH:
The CAD system assists the police dispatcher in tracking available police units, units
assigned to calls, and calls that are waiting to be dispatched. The dispatcher is also provided
access to the same informational files as the Police Call Takers (described above). There are
2 physical police dispatch stations, one of which is the primary dispatcher, active 24 hours
a day. The second dispatch station is used on a temporary basis or when a decision is made
to split the City into two dispatch zones.
OTHER PSCU POSITIONS:
One Records channel person assists officers by handling radio requests for tows, driver's
license and registration checks, wanted checks etc.
One message center person handles all NCIC transactions including entering and removing
information as required by NCIC, verifying NCIC "hits," and dealing with incoming
information from other agencies.
FIREIRESCUE DISPATCH
FirelRescue dispatch operations can be performed at two positions. As with police dispatch,
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one is primary and the other is used either as a backup or during large incidents.
EXISTING CAD SYSTEM ACTIVITY:
Approximately 520 E-911 calls, and 1,000 non-emergency calls per day are received by
PScu.
Approximately 45 calls are sent from Complaint to Fire Dispatch daily. Additional events
are processed by Fire Dispatch which are not initiated from the Complaint System.
The CAD system handles 170,000 police calls for service annually (this includes all CAD
tracked incidents and car stops).
MIAMI BEACH FIRE DEPARTMENT:
The Fire Department is comprised of 4 Fire stations with 200 uniformed firefighters. Its
service area covers 7.5 square miles.
In 1994, the Fire Department responded to approx. 20,000 alarms, approximately 82% of
which were medical calls. The calls for service have increased slightly over the last five
years.
Miami Beach Fire Stations are located at the following addresses:
Station 1 is at 1 051 Jefferson A v.
Station 2 (Main) is at 2300 Pine Tree Dr.
Station 3 is at 5303 Collins Av.
Station 4 is at 6880 Indian Creek Dr.
Although there are no current plans for additional stations, the possibility of an additional
station( s )exists.
FIRE INSPECTIONS:
Volume Information is as follows:
Number of inspections each year: 7,000
Number of plans reviewed each year: 500
Expected Growth: 6% each year.
ARSON INvESTIGATIONS:
The Fire Investigations Bureau investigates on the average 100 suspicious fires each year.
Of these, about 20 will be considered possible arsons and will require further investigation.
Currently, there are 2 investigators and 10 inspectors working in the Fire Prevention Bureau.
MIAMI BEACH POLICE DEPARTMENT
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The Police Department has four facilities: the main police station, the North substation, the
Marine Patrol bldg, and the Strategic Investigations Unit.
The Department has 382 sworn and 165 non-sworn employees.
The Patrol Division has a maximum of 50 and a minimum of 25 Patrol officers in-service
and available for calls at one time. During special events that number could increase to 100.
Specialized units (Detectives, SID etc.) would have a maximum of 70 officers working at
one time.
The Records Unit processes and stores all traffic and crime reports produced by members
of the Department. Offense reports and FI's are entered by the 8 data entry personnel
assigned to this unit. Five other clerical personnel are assigned to the Records Unit. They
research and copy reports and handle general requests from the public and Departmental
personnel for information, reports etc.
REpORTS WRITTEN ANNUALLY:
Incidents
Accidents
Supplements
Arrests
F.I.'s
Citations
35,000
6,500
25,000
16,000
7,000
35,000
OTIlER DOCUMENTS STORED ANNuALLY
Property receipts, Tow slips, miscellaneous other forms/papers etc: 30,000
ANNuAL POLICE CALLS FOR SERVICE: 170,000
CURRENT STORAGE:
Total Disk space used currently for present CAD/RMS: 5 Gig.
Names on file:
Vehides on file:
Property items on file:
300,000
100,000
300,000
Currently, one year ofeAD data is stored on-line: 190,000 incidents
CITY'S NETWORK
The City currently has a Novell (NetWare 4.1) network with 5 servers and 200 work stations.
The City is using the following software and desires interfaces with same where possible.
WordPerfect, Quattro Pro, Lotus CC: Mail, Lotus Organizer, Freelance Graphics, and Page
Maker. It is especially important that the system be able to interface with the CC:Mail.
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B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued 9/15/97
Deadline for receipt of questions 10/1/97
Pre-Proposal Conference
Deadline for receipt of proposals
Committee selects fmalists
Supplier presentations
Site visits
10/8/97
11/3/97
11/24/97
Optional
1/5/98 - 1/26/98
1/27/98 - 2/2/98
Evaluation/selection process
Commission approval to accept rankings
and authorize negotiations
Contract negotiations
Projected contract execution date
Projected contract start date
2/11/97
2/18/98 -3/18/98
3/25/98
4/15/98
c. PROPOSAL SUBMISSION
All proposers are required to complete the response tables found in Section VB
ATTACHMENTS, as follows:
Attachment 1. - Table A. General Requirements
Attachment 2. - Table B. Computer Aided Dispatch
Attachment 3. - Table C. Police Records Management System
Attachment 4. - Table D. Fire Records Management System
Items requiring further explanation or documentation will be referenced with the proposal's
corresponding section and page number in the explanation area of the response table. Failure
to complete these tables will result in rejection of proposal.
An original and 5 copies of complete proposal must be received by 11/3/97 at 12:00 PM and
will be opened on that day at that time. The original and all copies must be submitted to the
Procurement Division in a sealed envelope or container stating on the outside the proposer's
name, address, telephone number, RFP number and title, and proposal due date.
The responsibility for submitting a response to this RFP to the Procurement Division on or
before the stated time and date will be solely and strictly that of the proposer. The City will
in no way be responsible for delays caused by the U.S. Post Office or caused by any other
entity or by any occurrence. Proposals received after the proposal due date and time will not
be accepted and will not be considered.
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D. PRE-PROPOSAL CONFERENCE
A mandatory pre-proposal conference is scheduled on 10/8/97 at 9:30 AM in the first floor
conference room located at Miami Beach City Hall. At this conference proposers will be
given an overview of the project and the City's expectations and will ahve an opportunity
to ask questions about the project.
E. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director at (305) 673-7490. Proposers
are advised that from the date of release of this RFP until award of the contract, no contact
with City personnel related to this RFP is permitted, except as authorized by the contact
person. Any such unauthorized contact may result in the disqualification of the proposer's
submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles will
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this RFP or in any addendum to this RFP. Proposers are required to acknowledge
the number of addenda received as part of their proposals. The proposer should verify
with the Procurement Division prior to submitting a proposal that all addenda have
been received.
F. PROPOSAL GUARANTY
All proposals must be accompanied by a proposal guaranty, payable to the City of Miami
Beach, in the form of a certified check, cashier's check, or proposal bond in the amount of
$1,000. Failure by a proposer to honor its proposal or to submit any required insurance or
performance bond, within the time stated, shall cause the proposal guaranty submitted with
the proposal to be forfeited.
Any proposal which is not accompanied by the required proposal guaranty shall be
considered non-responsive and ineligible for award.
Proposal guaranty will be returned to successful proposer upon approval of any required
insurance certificates or bonds. Guaranties submitted by other than the successful proposer
will be returned after award of contract.
G. MODIFICA TION/WITHDRA W ALS OF PROPOSALS
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A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after the
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless the proposal is withdrawn in
writing prior to the proposal due date or upon expiration of one-hundred twenty calendar
days after the opening of proposals without a contract award. Letters of withdrawal received
after the proposal due date and before said expiration date, and letters of withdrawal received
after contract award will not be considered.
H. RFP POSTPONEMENT/CANCELLATION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in any proposals received as a result of this RFP.
I. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or any
work performed in connection therewith, shall be borne by the proposer(s) and not be
reimbursed by the City.
J. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. All
proposer(s) must register prior to award; failure to register will result in the rejection of the
proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to
request an application.
Registration requires that a business entity complete a vendor application and submit an
annual administrative fee of$20.00. The following documents are required:
1. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
It is the responsibility of the proposer to inform the City concerning any changes, including
new address, telephone number, services, or commodities.
K. EXCEPTIONS TO RFP
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Proposers must clearly indicate any exceptions they wish to take to any of the terms in this
RFP, and outline what alternative is being offered. The City, after completing evaluations,
may accept or reject the exceptions. In cases in which exceptions are rejected, the City may
require the proposer to furnish the services or goods described herein, or negotiate an
acceptable alternative.
L. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to this RFP
will be available for public inspection after opening of proposals, in compliance with
Chapter 286, Florida Statutes, known as the "Government in the Sunshine Law".
M. NEGOTIA TIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City reserves
the right to enter into negotiations with the selected proposer, and if the City and the selected
proposer cannot negotiate a mutually acceptable contract, the City may terminate the
negotiations and begin negotiations with the next selected proposer. This process will
continue until a contract has been executed, or all proposals have been rejected. No proposer
shall have any rights in the subject project or property or against the City arising from such
negotiations.
N. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received
no later than 5 calendar days after contract award by the City Commission. The
Procurement Director will notify the protester of the cost and time necessary for a written
reply, and all costs accruing to an award challenge shall be assumed by the protester. Any
protests received after 5 calendar days from contract award by the City Commission will not
be considered, and the basis or bases for said protest shall be deemed to have been waived
by the protester.
O. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local laws,
ordinances, codes, and regulations that may in any way affect the services offered, including
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform
Guidelines, and all EED regulations and guidelines. Ignorance on the part of the proposer
will in no way relieve it from responsibility for compliance.
P. DEFAULT
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Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made, may result in forfeiture of
that portion of any proposal surety required equal to liquidated damages incurred by the City
thereby, or where surety is not required, such failure may be grounds for removing the
proposer from the City's vendor list.
Q. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. All
proposers must disclose with their proposal the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, child) who is also an employee of the
City of Miami Beach. Further, all proposers must disclose the name of any City employee
who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
proposer or any of its affiliates.
R. PROPOSER'S RESPONSffiILITY
Before submitting proposal, each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of the
contract. No pleas of ignorance of such conditions and requirements resulting from failure
to make such investigations and examinations will relieve the successful proposer from any
obligation to comply with every detail and with all provisions and requirements of the
contract documents, or will be accepted as a basis for any claim whatsoever for any
monetary consideration on the part of the proposer.
S. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally considered
to be an independent contractor and that neither the proposer nor the proposer's employees
and agents shall, under any circumstances, be considered employees or agents of the City.
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SECTION IT - SCOPE OF SERVICES
A. GENERAL REQUIREMENTS
This sub-section deals with software requirements which shall apply to CAD, Fire and Police
Records Management Systems. It is divided into the following parts:
1. 1 Software Characteristics
1.2 System Start-up and Recovery
1.3 Access Control
1.4 Operator Sign-On/Off
1.5 Other Software/system Requirements
1.6 Search/Query Capabilities
1.7 Training
1.8 Manuals
1.9 Interfaces
1.10 Performance
1. 11 General Implementation Requirements
1.12 System Availability
1.13 Ongoing System Performance
1.14 System Warranty
1.15 Service and Maintenance Specifications
1.16 Number of Workstations Required
Each of these is discussed in greater detail in the following paragraphs.
1.1 SOFTWARE CHARACTERISTICS
1.1.1 The CAD system must be fully integrated with the Fire/Rescue RMS and the Police RMS.
1.1.2 All functions common to more than one module and/or subsystem proposed shall use the
same command syntax, function key pattern, and edit criteria.
1.1.3 Modules and/or subsystems shall be consistent in the formatting of common data elements.
For example, ifa date is displayed as MMJDDNYYY in one subsystem, it shall be displayed
the same way in all subsystems.
A. Is your system year 2000 compliant?
1. 1.4 The CAD/RMS/MCU source code must be supplied as part of the operating system and
support software package or held in escrow to be available to the City. Software held in
escrow shall be kept current with software updates implemented by the proposer. The
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applications software design should meet contemporary standards for structure, modularity,
and overall high-quality software engineering.
A. The proposer shall identify the language(s) used to write or maintain the applications
software, and shall specify the compiler( s) licenses provided as part of the system price.
1.1.5 The system must be "user-mendly." The system may use function keys, mouse actions, short
commands, menu selection, fill-in-the-blanks, and/or other similar techniques as appropriate.
However, the system should not require memorization of lengthy command formats,
adherence to rigid and complex syntaxes, and other such techniques characteristic of early
CAD/RMS system designs.
1.1.6 Users shall be able to navigate from any screen within the system to the main menu/screen
or other screens with a single function key and/or other similar one-step technique.
1.1.7 Context sensitive "help" and/or other similar features shall be used to provide assistance and
guidance to novice users, while not impeding speed and efficiency of experienced users. Is
help available down to the field level?
A. As requirements and procedures change, will the system administrator have the
ability to change or create user defined help?
1.1.8 Are error and diagnostic messages in simple, non-technical language, so that the user can
understand the nature and significance of the problem and determine the corrective action
to be taken.
1.1.9 Console position terminals and administrative terminals should all share the same functional
capabilities to the maximum extent feasible, subject to software security controls and
inherent hardware limitations.
1.1.10 A "Print screen" function must be provided to print the current contents of a display screen.
1. 1.11 Will users be able to print any of their displays and be able to direct the printing to a specific
printer?
1.1.12 Standard mouse editing techniques and Gill interface should be made available for all
workstations having this capability.
1.1.13 The system will provide a complete audit trail of user actions as follows:
A. For every entry, the user ill, terminal ill, and entry will be recorded;
B. The system will automatically time/date stamp each transaction when it is submitted,
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and record it along with the transaction record in all appropriate processing and history
files.
1. 1. 14 The proposed software design shall make appropriate use of tables, allowing easy
modification by authorized users without programmer support. The proposer shall describe
each table, how it functions and how it is maintained. Tables in the systems must be
changeable in a real time (without having to re-start the system) mode by non-technical
system users.
1. 1.15 The City of Miami Beach requires a single release version of CAD and RMS software which
can be upgraded to include improved operational functions based on industry trends and
input from current users.
1. 1. 16 The system's current date/time shall be displayed at all times. Will the proposer provide the
ability to synchronize CAD system clock with external components found in a 911 center
(e. g., logging recorder, 911 telephone system, radio system)? Please describe this
capability.
1. 1.17 Software must contain a method of record locking for edit purposes. File locking is
unacceptable.
1.1.18 The system must employ a dual processing capability with mirror images of the application
on line.
1.1.19 The City of Miami Beach requires a system that is both redundant and fault tolerant. Vendor
will be specific as to the amount of time the system will be down, if any, under nonnal
operation circumstances. Vendor muse provide cost estimates for available levels of fault
tolerance, i.e. specify that the system will be capable of restoring in 'x' minutes at a cost of
"y" dollars.
1. 1.20 Software muse allow use of personal computers, both desktop and laptop over physical wires
as well as air frequencies.
1.2 SYSTEM START-UP AND RECOVERY
1.2.1 System start-up must be a simple and efficient procedure initiated at the computer control
terminal resulting in no loss of data.
1.2.2 At least two start-up modes should be provided: "cold" start-up and "wann" start-up. A cold
start-up will be used following an extended system outage and should assume that all status
data and other time-dependent information in the system files are no longer valid. A warm
start-up will be used following a brief outage and should assume that all current file contents
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are still valid.
1.2.3 Will the start-up process ensure recovery at least to the system's state prior to system failure
or shut-down, and provide a mechanism to establish current data for all status data and other
time-dependent information in the system? Describe in detail and include time frames.
1.2.4 System start-up and recovery procedures and software must provide well-defined "catch-up"
provisions to deal with event and unit records affected by system outages, such as:
A. Closure of events initiated in automatic mode and completed in manual mode.
B. Updating of events initiated in automatic mode, interrupted by a system outage, and
still active at the time of recovery to automatic mode.
C. Entry of history data for events initiated and completed in manual mode.
D. Opening of events initiated in manual mode and still active at the time of recovery.
E. Describe how the system flags calls that were caught up after an outage.
1.2.5 The proposer will provide one or more utilities that will permit comprehensive verification
of file structures, pointers, and any other part of the data structure required for proper
operation.
1.2.6 The diagnostics be able to be run while the system is operational and not degrade the
performance of the CAD and RMS systems.
1.3 ACCESS CONTROL
1.3.1 Describe access control by terminal and operator.
1.3.2 The system has an operator control table that lists all authorized operators and the specific
functions each individual operator is authorized to perform.
A. The system shall allow an operator to perform only those functions which the
operator is authorized to perform.
1.3.3 Will an attempt by a user to perform an unauthorized function or access an unauthorized file,
automatically produce a report or other notification, to the Applications Manager, describing
the occurrence, user's ill, specific activity, time and date?
1.3.4 Will designated administrator/supervisory personnel have the capability to create different
levels of security for each individual user? F or instance, can a squad supervisor grant
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authority to subordinate personnel to view event and unit status information?
1.3.5 Security extends to each function: entry, append, update/edit, delete, and view, to each
system module/component, to each screen, and where appropriate to the field level.
1.4 OPERATOR SIGN-ON/OFF
1.4. 1 The CAD system require each operator to sign on to the system prior to operating any
functions of the system. The purpose of the sign-on shall be to control access to critical
system functions, to define the functions to be performed by each terminal and operator, and
for "tagging" each transaction in the history file with, the identification of the operator who
performed the transaction, the date and time performed. Will the sign-on be composed of
a user ill and an encrypted one-way password?
1.4.2 CAD/RMS/MCU users will only be required to sign-on to the system once per shift.
Subsequent sign-an's required by specific external facilities, e.g., Dade County host,
FCICINCIC, NFIRS, Fla. HRS regulations, will be accomplished seamlessly in the
background. Accordingly, the user will not be required to perform any further sign-on
activities during the shift. The sign-off will, therefore, log the user off of any systems to
which he has been signed on during the shift.
1.4.3 The system shall validate the sign-on by reference to the access control tables.
1.4.4 The sign-off command will functionally deny access to the system. Describe sign-off and
sign-on procedures.
1.4.5 The CAD system must provide a means of orderly transition of active events to another
dispatcher when a dispatcher signs off
1.4.6 A sign-on at a terminal already signed-on shall be treated as a sign-off followed by a sign-
on.
1.4.7 Will the system automatically sign-off a terminal after a user-defined predetermined period
of inactivity, based on user type (e.g., dispatcher, officer), and/or terminal type?
1.4.8 A daily report listing all users who failed to sign-off should be generated upon request or
automatically as defined by the user.
1.4.9 The system provide the ability to enter starting and ending mileage at beginning and end of
a shift.
1.4.10 The system will not allow a person who is already signed-on at one location to sign on at a
second different location.
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1.5 OTHERSOFTWARElSYSTEM REQUIREMENTS
1.5.1 The proposer shall provide a comprehensive data dictionary.
1.5.2 The City desires a system that is both redundant and fault tolerant. Proposer will describe
options available with prices attached to each. Proposer will be specific as to the amount of
time the system will be down, if any, under each option (e.g., option #1: system down 1 :00
minute before complete recovery; option 2: system down 5 seconds, etc).
1.5.3 Does the system operate in a true "Microsoft Windows" environment using a graphical users
interface (Gill) with multimedia capabilities.
A. Does it operate on a distributed process client server network? Proposer shall
describe system's operating environment.
B. The system must be capable of interfacin2 with the City's Novell 4.1 network.
Will all workstations on the City's network be able to readily and easily access the
system, subject to user defined restrictions?
C. Is the system compatible with Windows NT?
1.5.4 Can the system be implemented in phases over a period oftime? If so Describe.
1.5.5 Does the system require programming or installation by the City?
1.5.6 The Proposer must provide specifications for all hardware necessary to make the system
perform to the level required by the City.
1.5.7 The proposer will also include a separate price for furnishing and installing all hardware,
equipment, network communications.
1.5.8 The proposer will provide an estimate to the City for conversion of CAD and Records data.
1.5.9 Will the system be able to access information already entered by other departments within
the City (i.e., owner/manager information from the Occupational Licenses Division, mailing
addresses from Water Billing, etc) if it is on the City network?
1.5. 10 Will the Applications Manager be able to modify existing structures without changing the
source code (e.g., add data fields, change length and field type)? Describe.
A. Will the system allow the Applications Manager to re-arrange data entry screens?
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Describe.
1.5.11 Describe the database management system (DBMS) used by this system.
A. Will the City be able to use the DBMS to create a custom database without the use of a
programmer? Describe.
1.5. 12 Based on the proposers past experience and the volume requirements outlined in this
document, the Proposer must recommend a system capable of handling the Police and Fire
Departments' needs for a minimum of the next 7 years.
1.5.13 Describe systems Messaging capabilities between terminals and locations.
1.5. 14 Are function keys clearly labeled with engraved customized key caps with the ability to
change function key definitions?
1.5.15 Describe the system's scrolling capabilities when accessing information that covers several
pages.
1.5. 16 Does the system have a word wrap function in all comment or free text fields for CAD and
RMS?
1.5.17 Does the proposed database support Microsoft's open database connectivity specifications
or other similar standard? Describe.
1.5.18 Does the system use a multi-threaded relational database management system that divides
tasks and processes them in parallel across more than one CPU?
1.5. 19 Describe how your system archives data and the method recommended for accessing the
archived data.
1.5.20 Does the proposed system employ data replication? Describe.
1. 6 SEARCH/QUERY CAPABILITIES
1.6.1 Users will be able to conduct menu driven searches in non-cryptic, plain English statements.
1.6.2 Output of searches can be directed to the screen or printer at user's option.
1.6.3 Searches shall be based on matching attributes in absolute or approximate terms, at user's
option. Approximate means checking for similar attribute values (e.g. find all names that
sound like "Schure").
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1.6.4 Searches/queries should allow for the use of "wild cards" or embedded characters.
1.6.5 Users should be able to save frequently used queries for future use.
1.6.6 Describe the system's import/export capabilities.
1.6.7 CAD and RMS data must be readily retrievable via user-purchased add-on applications
designed to operate under Microsoft Windows. Please describe these applications.
1.6.8 Predefined users (like Police Sergeants or Fire Lieutenants) must be able to monitor unit
status, calls holding etc. from any terminal or MCU without being able to modify CAD data.
1.6.9 Describe scrolling capabilities available when reviewing the return of a query or search.
1.7 TRAINING
The general training approach desired will be training of Agency instructors (train the trainers). The
Contractor's training programs shall be designed and conducted to provide complete familiarization
in applicable system operation for selected Agency management, operational, and technical
personnel.
City desires training in all phases of operation and control for approximately fifty Police and Fire
Communications Unit personnel, 15 data entry personnel, programmers, computer operations
personnel, user training staff and system management personnel. The training plan shall provide for
rotating shift operations.
1.7.1 Police and fire management staff, will be provided training on the general system overview
and interrelationships, general system capability and use, general management analysis
capability, and report generation methods.
1.7.2 Administrative staff will be provided training on general data base structure and design,
general system security features and capabilities, general applications and implementation
plan, general equipment configuration and utilities, and basic end-user processes.
1.7.3 The Information Technology staff training shall include, but not be limited to, the following:
Applications Architecture. - This phase of the instruction shall provide the students with a
general understanding of the function of each module as well as the interaction between
modules and the Operating System. The instructors shall make use of block diagrams to
emphasize characteristics of the architecture.
Detailed Module Analysis. - A detailed discussion of key software modules shall be
provided . to ensure an understanding of the logic flow of the module as well as familiarity
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with the actual code.
Data Structures. - The system data structures and tables shall be described in detail with
emphasis on parameters which are "tunable". The students, upon completion of this section,
shall be capable of modifying tables and parameters for the purpose of system
reconfiguration as needed.
System Installation and Updating. - This module shall detail the methods used by the
Contractor to install the application software after the Operating System distribution
software has been installed and tested on the processors. In addition, the students shall be
trained to install revisions and updates as supplied by the Contractor.
Operating system Discussion. - This instruction module shall provide students with
information about the Operating System which is unique to the applications software
package, specifically, system services, device drivers, library modules, etc., which were
chosen for interprocess communication, I/O, language support, etc. This module shall
include Operating System parameter tuning which is required to accommodate the
applications software.
I. 7.4 Systems operating staff will be provided training on operating system procedures and
commands, system security programs and maintenance, application operating and control
procedures, use of utility programs and report generation software used for producing
reports.
1.7.5 Training will be provided on software library functions and use, end user processes,
hardware operation, disaster recovery backup, software structure and design, and any office
automation, word processing and spread sheet applications associated with the system.
1.7.6 Will the training program permit five (5) to eight (8) employees from any of the above
categories to be trained at anyone time?
1.7.7 The training program will include a schedule of required courses and a schedule of
classroom hours required for each aspect of training ( technical and operator training).
1.7.8 Proposers shall provide individual trainees with essential documentation for their use and
reference.
I. 7.9 All training will take place on-site in the City of Miami Beach at a location determined by
the City.
1.7. 10 All training materials shall be provided by the Proposer in both electronic and hard copy
form.
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1.7. 11 The system be equipped with a training module/subsystem that can simulate actual operating
conditions for all functions and which uses a training data base.
1. 7.12 If proposer believes that it has a training package that will meet the City's needs and will be
more economical that listed above, proposer will describe and price same.
1.7. 13 Training Module
The system will provide a training mechanism which will allow any of the terminals to be placed
in training "mode" and use the full range of functions available. The Contractor will have the option
of using active system files while disallowing update of the files or of providing a set of dummy files
for training purposes. The Proposer shall describe the methodology for accomplishing this
requirement
1.7.14 Training Schedule
Once the project is underway, the Contractor shall submit a schedule of all proposed training
modules with the following information:
~ Course summary/outline
~ Duration of training for each module
~ Location of training
~ Student prerequisites
1.7.15 Ongoing Training (All Mandatory)
The following specifications are applicable to the proVIsIon by proposer of various
categories of training after Implementation and Acceptance.
A. Proposer must guarantee availability of training if required for users and system
administrators, for the life of the system. (This training is a separately chargeable
item. )
B. Hourly rates quoted shall remain firm for years one and two of the contract between
The City and proposer. Rates for subsequent years are subject to negotiation.
C. Proposer agrees to make training available at both proposer's training facility, if any,
and at The City's site, for the same hourly rates. In the case of training at The City's
site, The City agrees to pay all transportation, lodging and meal expenses for the
instructor.
1.8 DOCUMENTATION
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1.8.1 Proposer shall provide no less than four sets of complete "as built" operation and
maintenance manuals for each type of equipment supplied as well as vendor supplied
software. The type of binding used shall facilitate frequent reference and page revision over
the expected life of the equipment. The vendor shall continue to supply updates to the
manuals for the life of the equipment. The Certificate of Final Completion shall not be
issued unless the City has received and approved all manuals and documentation.
A. The manuals described in 1.8.1 shall also be supplied by the proposer in an electronic
form (preferrably on CD-ROM).
B. Manuals on the hardware and system software shall be in an electronic form
(preferrably on CD-ROM) only. Hard copies are not necessary for these.
1.8.2 Hardware Documentation
The Agency requires that the Contractor provide documentation on every piece of equipment that
the Contractor supplies as part of the system configuration.
1.8.3 System Software Documentation
The proposal shall include a list and description of the system software that is required to operate
the proposed hardware/ software configuration. Examples of these are:
~ Operating System Software
~ Compilers
~ Utilities
~ Relational Data Base Management Systems
Such system software shall be project deliverables unless specified as "exceptions" in the proposal.
Project pricing shall include these deliverables and shall include any initial "license" costs as well
as any recurring costs, if applicable.
1.8.4 Application Software Documentation
The Contractor shall deliver appropriate application software documentation, prior to final system
acceptance, that provides an overview of the system and the relationships among user functions,
files, inputs, outputs, and programs.
1.8.5 System Implementation Documentation
Several documents will be prepared that direct the implementation of this project. The Proposer
shall describe these documents in its proposal and specify the number of each that will be delivered
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to the Agency. The delivery of certain key documents are expected to be indicated as milestone
points on the Project Schedule.
Examples of such system implementation documents are the following:
~ Site Preparation Plan
~ Detailed Functional System Design Documents
~ Implementation Plan
~ Training Plan
~ System Test Plan and Procedures
1.8.6 Training and Operations Documentation
Several documents will be prepared that will be used in training personnel and/or in operating the
system. The Proposer shall describe these documents in its proposal and specify the number of each
that will be delivered to the Agency. In addition, a reproducible copy of these documents shall be
delivered.
Examples of these documents are listed below. Note that this listing does not imply that a separate
document must be created for each item on the list. The list merely identifies examples of functions
that must be included.
~ Training and Operations Manual(s)
~ InquiryIRetrieval Procedures
~ System Interface Functions and Procedures
1.8.7 Computer Operations Manual
This document shall be provided which describes routine tasks required in operating the computer
system. Such tasks include bringing the system up, loading media devices, initiating programs,
resetting the internal clock, taking the system down, reacting to system generated messages, system
backup operation, etc.
1.9 INTERFACES
The system will interface with the following:
A. G.I.S.: Miami Beach geographical information system - on the City network.
B. Enhanced 9 I 1: Southern Bell's telephone system.
C. 800 MHZ Trunked System (Motorola): including ability to exchange data and commands
with such a system.
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D. Networks: The City's current networks
E. FCIC, NCIC,
1.9.1 The City will replace its MDT's with some type of [MCV's] mobile computing units, (note
book computers or similar devices capable of storing and processing information and
interfacing with the radio system).
A. The proposer's system must support MCU's as external input/output devices? (If Yes
answer b, c, & d)
B. Proposer will describe which portions of the software (fire, police, CAD) will interface
with such devices.
C. Does the system have a software component that enables officers to enter reports from
the field? Proposer will describe each of these reports.
D. Does the system have a software component that enables EMS/fire personnel to enter
reports from the field? Proposer will describe each of these reports.
1.10 SYSTEM PERFORMANCE
A quick response to user functions and queries is important to the City.
Based upon the information provided in this RFP by the City and assuming three years of growth
at 10% per year, the proposer will indicate for each of the below items, the maximum amount of
time, in minutes and seconds, a user will have to wait for a response for each of the below queries.
If response time differs with hardware configuration, proposer will indicate the response times for
each different hardware system proposer might recommend. Proposer should only respond to those
questions below that pertain to the particular system being bid (i.e., if the proposer is only bidding
the mobile computing portion then none of the below questions 1. 10. 1 through 1. 10. 10 should be
answered).
1. 10. 1 Retrieve a specific CAD incident from 6 months ago and display all units on the call and
associated times.
1.10.2 Display all CAD incidents associated with a specific unit # for a one month period.
1.10.3 Display all CAD incidents associated with a specific officer for a one month period.
1.10.4 Display a summary of all CAD calls at a specific address for a six month period.
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1.10.5 Search for a name in the Police RMS database using first, last, middle initial and age and
display all crimes, arrests, FI's associated with that name.
1.10.6 Print a report from the Police RMS showing a summary of all crime reports generated by
a specific address for the last 6 months.
1.10.7 Print a count of the number of all crimes occurring in a specific reporting district/area for
a 6 month period.
1.10.8 Display all details associated with a specific case.
1.10.9 Search the Police RMS for a match of a common name (e.g., Jose Hernandez, John Smith)
when entering only the first and last name and no other identifiers.
1.10.10 In the Fire CAD/RMS:
A. How many ALS and/or BLS transports during the past 13 months? In descending
order, list all transport times, by unit, for a 30 day period.
B. For patient billing: The patient's name, address, ss#, Medicare #, and insurance
information, location of call, hospital transported to, and whether the transport was
ALS or BLS. Downloaded to a disk.
C. Runs per unit by month.
D. Runs per reporting area.
E. Runs at a given building/address
F. List locations with over 5 calls for service
G. List locations with over 3 alarms
H. List all calls with over a 4 minute response time
I. List response times for 30 days by unit
1. List response times for 30 days by location
K. List response times for 30 days by grid
L. List response times for 30 days by call type
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M. List response times for 30 days by disposition
N. List response times for a year
O. List all buildings with over 4 floors without sprinklers, with a certain type alarm
system, with hazardous materials.
P. List all buildings with over 5 violations
Q. List all buildings inspected by a certain inspector or due for inspection
1.11.1 GENERAL IMPLEMENTATION REQUIREMENTS
~ Conduct of Work. All work will be conducted in a professional and orderly manner.
~ Use of Facilities. Implementation staff will be allowed reasonable use of restroom
and break room facilities when they are on our premises. Proposer's employees
should not be in other office, facility or public areas except in connection with
necessary implementation tasks. Access to any area outside of normal business
hours is restricted; necessary access must be arranged each day as needed with the
City Project Manager.
~ Restoration of Premises. The City's premises must be restored to their original
condition following implementation of the proposer's systems.
~ This includes both, restoring areas affected in the normal course of implementation,
and repairing damage done inadvertently.
~ Your project manager will be responsible for inspecting all areas before work starts
and reporting any pretesting damage to The City's project manager, and inspecting
all work done and the resulting conditions of The City's premises each day.
~ Qualifications of Implementation Staff. As stated in this RFP, our implementation
staff must be fully trained and certified by the manufacturer( s) of the system( s) you
propose. Their training must be up-to-date for the specific systems being installed.
In addition, all key implementation staff must be experienced in similar prior
installations.
1.11.2 Project Management
The City will have a project manager for this implementation project. The City Project Manager
will be the point of contact with the proposer's project manager in all areas indicated in this RFP
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section. He/she will be empowered to resolve disputes and make decisions about any changes to
the implementation plan or technical aspects of the system. He/she will also provide liaison with
the City department heads, and will assist in coordinating work between the building manager and
the proposer.
Proposer must also name a project manager. This person must be empowered to authorize changes,
and will be expected to expedite any problems or issues that cannot be immediately resolved by the
on-site implementation staff He/she must also carry out all the responsibilities noted in this RFP
section, such as scheduling, supervision, inspection, and status reporting.
Status reports will be given verbally at the end of each working day to the City project manager.
These status reports will recap work done during the day, preview the next day's tasks, and bring to
our attention anything that may cause a delay in completing implementation as planned. Whenever
requested by the City project manager, status reports in writing will be submitted.
1.11.3 Cut over Requirements
A. System cut over must take place with a minimum of out-of-service time. Vendor will
specifiy amount of out-of-service time during cut over.
B. Before cut over, all system components must be tested and the results of testing
presented to the City project manager.
C. A cut over plan is required as part of your implementation plan, covering testing, the
sequence and timing of cut over events, and a plan for restoring the existing system
in case of a failure of the new system.
D. Proposer will be responsible for removing all replaced equipment.
E. Proposer must have their own personnel at Agency site in order to ensure a smooth
cut over process.
1.11.4 Acceptance Requirement
The performance requirements specified in this RFP must be met before the system is accepted.
Your implementation plan must specify how this initial performance testing will be done.
1.11.5 Implementation Plan
As stated in this RFP, your response to these implementation requirements must be in the form of
an implementation plan. This plan can be in your format, but it must
A. Include a complete schedule of events in narrative and critical path chart form.
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B. Clearly respond to all of the specifications in this RFP section, and state how each
requirement will be met.
C. Be able to be used as a stand-alone document for use by the project managers and
implementation staff
1.12 System Availability (All Mandatory)
The following specification defines both system availability and the method by which it is
calculated, as it is used in other sections of this RFP.
A. The system shall be considered "available" for use only when the all of the following
four conditions are met.
1. all hardware components have power applied and are operating correctly,
2. all operating system software is running and operating correctly,
3. all applications and functions are executing correctly, and
4. all system users are able to access and execute the applications and functions that
they are authorized to execute.
B. System availability will be expressed as a percentage of the maximum expected
availability over a given period. The City expects the system to be available 24 hours
per day, every day of the year. Scheduled down time for the purpose of routine
preventive maintenance or for reasons other than system failure shall not be construed
as Hours System Unavailable.
C. The percentage availability for any period will be calculated as follows:
(Total Hours in Period - Hours System Unavailable) x 100
Total Hours in Period
For example, in a 7 day period, maximum availability is considered to be 7 x 24 = 168 hours.
If the system is unavailable for 1 hour during that period, then the availability of the system
during the period is:
(168 - 1.0) x 100
168
99.4%
1.13 Ongoing System Performance(AII Mandatory)
The following specification describes the performance requirements for proposer's system following
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The City's formal acceptance of the system and throughout the life of the contract between The City
and proposer.
For any consecutive thirty-day period during the life of the system, the system must remain
fully operational and available at a 99.9% availability level.
A. The system shall accommodate the call for service volumes and other applicable
sizing parameters as specified.
B. The system shall provide all of the operational capabilities described in this RFP.
C. All files and tables shall be updated on-line without adversely affecting performance.
D. All necessary back-ups shall be done on-line without adversely affecting system
operations, and without lockouts for updates.
E. Queries to interfaced data bases will be made without adversely affecting the system.
Such inquiries will not tie up or lock up any terminal on the network.
F. The initial system hardware and software configuration shall be expandable to handle
the anticipated increase of work load as indicated in this RFP. This expansion shall
allow the system to maintain the specified system performance requirements.
G. The vendor shall demonstrate every element of the hardware configuration and shall
exercise every assembly or sub-assembly in the course of the test. The intent of the
functional acceptance test is to ensure that every circuit is activated and
demonstrated to be operational at some point. This can be done efficiently with
several well-planned end-to-end operational tests.
H. The vendor shall demonstrate every functional attribute of the software, including
system software, operating system, utilities, and all ancillary application program
modules.
I. The following shall be tested and the results included in the test report:
1. Verification of all commands to external system
2. Automatic backup switching and recovery under failure.
3. Response times for data entry functions, and searches based upon a number
of concurrent users half doing either function.
4. Maximum number of users per function.
1. 14 System Warranty (All Mandatory)
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The following specifications are applicable to all maintenance and repair services supplied
by proposer or proposer's subcontractors under warranty.
A. The entire system solution as proposed in this RFP must include a first year warranty
against any defects or damage, caused by manufacturer, proposer, or proposer's
subcontractors, in the system's equipment and software.
B. The one-year warranty will begin at the point that the system is officially accepted
by The City.
C. All repairs made under warranty will be at the sole expense of the proposer,
including parts, software, labor, travel expenses, meals, lodging and any other costs
associated with repair.
D. Maintenance and warranty agreements for sub-systems and hardware provided by
sub-contractors shall be executed as part of vendor agreement directly between the
City and the individual providing company that supplies the component. That is, the
City shall have the option of dealing directly with the individual providing company
or the proposer, at the Ciy's option.
1.15 Service and Maintenance Specifications
Proposer Instructions
This RFP Section contains all general and specific requirements related to the provision of
system maintenance and repair and other services throughout the life of the contract between
The City and proposer. Services described are both warranty and non-warranty services.
1.15.1 General Maintenance Provisions(All Mandatory)
The following specifications are applicable to all maintenance and repair services supplied
by proposer or proposer's subcontractors, both under and outside of warranty.
A. The proposed system must include a first year warranty and must guarantee availability
of maintenance and ongoing services in each of years two through seven of the contract.
B. The City may purchase maintenance in year two of the contract between The City and
proposer, without further obligation on The City's part. Thereafter, at The City's sole
option, The City may purchase one or more additional years of maintenance and other
specified ongoing services, on a year-by-year basis. Proposer must offer maintenance
and other ongoing services at the prices quoted by proposer for each year.
C. Proposer will provide all labor, equipment, software and other materials and expenses
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necessary to maintain the system in good operating condition and in conformance with
manufacturer's specifications and the required performance specifications.
D. Software updates for corrections, enhancements, and refinements to purchased
capabilities will be provided by proposer as part of the warranty in year one, and as part
of the price for maintenance, for those years in which The City has purchased
maintenance from the proposer.
E. Hardware updates for the purpose of correcting errors, or "engineering change'" updates
to hardware required routinely by the manufacturer, will be provided by proposer as part
of the warranty in year one, and as part of the price for maintenance, for those years in
which The City has purchased maintenance from the proposer.
F. Proposer will provide a letter from the manufacturer of the proposed system, stating that
the proposer is authorized to service and repair the proposed system.
G. Proposer warrants that all maintenance staff who will service the proposed system have
been fully trained and certified by manufacturer as qualified to service the proposed
system.
H. State the city and specific address out of which repair service will be provided and also
state the number of technicians at this site who are certified by manufacturer as qualified
to service and repair the proposed system.
I. State the city and specific address where the manufacturer-approved complement of parts
is kept for the regular maintenance and repair of the proposed system.
1. Repair service must be available from proposer 24 hours per day, every day of the year.
Respond to this point, and also state whether you offer remote diagnostic and repair
services. If you do, describe precisely what conditions can be diagnosed and repaired
remotely.
K. The vendor will provide costs for various levels of service response within different time
frames. Costs should be included for the following: If repair is required on-site, the
technician must be at The City's site within two hours, beginning at the point that The
City calls proposer's service center with notification that repair is needed, for a major
system failure, and within one business day for a minor failure. Designation of a repair
problem as "major" will be at The City's discretion.
L. Proposer shall not be held responsible for damage to the system caused by abuse,
negligence or theft by persons other than proposer's employees or employees of
proposer's subcontractors.
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1.16 Number of Work Stations Required
a. Public Safety Communications Unit (E-9II Center) :
lO-Call taking positions
I-Supervisor
4-Dispatchers (2 Fire, 2 Police)
I-Message Center
I-Records Channel
b. Police Records Unit:
8- Data Entry
2- Help Desk
1- Microfilm room
4- Clerical assistance
c. Fire Department
4- One at each Fire Station
2- FD Headquarters
d. Backup Site. 1
2 Dispatch work stations
3 Call-Taker work stations
1 This site will be used as back up in case the PD building
has to be evacuated or for other reasons. It will also serve as
the training site for dispatchers call takers and other system
users.
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SECTION IT - SCOPE OF SERVICES
B. CAD SOFTWARE REQUIREMENTS
1. 0 Mapping/Geofile
The system should be equipped with or interface to a mapping utility with the following
capabilities.
1.0.1 Color Mapping: X- Y Coordinate-based color mapping functionality capable of
displaying the area around an incident or any other given location, including:
a. Streets and Expressways
b. Waterways, Public Parks
c. Jurisdictional Boundaries
d. Reporting Districts
e. Major Landmarks, Buildings, Etc.
f Hospitals, Fire/Rescue Stations, Police Stations
1.0.2 Dynamic graphic geofile maintenance functionality.
1.0.3 Zoom-in/zoom-out capabilities on user defined geographic area.
1.0.4 Display response areas.
1.0.5 Display station status.
1.0.6 View unit location and status for those units not in service.
1.0.7 Is Cameo compatible.
1.1 Imaging
1. 1. 1 The system should be capable of immediately displaying any images (photos, graphics,
etc.) stored in the database, upon a user's command in a window within the main
window.
1.1.2 At the time a dispatcher requests a detailed display of a call being held the system should
automatically notifY the dispatcher of the availability of any floor plans or other graphics
image data for the event location.
The dispatcher may:
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1.1.2.1
Display and review and print the information at the dispatcher workstation.
1.1.2.2
Flag the information to be transmitted to field units (if equipped with an MCV) as
part of the initial dispatch.
1.1.3 The dispatcher or call taker may also, at any time, display, review, and print available
premise image information for any specified location, not necessarily associated with a
current incident
1.2 Complaint Entry
This sub-section presents the requirements for several call-taker/complaint entry
functions.
1.2.1 Initiation of Event Records
An "event" is a call for service potentially requiring a response from the Fire/Rescue
Department and/or the Police Department. An event record is the collection of all of the
information in the CAD system about a particular event.
The initiation of event records is normally the responsibility of the call taker position,
however, this function can be performed by any of the dispatch positions, from an officer
or firefighter in the field, or from a telephone-report-only position. The method for
creating an event record for each of the potential sources is discussed below.
1.2.2 The system shall provide the capability for calls for service and event records to be
created from a variety of sources including:
· Non E 9-1-1 calls
· E 9-1-1 calls
· Field initiated calls
· MCU initiated calls
· Telephone-report-only
1.2.3 Event Entry From Non-E 9-1-1 Calls
1.2.3.1 When the Police Officer or field unit operator (using an MCV) presses a "new event"
function key, the CAD system shall display a blank "Call Data Entry" form on the screen
and automatically generate and enter the date, time, user ID, and console position ID into
the form. The user must proceed to enter the balance of the data which should include at
least the following, as available from the complainant:
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· Incident type code
· Incident location
· Complainant's name
· Complainant's address
· Call back telephone number
· Comments
1.2.3.2 The software design shall not require the data to be entered in a predefined sequence.
1.2.3.3 The cursor shall automatically be positioned at the beginning of the next field when the
field is complete, however, the user must have the ability to move forward and backward
to complete fields, as well as the ability to correct queuing errors without having to
retype the entire field. System will provide for "word wrap" for text fields where more
than one line of information can be entered.
1.2.3.4 For entry by officers using MCV's, the system design must take into account the
tendency of officers to keep a blank event form displayed in anticipation of the next
event. It is possible that the form may be on the screen for some time before the
commencement of the actual event. Therefore, the system shall not automatically enter
the date, time, event number, and ill's until the officer enters data which indicates intent
to create an event record (i.e., location data).
1.2.3.5 The system shall accommodate the Police and Fire Department's current signal code
structure. Reference Attachment 6 for a list of valid signals.
1.2.4 Event Entry From E - 911 Calls
1.2.4.1 Upon receiving a 9-1-1 call, the call taker shall press the "9-1-1" function key to display
a blank "Call Data Entry" form.
1.2.4.2 The CAD system shall then automatically:
· Obtain the ANI! ALl data from the E 9-1-1 interface and display it in the fixed
positions on the form. If ALl indicates the call came from a pay phone that
information should be transferred to the call taker's screen.
· Generate and enter onto the form the date, time and console position ill.
· Initiate location verification, as discussed below.
· System should be able to translate E-911 location information into geo-file
recognizable format without operator intervention.
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1.2.4.3 The location of the caller may not be the same as the location of the event being reported.
Therefore, the call-taker shall have the option of accepting the E 9-1-1 data as valid event
data or to override and enter different data for the event.
1.2.4.4 In the case of an override, the system shall preserve and display both the original E 9-1-1
data and the override data, but shall use the override data for further processing of the
event. Proposer shall describe this feature.
1.2.5 Event Entry From Field Initiated Calls (non-MCV).
1.2.5.1
1.2.5.2
Field initiated calls are events reported from the field. The dispatcher monitoring the
radio channel shall have the ability to manually create an event record using a minimum
of key strokes and without having to jump from field to field. Proposer shall describe
both the key strokes and minimum data required to initiate a call in this manner.
The system shall generate and enter the date, time, dispatcher ID, and console
position.
The system shall initiate location verification, as discussed in the Address
Verification Section of this document.
1.2.6 Event Entry From MCU (Mobile Computing Units)
1.2.6.1
1.2.6.2
1.2.6.3
1.2.6.4
1.2.6.5
The City shall, in near the future, equip police and possibly fire vehicles with mobile
computing units (MCV). These devices will be capable of receiving and sending
information from and to the CAD system. The CAD software shall be capable of
interfacing with MeV's and of enabling the following:
An officer using an MCU can manually create an event record by indicating a
"new event" function key, as previously described, and entering the required data.
The system shall generate and enter the date, time, officer ID number, unit
number, and terminal ID.
The system shall initiate location verification, as discussed in the Address
Verification Section of this document.
Since the call was initiated by an officer using an MCV, the system shall provide,
to the dispatcher at the appropriate console position, an audible and visual
notification that an event has been initiated.
The system will also provide the ability to enter starting and ending mileage
related to a particular event as requested by a user.
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1.2.7 Event Entry as "Car Stops" and "Person Stops"
1.2.7.1
Calls initiated from the field may also include "car stop" and "person stop"
events. The dispatcher monitoring the radio channel, or an officer using an
MCU, manually creates an event record by pressing a function key (or entering a
command) indicating a vehicle/person stop.
1.2.7.2
The CAD system will initiate an inquiry into the County's local database and/or
FCIC/NCIC, as appropriate, either by function key or as part of the initial event
command, based on the information provided (i.e., license number). License tag,
drivers license, or VIN information should be automatically inquired on local
database files, as well as FCIC/NCIC, as required.
1.2.8 Event Entry via Telephone Report Only positions.
Telephone report positions are positions, which may be located within or outside of
the Dispatch Center, which prepares reports over the phone with a complainant
without dispatching a police unit to the scene.
1.2.8.1 The system shall allow Telephone-report-only positions to take calls from
complainant, either directly or transferred from a 911 call taker position, and create
a CAD incident.
1.2.8.2 These positions shall be able to initiate and close the call without routing to a
dispatcher or being displayed on a dispatcher's pending call queue. Describe how
the system handles these types of events.
1.2.9 Completion of Event Data Entry
1.2.9.1 Upon completion of the event entry, the system will automatically assign a priority
based on signal code/event type. The priority codes must be user-definable and
capable of being changed by authorized users.
1.2.9.2 Call-takers and/or dispatchers shall also be able to update and change event related
data, except for CAD generated data. The system shall display and record the date,
time and operator ID of each update, as well as the "before/after" image of the data.
1.2.9.3 The system will perform error checking of selected data as it is entered. The
system will not accept an erroneous entry unless the operator makes a conscious
decision to over-ride or force the system to accept the entry.
1.2.9.4 The system will provide a management report enabling authorized users to examine
user over-rides and the types of data that are being forced into the system. This
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report will also identify the users who forced the calls.
1.2.9.5 System shall allow the user to enter corrections and/or updates made in the
comments after a call has been entered and routed to a dispatcher.
1.2.9.6 After a call has been closed a dispatcher shall have the ability to add an arrest or
other number or update the event in any other ways. An audit trail shall be
maintained to record the original and all information added after the event has been
closed.
1.3 Address Verification
1.3.1 The CAD system shall verify the incident location automatically as part of the event
process. However, the Call-takers and dispatchers will also be able to verify
locations and retrieve location related information independent of event creation.
1.3.2 Incident locations will be obtained directly from the E 9-1-1 ANI! ALl interface.
1.3.3 In all of these cases, the location may be a street address, an intersection of two
streets, an expressway, highway, turnpike, a common landmark name (or landmark
reference), a block number or block range.
1.3.3.1 The system must be able to distinguish between the 600 block of Collins Ave (a
one block range) and 600 Collins Ave (a specific building address).
1.3.3.2 The system shall record the location data in such a manner that a user inquiry or
generated report will treat the 600 block of Collins Ave and the specific address of
600 Collins Ave as two distinct and separate locations.
1.3.3.3 The system shall provide a method or format of entering block locations (i.e. 600
block of Collins Ave.) within an event creation form and within a command line
format (for dispatchers creating a field initiated event) that is not cumbersome,
confusing or overly complicated.
1.3.4 If street and landmark names are utilized, the CAD system must allow them to be
abbreviated to two or more characters, if the abbreviation is sufficient to uniquely
identify the name.
1.3.5 The system shall also allow "alias" names and use "soundex' matching algorithms
for street segments, entire streets, or landmarks, to account for variant spellings and
for situations where a street has multiple names.
1.3.6 The system shall provide street/name equivalence look-up to account for situations
where a street has a name and a numbered street name. F or instance, MacArthur
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Causeway/I-395 or US1/Dixie Highway.
1.3.7 If the event location is entered as a street address, the system shall look up the
address in a geographic base file. This file shall be organized such that the location
of the address can be determined to the individual parcel. The look-up can have
three possible outcomes:
1. Valid (exactly one matching record found)
2. Multiple (one or more matching records found)
3. No Matches (no matching records found)
1.3.7.1 If no matching record is found, the system shall provide diagnostic information to
help in correcting or re-entering the location. The information may include a list of
similar street names or notification that the street is valid but the address is out of
range.
1.3.7.2 If exactly one matching record was found and it is accepted the system shall:
a. Replace any entered abbreviations or aliases with correct full names.
b. Complete any partial address data (e.g., by addition of street type and
direction).
c. Retrieve, add to the event record, and display the identification of the
intersecting street closest to the address.
d. Retrieve, add to the event record, and display the responsible:
1. Police reporting area, district, sector and grid
2. Fire/Rescue District
3. Political District or special interest area
4. Fire/Rescue Grid
e. Reformat all of the location data into fixed-field format.
1.3.7.3 If more than one matching record was found, the system shall display the first page
of matching records. The Call-takers or dispatcher will then select the correct record
by record number, line number or some easier method and the system shall accept
and process the location as in the case of a single match. Alternatively, the Call-
takers or dispatchers may reject all of the choices and enter a new location or
bypass the address verification process.
1.3.8 If the incident location was entered as an intersection, the system shall look up the
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intersection in the geographic base file. Incorrect, incomplete, or ambiguous entries
should be resolved as discussed above. Upon retrieval and acceptance of a single
matching record, the system shall:
a. Replace any entered abbreviations or aliases with correct full names.
b. Complete any partial address data (e.g., by addition of street type and direction).
c. Indicate the block ranges at the intersection for both streets.
d. Retrieve, add to the event record, and display the responsible:
1. Police reporting area, district, sector and grid
2. FirelRescue District
3. Political District or special interest area
4. FirelRescue Grid
1.3.9 If the location was entered as a landmark name, the system shall look up the name
in a landmark file and shall retrieve and display the street address of the landmark.
The street address shall then be processed as above.
1.3.10 The system should allow the Call-takers to enter an incident located on
expressways, freeways, and support the ability to search the geo-file by direction of
travel, in order to provide proper recommended dispatch.
1.3.11 If the event location cannot be described or verified by any of the above procedures,
the Call-taker and/or dispatcher shall have the option of bypassing the entire
process. In this case, the event location shall be entered as free-format text. These
events must be identified in the "geo- file exception list."
1.3.12 The system shall maintain a "geo-file exception list" file of locations which could
not be matched, for periodic printout and use in correcting and updating the
geographic base file.
1.3.13 The geo-file exception list shall show the entered location data and the date, time,
event number, event type, and ID of the Call-taker/dispatcher who bypassed the
regular process, and entered location data.
1.3.14 The system shall be able to convert location information received from E-911 to a
geo- file acceptable naming convention which may be different.
1.4 Location-Related Data Retrieval
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1.4.1 Upon completion of address verification, as specified above, the system should
automatically check various files, including the Alarm File and Hazard information
file and notify the Call-taker/dispatcher of the availability of any location related
data for that address.
1.4.2 The Call-taker/dispatcher should be able to retrieve and display all or parts of the
location related data by command.
1.4.3 This same data should also be available to any other console position subsequently
involved with the event and;
1.4.3.1 Should also be available to any MCU.
1.4.4 The location related data should include at least the following files:
1.4.4.1 Nearby Active Events:
a. The Call-taker/dispatcher shall be notified if there are any currently active
events at the location or within a user definable predetermined distance.
This will help detect possible related events and help to screen out duplicate
event reports.
b. Upon determining that an event is a duplicate report of a previously entered
event, the Call-taker/dispatcher shall be able to immediately close the event
with a disposition indicating that the call was a duplicate. Once the call has
been routed to the dispatcher, it can be closed only by the dispatcher.
1.4.4.2
Previous Events:
a. The Call-taker/dispatcher and/or field officer shall be notified if there are
any records in the on-line history file for events that have occurred
previously at the location or within a user definable predetermined distance.
The events may be limited by event type (potential hazards to response
personnel), by date of occurrence (predetermined time frame), and by the
number of previous incidents that will be returned.
b. Previous event information, in detail, shall be available on-line for a
minimum of one year, although in order to reduce look up time only those
previous incidents occurring within a user defined time period (less than
one year old) will be checked for the purpose of notifying the call taker,
dispatcher or field unit of previous events at a location. Proposer will
provide sufficient disk storage to guarantee this.
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1.4.4.3
Hazardous Materials:
The CAD system shall include a hazardous materials file which will interface
completely with CAMEO. All entries will be made in CAMEO but will be
available to any dispatcher or MCU via CAD. Call-takers or dispatchers shall be
notified of any hazardous materials records or inspection records applicable to the
location. Applicable records would be those keyed to the subject address or
landmark or to a street segment, fire response order, police map grid, or
fire/rescue map grid containing the address or landmark. The proposer must
describe how this will be accomplished with the CAMEO inteiface.
1.4.4.4
Special Notes:
The CAD system shall include a special notes or "miscellaneous" file or feature.
Call-takers/dispatchers shall be notified of any special notes records applicable to
the location and response agency. Applicable records shall be those keyed to the
address, intersection, or landmark, or to a street segment, incident type, response
order, police map grid, or fire/rescue map grid containing the address, intersection,
or location. The records will generally involve temporary situations such as watch
orders and road closures, but can include information such as "directions." Each
record shall contain either a date and time for automatic purge from the file or a
flag for permanent retention.
1.4.4.5
Premise Info:
The CAD system shall include a premise file that maintains address specific data
such as business contacts and inspection information. Applicable records would
be those keyed to an address.
1.5 Cross Referencing / linking events.
The system shall provide a method for cross referencing or linking "two or more
separate events that are related" (this does not refer to one event that may involve
multiple locations). The result of this cross reference or link will be that a user
inquiring on or retrieving a specific event will be made aware that there is one or
more other events that should also be looked at. Proposer will describe how a user
cross references or links an event with one or more other events and how a user
inquiring on a specific event is made aware there are other cross referenced or
linked events.
1.6 Assignment of Sequential Event numbers, Police Case and other numbers and
Fire Rescue Alarm Numbers.
1.6.1 The CAD system shall automatically generate and assign sequential event numbers
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to all event records. The sequential event number shall uniquely identify each event
processed by the CAD system and will conform to the current numbering system.
1.6.2 Upon request, the system shall also generate and assign separate sequential Police
case numbers for Police related events, and Fire/Rescue alarm numbers for
Fire/Rescue related events, when the Call-taker/dispatcher presses a function key (or
issues a command). This case number shall be in addition to the CAD event
number for the same event.
1.6.2.1 The system shall allow case numbers and alarm numbers to be issued singularly or
in groups by authorized users.
1.6.3 The system should provide a means of correcting or assigning the Police case
numbers, FireIRescue alarm numbers and other numbering systems utilized
manually in order to conduct a "catch-up" (following down time), as well as for
changing the case and event numbering sequence at the end of the year. Proposer
will describe in detail how this is accomplished.
1.6.4 The police department prepares Field Interrogation Cards and Arrest Affidavit forms
that currently utilize separate numbering systems generated through the existing
CAD system. The proposed CAD system must be able to handle these documents
through separate numbering systems, if necessary. Proposer will describe what other
sequential numbering systems are available (other than police case and fire alarm
numbers) and how they are implemented.
1. 7 Temporary incident type "sub-category" tracking.
The Department occasionally needs to temporarily track a "sub-category" of an
incident type for various reasons. For example, normally one incident type is
utilized for all the various types of vandalism that may occur. However, because of
an temporary enhanced public interest in graffiti the Department may need to be
able to distinguish, retrieve and track vandalism events involving graffiti separately
while still being able to distinguish, retrieve and track all vandalism incidents
(including those involving graffiti) as a single incident type.
The system shall provide a method by which a temporary "sub-category" for an
existing incident type can be utilized without the necessity of changing the original
incident type or creating a new or separate incident type. Proposer shall describe
how this is accomplished (i.e. incident type "sub-category" field.
1.8 Medical Priority Dispatch and Pre-arrival Instructions
1.8.1 Medical priority dispatch and pre-arrival instructions must be automated using the
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capabilities provided by "Medical Priority Dispatch" (currently being used by the
City) and available at all dispatcher and Call-taker positions. The City is currently
using Medical Priority Consultants and desire its usage to be automated and
accessible via CAD.
1.8.2 The system shall be flexible enough to allow the FirelRescue and Police
Departments to develop pre-arrival instructions for other fire and police calls.
1.9 Event Routing
1.9.1 In normal operations calls will be answered and entered by the designated call-taker
console position and the event records will be routed to the appropriate Police
and/or FirelRescue dispatch position.
However, the CAD system shall allow any console position to answer calls, enter
events, and dispatch units, subject to access authorization as previously discussed.
The system shall provide the necessary security capabilities so that designated call-
taker or other non-dispatch console positions can be prevented from executing
dispatcher related commands or be given full call-taker and dispatch capabilities.
1.9.2 The system shall support both default and explicit event record routing. For default
routing, the Call-taker shall press a "send" function key and the system will
determine to which console position to route the event based on incident location
and type. However, the call taker will be able to override this process by explicitly
specifying the console position to which to route the event.
1.9.3 Dispatchers must be given an audible and visual notification when an event has
been sent to their radio dispatch console position. If a priority call (user defined)
has not been acknowledged within a user defined period of time an audible alarm
will sound at the supervisor's console.
1.9.4 In the case of a combined event (e.g., Fire/Rescue and Police), the system shall
automatically create and route a separate "version" of the event record. For cross -
referencing, each version will display the police case/fire alarm number of the other
verSIOn.
1.9.4.1 Information entered by a call taker into the comments area of a dual dispatched
event (after a call has been routed) shall automatically appear on both the Police
and Fire version of the event.
1.9.5 The call taker shall be able to route a preliminary "minimum information" version
of an "emergency" (user-defined) event record at any point during the creation of
the event record. This will provide for "pre-alerting" the dispatcher working the
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appropriate radio dispatch console to an urgent situation (fast dispatching), so that
the dispatcher can start assigning and dispatching units while the Call-taker is still
entering details.
1.9.5.1 The only information that should have to be specifically entered by a call taker
(excluding information automatically generated by CAD) in order to send a
preliminary "minimum information" version of an event to a dispatcher is:
. Location of the incident
. Incident type code
1.9.6 The call taker shall be able to update a completed event record with supplementary
event information and route the supplement to the PolicelFirelRescue dispatcher(s)
even after the initial record has been routed, regardless of whether the event has
been dispatched, is in a holding status, or has been transferred to another dispatcher.
1.9.6.1 If an event sent to more than one dispatcher is updated, as described above, the
update shall be routed to all affected dispatchers.
1.9.6.2 The dispatcher(s) shall be given an audible and visual notification when
supplementary event information has been sent to their radio dispatch console
position on "emergency" calls (user defined). The dispatcher alerting method for
"emergency" calls shall be different than for non-emergency calls. Proposer shall
describe the notification process for all call types (both "emergency" and non-
emergency) .
1.9.7 Call-takers shall be able to route an event to an alternate response or similar unit
(Telephone Report Unit), instead of a dispatch position, located in a separate area
within Police Headquarters based on a user defined set of criteria. Proposer shall
describe the print options available to the TRU.
1.9.7.1 In the event that the TRU is closed, the system shall automatically route the event
to a Police dispatcher for normal dispatch.
1.9.7.2 Events routed as specified in 1.9.7.1 above shall require an acknowledgment from
the receiving party so that the call taker is aware of whether the event went to the
TRU or a police dispatcher.
1.9.8 A dispatcher shall have the ability to transfer a pending call to another dispatcher's
position.
1.9.8.1 When the call is transferred, the display of the initial dispatcher's "Calls Pending
Area" will be refreshed with current and accurate information.
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1.9.8.2 The receiving dispatcher shall receive an audible and visual signal.
1.9.8.3 An audit trail will be provided documenting the time, position and ill of the initial
dispatcher receiving the call, the time the pending call was rerouted by the initial
dispatcher to another dispatcher and the time, dispatch position and ill of the
dispatcher receiving the re-routed event.
1.9.8.4 This same process will be used when a Fire Dispatcher creates a Police call from a
Fire call (i.e. Rescue arrives on an injured person event but the call involves
domestic violence). The Fire dispatcher shall be able to send the Police Dispatcher
this call, with information from the Fire call without "losing" the Fire call (since the
Fire unit is still on scene).
1.10 Prioritization and Queuing
1.10.1 Event records routed to a dispatching position shall be stored in a "pending calls"
queue for that position.
1.10.2 The status monitor(s) at the dispatch position shall maintain a continuously updated
display of brief summaries of the records currently in the pending calls queue.
Proposer shall describe in detail this "pending calls "status display including the
order in which calls are displayed, the information displayed for each call and the
capability of a dispatcher to reorder or customize the display.
1.10.3 System shall provide for alerting the dispatcher when a call has been in the pending
calls queue for a predetermined (user defined) amount of time without being acted
upon by the dispatcher.
1.10.3.1 System shall provide the ability to set (user defined) different time periods,
depending on call priority, before a dispatcher is alerted to a pending call holding
too long without a dispatcher acting upon it.
1.10.3.2 System shall also provide an audible and visual alert at the supervisor's position
when any "pending call" has not been acted upon by a dispatcher within a pre-
determined time period for a particular call priority.
1.10.3.2.1 System shall provide the capability to maintain a different time period (separate
from time period for dispatch positions) before the supervisor position is alerted to
a pending call holding longer than a pre-determined time period without being
acted upon by a dispatcher.
1.11 Other
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1.11.1 System shall provide sufficient disk and/or other type of on-line storage necessary to
provide for one (1) year of detailed event and unit history information on-line.
Proposer shall describe limitations, if any, to on-line availability of event and unit
history information within one (1) year.
1. 11.1. 1 System shall provide the capability to archive detailed event and unit history
information older than one(l) year in a manner that will provide users the ability to
readily access this information off-line (such as archiving information to CD-ROM or
other similar media). Proposer shall describe this capability in detail.
1.11.2 System shall provide the capability to enter a sufficient amount of comments in an
event record. Proposer shall describe the limitations, if any, on the amount of
comments that can be entered in an event record.
1.11.3 System shall provide sub-second performance (response time) in the following:
a. Recommending units for dispatch.
b. Accepting those recommendations.
c. Assigning units for dispatch.
d. Changing status of units.
e. Accepting comments or other "live" dispatch information.
1. 11.4 System shall be able to accept a call or event (e. g., school crossing detail, vacant house
check, etc.) and hold it to be dispatched at a pre-determined scheduled time.
1. 11.4.1 The system will automatically notify the dispatcher when the scheduled time occurs.
1.11.5 System will provide a method for handling events where there is more than one
location (e.g., robbery with a chase involving several crimes along the way, etc)
without having to create separate events. Proposer shall describe in detail how this is
accomplished
1. 11. 6 User defined colors shall be used throughout the system to distinguish such things as
event types, priorities, unit and event status, etc. Proposer shall describe how colors
are used throughout the system and the ability to customize the use of these colors.
1. 11.7 System will provide the dispatcher with the ability to assign additional units to an
active call after initial dispatch. Proposer shall describe how many units can be
assigned and tracked on any event.
1. 11.8 System will provide the capability to assign additional units to an event that are not
normally in the CAD system (such as mutual aid units from other jurisdictions, i.e;
Fort Lauderdale Engine 73 = FLE73, Metro-Dade police unit #3122, etc.) and have a
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means to record that "FLE73" is actually Fort Lauderdale Engine 73. Proposer shall
describe such capability in detail including to what extent these types of units can be
tracked and recorded in event and unit history records.
1.11.9 System can copy a running assignment to be used by non-standard units.
1. 11.10 System shall provide a dispatcher or call taker with the ability to display present
status, location, and recent history of a unit.
1.11.11 A dispatcher will have the ability to display another dispatcher's "calls in progress".
Describe the various methods and display formats available to display this
information.
1.11.12 A dispatcher shall have the ability to simultaneously change the status of multiple
units.
1.11.13 System will provide the capability for multiple user created and maintained on-line
files that can be displayed and paged through by any position (subject to access
restrictions). Such files will be used to maintain information such as telephone
directories, operations procedures, emergency contact numbers, etc. Proposer shall
describe the capabilities of these files including number that can be created, size
limitations, formatting and editing capabilities, search and sorting capabilities, ability
to restrict access by user, etc.
1.11.14 System will provide a means of entering additional report and other information
related to a call after the call has been closed out. Describe any limitations, time or
other, relating to the entering of such additional information including it's transfer to
a records management system.
1. 11. 15 With multiple jurisdictions operating near Miami Beach, the capability of providing
separate incident/case, etc. numbering for these jurisdictions must exist. In addition,
contract agencies or private ambulance companies may require separate numbering in
the future. Describe this capability, including limitations in detail.
1.11.16 Dispatchers must have the ability to combine events when it can be determined that
two events are for the same call. Describe the capability to undo combined calls, if
available.
1. 11.17 The system shall allow one unit responding to a call to be exchanged for another unit,
to respond in it's place, as a single transaction or command by the dispatcher without
creating a new incident for the new unit responding.
1.11.18 Preassign Units Presently on another Call: Dispatchers can usually anticipate when a
unit will clear from a call. With calls pending in the pending calls queue, this feature
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should allow a dispatcher to preassign a unit to another call, but hold the dispatch until
the unit actually clears the current call. CAD should permit this advance transaction
maintaining separate incident numbers and status time changes.
1.11.19 Task Force: The system should allow a number of units or individuals to be
designated as a Task Force or response team and then allow a dispatcher to assign
them to a call by the respective designation. Individual unit histories should reflect the
relative times assigned to the task force, the times associated with each call during that
assignment and all other standard activity. Task Force histories should reflect units
assigned and all standard activity associated with the Task Force.
1.11.20 System should have the ability to create user defined notification lists to automatically
display in a pop up window to the call taker or dispatcher the people who need to be
contacted for certain incident types. Describe the capabilities and limitations of this
feature.
1.11.21 System should have the ability to send displayed data or windows to a FAX server
connected to the system for transmission to any standard dial-up FAX machine or
mobile fax.
1.11.22 System should have the ability to send or append displayed information to an Email
message. Describe in detail the capabilities and limitations of this feature.
1.11.23 The system should have, as an optional feature, the ability for the initial dispatch of
units to a call to be done by call taker. This optional feature should select the closest
unit based on established fire department protocol. If the units selected are in quarters,
the system will automatically notify them by activating the station alert and printing
the call information on a printer at the station. If all the selected units are not in
quarters, the call will be sent to the dispatcher who will then dispatch those units not in
quarters via radio. After the initial dispatch, the dispatcher will handle the remainder
of the functions for that call. Describe this optionalfeature in detail, if available.
1.11.24 All times can be displayed in military (2400 clock) time in the following format:
hh:mm:ss.
1.11.25 System shall be compatible with A VL (Automatic Vehicle Locator) technology. Fully
describe what A VL systems are compatible and what level of integration is provided.
1.11.26 The dispatcher should have two command lines from which to update, modify, or
"on-site" calls. It should allow the dispatcher to leave one command unfinished, enter
another command, then return to the first command.
2.0 POLICE DISPATCH
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2.1 Unit Assignment
2.1.1 When a dispatcher selects an event from the event queue the system shall generate
and display a list of units suggested for assignment to the event.
2.1.2 The system should develop the suggested assignment lists by executing table-driven
assignment algorithms.
The algorithms shall take into account: the type, priority and location of the event,
the capabilities, locations, types and current status of the units, including
conditionally available units (i.e., officers working off-duty jobs), current Police
Area of Patrol (AOP), and department policies regarding assignment of units to
events. The vendor will described the system's capabilities in this area.
2.1.3 After the initial display of the suggested assignment list the dispatcher will have
the option to add units to the list, delete units from the list or to disregard the
suggestion entirely and substitute other units.
2.1.4 If an MCU is used to initiate an event from the field, the system will record the
initiating unit as assigned with all details pertaining to unit assignment recorded as
if the dispatcher had assigned the unit.
2.1.4.1 If an MCV is used to initiate the event from the field the system will allow a
dispatcher to assign a different (other than unit initiating the event) and additional
unit(s) to a call that has been reported from the field.
2.1.5 The system shall allow a dispatcher to assign an available unites) as a backup to a
unit already assigned to an incident.
2.1.6 The system will allow the dispatcher to reassign an event to a new primary unit,
assigning the original primary unit as the backup unit.
2.1.6.1 The system will update the event record accordingly, to track both primary and
backup units.
2.1. 7 When back-up or secondary units respond to a call the system shall capture their
dispatch, arrival and departure times as part of the event record.
2.1.8 The system shall provide reports indicating how much officer-time or firefighter-
time was spent on a given call or type of call (e.g., what is the average amount of
officer-minutes spent on burglary calls; or the total amount of officer-time spent in
January on disturbance calls). This should include primary as well as back-up
officer time. Describe the system's capabilities in this area and what is required of
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the user to get this information.
2.2 Dispatch
2.2.1 After final selection of the unites) to be assigned, the dispatcher can execute the
dispatch by depressing a single function key.
2.2.2 The system shall update the unit status file to reflect the assignment at all console
positions where it is displayable.
2.2.3 The current status of the unit and event can be displayed at all console positions.
2.2.4 If one or more of the assigned units are equipped with an MCU a copy of the event
record will be sent to all such units upon assignment by the dispatcher.
2.2.5 The system will provide a function by which a dispatcher can transfer a pending call to
another dispatch console position in lieu of dispatching it.
2.2.6 The system should allow dispatchers to log-on officers by unit number and court ill
number. In addition, the system should be able to handle placing an officers on-site
without being logged on.
2.2.7 Officers working off-duty frequently handle incidents coming to their attention. In the
current system they are not logged on because they are not on-duty. The system
should provide a means to keep dispatchers from having to log-on an officer in the
midst of handling these events.
2.3 Event Status Monitoring and Updating
2.3.1 CAD system will have available a display of continuously updated summaries of all
events. This display shall be available at all console positions.
2.3.1.1 Dispatchers shall be able to configure event status monitoring to those events within
the dispatchers geographic area of responsibility.
2.3.2 The system will be able to monitor and distinguish between (either by a separate
display window, color or other indication) several event status conditions including at
least the following:
· Calls Holding - event data has been entered but units not yet assigned.
· Preassigned - event has been assigned but not dispatched.
· En route - units dispatched but not yet arrived.
· Arrived - units have arrived and have not cleared the call.
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· Delayed - unit has received call but has temporarily delayed responding.
· Closed - disposition code has been entered for the event and all units have cleared
the call.
· De-assigned - call unassigned from a unit and put back into the calls holding
queue.
· Canceled - event assigned and canceled at any point.
2.3.3 Any authorized operator shall be able to enter an event number or unit identification of
any unit assigned to a call to retrieve and display detailed information about the status
of any event. The display will show all location, event, and other status data for the
event, as well as the status of all the units associated with the event.
2.3.4 Dispatchers shall be able to update the event status, subject to authorization controls
with all updates being reflected at all of the console positions' status displays.
2.3.5 Dispatchers shall be able to cancel a call holding, subject to authorization, with the
cancel time maintained in the event record.
2.3.6 Dispatchers shall be able to cancel a call "en route" (unit(s) dispatched but not yet
arrived) and the system shall place the unit(s) back in-service and record the event as
canceled with the initial unit assignment and cancel time maintained in the event
record.
2.3.7 Dispatchers shall be able to "unassign" a call "en route" (unit assigned but not yet
arrived) and the system shall place the unit(s) back in service and return the call to the
calls holding queue. The initial unit assignment times and the "unassigned" times shall
be recorded in the event record.
2.3.8 The retrieval, display, and update capability shall include closed events still in the
history file, as discussed later. Any updates to closed event records in the history file
shall cause the original data to be preserved as an "audit trail." The new information
shall be in separate update records and contain pointers to the original record.
2.3.9 Dispatchers shall be able to assign a police case or other number to a call upon
request.
2.3.9.1. The system shall allow a dispatcher to manually enter a non-l\1BPD case number, in
addition to a l\1BPD number.
2.3.9.2 The system shall allow a dispatcher to un-assign a case number to a call, for those
instances where the case number was assigned in error. The event record will indicate
the original assignment and the correction. The case number will then be written to a
"reissue queue" and be reissued automatically for the next requested case number.
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2.3.10 Dispatchers must be able to record on an event record time stamped requests for
ambulance, wrecker, or Fire/Rescue assistance.
2.3.10.1 Ambulance requests should be recorded as routine or emergency.
2.3.10.2 The system should track the number of wrecker and fire assistance requests made for
an event.
2.3. 10.3 If Fire/Rescue assistance has been requested, the police dispatcher should have access
to the Fire/Rescue FR# and incident record.
2.3.10.4 Fire/Rescue requests entered by a police dispatcher into an event record should
automatically route such requests to the appropriate fire dispatcher position.
2.3.10.5 Wrecker requests entered by a police dispatcher into an event record should
automatically route such requests to the console position responsible for ordering
wrecker services.
2.3.11 An authorized user shall be able to use an MCU (if available) or other CAD
workstation to view and page through the pending events, assigned events and closed
events displays for the unit's own sector, any other sector, or any combination of
sectors.
2.4 Unit Status Monitoring and Updating
2.4.1 The CAD system shall maintain the location and availability of units as a status
condition.
2.4.1.1 The system shall allow free form comments to be associated with a status condition.
2.4.2 The system shall provide a function by which a dispatcher, or a unit using an MCU,
can sign-on a unit, making it available for service. The system will edit to ensure that
it is a valid unit identifier.
2.4.2.1 The system shall verify that an employee ill number or other numerical identifier has
been entered for appropriate units.
2.4.3 The system shall provide a function by which a dispatcher, or a unit using an MCU,
can sign a unit off the CAD system. The unit must be in an "available" status when
signing off the system.
2.4.4 Unit status shall be capable of being displayed for all units, whether the unit is
currently assigned to an incident or not, and display all officers currently assigned to
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the unit (e.g., two or more officers riding).
2.4.5 Dispatchers must be able to update unit status using a function key from the console.
The status change should be reflected in all files and all displays.
2.4.6 The dispatchers and MCV shall have a single key-stroke function to indicate that a
unit has arrived. The arrival time will be automatically posted in all appropriate files
and be based on the system time.
2.4.7 The system shall have a single function to put an assigned unit back in service when a
call is complete.
2.4.8 The "clear time" shall be reflected in all related event and unit status files.
2.4.9 Dispatchers, and field officers via MCUs (if available), shall be able to clear a call,
indicating a disposition code.
2.4.10 Dispatchers and MCV s (if available) shall be able to correct the disposition code when
an error in this status has been made. The event record will reflect the changes in
status.
2.4.11 The dispatcher shall be able to clear a unit from a call and reassign the unit to a new
call in a single step (without entering multiple commands).
2.4.12 The dispatcher shall be able to assign more than one call at a time to a given unit and
can place that unit at scene on multiple calls simultaneously (e.g., Apt. Burglary at
1100 Washington Ave. Apt's. 100, 103, 105, and 106).
2.4.13 The system shall automatically start a timer whenever a unit enters a potentially
hazardous status, such as a car stop.
2.4.13.1 The dispatcher shall be automatically alerted if the unit fails to change status prior to
the expiration of a user defined timeout period.
2.4.13.2 The timeout periods shall vary by status conditions.
2.4.13 .3 Dispatchers shall be able, subject to authorization controls, to change the unit status
timeout periods from their default table values without having to modify the table
values themselves.
2.4.14 Dispatchers shall be able to temporarily reassign a unit to another call, effectively
"delaying" the first call (the first call will not be assigned to another unit). For
instance, a unit is assigned to a call pertaining to a theft. While en route to the call, the
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unit encounters a traffic accident with injuries. Describe the details of this feature
including whether the system indicates the unit is assigned to both calls.
2.4. 14. 1 In such instances of an assigned unit being temporarily assigned to another call, the
time of the first call being "delayed" shall be recorded in that event's record.
2.4.15
Dispatchers shall be able to enter a "sub-status" indicator for a unit assigned to a call
to indicate special situations for a unit. For instance, if a unit is currently on the
tactical or records channel.
2.4.15.1 The dispatcher shall be able to change the sub-status indicator for a unit, including
removing the indicator.
2.4 .15.2 The CAD system shall maintain a history of sub-status indicators for a unit related to
an event in all files.
2.4.16 The system shall allow a unit to be "loaned" to another dispatcher (responsible for
dispatching a different geographic area) by the unit's primary dispatcher. This feature
shall allow the primary dispatcher to keep track of a unit's status while another
dispatcher assigns the unit to calls or backup signals. This function currently is used
primarily for support units such as canine and accident investigation units.
2.4.17 The CAD system shall be able to identify "special types" of units including two officer
units, K9, AlU, motorcycle, field sobriety testing certified, etc. This should be
accomplished by a separate "unit type" field which allows for an unlimited number of
unit types verified against a user changeable table.
2.4.18 The system should be able to display whether a unit has an active MCU in it.
2.5 Police Area of Patrol
The Area of Patrol is a unique geographic area for which a dispatcher has
responsibility.
2.5.1 The system shall provide a function by which a dispatcher can change the Area of
Patrol (AOP) pattern. The AOP pattern may change several times during the course of
a day depending on the shift and or situation.
2.5.2 When an address verification is performed by a field unit through an MeU, the
specific AOP retrieved should depend on what AOP the unit is currently assigned to.
2.5.3 When an event is created and routed to a dispatcher the event shall automatically be
routed to the dispatcher who currently has responsibility for the AOP in which that
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event is located.
2.5.4 When the AOP pattern is changed, the system shall automatically adjust the pending
call queues of all dispatchers to reflect the new AOP pattern. This may result in a
dispatcher losing responsibility for some pending calls in her pending queue prior to
the AOP change and gaining others that were previously the responsibility of another
dispatcher.
2.5.5 When the AOP pattern is changed, the system shall automatically adjust the unit status
display of all dispatchers to reflect the new AOP pattern. This may result in a
dispatcher losing responsibility for some units in her unit display prior to the AOP
change and gaining others that were previously the responsibility of and displayed on
another dispatcher's unit status display prior to the AOP change.
2.6 External Database Inquiries
2.6.1 All valid CAD/MCV users (complaint, dispatch, remote units, and field units) shall be
able to enter external inquiries, subject to access authorization.
2.6.2 The CAD and MCU systems shall format and transmit messages to county, state and
FCICINCIC systems for the following functions:
· Automobile tag checks
· Vehide identification number checks
· Drivers license checks
· Wanted persons checks
· Stolen property checks
2.6.3 The system shall automatically generate the proper inquiries to the county,
FCICINCIC systems when a dispatcher or MCV enters a traffic stop event.
2.6.4 The system shall comply with the capabilities and requirements ofNCIC 2000 and
FCIC 2.
2.6.5 The system shall contain the necessary security features to allow access to the county,
FCIC and NCIC systems to be restricted by specific user, specific terminal and
specific inquiry type.
2. 7 Other
2.7.1 A "watch order" is a request pertaining to a specific or general location (mayor may
not be associated with a current existing event record) for officers to pay special
attention for a short period of time. Such examples are an officer on a burglary call
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indicating that the front door can not be secured and he is clearing the call, a purse
snatch where the victim's house keys were taken (watch order on the victims house),
an officer on a vandalism call learns that there have been several similar events in a
three block area recently (watch order on the three block area), etc. The system shall
provide some method of taking these watch orders into account, recording them and
being able to retrieve recent watch orders. Describe how this is accomplished in detail
and the capabilities of this feature.
2.7.2 Officers currently manually complete daily activity reports (Attachmen). Among the
information recorded by each officer is:
· Time of dispatch, arrival and completion of all assigned events.
· Event type and location of event.
· Disposition of event.
· Total amount oftime spent on calls (from dispatch to completion of call) on each
assigned call and total for their entire tour of duty.
· Number of different types of reports written for their tour of duty.
· Number and type of arrests made by the officer.
The system shall provide some method for automating this process, with or without
the existence ofMeD's. Describe how this officer daily activity report can be
eliminated or partially eliminated utilizing the features of the CAD system.
2.7.3 The system shall provide the capability to generate a "response time report". Describe
in detail how this report is created, the specific data it utilizes to calculate the various
information reported and the selection and sort criteria that can be chosen.
2.7.3.1 The response time report shall indicate separately the time periods elapsed from event
creation to event dispatch and event dispatch to first unit arrival and event creation to
first unit arrival.
2.7.3.2 The response time report shall take into consideration and adjust for elapsed time
periods that fall outside the mean and clearly are the result of the recording of an
inaccurate arrival time (i.e. 7 hour period between dispatch and first unit arrival on a
shooting incident in progress call).
2.7.3.3 The response time report shall provide statistical data on response times including the
standard deviation, standard error of the mean, etc.
2.7.3.4 The response time report shall provide the capability of being selected on or sorted by
one or more of all of the following:
· Call type
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. Call priority
. Time of day
. Day of week
. Patrol sector
. Patrol district
. Patrol shift
. Reporting district
. Specific unit number
. Specific officer
2.7.4 Towing Records
Towing records are concerned with all towed vehicles towed in the City which come
to the attention of the Police Department. These may include vehicles towed by the
police department itself, towed by the metered parking department or towed by private
companies which must be reported to the police department (under a contract with the
owner of a private parking lot, repossessions, etc.)
The proposed system shall provide the capability to maintains towing information
captured by CAD as well as supplemental information. Proposer will describe all
functions provided and data captured in support of towing records.
2.7.4.1 The system should provide a function to request tow trucks through the MCU s (if
available).
2.7.4.2 Requests for tow trucks should be routed automatically to a specified position (e.g.,
the Message Center operator) who will physically call for a tow truck.
2.7.4.3 The CAD system shall track police initiated tow truck dispatches and recommend
companies to dispatch on an alternating or rotation basis (e.g., rotation between two
or three companies). The tow companies are to be identified in a user changeable
table.
2.7.4.4 Towed vehicle information entered shall be made available throughout the CAD and
Records systems so that a vehicle inquiry through the CAD (including MCV) or
Records systems will return any towed vehicle records which were entered.
2.7.5 Daily Shift Assignment sheets.
Currently, patrol personnel on each shift prepares a daily shift assignment sheet
(Attachmen) which indicates where each officer is assigned. It lists all officers
working that day on that shift, the unit number or assignment the officer is assigned to
and their ill number. Under current operating protocol each unit number is tied to a
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specific patrol sector and patrol district. The unit number itself also indicates which
shift it is on.
Additional information included on the daily shift assignment sheet includes:
· Special details and which units have responsibility for each detail.
· Information regarding who conducts certain roll call activities.
· Scheduled court appearances during the shift.
· Officers off sick, vacation, in school, etc.
This Daily Shift Assignment sheet is physically taken to the Dispatch Center and a
copy provided to all personnel. The dispatchers utilize it to enter unit information into
the CAD system (e.g.; which officer(s) are assigned to which unit).
The system shall provide the capability for this Daily Shift Assignment sheet to be
created by Patrol personnel located outside of the Dispatch Center and printed through
the CAD system by both Patrol personnel located outside the Dispatch Center and
personnel working in the Dispatch Center. The CAD system shall utilize the
information generated by creation of this Daily Shift Assignment sheet by patrol
personnel to automatically enter the unit assignment information required by the CAD
system such as what officer(s) are assigned to each unit number, special type of unit
(e.g, K9, AID, etc.) and any other information that would normally be entered by
Dispatch Center personnel but would already be contained on this Daily Shift
Assignment sheet. Describe the operation and capabilities of this function in detail
and how vendor proposes to implement it, i.e. base CAD system already provides this
feature, will be implemented by modifying base CAD or will be provided through a
separate software module to be provided
2.7.6 Supervisory monitoring.
Field supervisors shall have the ability to monitor calls and units when they are
equipped with MCV's.
The system shall allow supervisors to display events and units:
· Just within their geographic area of responsibility.
· Just within other geographic areas of responsibility.
· Within the entire city at once.
2.7.7 System shall permit the inquiry and retrieval of previous closed event records by
various multiple criteria including, but not limited to, any issued number (police/fire
case#, arrest#, etc.), by a date range, by police only, fire only or both, by specific
geographic "area" (district, sector, reporting district, etc.) and/or by a specific incident
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type.
2.7.7.1 Upon retrieval of a specific closed event record a user shall also be able to quickly
retrieve (if not already displayed by the closed event record) the unit history
information associated with that particular closed event record.
3.0 FIRE DISPATCH
3.1 The system shall contain the following data fields/elements:
3.1.1 Alarm#: A system generated :MBFD alarm number up to 7 digits with Year prefix
(similar to a police case number).
3.1.2 Municipality: Identification code for jurisdiction if outside the City limits.
3.1.3 Reactivation/recall Date: Date and time the call was reactivated (i.e; a return call).
3.1.4 Voided Call Flag: Was the call voided indicator.
3.1.5 Alarm Source: Code of how call was received.
3.1.6 Type of Situation Reported: Code for what was reported to the Fire Department.
3.1.7 Type of Situation Found: Code for what was found at the scene.
3.1.8 Rescue Service Level: Code for what action was taken by the Fire Department (i.e:
GOA, DOA, ALS, BLS, Refused)
3.1.9 Transportation Mode: Was the patient transported by Rescue, ambulance, private
vehicle, GOA, or did the patient decline transport?
3.1.10 Ambulance Requests: Time of the request, order number, company selected, arrival
time.
3.1.11 Police Unit: Cross reference with associated Police units also sent (if applicable).
3.2 The dispatcher shall have the ability to transfer a "Call in Progress" to another
dispatcher's position.
3.3 System shall allow calls to be cleared. Describe how the system allows calls to be
cleared.
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3.4
3.5
3.6
3.6.1
3.6.2
3.7
3.8
3.9
3.10
3.11
3.11.1
3.11.2
System shall provide information regarding the processing time of the call taker, i.e.:
seconds between time call is received (phone is answered) until call is sent to
dispatcher which is captured from an ACD (Automatic Call Distribution) system
interface.
Hydrant Location: At the time of dispatch, the location of two (2) hydrants closest to
an address must be provided along with other optional information such as "dead
hydrant" and water main size.
Move Up Assignments: System will be able to recognize the need for a "Move-up,"
advise the operator of that need, and recommend units and stations for the move-up
based on MBFD requirements.
All move-up recommendations and operation must generate an audit trail.
System shall have the ability to identify move-up units when they are responding in
place of a primary station unit? Describe how system will handle these non-standard
units.
Hazardous Material: System shall have the ability to display a caution note at time of
dispatch when hazardous materials are stored within a structure involved in an
incident.
The system must be fully compatible and integrated with the current CAMEO
software and capable of displaying on demand all related DOT information about a
hazardous material, any hazardous material or name of chemical to be researched by
placard number, contact information on a structure involved in an incident and the file
number or folio number of the drawing related to a structure involved in an incident.
Mutual Aid Units: System shall be able to dispatch and track MBFD units as mutual
aid units to other jurisdictions and be able to dispatch and track other jurisdiction units
as mutual aid to MBFD.
System shall have the ability to track the status of area hospitals and alert the
dispatcher if a unit transports to a "bypassed" facility.
Supervisor Functions: System shall have the following functions available to
supervIsors:
The supervisor will have the ability to obtain on-line listings of units in a series in a
particular status.
The supervisor will have the ability to void an alarm number.
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3.12 Fire Station Functions: System have the following Fire Station functions.
3.12.1 Fire Station Alerting compatible with the current hard wire phone line activation. This
system must also be compatible with the current 800 MHZ system.
3.12.2 Each station will be provided with a method of electronically acknowledging the
receipt of a dispatch call notifying the dispatcher of this fact.
3.12.3 Each station must have at least one printer dedicated to providing a printed copy of
assigned calls and detailed incident information at the time of dispatch. Only those
calls designated for that Station's response shall print out.
3.13 System shall produce the following reports at user defined periods.
3. 13 .1 A report with complete dispatch call information. Calls with dispatch record
information, incomplete or calls still in-progress when the report is run will be noted
and re-printed at 0700 and 1900 hours daily until record is completed.
3.13.2 A summary log containing year-to-date totals and will be compiled by type of
situation found.
3.13.3 A report of all calls holding that were voided in a 24 hour period.
3. 13.4 A report of all calls with an 'Alarm Ringing' with complete dispatch call information.
3.13.5 A report of ambulance performance including: ambulances that were canceled, that
took over (user defined) minutes to arrive, average response time.
3.14 System shall automatically search for Pre-Plan information (including hazards) based
on address or business name and flag the dispatcher when such information is
available.
3.15 Equipment Lists: System shall maintain a file of current equipment (jaws-of-life,
divers, etc.) and its location on each shift. This file may be viewed by all dispatchers.
3.16 System shall have the capability of tracking secondary, user definable information
(e.g., a fire engine at the scene originally calls off the fire as a code three and later
changes it to a code 4). Users shall be able to easily determine that it was originally a
code 3.
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SECTION IT - SCOPE OF SERVICES (Cont'd)
c. POLICE RECORDS MANAGEMENT SYSTEM REQUIREMENTS
1.0 Introduction
The following requirements are those which will be applicable to all RMS software
modules:
1.1 Addresses
All addresses entered into any part of the system will be verified against a base
geographic file for accuracy. Any problems will be overridable in the field but a report
cannot be updated from the approval stages until the address problem is corrected. The
system shall produce a daily report listing all addresses that could not be verified in the
geobase file.
1.2 Archiving
A. The system should allow user-selectable archiving by date, offense type,
disposition, or other user defined categories. Vendor will describe the system's
capabilities, limitations, and methods to archive data.
B. All information, in detail, should be available on-line for a minimum of the
current year plus the previous 10 years. Person( s) information and other user-
definable information (e.g. unsolved cases like robberies, serious aggravated
assaults, homicides, and rapes) shall remain on-line for an indefinite period of
time. Vendor will specify disk storage requirements to guarantee this.
1.3 Backup
An automatic full backup of the system shall be accomplished while the system is active
and being utilized. Vendor shall recommend a backup schedule. Inquiry and Update
capabilities must be available while the backup is being performed. The backup process
should not negitivly impact system performance.
1.4 Date Handling
Modules and/or subsystems shall be consistent in the formatting of common data
elements. For example, if a date is displayed as MM/DD!YYYY in one subsystem, it
shall be displayed the same way in all subsystems. The system must handle the entry of
the year 2000 per FDLE standards. Any input of a date must result in the day of week
being automatically calculated by the system for any data input or report generation.
1.5 Edits/Spell Check
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The software must provide user-definable, table driven edit checks on key fields. Vendor
shall specify what those fields are. If the fields specified do not meet the department's
needs, the department shall specify additional fields for edit checks. The system shall
also employ spell check.
1.6 Entry
A. The software must provide the ability for the entire screen of data to be confirmed
before the data record is entered into the database. Software must allow
interactive searching of associated file systems during entry of new record.
B. Software must have various methods of data entry including: menus, data entry
short cuts, command line entry's, and capabilities to facilitate cursor movements
through entire screen display.
1. 7 Error Messages
Error and diagnostic messages should be in simple, non-technical language, so that the
user can understand the nature and significance of the problem and determine the
corrective action to be taken.
1.8 Function Keys
The software must provide the use of the function keys to assist in speedy data entry and
inquiry. Users shall be able to navigate from any screen within the system to the main
menu/screen or other screens with a single function key and/or other similar one-step
technique.
1.9 Help Facilities, On-Line
A. The system should have an on-line resource/help facility that will provide for
immediate assistance without exiting the entry function. This help facility will be
context sensitive and will provide instructions as well as appropriate reference
and "look-up" tables (e.g., statute numbers and descriptions). Context sensitive
"help" and/or other similar features shall not impede the speed and efficiency of
experienced users.
B. This facility shall include at least:
1. Florida Statutes (numbers and descriptions)
2. Instructions for report completion
3. Pick Lists and limitations on entries
4. City Ordinances (numbers and descriptions)
1.10 History Access
The system must provide the ability for the user to back-load a user-selected number of
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years of historical data in a rapid manner.
1.11 Index Files
A. All software must have the ability to access the same:
~ Master Name Index
~ Master Case Index
~ Master Vehicle Index
B. The system must provide inquiry capability into all areas ofthe database for all
employees dependent upon user group and password security. This inquiry
capability must be structured such that the user sees a screen similar to a data
entry screen and is able to enter information to be queried into the desired fields.
1.12 Lookup Tables
The software must provide user-definable lookup tables for frequently entered
information (e.g. statutes, charges, incident types, etc.). Once information is selected
from the tables it shall automatically populate the referenced field. Vendor will provide
the P.D. with a list of all data fields with such tables. System software must provide for
English translation of coded fields.
1.13 Minimum users
The software must provide the ability for a minimum of 125 users to be on the system at
the same time and for a minimum of75 users to be in the same programs at the same time
and be expandable.
1.14 Modifications/Additions
The PD should be able to modify existing structures without changing the source code
(e.g., add data fields, change length and field type) and to re-arrange data entry screens.
Software must be modular in nature and have the ability to be added to the system with
minimal intervention by systems programming staff
1.15 Narratives
Provide the capability of unlimited narrative entry to records with narratives with
standard word processing functions.
1.16 ODBCS Compliant
The proposed database and application software shall support Microsoft's open database
connectivity specifications (ODBCS).
1.17 Print Report Function
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A. Software must allow output of any report to any networked printer or to a printer
attached to the PC. It shall also allow ASCII text file to be written. A database
file or delimited ASCII output format would be helpful for downloading.
B. The software must include an AD HOC report generator capable of statistical
report generation and charts with graphical representations of the data that is end-
user oriented. Ease of usage is a critical element ofthe report writer.
C. The software must make use of SQL or other user friendly system for report
generation.
D. Searches shall be based on matching attributes in absolute or approximate terms,
at user's option. Approximate means checking for similar attribute values (e.g.
find all names that sound like "Schure'').
E. Searches/queries should allow for the use of "wild cards" or embedded characters.
F. Users should be able to save frequently used queries for future use.
1.18 Print Screen Function
A "Print screen" function must be provided to print the current contents of any display
screen. Users must be able to direct the printing to any networked printer or to a printer
attached to the personal computer.
1.19 Relational Data Base Management System (RDBMS)
A. The system should use an industrial strength, multi-threaded relational database
management system that divides tasks and processes them in parallel across more
than one CPU. It must be multi-user, multi-tasking, and perform in an open
system architecture across several hardware platforms.
B. All applications should be written utilizing the same RDBMS technology. All
files and fields should have a relationship allowing for the interaction from any
single item to all related files and fields. This RDBMS shall have unlimited
ability for users, not programmers, to create reports and/or inquiries on any of
these relationships.
C. Users must be able to use the RDBMS to create a custom database without the use
of a programmer. Name the RDBMS utilized.
1.20 Security
A. RMS must have multiple levels of security allowing for INQUIRE ONL Y, ADD
RECORD, INPUT ONLY, FULL EDIT (change), and DELETE.
B. Security must apply to the field level in each file.
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C. The system administrator shall be able to organize users in user groups and to set
different access levels for each group.
D. The mandatory system log-on procedure shall include a unique operator ill code,
which shall enable the operator to access the system to a certain level. The ill
code shall be automatically associated with any commands logged with the
system.
E. All transactions, including invalid attempts, shall be logged, automatically
producing a report or other notification, to the Applications Manager, describing
the occurrence, user's ill, terminal ill, specific activity, time and date, and the
transaction. This will be maintained in a history file.
F. RMS users will only be required to sign-on to the system once per shift.
G. The system should automatically sign-off a terminal after a system-defined
predetermined period of inactivity, based on user type (e.g., data entry), and/or
terminal type.
H. The system will not allow a person who is already signed-on at one location to
sign on at another location.
I. The system needs to provide access restrictions for all information relating to
cases which have been sealed by a Court. These access restrictions will be
applicable to on-line and archived case data.
J. The proposed system should clearly identify information pertaining to PD
designated categories (e.g., juvenile, sensitive, criminal intelligence, domestic
violence etc.).
K. Restricted category labels will be appropriately shown on displays or reports
which reflect designated information.
L. Access to any of these categories shall be restricted according to user ill.
1.21 Intentionally Omitted
1.22 Systems Integration
A. All programs shall be integrated with each other to permit the greatest operator
and system efficiency.
B. All programs shall provide the ability to interface to other products on the
network in a manner transparent to the user.
C. All programs shall provide the ability to interface to an Imaging product for
Image Processing.
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1.23 System Performance
A. Software must contain a method of record locking for edit purposes. File locking
is unacceptable.
B. The system must employ a dual processing capability with mirror images of the
application on line.
C. The PD desires a system that is both redundant and fault tolerant. Vendor will be
specific as to the amount oftime the system will be down, if any, under normal
operating circumstances. Vendor must provide cost estimates for available levels
of fault tolerance, i.e. specify that the system will be capable of restoring in "x"
minutes at a cost of"y" dollars.
D. Software must allow use of personal computers, both desktop and laptop over
physical wires as well as air frequencies.
E. All software must interact with any existing files and programs on the City
network.
F. All data must be readily retrievable via user-purchased or user-written add-on
applications.
1.24 System Time and Date
The system's current date/time shall be displayed at all times.
1.25 Uniformity
All functions common to more than one module and/or subsystem proposed shall use the
same command syntax, function key pattern, and edit criteria.
1.26 Updates/Enhancements
All applications must provide for future updates and enhancements on a regular basis.
1.27 User Friendly
The system must be "user-friendly". The system may use function keys, mouse actions,
short commands, menu selection, fill-in-the-blanks, and/or other similar techniques as
appropriate. However, the system should not require memorization of lengthy command
formats, adherence to rigid and complex syntaxes, and other such techniques
characteristic of early RMS system designs.
1.28 Vendor Support
Vendor companies must offer remote (modem) support.
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1.29 Verification, On-line
A. All Software will ensure that entered data is complete and accurate to the
maximum possible extent. Thus, the system will utilize multiple techniques to
facilitate information integrity, including:
1. "Completeness" edits to ensure that all required data elements are
entered.
2. Validation edits which compare entered data elements against existing
information; e.g., a comparison of entered case number against existing
case numbers to ensure validity.
3. Edits which compare entered codes against reference tables: e.g., verifying
and displaying description of an entered code.
4. Range edits to ensure entered values are within pre-specified ranges.
5. Consistency checks to ensure that entered data is logically consistent.
6. Vendor should specify the types of verification and validation techniques
used within the Proposed Records System paying special attention to
validation checks relating to UCR reporting.
B. Ability to enable or disable validation as mentioned in this section.
1.30 General Criteria - System Description - Records Management System (RMS)
This section describes the RMS needs of the PD.
1.31 System Interaction
A. Software must be capable of communications to FCIC and NCIC computer
systems.
B. Public Safety software must provide the ability to interface with the all major
areas of automation: Please list all areas of automation that your system will
interface with, such as:.
~ Mobile Computer Terminal Capable
~ PC modem accessibility
~ Other Law Enforcement Records systems
~ NCIC/FCIC Interface
~ Fully Integrated Mapping
1.32 General RMS Requirements
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A. All of the general requirements in section 1.32 apply.
B. When inquiring on the system as to a person or location the software shall be equipped
with a function that flags and alerts the user of a potential hazard. Once alerted the
information shall be displayed via a single keystroke.
C. The system must fully assimilate the City of Miami Beach CAD data.
D. The system must be capable of interfacing with the PD's current LAN and be upgrade
able. All workstations on the PD's network must be able to readily and easily access the
system, subject to user defined restrictions.
1.33 Baseline System Components
Information in three general, or "baseline" areas, are required for the RMS. It is not the
intent of this RFP to require that any Proposer have Systems by these names or that they
group their data in files by these names. But, from a functional stand-point, the capabilities
described by these RFP "baseline" areas must be provided, in one way or another, with the
RMS.
1.34 Master Name Index (MNI)
A. The PD has identified that a MNI concept is a basic functional requirement of the
RMS. The Master Name Index Subsystem should use standard RDBMS file layout
with one master record with one or more daughter records (one to many relationship).
The Master Name Index subsystem must include the ability to enter unlimited
numbers of all the included fields.
B. One master record will be created in the MNI regardless of how many multiple entries
for any fields associated with that person.
C. The software must provide the on-line ability to select name records from the MNI
with user definable matching parameters based on any field in the MNI. This search
should be based on a "soundex" or range (from - to) criteria. The software shall
accept common business names in the MNI so that unusual entries such as "Queen,
Dairy", do not need to be entered exactly but will be found when "Dairy Queen" is
entered.
D. Edit changes of data in the MNI subsystem must be reflected in all associated file
systems.
E. Access to MNI information from other file systems must be interactive, i.e. during edit
of Offense, it is not acceptable to require an exit from Offense to enter MNI
information.
F. From MNI user must have access to all information associated with that name. This
access should be by viewing summaries of additional information and selection from
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this list. Once selection has been made, user shall be presented with the detailed
information.
G. The Master Name Index must allow for the following categories of names:
~ Complainant
~ Witness
~ Missing Person
~ Adult Arrested
~ Juvenile Arrested
~ Crime Victims
~ Crime Suspects
~ Accident Victims
~ Traffic Violators
~ Gun Applicants
~ Bicycle Registrants
~ Reporting Party
~ Information Person
~ Field Interviewee
~ Associate Person
~ Other
H. The MNI subsystem must allow multiple entries for each of the following data
elements, all of which will be linked to the master record.
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Last Name
First Name
Middle Name
Suffix
DOB
Social Security Number
Driver's License Number, State
Address
Home Phone
Case number/incident classification/person category
Place of Birth
Race
Sex
Age
Residence Type
Residence Status
Ht Range
Wt Range
Hair Length
Hair Color
Hair Style
Facial Hair
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
~
CITY OF MIAMI BEACH
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~ Eye Color
~ Complexion
~ Teeth
~ Speech
~ Eyeglasses
~ Build
~ Special Identifiers
~ Scars
~ Tattoos
~ Moniker
~ Arrest #
~ Language Spoken
~ Right or Left Handed
~ Marital Status
~ Occupation
~ Employer Name and Address
~ Work Phone
~ SID Number
~ FBI Number
~ Fingerprint Classification Number
I. Query's on any of the above items resulting with multiple entries shall be so
indicated on the query and the ability to see those multiple entries on-line at that
point shall exist.
1.35 Master Location Index (MLI)
A. The MLI must tie all system-stored events (cases, arrests, citations, warrants,
traffic accidents, etc.) to the system base map. Any searches must return a list of
potential events contained in a user-locatable pop-up window. It must be possible
to view the event detailed by selecting one or more event records in the list. It
must be possible to search for all events:
~ At a specific address.
~ At a specified radius of a fixed point.
~ At a specific intersection.
~ Within a specified block range.
~ Within a specified reporting district.
~ Within a specified boundary.
~ To be included in the search by type and by date.
~ Occurring on a user specified street.
~ Selected by classification or without classification within a grid, zone, or
special area identifier by date range.
B. The PD requires a GIS mapping application to be integrated with locations and
addresses entered into the MLI. The city's mapping software is Arcview. Vendor will
specifY which GIS and mapping applications can interface directly with the RMS and
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the cost options.
C. Address Verification at Entry Point: The system shall verify the incident location
automatically as part of the entry process. In all of these cases, the location may
be a street address, an intersection of two streets, an expressway, highway,
turnpike, or a block number or range. Note: the system should be able to
distinguish between the 500 block of Alton Road and 500 Alton Road. The
system shall also allow "alias" names and use "sound'" matching algorithms for
street segments, entire streets, or landmarks, to account for variant spellings and
for situations where a street has multiple names. The system shall provide
street/name equivalence look-up to account for situations where a street has a
name and a numbered street name. For instance, MacArthur Causeway/5 St or
Alton Road/SR 907. If the event location is entered as a street address, the
system shall look up the address in a geographic base file. This file shall be
organized such that the location of the address can be determined to the individual
parcel. The look-up can have three possible outcomes:
1. Valid (exactly one matching record found)
2. Multiple (one or more matching records found)
If multiple records are found and one is accepted the system shall:
1. Replace any entered abbreviations or aliases with correct full names.
2. Complete any partial address data
3. Retrieve, and add to the event record the appropriate:
a. Zone and grid
b. Any special area identifier
3. No Matches (no matching records found):
If no matching record is found, the system shall provide diagnostic
information to help in correcting or re-entering the location. The information
may include a list of similar street names or notification that the street is valid
but the address is out of range.
4. Alternatively, authorized entry persons may reject all of the choices and enter
a new location, or bypass the address verification process.
D. If the incident location was entered as an intersection, the system shall look up the
intersection in the geographic base file. Incorrect, incomplete, or ambiguous
entries should be resolved as discussed above.
E. The system should allow incidents located on roadways to be entered with a direction
of travel. The system should support the ability to search the geo-file by direction of
travel, in order to provide proper analysis.
F. The system should provide for the ability to enter calls at locations which occur at the
beaches, rivers, canals and lakes in the City. These events must be identified in the
"geo-file exception list".
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G. The system shall maintain a "geo-file exception list" file oflocations which could not
be matched, for periodic printout and use in correcting and updating the geographic
base file.
H. The RMS shall include a premise file that maintains address specific data such as
business contacts and emergency information. Applicable records would be those
keyed to an address. Vendor must describe how this will be accomplished.
1.36 Master Vehicle Index (MVI)
A. The Master Vehicle Index subsystem should use a standardized RDBMS structure
with one parent record and one-to-many sub-records.
B. Edit changes of data in the MVI sub system must be reflected in all associated file
systems.
C. Entry of owner name must invoke a check of the MNI system with this vehicle being
associated with the name in MNI.
D. Access to MVI information from other file systems must be interactive, i.e. during
edit of Offense, it is not acceptable to require an exit from Offense to enter MVI
information.
E. From MVI user must have access to all information associated with that vehicle. This
access should be by viewing summaries of additional information and selection from
this list. Once a selection has been made, the user shall be presented with the detailed
information.
F. The Master Vehicle Index subsystem must contain each of the following data
elements:
~ Type
~ Year
~ Make
~ Model
~ Style
~ Color (Top)
~ Color (Bottom)
~ License Plate
~ State
~ License Y r
~ Decal #
~ Address of Registration
~ VIN
~ Description
1.37 Sub-Systems within the Records Management System
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1.37.1 Alarm Processing Sub-System
A. The system must track and report alarm occurrence information derived from the RMS
with special attention to:
.. Location/address
.. Date and time
.. Incident/case number
.. Alarm service
.. Alarm registration number
.. Alarm type
.. Resources used
.. Number of false alarms.
B. The system must provide a report listing alarms, number of times for each alarm by
location and alarm type.
C. The system must provide a report indicating instances offalse alarms by
location/address and property owners that have exceeded a user defined limit.
D. The system must generate warning letters to alarm holders who have exceeded a
specified number of false alarms over a pre-determined period of time.
1.37.2 Arrest and Booking Sub-System
A. The objective of the Arrest Sub-system is to provide the Police Department with a
means of accumulating and reporting local arrest information on both adult and juvenile
offenders.
B. This sub system must interface with MNI, MLI, MVI, and any other sub-systems
containing information relevant to this module.
C. This sub system must produce a Criminal History Report (Rap Sheet).
D. The arrest module must contain the following data elements and produce reports of
arrest by :
.. Case number
.. Date of arrest (or date range)
.. Time of arrest (or time range)
.. Location of arrest
.. Location of incident
.. Arrest number
.. Name of arrested person
.. Arresting officer
.. Primary charge at arrest
.. Multiple charges/counts, including State, County & City ordinances
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~ Zone/Grid/Special Area Identifier of the arrest
~ Officers assisting arresting officer
~ State Attorney's case filing date
~ Disposition of the arrest
~ Trial date
~ Disposition at trial
~ Sentencing information
E. This module must automatically assign a unique arrest number to each new arrest. A
unique ill number will be assigned through MNI and maintained with each arrest
record.
The software must:
F. Provide the ability for an arrest register (docket book) to be created and maintained in
its own module based upon information from the Incident Report! Arrest Information.
G. Provide the ability for an arrest record to be added at the time of the original complaint
report or at a much later date.
H. In the event of an arrest at a later date, provide the ability to properly affect the VCR
statistics for the range of dates at time of arrest.
I. Provide the ability to track multiple arrests or suspects associated with the original
complaint report.
1. Capture every arrest element required by Florida VCR.
K. System must provide a means for making numbers inactive with a reason entry and the
ability to enter any numbers and reasons missing due to system down time or failure.
L. Provide all state, county and municipal statute numbers ( arrest charges) with literal
descriptions. It should have a pick-list available to look up by a key word in the
offense, or by statute/ordinance number.
M. When an arrest is made which clears several cases the system must automatically clear
all of the cases. If Mr. Rendrag, for example, is arrested for one burglary and confesses
to three other separate burglaries as well as four separate auto thefts, can the system
update all of the crimes automatically?
N. The system must update case information from arrest information.
O. The system must handle juveniles in a special manner. Their arrest records should
be kept apart from the adult records.
P. Juveniles age will be determined by the DOB or age entry.
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Q. Juveniles who are waived to the adult system will be handled as adults for purposes
of this subsystem.
R. There will be no limitation on the number of arrest charges nor on the number of
arrests per case.
S. The system must be capable of capturing the agency code and agency ID#s of
officers from other agencies assisting in arrests in this jurisdiction.
T. The system shall produce the county Arrest Form on blank paper.
1.37.3 Bicycle Registration Sub-System
This sub-system shall allow for the registration of bicycles. The registration shall include
the following fields.
~ Registration Number
~ Owners name
~ Owners address
~ Home phone number
~ Other contact number
~ Bicycle serial number
~ Other affixed ID number
~ Bicycle make
~ Bicycle model
~ Bicycle style
~ Bicycle color
~ Bicycle value
~ Date of registration
All fields captured in this module shall be stored in a relational database management
system such that searches, analysis, and report generation can relate any field or
combination of fields selected.
1.37.4 Case Management Sub-System
The primary objective for the Case Management module is to provide for specific
investigative bureaus the ability to gather data and update records in the database in order
to increase the efficiency of their staffs. A secondary objective is to provide a method for
bureau supervisors to manage, assign, and clear cases for their personnel. The software
must also aid in managing individual investigator work load and prevent any cases from
being overlooked.
A. It must be a part of the RMS and allow for continuous updating of incident
information.
B. This module must interface with Offense, Arrest, MNI, MVI, MLI, Traffic
Accident and Citation module, and the property and evidence module.
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C. This module must compute solvability scores based on local criteria and case
information.
D. This module must allow for assignment of Cases based upon a solvability factor.
E. This module must allow the supervisor to assign cases to investigators, electronic
mail shall automatically be sent informing the investigator of hislher assignment to
this case.
F. This module must track due dates for supplemental information, with these dates
updated when reports are completed.
G. This module should allow the investigator to track time spent on each case. It must
calculate the time based upon entry of starting/ending date and time.
H. This module must allow for supplemental reports to be completed for each case.
I. This module shall allow for reports by the following and be able to sort in any
order.
· Case Number
. Case Type
· Officer Assigned
· Case Status
· Time Accounting
· Date Range
· Solvability Factors
· Supervisor
· Squad/Functional Unit
J. This module must allow for maintenance of case status and maintenance of
solvability factors for each case.
K. The case management module must have the ability to enter and maintain the
following elements:
· Ability for investigator to initiate a complaint/case record as well as road
personnel.
· Ability for supervisor to manage cases through on-line retrieval and review of
open cases which includes assigned investigator(s).
· Ability to secure investigator supplemental report via profiles and passwords
while the case is active.
· Ability for investigators to update the master name index with A.K.A.'s and
street names.
· Ability to list all individuals associated with a particular case (i.e. victims,
suspects, reporting party, etc.)
· Ability for a D.B. supervisor to classify or reclassify case status at any time as
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open, closed, cleared by arrest, reopened, etc.
~ Ability to associate stolen/recovered property by an investigator with an
incident record.
~ Ability to print a disposition reminder report whereby the user can select cases
without dispositions after a user defined number of days.
1.37.5 Court Appearance/Subpoena Sub-System
A. The system must be equipped with a module which allows the tracking of court
appearances and subpoenas.
B. The software should support the entry of data from the subpoena by court liaison
personnel.
C. The court software shall interface with e-mail such that notices can be sent to the
subpoenaed officers concerning the court case.
D. The system shall log such notices and required acknowledgment by the officers.
E. The system shall be equipped with a dating feature to generate notices and reports
based upon the date of the subpoena.
F. Information from the court system should interface with the scheduling component
to automate the tracking of overtime based upon input from court liaison personnel.
G. The system should track other unscheduled court appearances by the officers such
as case filing, depositions, and subpoena duces tecum.
H. All fields captured in this module shall be stored in a relational database
management system such that searches, analysis, and report generation can relate
any field or combination of fields selected.
1.37.6 Crime Analysis Sub-System
The Police Department needs to have a variety of crime and analytical reports enabling
them to better plan for and allocate resources throughout their reporting districts. They
also have requirements to respond to inquiries concerning crime activity of all types in
various locations, specific addresses as well as residential neighborhoods.
A. The criminal analysis and pattern identification function is concerned with the use
ofRMS data in the analysis and identification of trends in criminal activity. The
system must provide the ability to capture crime analysis related data in the
complaint report file and produce certain reports in the crime analysis module.
B. The proposed system must provide the ability to retrieve information from all
internal and external system sources and use that information in any analysis to be
necessary. Vendor will describe this ability and list the external links possible.
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C. Does the proposed system provide the ability to search and retrieve information
matching identified search criteria and keywords?
D. These capabilities should be available "as needed" for both custom and standard
reports. These reports include, but not be limited to, the following:
. M.a. identification and analysis
. Victim analysis and trend identification
. Correlation of data from multiple sources
. Statistical projections, i.e. for frequencies of specific crime occurrences by
location, day of week, time of day, M.a., or other range. List the systems
capabilities in this area.
1.37.7 Criminal History Sub-System
This sub-system shall process and store selected data from other subsystems that may be
used to list and display individuals arrested for committing crimes or being involved in
criminal acts. This sub-system's should contain elements about the subject's physical
description, residence (past and present), traits, MOs, associates, convictions,
involvement in incidents handled by Police, case dispositions, and present status.
Pertinent data is obtained from arrest reports, booking reports, crime reports, citations,
wants and warrants, criminal histories, field interviews, traffic reports, registrations, and
license applications, etc. Through collection of this data, this subsystem can produce an
on-line rap sheet which shows the complete criminal history of an individual.
1.37.8 Emergency Contact Sub-System
This sub-system shall provide the capability to access special licenses and permits
tracked by the City such as Business licenses, parade permits, etc. It shall also provide
the capability for entry of any special or emergency contact numbers and information.
This information shall be accessable via a lookup by:
. Person name
. Company name
. Address
. Phone number
. Government Agency
. Business Type
1.37.9 Field Investigations Sub-System
The objective of the automated Field Investigations module is to maintain records written
by field officers that will aid in solving crimes. A major part of this module is the ability
to maintain and retrieve information of suspicious persons and vehicles at specific
locations and times. This module must:
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A. Interact with MNI, MVI and :MLI.
B. Provide the ability to retrieve F.I. information based on security profiles and
passwords.
C. Provide the ability for officer's comments to be maintained in an unlimited narrative
section.
D. This module must allow on-line searches by any field, range within a field, or
combination of fields.
E. Provide the ability to associate several individuals and several vehicles under a single
case number for each F.I. incident.
F. This module must allow reports ofField Interviews by any field, range within a field,
or combination of fields.
1.37.10 Florida UCR Reporting Sub-System
The system must capture the data and provide the reports for the state-mandated Uniform
Crime Report needs. This feature must be in diskette format. The form and format provided
must meet the requirements of the State of Florida.
A. This system is to provide Summary Based Uniform Crime Reports which conform to
standards established by the State of Florida.
B. This sub-system must also allow UCR reporting based upon the National Incident
Based Reporting Standards.
C. This module must allow output of this report to computer compatible media (diskette,
magnetic tape, etc.). Currently the system should provide a formatted diskette of all
"UCR" reports as required by current FDLE standards.
D. The software must provide the ability to print a series of department reports recapping
statistics on any and/or all categories of crimes as well as clearances within a user-
selected date range.
E. Reports must:
~
Compare the statistics by crime type and date with the same crime type from a
previous user selected date or date range.
Be able to show number differences as well as percent differences depending
on user preference.
Have the ability to track crime statistics over multiple year periods.
Provide the ability to print a department report with summary totals on year-to-
date and month-to-date crimes and comparison to previous year-to-date and
month-to-date totals for the same categories of crimes period within a user-
~
~
~
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selected date range.
F. The P.D. must be able to query the VCR report data sent to the state.
G. Additional elements (e.g., reporting area, reporting officer, M.O. etc.) should be able
to be referenced when querying VCR data. Explanation: When a UCR report is sent
for a given month it never changes. If an additional crime is reported for a prior
period (late report) it is added to the next period. A user might want to query an old
UCR report and ask for a breakdown of crime by location even though location is not
part of the VCR file; will it reference the location from the data base for this purpose
without altering the VCR data as reported?
H. In UCR reporting, the system must be able to capture every arrest charge lodged
against an arrestee.
I. Vendor must keep the system current with any and all changes made in UCR
reporting requirements by the state or federal governments.
J. The system should have built in edits for VCR to ensure that data is correctly recorded
and conforms to state standards.
1.37.11 Gang Activity Sub-System
This sub-system shall allow for the collection and access of data concerning gang activities
including group meetings, gang members and associates, events, and locations. This
information will be exportable to third party multi-agency gang applications and will
contain all the information needed by such application.
In addition to the standard persons information and the information mentioned above the
following information shall be available:
~ Photo taken (yes or no)
~ Parent or guardian notified (yes or no)
~ Hair length (table)
~ Hair style(table)
~ Facial hair( table)
~ Complexion( table)
~ Teeth(table)
~ Demeanor( table)
~ Speech(table)
~ Rightlleft handed
~ Build(table)
~ Gang affiliation
~ Status in gang
~ Colors (unlimited number)
~ Hand sign/type (unlimited number)
~ Symbols (unlimited number)
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~ Notes/info ( unlimited number)
~ Standard vehicle information
~ Admits to be in gang (yes or no)
~ Is under age of 21 & identified by parent as member of gang (yes or no)
~ Is identified as member of gang by documented reliable source (yes or no)
~ Resides in a gangs area & adopts their dress, hand signs, or tattoos, and associates with
them (yes or no)
~ Identified as gang member by informant of previously untested reliabilty and
corroborated by independent information (yes or no)
~ Has been arrested more than once in the company of gang members for offenses
consistant with gang activity (yes or no)
~ Is identified as gang member by physical evidence such as photos or other
documentation (yes or no)
~ Has been stopped in company of known gang members more than 4 times (yes or no)
1.37.12 Identification Bureau Crime Scene Sub-System
The vendor will provide a means to enter crime scene reports and an other information
necessary by the identification bureau. This information will be tied to the MLI, MNI, MVI
if applicable, and the offense/incident reports. Entry will be permitted at any PC or MCV
dependant upon securtiy profile and passwords. The following will be contained in the file:
~ Case number
~ Date
~ Time
~ Type offense
~ Location
~ Victim or complainant information
~ Structure(table)
~ Scene(table)
~ Entry point(table)
~ Type window(table)
~ Type door(table)
~ Method of entry( table)
~ Screen(table)
~ Hand covering(table)
~ Type of tool used(table)
~ Items taken(table)
~ Procedures(table)
~ Motor vehicles information(table)
~ Additional information( unlimited)
~ Evidence type(table)(unlimited number of entries)
~ Evidence disposition
~ Officer on scene
~ Approved by
1.37.13 Internal Affairs Sub-System
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Internal Affairs staff will have complete inquiry access to all system information. In
addition, Internal Affairs cases will maintained within it's own sub-system. Access to the
sub-system will be limited to profiles with appropriate security.
A. The system must have an Internal Affairs case management module. Please describe
it's capabilities in detail.
B. The Internal Affairs module should employ an "early warning" tracking system for
officers based upon parameters to be set by the PD.
1.37.14 Inventory Control Sub-System
This sub-system shall provide basic inventory capabilities which serve law enforcement
needs. Equipment and supplies may be tracked including numbered items such as
typewriters, radios, computer terminals, and special equipment.
This sub-system shall maintain a list of current suppliers. Inquiry shall be possible by item
description, model number, serial number, department assigned number, employee number,
date issued, employee name, employee J.D., supplier name, supplier item number, and
Purchase Order number. Reports may be prepared that include outstanding orders, back
orders, adjustments, and inventory master list.
1.37.15 Issu.ed Equipment Sub-System
The equipment management function is concerned with accounting for equipment used by
the Police Department during everyday activities (e.g., weapons, uniforms, supplies, etc.) .
All other equipment will be maintained in the Inventory Control Sub-System.
A. This module shall allow for an inventory of consumable items with notification of re-
order when items fall below a mandatory limit.
B. The proposed system must have the ability to track and maintain inventory and
disbursement records of all working equipment, including maintenance, location, and
user history.
C. This sub-system shall maintain a list of current suppliers. Inquiry shall be possible by
item description, model number, serial number, department assigned number,
employee number, date issued, employee name, employee J.D., supplier name,
supplier item number, and Purchase Order number. Reports may be prepared that
include outstanding orders, back orders, adjustments, and inventory master list.
1.37.16 Juvenile Records Sub-System
A. This module must track all contacts with juveniles. This information should be
consistent with MNI information.
B. This module must allow the tracking of parental information with the juvenile.
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C. This module must have a high level security allowing access only to authorized users.
D. Case and other reports involving juveniles must protect the names, addresses, and
other personal identifications from disclosure to unauthorized personnel. However, all
other aspects of the cases must be generally available.
1.37.17 Known Offendor Sub-System
This sub-system must contain all known offendors, their modus operandi, known associates,
vehicles and any other known information.
~ They must be flagged and display in the main system anytime they are accessed or
entered.
~ A flag will be displayed allowing direct access to information anytime an address or a
vehicle is entered or queried with a link to a known offendor.
1.37.18 Missing Persons Sub-System
This sub-system shall assist in the location of missing persons through the identification of
physical characteristics and habits.
1.37.19 NCIC/FCIC Interface
A. Entry to the FCIC/NCIC gateway shall appear seamless to the user. The gateway shall
allow the user to access FCIC/NCIC without having to log-on for each and every
request. That is the initial daily log-on to the MCS shall automatically fulfill the log-on
requirements so long as the user has not logged off
B. The system should provide for the ability for outstanding wants to be searched upon the
entry of information from any place in the system and notify the user with a warning
message if there is a possible match.
C. This interface must allow access through RMS. This access shall be by one button,
command line or hot key. Stand alone access shall also be allowed.
D. The operator shall be notified by message of successful transmission of message and
return of information.
E. This software shall utilize terminal emulation screen formats for entry of information.
These forms shall be consistent with forms in use by the state.
F. This software shall allow automatic transfer of information and inquiries when required
fields are properly completed.
G. This interface software shall allow for multiple communication protocols.
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CITY OF MIAMI BEACH
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H. Queries to the NCIC/[State Gateway] shall also include like searches of the local data
base.
I. Entries and responses from FCIC/NCIC should be able to be copied and attached
directly from the application into the incident report; i.e. the screen displayed from a
missing person just entered into FCIC shall be able to be accessed as part of the report
when viewing the incident report at a later date.
1.37.20 Neighborhood Watch Sub-System
A. This sub-system shall provide an on-line file of watch group captains and members. It
will include records on meetings held and on significant criminal activities in this area.
Member lists and mailing labels may be produced.
B. The sub-system shall include the capability to record the results, by address of the
premise, of residential and commercial security surveys. Selected crime incidents at
those locations, as well as in the Watch group, shall be tracked and included on
periodic reports.
1.37.21 Offense/Incident Sub-System
A. The data must be stored so that it is flexible in regard to being able to be transferred
into the various incident and arrest forms without requiring duplicate data entry. The
system must capture the necessary fields for the following sections as part of incident
report entry:
~ Event Data
~ VictimfWitness
~ Missing
~ Suspect! Arrestee
~ Property
~ V ehicleN essel
~ Drugs
~ Document
~ Modus Operandi
~ Defensive Tactics report
~ Field Stops (F.I.' s)
~ Administrative
~ Narrative
~ Any other data relevant to Offense/Incident information
The above entry fields should employ the use of pick-lists and" smart type"
B. The proposed system must provide for on-line entry and editing of incident reports.
Verification of data must be performed for required data elements and valid codes,
alerting the user to the data element(s) in which an incorrect entry is made. User should
not be able to bypass a required field. These tables should be user definable.
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C. Each Incident record must be composed of:
1. a case number and associated base information
2. unlimited number of offense records
3. unlimited number of victim records
4. unlimited number of suspect records
5. unlimited number of witness records
6. unlimited number of vehicle records
7. unlimited number of property records
8. unlimited narrative information
9. related reports information
The software must:
D. Have the ability to update reports after entry into the RMS without altering the initial
entry. All changes will be maintained in the system and noted as supplemental
information.
E. Have the ability to enter supplemental reports by any officer to any case.
F. Only allow transfer of Offense/Incident report into the RMS after approval by an
authorized supervisor.
G. Provide an index in the offense/incident sub-system by the original case number.
H. Have the ability to correct previously entered incident data with a modify screen by
persons with the appropriate passwords and profile.
I. Provide the ability to update original case with new information at any time. e.g.:
1. When there are changes in the offense classification
2. When there is new suspect information or a new arrest
3. When there is new information on property stolen or recovered
1. Provide for the entry of information into 1 set of data collecting screens with the
necessary fields to produce any police report. Duplicate entry of anyone piece of
information shall not exist within the module. i.e., A field which appears numerous
times throughout a report shall be defaulted into all other areas after the first entry.
K. All appropriate entry screens for a specific police incident will appear during the entry
process.
L. Have the ability to allow multiple crime reporting to a specific incident via a single
case number.
M. Provide the ability within the incident report processing cycle to enter information on
the following person categories:
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1. Complainant
2. Caller/Reporter
3. Witness
4. Missing Person
5. Adult Arrested
6. Juvenile Arrested
7. Crime Victims
8. Crime Suspects
9. Accident Victims
10. Traffic Violators
11. Gun Applicants
12. Bicycle Registrants
13. Reporting Party
14. Information Person
15. Field Interview
16. Associate Person
17. Other
N. Provide the ability to automatically utilize or link the information which was received
during the initial incident contact as well as any further information developed during
the investigation process to the original incident report.
O. Provide the ability to automatically link any information from an associated Field
Interview Record to the original complaint report.
P. Provide the ability to print hard copy of the complaint and supplemental reports
depending upon security.
Q. Provide the ability within the printing of the hard copy of the complaint record to only
print sanitized version of the complaint for public consumption.
R. Provide the ability to save on-line any unsolved case details for an indefinite length of
time via the case management module.
S. Provide the ability to add supplemental reports while maintaining the original
complaint report on-line.
T. Provide the ability to interface the incident report information to crime analysis
activities and reports.
U. Provide the ability to view an entire case by displaying:
1. basic case dates
2. summary of offenders
3. summary of victims
4. summary of suspects
5. summary of witnesses
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6. summary of each property item
7. summary of each involved vehicle
8. summary of each complainant
9. first few characters of narrative information
10. list of associated reports
V. Provide clicking on any summary record to cause the detailed information to be
displayed in a user locatable pop-up window.
W. The Offense/Incident Reporting subsystem must capture the following information:
1. Case Report Information
~ Case Number
~ Date/Time Occurred
~ Day of Week
~ Address
~ x coordinate
~ y coordinate
~ Apt
~ City
~ State
~ Date/TimeReceived
~ Date/Time Arrived
~ Status
~ Offender Used
~ Zone/Grid/Special Area Identifier
2. Report (for each report filed in a case)
~ Officer Name
~ Entered by Name
~ Supervisor Name
~ Status
~ Time/Date Created
~ Time/Date Completed
~ Time/Date Approved
~ Report Name
~ Narrative (unlimited)
3. Offense
~ CSA (conspiracy, solicitation, or attempt)
~ Number of Premises
~ Forced Entry
~ Status
~ Offense Date
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~ Weapons Used
~ Offense Types
~ Circumstance Codes
~ Bias
~ How Left Scene
~ Types of Security
~ Entered by
~ Exited by
4. Victim
~ If Juvenile
~ Victim Type
~ Injury Codes
~ Name
~ DOB
~ Social Security Number
~ Driver's License Number, State
~ Business Name
~ Business Type
~ Home Address
~ Work Address
~ Other Address
~ Age
~ Sex
~ Race
~ Ht
~ Wt
~ Alias/Street Name
~ Gang
~ Language
~ Transported by
~ Transported to
~ Examined (Y IN)
~ Examined by
~ Examined Date/Time
5. Witness/Other Person
~ Type
~ Name
~ Address
~ Narrative
6. Suspect/Associate
~ If Juvenile
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~ Name Information
~ DOB
~ Social Security Number
~ Driver's License Number, State
~ Home Address
~ Work Address
~ Other Address
~ Age
~ Sex
~ Ht Range
~ Wt Range
~ Build
~ Gang
~ Alias/Street Name
~ Race
~ POB
~ Skin
~ Eyes
~ Glasses
~ Teeth
~ Hair Color
~ Hair Style
~ Hair Length
~ Facial Hair
~ Demeanor
~ Oddity
~ Right or Left Handed
~ Speech
~ Scar
~ Tattoos
7. Complainant
~ Type
~ Name Information
~ Address
8. Vehicle
~ Type
~ Year
~ Make
~ Model
~ Style
~ Color (Top)
~ Color (Bottom)
~ License Plate
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~ State
~ License Y r
~ Decal #
~ City
~ VIN
~ Description
9. Property
~ Loss Code
~ Type
~ Qty
~ Value
~ Measure
~ Brand
~ Article Type
~ Serial
~ Model
~ Owner Name Information
~ Owner Address
~ Location Found Address
~ Date/Time Found
~ Found by Name
~ Found by Address
~ Storage Information
~ Received Date/Time
~ Disposition
~ Disposition Date/Time
1.37.22 Pawn Slip Sub-System
This may be a separate sub-system or it may be included as part of the Property and
Evidence Sub-System. In either case, data will be entered from pawn slips and checked
against the Property Module. This data shall also be provided to the Crime Analysis Sub-
System. The pawn shop system shall pass information of the person pawning the property
to FCIC/NCIC for a wanted check.
1.37.23 Performance and Productivity Reporting
A. The proposed system should maintain information regarding individual events to
provide summary performance statistics for each officer and organizational unit.
B. Reports should be provided to reflect the reported activities performed by each
organizational unit and individual within that unit.
C. The system should provide productivity reports that provide the following fields:
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CITY OF MIAMI BEACH
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~ Division
~ Shift
~ Squad
~ Officer
~ Number of incidents, arrests, citations, accidents, cases investigated, cases
cleared etc. handled.
1.37.24 Personnel Sub-System - (includes training module)
The objective of the Personnel Management Module is to provide department managers on-
line information concerning sworn and non-sworn personnel, training and special skills,
employee demographic data, assignment history current and past, ranks, and issue of
department owned equipment.
A. System must integrate a performance appraisal system: Automated, on-line
performance appraisals. This module must track and maintain records of employee
performance appraisals and prompt for re-evaluation of the employee based upon
either a date or rating parameter (Vendor will describe the capabilities of proposed
system to fulfill performance reporting requirements).
B. The software must provide the ability to record, maintain, and track the following
personal information on every employee:
~ Employee full name.
~ Employee Court ill number.
~ City Employee ill number.
~ Badge number.
~ Home phone number.
~ Office number / extension.
~ Pager number.
~ Cellular phone number.
~ Date of birth.
~ Social Security Number.
~ Sworn employee? (yes/no).
~ Current assignment.
~ Assigned patrol district and shift (if applicable).
~ Assignment history since original employment including dates of transfers.
~ Any breaks in continuous employment including rehire date(s).
~ Current rank.
~ Rank history including dates of promotions.
~ Original hire date.
~ Termination date.
~ Education level.
~ Special skills.
~ Medical information.
~ Employment related injuries including date and type of each injury.
~ Blood type.
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~ Emergency notification information.
~ Reprimands/Disciplinary actions including dates and types.
~ Commendations.
~ Spouse's name.
~ Driver's license number including type and expiration date.
~ Employee demographic information.
C. The system must be able to maintain, track and report details regarding an
employee's current work schedule including the following data:
~ Current work hours.
~ Current days off
~ All future leave time which has been approved including the actual dates and
type ofleave time approved.
D. The Police Department maintains a separate pre-determined assignment for all
department employees which is implemented during a "hurricane emergency". The
system must support this process.
(1) The system must be able to record, maintain and report on hurricane
emergency assignment information for each employee including:
~ Alpha / Bravo shift assignment, i.e. AI, A2, Bl or B2.
~ Hurricane function assignment description, i.e. cell supervisor,
employee call-in detail, building security detail, payroll detail, etc.
~ Date of last record update.
(2) The system must be able to generate a listing of employees and their
Alpha/Bravo assignment and function assignment sorted by Alpha/Bravo
assignment and/or employee name.
E. The software must provide the ability to track and maintain records of new employee
application and background investigation status information to include:
~ Social Security Number.
~ Applicant name.
~ Address.
~ Phone number(s).
~ Applicant ill number.
~ Position applied for.
~ Qualified to hire? (yes/ no).
~ Reason for disqualification.
~ Date of application.
~ Date of last application.
~ Testing Results.
~ Demographic information.
~ Processing phase, dates, and results. i.e., credit check submitted, credit check
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received, drivers license record requested and date received, etc.
~ Miscellaneous notes.
F. The software must provide the ability to track and maintain records of equipment
issued to all personnel by:
~ Kind of item.
~ Quantity of item.
~ Model number.
~ Serial number of item.
~ Date issued.
~ Condition of item.
~ Returned date.
~ Condition returned.
~ Status (pick list).
G. The software must provide the ability to track and maintain records on employees
with special skills not necessarily related to training obtained during Department
employment; to include, but not limited to:
~ Foreign language skills.
~ College degrees (type, major and date obtained).
~ Vocational related skills ( electrician, certified diver, licensed pilot, etc.).
H. The training module must be able to record, track, report and maintain records
pertaining to all aspects of the training function to include the following
requirements:
(1) "Base course information" is a record of the basic information for each training
course to be tracked that does not change even though the course is taught
many times on different dates and at different locations. The system shall
provide for the entry of such base information once so that it does not have to
be entered each time the class is presented. The system must be able to record
this "base course information" including the following elements:
~ Agency assigned course number.
~ Course name/title.
~ Sponsored/conducted by.
~ Total course hours.
~ Certification course? (yes/no).
~ Certification term length (recorded by years and/or months).
~ Approved for mandatory retraining? (yes/no).
~ Approved for ESI? (yes/no).
~ Department approved and documented course? (yes/no).
~ Note. (User defined text field at least 70 characters in length).
Upon entering base course information for a "new" course the system must
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automatically perform a duplicate course check and present the user with a
display of any possible duplicate base course records that have already been
entered. If the user identifies the current course being entered as a duplicate of
a course that has already been entered in the system the user shall have the
option of making the current course being entered as another "course
sequence" (see (2) below) of the original base course record. The system
should utilize such factors as course name and total hours in identifying
possible duplicate base course records.
Vendor must describe if any of these requirements are not included
(2) In addition to creating a "base course information" record the training sub-
system must provide for the ability to track many different instances that a
particular course is taught. These "course session" records should be tied to
one "base course information" record. The system must provide for the entry of
the following elements each time a particular class is taught:
~ Course session number. This should be a combination of the "agency
assigned course number" from (1) above and a sequential number for
each different time the course is offered. The sequential number portion
should be automatically incremented each time a new course session is
entered.
~ Dates of the course session.
~ Location of the course session.
~ Note. (User defined text field at least 70 characters in length).
Vendor must describe if any of these requirements are not included
(3) The system must be able to record unlimited employee attendee records for
each "course session" created using (2) above including:
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Employee City ill number.
Employee Court ill number. Automatically generated by system
through lookup of City ill number.
User should be able to enter either the Employee City ill number or the
Employee Court ill number with the system providing the ill number
not entered through lookup in the personnel information system.
Employee name. Automatically generated by system through lookup
using employee City ill number or Employee Court ill number.
Course passed? (yes/no).
Certificate awarded? (yes/no).
Certificate expiration date. (Automatically generated by the system
using the certification term length from the base course information (1)
above and extending it from the course date of the particular course
session entered in (2) above. User must be able to override).
Note. (User defined text field for each attendee entry. Must be at least
70 characters in length).
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Department. The current assignment information at the time of the report
should be obtained by the system through the employee record contained
within the personnel subsystem. i.e. List the total number of training hours for
each employee currently assigned to the Patrol Division Afternoon shift.
~ Average number of training hours for employees within a user selected rank,
i.e. average number of training hours for all employees currently holding the
rank of sergeant.
1. In addition to recording information regarding training courses the system must
provide for the ability to record the expiration date by which an employee must have
completed state required mandatory retraining. A user must be able to generate a
listing of employees whose mandatory retraining date expires on or before a given
date.
K. The system must provide for the ability to maintain, track and report on information
pertaining to the costs associated with employee attendance and travel at a training
course.
(1) System must provide for the entry of the following information for each
employee attending each training course:
~ Tuition / registration fee.
~ Travel cost.
~ Lodging cost.
~ Per diem costs (other than lodging and travel).
~ Miscellaneous expenses.
~ Source offunds (training trust fund, Dill grant, confiscated funds,
etc.).
(2) System must provide the ability to generate reports (screen or hard copy) on
the costs associated with training course attendance including, but not limited
to, the following:
~ Listing by Division of each training course attended by Division
employees (current or no longer assigned to a Division) within a given
date range showing date attended, course name, all Division employees
attending, source offunds and total cost of attendance. Division cost
subtotals shown at each group break.
~ Summary listing by Division of total training costs for a user selected
date range for a single, multiple or all fund sources.
~ Listing by expense type ( registration, travel, lodging, per diem and
misc. ) of total funds expended for training for a selected date range.
1.37.25 Persons Associate Sub-System
In any incident, all persons associated to another person in any way will be linked together
as well as any persons entered through the FI or any other Sub-System under the same case
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or incident number. There will be an on-line means oflisting these associated persons with
their assosiation, and the ability to go from there to any detail information and back.
1.37.26 Property and Evidence Sub-System
The objective of the automated Property Module is to increase efficiency, provide effective
property room controls, and reduce redundant keying within property/evidence processing.
A. The PD seeks a module which can use bar coding for inventory and tracking.
B. In an effort to maintain a "paperless" philosophy the module should make use of a
pen based signature application for the "signing in" and "signing out" of property.
C. The initial property information will be entered by the reporting officer through the
Incident Reporting System. This module must be fully integrated to the Incident
Reporting System.
D. The system should have the capability to generate property numbers while assigning
the property number to an officer and a case number.
E. The system must allow more than one property number to be assigned to a case
number.
F. This module must allow for unlimited descriptions of items in evidence.
G. The software must provide the ability to maintain the following data elements:
1. Case number
2. Property number
3. Report Classification
4. Felony/Misdemeanor case
5. Property Type * (pick-List)
6. Property Classification * (Pick-list)
7. Reporting Officer
8. Property Officer
9. F ound/Recovery AddresslIntersection
10. Found/Recovery City/State
11. Date/Time Placed Into Property
12. Owner Name
13 Owner Address
14. Owner City/State
15. Owner Phone Number
16. Finder's Name
17. Finder's Address
18. Finder's City/State
19. ArresteeIPossessor's Name
20. Arrestee's demographic information
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21. Item Number
22. Quantity
23. Description Category * (pick-List)
24. Description Text (Free Form)
25. Make
26. Model
27. Color
28. Serial Number
29. Owner Applied Number
30. Package Sealed and Signed * (Y/N)
31. Location Officer Stored Item * (pick-List)
32. Date/Time Property Received
33. Storage Location in Property Room * (pick-List)
34. Recovered for other jurisdiction flag
35. Date scheduled for disposal
36. Property Transfer Audit Number
37. Received By
38. Reason * (pick-List)
39. Released By
40. Date/Time
41. Due Back * (pick-List)
42. Final Disposition
43. Final Disposition Explanation
44. Authority Type * (pick-List)
45. Authority Name
46. Authority Date/Time
47. Item class (VCR)
48. Comments (Limited Text)
The software must:
H. Provide the ability to maintain additional elements if the property item is a firearm:
~ Caliber
~ Barrel length
~ Finish
~ Model
~ Rendered Safe (yes/no)
~ Type offirearm * (pick-List)
I. Provide the ability to maintain additional elements if the property item is a boat:
~ Boat Name
~ Hull shape
~ Propulsion * (pick-List)
~ Boat Length
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1. Provide the ability to maintain additional elements if the property item is a vehicle:
~ Vehicle type
~ Vehic1e make
~ Model
~ License plate
~ Plate StatelY ear
K. Provide the ability to maintain additional elements if the property item is a bicycle:
~ Registration Number
~ Type * (pick-List)
~ Wheel size
L. Provide the ability to maintain a complete evidence tracking audit trail until final
disposition of the property item.
M. Provide the ability to maintain details of all evidence retained in the property room
for an indefinite time.
N. Provide ability to maintain the person or organization released to.
O. Provide ability to print an evidence inventory report by case number.
P. Provide ability to print a property disposition report for all disposed of items.
Q. Provide an automated property/evidence aging function which tracks the length of
time property is held and notifies officers that a disposition is now due.
R. Provide ability to print a property purge reminder list of items to be released within a
user-selected date range.
S. Provide ability to print a report displaying all items of property/evidence pertaining to
a single complaint report.
T. This sub system must allow retrieval of information by ability to search any field in
sub-system. Searches may use a key field or multiple key fields.
U. Provide the ability to restrict access both on maintenance and inquiry functions ofthe
property/evidence files via profiles and passwords.
V. Provide the ability to compare property records (at time of entry) with previous
property records on-line i.e., pawned, impounded, stolen.
W. This sub-system must be interactive with The Incident Reporting and Case
Management modules.
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X. This sub system should interact with the NCIC/[State Gateway] interface software to
automatically check recovered against stolen property and to up load stolen property to
state system.
Y. Property descriptions should conform to NCIC description codes as modified by users.
Z. This module must automatically provide reports of items due for disposal (i.e. 90 days
upon receipt for found property, or 90 days after disposition for evidence).
AA. This module must produce inventory reports of all items in and out of the
evidence/property room.
BB. Reports in this module shall include: 90 day status/disposal due, 5 day evidence out
without return, audit trail/tracking, aging evidence, inventory check and history.
Cc. The software should support the use of bar coding for evidence tracking.
DD. The software should support a pen based application for signatures required when
signing receipts for property.
EE. This module must produce property and inventory reports by any key field such as:
~ Property Type
~ Description Category
~ Zone/Grid/Special Area Identifier
~ Date/Time Ranges
~ Case Number
~ By Officer
~ Storage Location
FF. Describe the numbering system in terms of how the system generates and tracks
property/evidence numbers.
GG. It must have the ability to be integrated with a Pawn Shop Module.
HR. Provide the ability to maintain a disposition status for all evidence items after the item
has been released.
1.37.27 Registrants Sub-System
This sub-system shall process and store all data pertaining to registrants such as sex offenders,
narcotics offenders, gun registrants, applicable parolees, etc.
1.37.28 Statistics and Reporting Sub-System
A The purpose of this sub-system is to provide statistics for State of Florida and National
mandated public safety reports. The Uniform Crime Reports (VCR) dictate Police
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statistical reporting. This sub-system shall provide for the required montWy reporting
as well as maintain summary counts for a ten-year period. Required reports include
the following:
. Part I Offenses
· Part 11 Offenses
· Arrest and Citation Log
. Arrested Persons by Age, Sex, and Race
· Hate Crimes and Sexual Orientation of Hate Crimes
. Domestic Violence
B. This sub-system shall provide statistics that can be used to provide local reports using
the Ad Hoc Report Writer feature of the RMS.
C. This sub-system must produce an output media in the format required by the State of
Florida for UCR reporting.
1.37.29 Traffic Accidents Sub-System
The State of Florida provides the various forms for the crash reports. The main form comes
pre-numbered by the state. These numbers may be obtained as a block of numbers in order to
automate the form completion by computer. The RMS must be able to track the crash report
both by Miami Beach incident number and by Highway Safety and Motor Vehic1e report
number.
A. The proposed system will provide for on-line entry, editing and verification of all
traffic crash/accident reports. Vendor is required to provide the necessary data fields to
collect all the information required to complete the State of Florida forms. A diagram is
a required part of the form.
B. This module must interact with MNI, MLI, MVI, Arrest, Offense and Traffic Citation.
C. The crash records will also be tracked and maintained in the RMS as part of a relational
data based system for analysis.
D. This module must allow reporting by any field or combination of fields for analysis.
E. Vendor will describe how reports will be printed from the crash/accident module.
F. The system will print the complete form filling in all fields.
G. Will it be necessary to load a preprinted form into a printer with the data fields being
completed from the RMS through the printer?
H. Vendor will advise if the officer may generate the diagram from any other
computerized function.
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I. Will it be necessary for the officer to hand draw the diagram after automated entry of
information and printing of the report?
1.37.30 Traffic Citations Sub-System
Currently officers in the field complete the Florida Uniform Traffic Citations and the City
Parking Citations and forward them to court liaison personnel.
A. This module must interface with MNI, MVI, MLI and Traffic Accident.
B. The proposed system shall provide for on-line entry, editing and verification of Florida
Uniform Traffic Citations and City Parking Citations.
C. The system must capture every data field on the Citations.
D. The system must track by both the preprinted citation number and any case number
associated with the citation.
E. The system must provide the Florida and City violation codes and text description
information.
F. The proposed system must provide a facility to track the sequence of citation numbers
written by each officer, highlighting any missing numbers and providing an exception
report.
G. The system must provide a daily transmittal report of all citation records entered. This
report is needed to record batches of citations to be sent to the County Court Clerk's
Office.
1.38 Other Applications
1.38.1 Word Processing
Word Processing: The PD will be using networked, Windows based PC's with Corel
WordPerfect for primary text processing. Vendor will describe how this word processing can
be used to interface with the RMS.
1.38.2 Electronic Mail
A. Electronic Mail: PC's within the PD are linked via the LAN. The LAN currently has
"Lotus cc:Mail" loaded and in use.
B. The PD desires the system to be equipped with its own Gill based electronic mail that will
interface to all PC's and MCU's as well as all other City computers, please list Vendor
solution to this need.
C. The E-mail should have the ability to transfer information from the RMS as well as any
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word processing software in use on the LAN.
D. Message sending via E-mail should be available from any application being used on the
LAN. The signaling of incoming mail should be available anytime it is received regardless
of the application being run on the PC without leaving that application.
E. The system should have the ability to output various types of data to FAX connected to the
system for transmission to any standard dial-up FAX machine or mobile fax.
F. The E-mail system should be internet compatible.
G. The E-Mail must be equipped with an audit trail capability. That is, it must allow an audit
of messages sent and received by terminal I.D. as well as an audit of messages sent and
received by user I.D. This audit must have archiving capabilities.
H. E-Mail must be capable of designating work groups or groups of people to whom mail can
be sent by one transaction. For example, a sergeant should be able to designate as a work
group, all of the officers on his/her squad so that he can send one message meant for all.
This would be very helpful in the transmission of BOLO's from one unit to all units.
1.38.3 Graphics
A. The proposed system must have the capability to provide graphic representations of data
from the RMS. This must be accomplished without data re-entry. Produced graphics
representations should be capable of being transferred to other applications via standard
"windows" clipboard or other means.
B. It should generate bar, line and pie charts with "auto scaling".
C. Vendor will specify graphics capabilities.
1.38.4 Imaging
The PD wishes to incorporate an imaging component into the system to capture images.
Images may be of documents, photographs, diagrams, fingerprints, and other hard copy
information. Vendor will specify what hardware is necessary to accomplish the desired
functions. One function shall be the high speed imaging of archived police reports. Many of
these reports contain in excess of 10 pages.
Does the software provide a means for Imaging? If so, please explain in detail how the system
works, and provide answers to the following questions:
A. Is the solution proprietary or non proprietary?
B. Does the system have the ability to interface with other systems?
C. Can the system exchange images with other imaging systems? Please describe method
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used.
D. Does the system adhere to industry standards for open architecture?
E. Does the system require any vendor specific hardware or modifications?
F. Does your system incorporate development tools to permit timely implementation of
custom features? For example, what tool would be used to build a customized user
interface if required?
G. The system should be capable of immediately displaying any images stored in the database,
upon a user's command in a window within the main window.
H. The images must be titled and indexed.
I. The system must interface with both the LAN and RMS.
1. The system should provide an interface to the mapping function such that if a user requests
a detailed display of a location the system should automatically notify the user of the
availability of any plans or other graphics image data for the location.
K. The user may display and print the information at any workstation within the LAN.
L. The user may also flag the information to be transmitted to other networked PC's, or field
units equipped with a MCU.
M. Please provide a separate cost analysis for:
~ Hardware
~ System Software
~ Application Software
~ Installation
~ Maintenance
~ Training
~ Special Features
~ Other
N. The system must be able to temporarily black out or white out any portion of a
document for security, prior to faxing or printing.
O. The system must be able to fax any image or set of images directly without having to
print a document.
1.39 Technical Requirements
The responses to this Section should concisely address the specifications as they are presented. If any
of the specifications cannot be met, this must be identified in your proposal. Alternatives other than
those outlined in this RFP should only be offered if your systems or equipment have features that
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would enhance setup, processing, and/or output as specified herein.
1.39.1 System Hardware and System Software
The hardware to run the application will be a dual system for backup and security located in the City
Information Technology Department located at the police department, running on the existing
network. Please see existing hardware in Section VII Attachment 5. Any system software needed will
be included in the proposal listing capabilities, cost and other pertinent information. The agency will
provide workstations as indicated which will be connected to the City Network, but will access the
RMS system. See Section VII Attachment 5 for other sizing information regarding Miami Beach and
our operation.
1.39.2
System Expansion
This proposal section shall be used to describe the expansion capabilities of the proposed
hardware/software configuration.
The installed system shall be capable of expansion in a modular and incremental fashion. The
requirements of this RFP are that the proposed system must provide the necessary system hardware to
meet the initial and future agency sizing parameters.
In this proposal section, the Proposer should describe its plan for future hardware enhancements which
will convince the Agency of the viability of the system architecture and hardware.
It is expected that the applications software can be expanded to meet the seven year requirements
through additions to tables and not require extensive program modifications and/or additions. The
Proposer shall comment on meeting this requirement.
The Agency's strategic plan calls for a Windows graphical user interface (Gill) for all its end user
applications, preferably Windows 95 or Windows NT.
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1.39.3 System Interfaces
1.39.3.1 Required Interfaces
A. Message Switching-Proposed systems will automatically route outgoing and incoming
message traffic to the appropriate port/circuit, or device. Message switching functions must be
fully supported for all FCIC/NCIC traffic.
B. The department's network as well as the City network.
C. A communications modem.
D. An RF, Cellular service (CDPD), preferrably a combination of the two, for the MCU's.
E. The system must accept MCU's as external input!output devices.
F. FCIC and NCIC. Software must allow access to NCIC/FCIC databases either seamlessly or in
a window. The RMS and MCS systems shall format and transmit messages to county, state and
national systems for the following functions:
1. Automobile tag checks
2. Vehicle identification number checks
3. Drivers license checks
4 . Wanted persons checks
5. Stolen property checks
6. Any other applicable system checks
G. The system must comply with the capabilities and requirements ofNCIC 2000/FCIC 2.
H. Computer Aided Dispatch Interface
I. External Database Inquiries-All valid RMS users (dispatch, networked units, and field units)
shall be able to enter external inquiries, subject to access authorization.
1.39.4 System Response Times
A. The system response time, under the projected seven year loads specified in this RFP, shall
be as close to immediate as possible. This is based on a mix of transactions that will be
specified in the detailed System Design document that is based on an actual day's
workload.
B. Response time will be measured from the receipt of the last character of the input message
until the first character of information has been displayed on the CRT screen.
C. The response time test will be constructed based on the following conditions:
D. A representative mix of transactions based upon the peak daily loading from users will be
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entered into the system for a period of twenty (20) minutes.
E. The Contractor shall provide software to measure and print out transaction response times.
F. The response times will be met 90% of the time.
H. The following shall be used as the basis for the response time testing and acceptance for
all systems (CAD, Police and Fire RMS):
1. Retrieve a specific CFS incident from 6 months ago and display all units on the call and
associated times.
2. Display all CFS incidents associated with zone/grid for a one month period.
3. Display all CFS incidents associated with a specific officer for a one month period.
4. Display a summary of all CFS calls at a specific address for a six month period.
5. Search for a name in the Police RMS database using last, first, middle initial and age
and display all crimes, arrests, FI's associated with that name.
6. Print a report from the Police RMS showing a summary of all crime reports generated
by a specific address for the last 6 months.
7. Print a count of the number of all crimes occurring in a specific reporting zone/grid for
a 6 month period.
8. Display all details associated with a specific case.
9. Search the Police RMS for a match ofa common name (e.g. John Smith) when entering
only the first and last name and no other identifiers.
10. Search the RMS data base for matching suspect vehicles based upon one or more
characteristics.
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SECTION n
D. FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM
The RMS portion of this RFP encompasses various software modules for specific activities of the Fire
Department. It is desirable that these modules have a seamless interface with each other so that information
can be shared between modules to eliminate duplicate data entry.
1 FIRE INSPECTIONS
1.1 The system shall track the following.
1.1.0. 1 Testing for fire flow requirements.
1.1.0.2 Identifying hazardous materials.
1.1.0.3 Checking and testing sprinkler systems, fire protection and alarm systems.
1.1.0.4 Resource scheduling.
1. 1. 0.5 Fee schedules and automated invoicing.
2 VIOLATIONS AND CITATIONS
The Fire Inspection Bureau will require a system to track and manage all information related to fire code
violations, including automatic notification of reinspection schedules.
2.1 The City currently has pen-based 386 DOS hand held computers (Grid Pad). Can the proposer
interface with these devices?
2.2 The system shall track all violations.
2.2.1 Tracking shall extend through the legal process.
2.2.1.1 The system shall schedule follow-up inspections for inspectors.
2.3 Permits
2.3.1 The system shall track multiple permits, their expirations and associated fees.
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2.4 Reports And Output
The system shall be able to routinely generate copies of inspection reports, violations and citations for
building owners/occupants.
2.4.1 The system shall be able to routinely generate copies of schedules and summary reports of normal
business activity by any data field or combination of fields in the system.
2.4.2 The system shall allow administrators and supervisors the flexibility to design and modify special
reports such as these without programming changes or knowledge of a programming language.
2.4.3 The reports, summaries and listings shall be able to be sorted by any combination offields during ad
hoc queries.
2.4.4 Does the system have the ability to provide automatic form letters and other mass mailings using
existing data on file? If so Describe.
2.4.5 Describe the system's ability to provide managers with Fire Safety Analysis reports based on
information contained the data base.
2.5 Interfaces
2.5.1 Will the system interface with the other agencies and data bases described below?
2.5.1.1 Health & Rehabilitative Services (HRS) HRS maintains a data base ofHRS occupancies.
2.5.1.2 CAMEO
3 FIRE INVESTIGATIONS
The Fire Prevention Bureau is also responsible for investigating fires of suspicious or unknown nature. A
twenty-four hour investigator responds to requests from the field when a fire cause appears to be unknown
or suspicious. Information gathered on the scene is compiled in the form of a Fire Investigation Report.
3.1 The system shall capture and compile Fire Incident History files.
3.2 The system shall comply with State and National Fire reporting requirements.
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3.2.1 Will the system capture a complete history of people associated with a building to be able to track
buildings and their occupants, employees and any person associated with the building for a period of
seven years?
3.2.2 Describe the arson analysis capabilities of the system.
3.2.3 Describe all available Fire Investigations reports.
3.2.4 The system shall interface with the following:
3.2.4.1 Police CAD
3.2.4.2 Police records systems
3.2.4.3 Regional, state and national crime information centers
4 INCIDENT REPORTING SYSTEM
4.1 The system shall capture all elements required by the state of Florida reo Fire Department reporting.
4.2 How will proposer keep the system current if changes are made to federal, state, or county reporting
requirements?
4.3 Each individual unit participating in an incident is required to generate a factual report indicating the
services provided by their unit. The system shall support the creation of multiple records on a given
incident using a unique incident number as the key field.
4.4 No changes are permitted to the original report once it is filed. Describe how pertinent information
that becomes available is added after a report is filed.
4.5 Based on the fire station call-load and the proposer's industry experience, the proposer is asked to
recommend the proper number of input devices to enable fire and rescue personnel to enter reports in
a timely manner.
4.6 Patient confidentiality is extremely important on calls for emergency medical service. Copies of these
reports are not permitted without written permission of the patient or a court subpoena. The system
shall provide a method to track citizen requests to acquire report copies.
4.7 The fire service must document and report on potential employee exposure to infectious diseases. The
system shall track incidents that involve infectious diseases, employees who were potentially exposed,
exposure dates and a record of treatment, if administered.
4.7. 1 The system shall report on infectious disease exposure by employee, by unit, by shift and by date and
type of exposure.
4.7. 1. 1 Will the information in 4.7 cross reference the original Rescue call and/or report?
4.7.1.2 Can this be used to track similar incidents involving the City's police personnel? Describe.
4.7.2 The system shall track incidents that involve hazardous materials, employees who were potentially
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exposed, exposure dates and a record of treatment for the employee if administered.
4.7.2.1 The system shall report on hazardous materials exposure by employee, by unit, by shift and by date
and type of exposure.
4.7.2.2 The system shall track locations having hazardous materials for future reference and recall by CAD.
4.7.2.3 Can this be used to track similar incidents involving the City's police personnel? Describe.
4.7.3 The system shall accept the description codes listed in the 1986 version of the NFPA 901 Fire Incident
Reporting Guide.
4.7.3.1 Will the vendor provide updates when these codes change?
4.7.4 The system shall accept the Department's current emergency medical services incident reporting
system description codes.
4.7.4. 1 Describe user's ability to change these codes.
4.7.5 Required data from the fire incident reporting system is routinely forwarded to the Florida State Fire
Marshall's office via magnetic tape. Will the proposer set up the proper interface during
implementation?
4.7.6 The system shall support the monthly reporting requirements of the Florida State Health and
Rehabilitative Services Trauma Registry.
4.7.7 The system shall support the submission of emergency medical services data to the Dade County
Office of Trauma Services on traumatic injuries.
4.7.8 Describe how the system supports quality assurance of data entry.
4.7.9 The system shall capture significant medical procedures performed by paramedics. (IE: How many
times during a given period has an individual started an IV or intubated a patient.). Proposer will
describe including what reports are available.
4.7.10 The system shall track the disposable supplies that are used during incidents.
4.7.10.1
The system shall report on the number and type of supplies used.
4.7.11 The system shall track patient demographic and insurance information extracted from rescue incidents.
4.7.11.1 Does it bill patients for EMS transportation charges? If so, will it forward this information to the
Finance Department for patient billing, and/or to interface with the billing vendor?
4.7.11.2 The system shall provide an analysis/statistical reporting feature that supports trend analysis and
strategic planning.
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4.7.11.2.1 Will the system provide management charts and graphs? Describe
4.7.11.3 The proposer must describe, in detail what elements are included in the fire and RMS reporting
portion of the system. All relationships and interfaces must be described in detail. All interaction
with other parts of the system must be clearly defined and presented in manner that will enable
MIS personnel to grasp the interrelationships within the system.
4.7.11.4 Does the system have a method to flag a call for review or follow-up (E.g., Flag for Prevention
review re: improper storage of hazardous materials, Rescue Division review of a chronic caller,
Flag for the Medical Director to follow-up on an infectious exposure or a patient Rescue was not
able to diagnose.)?
4.7. 11.5 Does the system have a method to research (while on scene), a patient by name and access any
previous reports?
4.8 TRAINING RECORDS
4.8.1 Employee training records must be maintained in accordance with Fire Department, local, state and
federal requirements. The system shall have a module to track training and other certifications.
4.8.2 The system shall track the following:
4.8.2.1 Training Subjects: Training Subjects are broad topics or subject matter including subject title, subject
description and subject code or abbreviation. An example of a Training Subject is "Water Rescue."
4.8.3 Training Courses: Training Courses are certifications, seminars, college courses, or other major units
of training available to Fire Department employees. An example of a Training Course is "Rescue Skin
Diver." Rescue Skin Diver falls under the Training Subject of Water Rescue. The system shall be
able to track course number, course title, course code or abbreviation, course description and type of
course (certification, college, seminar, etc.).
4.8.4 CEUslContact Hours: the number ofCEUs contact hours required to complete a course, the number
of CEU contact hours required to maintain a certification, the number of months specifying the term
of recertification and number of months of lead time to inquiry on employees requiring the
certification.
4.8.5 Many State certifications require CEUs in order to recertify, usually on a two year rotation. The
system shall track all CEUs related to a particular certification. (IE: Paramedic, EMT, Fire Inspector,
Fire Instructor, etc)
4.8.6 Training Class/Drill History: Training Class/Drill is an event during which a Training Module is
taught. For example, "Rescue Skin Diver" may be taught during three different classes or drills, one
for each shift. The system shall have a method to track class number, class date, class starting time,
module number, and if applicable, automatically record module information from the corresponding
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module file.
4.8.6.1 It shall also track the class duration in hours, location, class size (number of students), instructor and
comments.
4.8.7 The system shall capture a continuous and comprehensive record of each employee's training history
from date of employment until date of separation.
4.8.8 Training Instructor History, including certification status.
4.8.9 Training Scheduling (includes the selection of date, time, class size, and student roster posting of
schedule etc.). Describe.
4.8.10 Identify and Flag Students Requiring Training.
4.8.11 Record and track "no-shows."
4.8.12 Training Certifications: The system shall maintain certification status for all employees by student
number, along with certification number, certification code, date of certification, date of expiration
and comments.
4.8.12.1
Will it automatically flag a person whose certification is about to lapse or provide user
determined lead-time?
4.8.13 Default from Previous Record: When entering multiple records (with much of the same data), will the
system be able to retain or default to the common data elements from the previously entered record?
This will avoid redundant data entry.
4.8.14 Identify Employees Requiring Training: Will the system be able to identify employees requiring
specific training. For example, show me all employees that do not have EMT, First Responder and
CPR?
4.8.15 Cancel a Class: When a class has to be rescheduled for some reason, is a method to cancel all students
and reassign them to another class, available? If so can this be done with a single transaction without
having to go to each student record?
4.8.16 Will the system flag scheduling conflicts and warn the instructor or Division Chief when they are
double scheduling an employee, unit, classroom or instructor.
4.8.17 Will supervisors have the ability to print a daily master schedule of all training? Will this list provide
units, personnel, module, title and times?
4.8.18 Describe reports associated with training.
4.8.19 Based on an employees training history, will the system be able to list all courses, modules, classes
or other prerequisites necessary to complete a specific certification?
4.8.20 Will training records and scheduling be integrated with the rosters on a real time basis allowing
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rosters to reflect daily training required for each employee on duty?
4.8.21 Will Division Chiefs be able to view employees under their supervision who have been identified by
the Division as employees in need of training? Is so, will the display indicate the type of training
needed so that battalions may assign them to the proper class?
4.8.22 Will the system allow the assignment of all crew members to a class at the same time?
4.8.23 Will Division Chiefs be able to view available classes in order to assign students?
4.9 FIRE ENGINEERING AND WATER SUPPLY
4.9.1 Building and Zoning Department, Fire Engineering and Water Supply must track the plans review
process until it is completed. Inspectors must sign off on plans at different stages of the process.
Additionally, if the plans are unacceptable, there must be a way to deny the plans, and list the reasons
for denial. This information must then be printed out, or stored on standard floppy disks, so that it
may be given to the person(s) who submitted the plans. Describe how the system will track and
manage all information related to building plans review inspections, reinspection, resource scheduling
and testing.
4.9.2 The system shall track and manage all information related to hydrant inspections and water flow
testing, including automated service requests, calculated flow rates, auto scheduling and automatic
transfer of information to interfaced City departments.
4.10 OPERATIONS MANAGEMENT RECORDS
4. 10. 1 Describe the system's ability to track Fire and EMS Reports.
4.10.2 Describe the system's ability to handle Advance Planning Rosters (A planning roster is a standard
personnel and unit assignment roster that will schedule: training classes, apparatus manning, days off,
R days, vacations, fleet maintenance, public presentations, shift assignments, etc.).
4.10.3 Will the system be able to calculate employee summary totals by rank, shift and certification to assist
with balancing manpower coverage?
4.10.4 Planning Roster Data: The system shall capture the following information in support of advance
planning:
4.10.4.1 City ID Number (5 digit, same as student number) Note: Certain State agencies also issue their
own ill (or certification) numbers (e.g., HRS issues Paramedic and EMT numbers) which do not
correspond to City ID numbers. The system must have a means of "translating" a City ID number
to a State Certification number, and vice versa, to accommodate State reporting requirements. A
single employee may have 8 such "ID" numbers.
4.10.4.2 Roster apparatus or position designation (abbreviation or code, E3, R4, 300, 607. Air truck, etc.)
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4.10.4.3 Position on the unit (if applicable, Driver, Officer, 1,2,3, etc.)
4.10.4.4 Shift: (three 24 hr. shifts known as A, B, C, : 4-10 hour days; 5-8 hour days; Other)
4.10.4.5 Division to which assigned.
4.10.4.6 Certifications required.
4.10.4.7 Qualifications required.
4.10.4.8 Daily rosters are used to establish proper levels of apparatus manning for 40 hour work weeks
consisting of 8 to 10 hour days as well as 48 hour work weeks consisting of 3 platoons, 24 hour
shifts. The system shall track and manage daily personnel and unit movements. Describe.
4.10.4.9 Describe how the system tracks Employee Work Schedules.
4.10.4.10 Describe how the system tracks Employee Status Changes.
4.10.5 Calls are often dispatched according to the capability of crew members on a unit. For example, a
rescue unit might be dispatched to a drowning because a rescue skin diver is on the crew. Will the
system be able to display multiple certifications for each employee on the daily roster?
4.10.6 Employees often move from one station to another to cover open positions due to illness or other
emergency. Describe how the system handles and tracks these events.
4.10.7 Will the system be able to locate an employee no matter what the assignments or status (For example,
Smith might be scheduled to work at three different stations next shift. As a trainer, I need to know
where and when he will be stationed in order to properly schedule him for training. Is there a method
to look for Smith and display his schedule without scanning each roster, targeting only the individuals
desired)?
4.10.8 Each employee will be responsible for checking where he/she is to report for duty the following shift.
This will require that he/she be able to display and print a personal schedule prior to going off duty.
4. 10.9 When filling open positions due to illness, each Division Chief must have the ability to view
unassigned relief personnel who are closest (by division) to the position to be filled. The system shall
be able to sort the list by division so that personnel in the closest division may be chosen.
4. 10.10 Division Chiefs are required by contract to have minimum staffing based on many criteria. The
system shall have the ability to flag and display apparatus on rosters that do not have proper
staffing for the following reasons:
4. 10. 10.1 Improper certifications.
4.10.10.2 Lack of manpower.
4.10.10.3 Extra people.
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4.10. 10.4 More than one officer.
4.10.10.5 No officer.
4.10.10.6 No driver.
4.10.10.7 Other user specified.
4.10.11 Division Chiefs often make up rosters many shifts in advance in preparation of their vacation. The
system shall use data contained in this file to automatically make daily rosters, using a range of
dates (more than one day at a time).
4.10.12 Division Chiefs must be able to see on their roster, who is not working a given shift. The system
shall display employees who are off on a roster during a range of dates for reasons including, but
not limited to, vacations, R days, sick, etc. The system will allow them to be able to view all
personnel scheduled off duty, their replacement and reason for absence.
4.10.13 Conflict Resolution: When an employee is scheduled in two different places during the same time
frame the system shall notify his supervisor of a conflict.
4.10.14 Will the system show unassigned relief people?
4.10.15 Describe how the system handles the scheduling of vacations.
4.10.16 MBFD now maintains the following information. Describe how the proposed system will
maintain this information?
4.10.16.1 Employee number.
4.10.16.1.1 Employee name.
4.10.16.1.2 Status (rescue/suppression).
4.10.17 The system shall track each employees R-Days. R-Days are (a contractual day, 1 every 3 weeks)
a standard day off (24 hours) for uniformed employees on 24 hr. shifts.
4.10.18 Replacement: When an employee takes an R-Day, an "R-Relief' employee takes his place. The
system shall automatically show an employee's standard R-day replacement on the roster when
taking an R-day.
4. 10.19 The system shall track and summarize daily events such as personnel movement, training, station
inspections, demonstrations, station maintenance and equipment transfers for all areas of the Fire
Department.
4.11 HAZARDOUS MATERIALS
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Hazardous materials inspections are carried out by certified inspectors, Hazardous Materials Team members
and company officers to determine the location, type and quantity of hazardous material.
MSDS (Material Safety Data Sheets) Information regarding the materials stored, heath risks of same, type of
containment, and quantities stored) information is received from businesses on a daily basis as required by
State and Federal laws.
Emergency premise information is maintained in files for businesses having hazardous materials on site.
4. 11.1 The Fire Prevention Division has the responsibility to gather information about local businesses that
may be helpful in the event of an incident at any related business facility. This information may
include primary and secondary emergency contacts, phone numbers and other pertinent information.
Currently, this information is stored in a manual filing system. However, in the near future, this
information will be entered into the CAMEO Hazardous Materials system. Will the system be able
to link up with the CAMEO system so that any Haz Mat information will be immediately available
to the dispatchers and the responding units PRIOR to their arrival? If a link with CAMEO, an industry
standard, is not possible, will the system track and manage all information related to businesses
handling hazardous materials?
4.11.2 Each business may have a number of facilities associated with it. They may be either at the business
location or at a remote site. For this reason, related records are kept on each facility within a business.
(CAMEO offers this option) This information may include the name of the facility, emergency contact
information and an inventory and location of hazardous material contained within the facility.
Describe how the system will track and manage information related to many types hazardous materials
(including what information will be tracked) stored within local facilities.
4.11.3 In dealing with incidents involving hazardous materials, will the system be able to analyze and
recommend the best method to resolve the incident. Please describe.
4.12 MAINTENANCEANDINVENTORY
4.12.1 Does the system have a property maintenance and inventory module?
4.12.2 Will the system track scheduled maintenance on the following equipment: hand held radios, pagers,
telephones, and alerting systems? Describe.
4.12.2.1 Radio Work Orders: The Support Services Division initiates an interagency work order for radio
and pager repairs as needed. Will the system initiate and track work orders through all phases of
the repair process (This may include outside vendors)?
4.12.3 The MBFD Support Services Division desires a system that will provide record keeping to track
vehicle maintenance, as described below, with the ability to link up with the City's Mechanical
Maintenance Department.
4.12.4 Vehicle Maintenance System Features:
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4.12.4.1 Vehicle Status: Vehicle status is maintained for line vehicles, vehicles in the shop and motor pool
or standby vehicles. Status may include the designations: in or out of service, or in service with
restrictions. The Fire Department desires a system to track vehicle status through all phases of
operation, maintenance and repair.
4.12.4.2 Vehicle Work Orders: The Support Office initiates an interagency work order for vehicle repairs
as needed. Vehicles are tracked through the repair process with either the Fire shop or City shops
until they are repaired and returned to service as a line vehicle. Will the system initiate and track
work orders through all phases of the repair process (This may include outside vendors) ?
4.12.4.3 Will the system be able to distinguish between actual equipment!apparatus down time and labor
performed on repairs (IE: bench repairs of components while equipment is in service or in reserve
status as well as repairs effected without taking the equipment out of service.) ?
4.12.4.4 Will the system have labor codes that are either user defined, or more specific to fire
equipment/apparatus than conventional fleet?
4.12.4.5 Will it break downtime as follows: Per repair, per type (labor code - some work orders have
multiple codes), per vehicle, per employee (mechanic or vendor).
4.12.4.6 Does the system have a means to flag repeated (come back) repairs for the same problem?
4.12.5 Preventative Maintenance Schedules: Direct interaction between the City's Maintenance Facility and
the Fire Department is required to maintain a well coordinated maintenance program. Will the system
schedule and track the preventative maintenance performed on all vehicles. Such maintenance
includes: pump testing, aerial inspections (in house) which should include the ability to track which
shifts (A, B, C) are due to perform same, UL (Underwriter's Laboratories) inspection, air quality
testing, and other related testing( s)?
4.12.6 Repair History: Will the system track vehicle and equipment repair histories, including associated
costs?
4.12.7 Maintenance History: Will the system track vehicle and equipment maintenance histories (e.g., How
much lubricant has Engine 1 used in the past 6 months?, How much did this cost?, How much fuel has
Rescue 3 used in the past month? What is the cost for Rescue 3's fuel per mile?, etc)?
4.12.8 EquipmentlnventoryandLocation: Vehicle and equipment inventories are maintained in the Support
Services Division. The location of each vehicle and its condition is maintained along with all
equipment on board. Equipment exchange is handled on a 24 hour basis. Will the system track vehicle
and equipment inventory and have the ability to identify frequently used/replaced parts to ensure an
adequate inventory is maintained? Will it also track: part numbers, cost at last purchase, vendor,
current PO number?
4.12.9 Fleet Replacement Schedule: The Support Services Division maintains repair and maintenance records
on each vehicle. Summary statistics provided by this office are the basis for setting proper fleet
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replacement schedules. Describe how the system automates the fleet replacement scheduling process.
4.12.10 Employee Accountability: Will the system be able to generated printed reports on the following:
How many hours did it take to complete a given repair, How long did it take for the part to be
ordered? Delivered? Who (mechanic) last fixed the brakes on Engine 3? How much time was
spent in training (both in receiving the training, and in teaching)? How much time was spent in
record keeping? Parts research and ordering?
4.13 POLICIES AND PROCEDURES
The Policy and Procedure Office is responsible for the handling and distribution of Policy and Procedure
throughout the Fire Department. This office must gather, edit, format and publish Department policy. This
function is currently being done on a PC.
4.13. 1 Does the system support creating, editing, formatting, publishing, and tracking policies and procedures
either as part of the system software or as a function of software linked to the system? If so, describe?
4. 13.2 Will the system track the creation and evolution of a policy from its inception as a memo to the final
product as a formal policy providing a method to track changes in policy?
4.13 .3 Will CAD users be able to have instant access to any and all policy related or emergency guide
information stored as part of 4.13.1? Describe this utility.
4.13.4 Will the system provide an automatic distribution method to predefined offices/people, flagging
revisions since the last time that person accessed the manual for immediate review? (E.g., An E-mail
message would be generated anytime a revision was entered, prompting an employee to review his
"manual")
4. 13.5 Will the system have a method to do global text searches?
4.14 OVERTIME CALL BACK
The Division Chiefs are responsible for maintaining a list of employees who are qualified or certified to work
overtime on specific apparatus and who have requested to be placed on the list. They receive requests for
overtime from employees who now submit a request to be placed on the overtime list. They express their work
preference by district.
4. 14. 1 Will the system enable employees to place themselves on this voluntary overtime list and designate
their preference for work, including a method to take their name off the list?
4.14.2 Typically each morning some employees callout sick. Overtime is used to replace these employees
if extra personnel are not available. Will the system provide a method to post available overtime for
employees to see and respond to?
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4.15 HYDRANT TESTING AND INVENTORY
Operations is responsible for inspecting fire hydrant systems for operational readiness. A hydrant file is
maintained on each hydrant, recording the date of inspection, the officer inspecting and the condition of the
hydrant. Water flow tests are performed on hydrants based on requests from the Water Department.
Other similar tests, such as sprinkler or standpipe testing, may be requested by a contractor. Such testing is
done subsequent to a request from same, and payment of a fee to the Building Department.
4. 16 The system shall interface to the BuildingIW ater Department to accommodate this procedure and the
results of the testing.
4. 17 Will the system provide a method of documenting the results of the testing to the contractor (In both
printout and disk form)?
4.18 A central directory of hydrants is maintained in the Fire Alarm Bureau for the purpose of quick
reference when dispatching. Will the system be able to maintain this information?
4.19 Will the system capture the below information?
4.19.1 A method to record inspection histories for each hydrant in the City. Hydrant number, location, officer
inspecting along with other pertinent information is generally kept.
4.19.2 The Fire Department must notifY the City Water Department when a fire hydrant is out of service.
When the Water Department completes the hydrant repair the Fire Department is notified and the
hydrant is placed back into service. Will this system automate hydrant status and work order
notification to the Water Department?
4.19.3 Requests for water flow tests come from a number of sources. The primary source is the Fire
Protection Analyst assigned to the Fire Prevention Division. Will the system be able to automatically
receive requests and enter test results?
4.19.4 Will dispatchers be able to access hydrant status and location to properly notify responding units?
4.19.5 Operations units must routinely inspect hydrants based on an inspection schedule. This schedule is
predetermined and must be routed logically to save time and fuel. Will the system schedule and rout
hydrant inspections by street grid automatically?
4.20 SUPPLY AND EQUIPMENT INVENTORY
Both the Support Services Division and the Rescue Division are responsible for receiving goods into the Fire
Department. In addition, the City maintains a "Central Stores" warehouse where supplies common to many
City Departments are kept. The Supply operation is a typical supply and inventory process where goods are
stocked at a warehouse and issued based on demand or standard issue.
Materials stocked at the warehouse include, but are not limited to, personnel clothing and equipment, vehicle
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equipment and hose, EMS supplies and office supplies. Required stock levels are maintained through an
automatic reorder process based on user defined levels.
4.20.1 The equipment management function is concerned with accounting for equipment, supplies and
material used by the Fire Department during everyday activities (e.g., uniforms, EMS supplies, etc.).
Describe system's ability to track and maintain inventory and disbursement records of all working
equipment.
4.21 ADDITIONAL REQUIREMENTS
4.21.1 Emergency Medical Services Receivables: Will the system be capable of billing patients for medical
services and supplies provided by the Fire Department or by private ambulance companies at the
request of the Fire Department? If so does it include:
4.21.1.1 Invoice generation including the ability to itemize each invoice or bill.
4.21.1.2 Printing of insurance reimbursement forms.
4.21.1.3 Ability to bill MedicareIMedicaid via tape or online.
4.21.1.4 Ability to accept input from CAD/EMS system.
4.21.1. 5 Follow-up bill generation.
4.21.1.6 Ability to record payments by source, i.e.:
4.21.1.6.1 Customer payment,
4.21.1.6.2 Insurance payment,
4.21.1.6.3 Transfer payment,
4.21.1.6.4 Writeoffposting,
4.21.1.6.5 Allowable's,
4.21.1.7 Audit trail creation for each payment register up to and including bank deposits.
4.21. 1.8 Management report creation tracking payments and balances due per individual and per invoice.
4.21.1.9 Ad hoc report capability.
4.21.1. 10 Will the system be capable of collecting and storing all relevant data pertaining to the call
including:
4.21.1.10.1
4.21.1.10.2
4.21.1.10.3
4.21.1.10.4
4.21.1.10.5
Patient name and complete address and social security number, MedicareIMedicaid numbers.
Guarantors name and complete address.
Employer name and complete address.
Invoice number.
Date and time.
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CITY OF MIAMI BEACH
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4.21.1.10.6
4.21.1.10.7
4.21.1.10.8
4.21.1.10.9
4.21.1.10.10
4.21.1.10.11
4.21. 1.10.12
4.21.1.10.13
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Alarm number.
Name ofunit(s) on call, Type of call (ALS or BLS).
All transport information.
Any notes or additional required data.
Personnel on the call.
Infectious exposures.
ALS/BLS transports.
Hospital transported to.
CITY OF MIAMI BEACH
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SECTION ill - PROPOSAL FORMAT
Proposals must contain the following documents, each fully completed and signed as required. Proposals which
do not include all required documentation or are not submitted in the required format, or which do not have the
appropriate signatures on each document, may be deemed to be non-responsive. Non-responsive proposals will
receive no further consideration.
A. CONTENTS OF PROPOSAL
1. Table of Contents
Outline in sequential order the major areas of the proposal, including enclosures. All pages must be
consecutively numbered and correspond to the table of contents.
2. Proposal Points to Address:
Proposer must respond to all minimum requirements listed below, and provide documentation which
demonstrates ability to satisfy all of the minimum qualification requirements. Proposals which do not
contain such documentation may be deemed non-responsive.
3. Price Proposal
Proposer must include a separate price which will be charged to the City for each of the systems bid.
(i.e., Computer Aided Dispatch System; Police and Fire Records Management System) Within the
price of each system, proposer must also provide a detailed breakdown of the price for each piece
of hardware, software (including prices for individual modules/components), and separate pricing for
each of the proposed services.
3. Acknowledgment of Addenda and Proposer Information forms (Section VIII)
4. Any other document required by this RFP. such as a Ouestionnaire or Proposal Guaranty.
B. MINIMUM REQUIREMENTS / QUALIFICATIONS:
1. Proposed system must be tested and proven. The version of the software proposed must not be in the
process of being developed or written. It must be completed and installed (as of9/15/97) in at least
one jurisdiction with a population of at least 100,000, a police department of at least 400 sworn
officers and a fire department of at least 200 uniformed fire fighters. This jurisdiction should have
multiple fire stations. Having earlier versions of the proposed software operating in jurisdictions as
specified above does not meet the requirements of this RFP.
2. Proposer must have a customer base that includes two or more jurisdictions that handle at least
150,000 police calls for service and 25,000 fire/EMS calls per year.
3. Proposed system must operate in a client server environment, on multiple server platforms and must
be a true MS (Microsoft) Windows system employing a graphical user interface (Gill). A text based
system operating within a window will not fulfill the requirements of this section.
4. Proposed CAD systems must have the following operational in a live environment:
a) CAD to police and fire records interface;
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
:010
b) CAD to MDT interface;
c) GIS interface;
d) Real-time mapping;
e) Emergency Medical Dispatch component or interface;
5. Proposed Police RMS systems must have the following operational in a live environment:
a) Case Management component;
b) Crime Analysis component;
c) Property evidence and property management component capable of bar coding;
d) Personnel information component.
6. Proposed Fire RMS systems must have the following operational in a live environment:
a) Personnel information component;
7. Proposed system must be capable of handling dates into the year 2000 without software modifications.
8. For each system, the proposer must have a data dictionary that defines all data fields, their access and
relationships, and methods of update. This must be available to users.
9 F or each system, the proposer must provide users access to the source code or provide repository
options.
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
1~1
SECTION IV - EV ALUA TION/SELECTION PROCESS: CRITERIA FOR EV ALUA TION
The procedure for proposal evaluation and selection is as follows:
1 . Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each proposal in accordance
with the requirements of this RFP. If further information is desired, proposers may be requested to make
additional written submissions or oral presentations before the Evaluation Committee makes its
recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals acceptance of
which the Evaluation Committee believes to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
. Functionality
. Maintenance and support
. Price
. System architecture
. System performance
. Proposer's financial strength, and track record
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager shall recommend
to the City Commission the proposal or proposals acceptance of which the City Manager deems to be in the
best interest ofthe City.
7. The City Commission shall consider the City Manager's recommendation( s) in light of the recommendation( s)
and evaluation of the Evaluation Committee and, if appropriate, approve the City Manager's
recommendation(s). The City Commission may reject City Manager's recommendation(s) and select another
proposal or proposals. In any case, City Commission shall select the proposal or proposals acceptance of
which the City Commission deems to be in the best interest of the City. The City Commission may also reject
all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive at a contract. If the
City Commission has so directed, the City Manager may proceed to negotiate a contract with a proposer other
than the top-ranked proposer if the negotiations with the top-ranked proposer fail to produce a mutually
acceptable contract within a reasonable period of time.
9. A proposed contract or contracts are presented to the City Commission for approval, modification and
approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by the City Commission,
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
U4'.2
the Mayor and City Clerk sign the contract(s) after the selected proposer(s) has or have done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no property interest
or legal right of any kind shall be created at any point during the aforesaid evaluation/selection process
until and unless a contract has been agreed to and signed by both parties.
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
mI3
SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or assign, transfer,
convey, sublet, or otherwise dispose of this contract, or of any or all of its right, title, or interest therein,
or its power to execute such contract to any person, firm, or corporation without prior written consent of
the City. Any unauthorized assignment shall constitute a default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold harmless the City of Miami
Beach and its officers, employees, and agents, from and against any and all actions, claims, liabilities,
losses and expenses, including but not limited to attorneys' fees, for personal, economic or bodily injury,
wrongful death, loss of or damage to property, in law or in equity, which may arise or be alleged to have
arisen from the negligent acts or omissions or other wrongful conduct of the successful proposer, its
employees, or agents in connection with the performance of service pursuant to the resultant Contract;
the successful proposer shall pay all such claims and losses and shall pay all such costs and judgments
which may issue from any lawsuit arising from such claims and losses, and shall pay all costs expended
by the City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful proposer, it shall fail to fulfill in a
timely manner, or otherwise violate any of the covenants, agreements, or stipulations material to the
Agreement, the City shall thereupon have the right to terminate the services then remaining to be
performed by giving written notice to the successful proposer of such termination which shall become
effective upon receipt by the successful proposer of the written termination notice.
In that event, the City shall compensate the successful proposer in accordance with the Agreement for all
services performed by the proposer prior to termination, net of any costs incurred by the City as a
consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability to the City for
damages sustained by the City by virtue of any breach of the Agreement by the proposer, and the City may
reasonably withhold payments to the successful proposer for the purposes of set offuntil such time as the
exact amount of damages due the City from the successful proposer is determined.
D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be performed at any time
without cause by giving written notice to successful proposer of such termination, which shall become
effective thirty (30) days following receipt by proposer of the written termination notice. In that event,
all finished or unfinished documents and other materials shall be properly delivered to the City. If the
Agreement is terminated by the City as provided in this section, the City shall compensate the successful
proposer in accordance with the Agreement for all services actually performed by the successful proposer
and reasonable direct costs of successful proposer for assembling and delivering to City all documents.
RFP NO.: 130-96/97
DATE: 9/11197
CITY OF MIAMI BEACH
~
Such payments shall be the total extent of the City's liability to the successful proposer upon a termination
as provided for in this section.
RFP NO.: 130-96/97
DATE: 9/11197
CITY OF MIAMI BEACH
laoS
SECTION VI - SPECIAL TERMS AND CONDITIONS
SITE VISITS
Upon review of all submitted proposals, the selection committee will choose not more than three proposals
for further consideration. If selected by the City as one of the finalist, proposer agrees to provide funding for
travel, hotel, and per diem expenses for three employees of the City to visit one site of the proposer's choice.
That site must be a public safety agency actively using the same software that is being proposed (same
version). Proposer must fully account for customization not part of the system being proposed.
As part of the site visits, City employees will work one full day each with CAD System personnel and Records
System personnel of the hosting agencies. Proposers may arrange the site visits but will not participate with
City employees.
Site visits will be an important part of the software selection decision making process. Proposers are
encouraged to select sites that best represent their software.
HARDWARE AND SOFTWARE EXCLUSION
The City reserves the right to exclude any software modules and to substitute hardware or third party software
specified by proposer with equal or better hardware/software. Proposer will specify which, if any, modules
must be purchased in conjunction with each other to function effectivey.
Proposer will not assess a penalty or change any prices quoted if the City exercises its option to exclude or
replace software or hardware as specified above.
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
1~6
SECTION VII - ATTACHMENTS
Attachment 1. - Proposer Response Table A. General Requirements
Attachment 2. - Proposer Response Table B. Computer Aided Dispatch
Attachment 3. - Proposer Response Table C. Police Records Management System
Attachment 4. - Proposer Response Table D. Fire Records Management System
Attachment 5. - City Technology Profile
Attachment 6. - Police and Fire Signal Codes
Attachment 7. - Police Daily Activity Report
Attachment 8. - Police Shift Assignment Sheet
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
W7
Attachment 1.
Table A. General Requirements
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307
Attachment 5.
City Technology Profile
308
City Technology Profile
A. Overview
The City currently operates a geographically-dispersed mix of technology platforms
connected via a wide area network. Several new technology requirements have been
identified which are fundamental to achieving the City's strategic initiatives. These new
technology requirements formulate the City's "Future" Technology Architecture. During
the next few years, the City will aggressively migrate from the current or "As-Is"
Technology Architecture to the new, "Future" Technology Architecture. The
Convention Center Time Keeping System is a critical part of the new Architecture.
B. "As-Is" Technology Architecture
Currently, the City operates the following technology platforms at its various operating
locations:
1. Four (4) HP series 3000 minicomputers running under l\1PE/IX.
2. Ten (10) Pentium servers with speeds ranging from 90 to 200 Mhz. All are
running Novel Netware 4.1.
3. Approximately 400 PC's, of which about 350 are networked. Configurations
range from the minimum 486 running at 25 to 66 Mhz with 8 l\1B RAM, to
Pentiums running at 100 to 166 Mhz with 16 to 32l\1B RAM. Most feature a 14"
SVGA monitor and have from 800 to 1.6 GB hard drives. CD-ROM drives are
not standard. Fewer than 5% have FAX capabilities and internal modems. About
98% operate under Windows 3.1. The City plans to migrate to a 32-bit OS by
mid 1998.
4. Most departments have at least one network printer. Network printers include HP
4si, HP5L, HP6, lIP 4mv and lIP 5m.
5. The City leases a 10 l\1BS WAN connection from Bell South. The lIP 3000's are
tied to an Ethernet 802.3 backbone.
6. HP's running Computer Aided Dispatch and Emergency Response applications tie
through a Microvax SNA Gateway to Microwave MOTs.
7. Local Area Networks are currently 10 base T. Most network interface cards are
currently "D-link" for 1 0 base T. Some departments are expected to upgrade to
100 base T.
309
c. "Future" Technology Architecture
A "Future" Technology Architecture includes:
1. Components required to access data from anywhere in the enterprise in a
transparent fashion and present it to users as information to make critical
decisions.
2. Information repositories for data storage.
3. Data highways by which users access information.
4. Desktop and laptop computers where information is presented.
5. Software required to tie all these elements together.
Making the "Future" Technology Architecture a reality poses three major challenges.
The Architecture must:
1. Provide the required "additional" functionality.
2. Coexist and be integrated with the City's existing application and technology
investments.
3. Be flexible, capable of changing rapidly according to the needs of the City.
To satisfy our requirements, several technology components have been identified
including, but not limited to:
1. Shared Database Systems - A foundation for all enterprise data so it can be
accessed and manipulated in a consistent fashion throughout the organization.
2. Client/Server Applications - Applications that can access large blocks of data
from one or more data servers and manipulate the data for presentation.
3. Local Area Networks (LANs) Shared storage, printing and file services, and
connectivity to high speed networks and other computing environments.
4. Laptop Computers - Mobile access to data via client/server applications and
display information on a graphical user interface.
5. High Performance Networks - Multi-protocol network connectivity providing
high speed data transfer between remote locations.
6. Open Systems - Adherence to industry standards able to coexist and inter-operate
with other systems.
310
Attachment 6.
Police and Fire Signal Codes
311
MIAMI BEACH POLICE DEPARTMENT COMMUNICATIONS SIGNAL CODES:
01 CALL YOUR OFFICE 53 ABDUCTION -
02 CALL 54 FRAUD
03 TO RADIO REPAIR SHOP 55 WEAPONS VleLATOR
04 TO MOTOR POOL 56 COURT
05 TO YOUR STATION 57 CASE FILING/
06 TRANSFER DEPOSITION
07 CANCEL 58 TRAINING
08 RECALL 59 OFF-DUTY
09 IN SERVICE ASSIGNMENT
10 OUT OF SERVICE 60 TWO-MAN UNIT
11 OUT OF SERVICE - PERSONAL 61 DESK ASSIGNMENT
12 EAT
13 SPECIAL INFORMATION
14 CONDUCT INVESTIGATION
15 MEET AN OFFICER
16 D.U.I.
17 ACCIDENT
18 HIT AND RUN
19 TRAFFIC STOP
20 TRAFFIC DETAIL
21 STOLEN OR LOST TAG/DECAL
22 STOLEN CAR
23 CLEARANCE CHECK, VEHICLE/PERSON
24 COMPLETE CHECK, VEHICLE/PERSON
25 BURGULAR. ALARM
26 BURGULARY- BREAK
27 THEFT/LARCENY
28 VANDALISM
29 HOLD-UP ROBBERY *ALL EMERGENCY CALLS SHALL BE
30 SHOOTING PREFIXED WITH THE NUMBER
31 HOMICIDE "3"*
32 ASSAULT
33 SEX OFFENSE
34 DISTURBANCE
35 DRUNK
36 MISSING PERSON
37 SUSPICIOUS CAR
38 SUSPICIOUS PERSON
39 PRISONER
40 SUBJECT POSSIBLY WANTED
41 SICK OR INJURED PERSON
42 AMBULANCE
43 BAKER ACT
44 ATTEMPTED SUICIDE
45 D.O.A.
46 MEDICAL DETAIL
47 BOMB OR EXPLOSIVE ALERT
48 EXPLOSION
49 FIRE
50 ORGANIZED CRIME
51 NARCOTICS VIOLATOR
52 NARCOTICS INVESTIGATION
312
ATTACHtvlENT 6
FIRE AND
l7IN
l7IW
l8IN
30IN
32IN
44IP
44JO
47
48
FIRE
ILL
LIFE
ODA
FAINT
POISON
DOA
STROKE
SEIZ
ABDOM
BURN
HEART
BABY
CHOKE
DIABET
SOB
DOWN
DROWN
INJ
35F
R67
R99
FIRE
l7F
F10
F59
F59S
F63
F99
BOATF
ELECF
HOSP
FOUT
TRASHF
FLAMS
GASL
HAZCON
WATER
WIRED
SMOKE
POLICE:
ACCIDENT WITH INJURIES
ACCIDENT - CAR IN WATER
HIT AND RUN ACCIDENT WITH INJURIES
SHOOTING WITH INJURIES
ASSAULT WITH INJURIES
ATTEMPT SUICIDE IN PROGRESS
ATTEMPT SUICIDE JUST OCCURRED
BOMB/EXPLOSION ALERT
EXPLOSION
RESCUE (FRU):
ILLNESS (GENERAL)
LIFE LINE ALARM
OD/ACCIDENTAL
PASSING OUT/FAINT
POISON
POS S DOA (45 )
POSS STROKE/CVA
SEIZURE
ABDOMINAL PAIN
BURN VICTIM
CARDIAC DIFFICULTY
CHILDBIRTH
CHOKING
DIABETIC
DIF~ICULTY BREATHING
DOWN/FALL
DROWNING
INJURY
DRUNK
ELECTROCUTION
RESCUE OTHER
CALLS:
VEHICLE FIRE
BUILDING FIRE, INSIDE
PUBLIC SERVICE
STUCK ELEVATOR
FIRE ALARM
OTHER FIRE
BOAT FIRE
ELECTRICAL FIRE
HOSPITAL FIRE
FIRE OUT
TRASH FIRE
FLAMMABLE LIQUID SPILL
GAS LEAK
HAZARDOUS CONDITION
WATER LEAK
WIRES DOWN
SMELL OF SMOKE
313
ATTACHMENT 6
Attachment 7.
Police Daily Activity Report
314
d
""ilatlmii I3lealclll II)tvlU1ce l[)evalll1llm,eill1l
Activity/AssignmEnt Log
Officer-A:
10#:
Platoon::
Officer-S:
Unit II:
10#:
Special Detail(s)
Detail Minutes
CourtJDepos (Min)
Total Time I Mill
885-0787
534-2128
545-5559
547-7393
638-6540
534-2775
637-4664
585,;6487
545-2400
4714700
674-2200
691-4357
531-5636
547~0200 ..
545-1600
585-7273
535-4210
547..0100
868-5000
......672...2100
672-2395
. Notes
315
grt\mbpd\ifvrod\.tHog./Tp rev. 09/95
ATTACHMENT 7
Attachment 8.
Police Shift Assignment Report
316
I MIAMI BEACH POLICE DEPARTMENT II WORK SHEET TEMPLATE (ONE PER SHIFT PER DAY)
I DAY OF THE WEEK: FRIDAY 08/22/97 THIRD P LA TOO N
911: 912: 913:
931: Lt. DiCenso 359 932: 933: Lt. Bambis
110a: Sgt. Yero 120 120: Sgt. Sliman 563 130: Sgt. Gam
110b: 150: Sgt. Millerick 109 160:
140a:
140b: 620 Sgt. Avila
111: 624 Matthews
1:
112: Teboe
1:
113: Dohler
2:
114:
2:
115: 637 McHugh OT 128
2:
116: 621 McGavern 421
3:
117:
3:
118:
4
119:
4: .
K-7: Doce
K-ll:
--------- FOOT P A TROL---------
410:
401: Pfrogner (7p-5a) 647
402: Ramirez (7p-5a) 2ill
403:
404: Jimenez (5p-3a) 314
405:
406: Perez, R. (5p-3a) 513
407: Lincoln 607
----------O<:EAN I>~----------
350:
351:
352:
353: Alvarez OT
354:
355:
356:
357:
358: Chorens (~3a) 531
--------MARINE P ATROL-------
190:
191:
192:
193:
194:
---------- PARK G U ARI>S---------
481:
482:
483:
484:
485:
---------------DETA~S-------------
TOP A........................................
JAIL RUN (2300).......................
S<:AN RAI>lOS...........................
133
565
556
533
625 Chapman
Lopez, C
219
540
K-9
449
512
<:ity Hall Money Run................
OT
535
539
541
558
121: Garcia, J
5:
122: Jones,
5:
123:
6:
124:
6: .
125:
6:
126:
7:
-------OTHER UNITS----------
819: Cox OT 486
Perez, E
Hernandez, I>
. <:abanas
Rivera, J
504
--DETENTION DETAIL----
139:
839: Martineau 023
---A<:<:IDENT UNIT ---------
170:
171:
172:
173: Weber, J.
174:
-----BEACH P A TROL--------
Bl:
B2:
B3:
B4:
B5:
B6:
------- TASK FORCE-----------
180:
181:
182:
183:
184:
185:
186:
310
--------------ST A TI 0 N --------------
Admin: Siedentopf 407
816: Febbraio OT 415
817:
818: Dixon 387
----------ASSIGNED TO-----------
121
112
118, 121
K-7
317
ATTACHMENT 8
561
444
131: Maxwell 246
8:
132: Pereira 645
8:
133: Madison 204
8:
134: Hart OT 537
9:
135: I>elgado 524
9:
136: Williams, D 452
10:
137:
10:
138:
10:
-----------MOTOR UNITS-------
620:
619:
621:
AREAS OF RESPONSm~ITY
111:
112:
113:
114:
115:
116:
117:
118:
119:
121:
122:
123:
124:
125:
131:
132:
133:
134:
135:
17 to 23 St I Ocean to Alton
21 to 63 St I Indian Ck to Ocean
Venetian I Sunset Islands
Dade to 47 St IN. Bay to Ind Ck.
47 to 63 St I N Bay to Ind Ck.
63 to 71 StI Inc1 Islands
71 to 87 Terr I Tatum to Ocean
Hawthorne to Cre~pi I 77 to 86 St
Normandy Isle I NO. of Waterway
Normandy Isle I So. of Waterway
-----EMPLOYEES ABSENT ---
COHEN CL
HARLEY V AC
TRACEY CL
TRAV1S CL
CHENOWETH CL
ZEIFMAN FL
CARULO BER
PORTER X
------------O~RTI1VlE------------
McHugh 305 6.5hrs
Alvarez 305 6.5hrs
Jones 305 6.5hrs
Hart 305 6.5hrs
Cox 305 6.5hrs
Febbraio 305 6.5hrs
-------()lJALITY OF LIJ?E-------
SOUTH 113 K-7
MIDDLE 121' 123
NORTH 131', 132, 133, 135, 136
---MIDNIGHT HOLDO~RS--
SECTION vm - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
RFP NO.: 130-96/97
DATE: 9/1l/97
CITY OF MIAMI BEACH
1318
PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and all proposals, to
make awards on all items or any items according to the best interest of the City, and to waive any
irregularities in the RFP or in the proposals received as a result of the RFP. It is also understood and
agreed by the proposer that by submitting a proposal, proposer shall be deemed to understand and agree
than no property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(Printed Name)
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
mm
REQUEST FOR PROPOSALS NO. 130-96/97
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection with this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part II:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(proposer - Name)
(Date)
(Signature)
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
13!0
DECLARA TION
TO: Jose Garcia-Pedrosa
City Manager
City of Miami Beach, Florida
Submitted this
day of
, 1997.
The undersigned, as proposer, declares that the only persons interested in this proposal are named herein; that no
other person has any interest in this proposal or in the Contract to which this proposal pertains; that this proposal
is made without connection or arrangement with any other person; and that this proposal is in every respect fair
and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach document for the
purpose of establishing a formal contractual relationship between the proposer and the City of Miami Beach,
Florida, for the performance of all requirements to which the proposal pertains.
The proposer states that the proposal is based upon the documents identified by the following number: RFP No.
130-96/97
SIGNA TURE
PRINTED NAME
TITLE (IF CORPORATION)
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
:Ri)I
Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a Corporation. answer this:
When Incorporated:
In what State:
If Foreil:n Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice-President's Name:
Treasurer's Name:
Members of Board of Directors:
RFP NO.: 130-96/97
DATE: 9/11/97
QUESTIONNAIRE
CITY OF MIAMI BEACH
~
Ouestionnaire (continued)
If a Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
ADDRESS
* Designate general partners in a Limited Partnership
I. Number of years of relevant experience in operating similar business:
2. Have any similar agreements held by proposer for a project similar to the proposed project ever
been canceled?
Yes ( )
No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made, failed to
complete a contract during the past five (5) years, or been declared to be in default in any
contract in the last 5 years?
If yes, please explain:
Ouestionnaire (continued)
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
BQB
4. Has the proposer or any of its principals ever been declared bankrupt or reorganized under
Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary.
5. Person or persons interested in this bid and Qualification Form (have) (have
not) been convicted by a Federal, State, County, or Municipal Court of any violation of law,
other than traffic violations. To include stockholders over ten percent (10%). (Strike out
inappropriate words)
Explain any convictions:
6. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with
more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the proposer and/or any of its principals:
7. Conflicts of Interest. The following relationships are the only potential, actual, or perceived
conflicts of interest in connection with this proposal:
(If none, so state.)
The proposer understands that information contained in this Questionnaire will be relied upon by the City in awarding
the proposed Agreement and such information is warranted by the proposer to be true. The undersigned proposer
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
B39l
agrees to furnish such additional information, prior to acceptance of any proposal relating to the qualifications of the
proposer, as may be required by the City Manager.
The proposer further understands that the information contained in this questionnaire may be confirmed through a
background investigation conducted by the Miami Beach Police Department. By submitting this questionnaire the
proposer agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and
providing information for credit check.
WITNESSES:
IF INDIVIDUAL:
Signature
Signature
Print Name
Print Name
WITNESSES:
IF PARTNERSHIP:
Signature
Print Name of Firm
Print Name
Address
Signature
By:
(General Partner)
(Print Name)
(Print Name)
WITNESSES:
IF CORPORATION:
Signature
Print Name of Corporation
Print Name
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
RFP NO.: 130-96/97
DATE: 9/11/97
CITY OF MIAMI BEACH
BIbS