pre-proposal conference 10:00 a.m. – thursday, september
TRANSCRIPT
Greater Cleveland Regional Transit Authority
PRE-PROPOSAL CONFERENCE
10:00 a.m. – Thursday, September 27, 2012
CAD/RMS Replacement RFP No. 2012-128
SUMMARY OF THE MEETING
The following is an edited summary (not a formal written response) of the Pre-Proposal Conference for this Project. This summary is being made available to all interested parties for informational purposes only:
I. Introduction
• Shawn Becker, RTA Contract Administrator
• Mike Gettings, Project Manager
• Helen Bates, Support
II. Procurement Overview:
Summary of Project: This procurement is the purchase of an Integrated Electronic Records System (‘ERS) composed of Computer Aided Dispatch and Records Management System (CAD/RMS) for the Transit Police use.
• The DBE percentage goal for this project is: 0%
• All questions must be put in writing and sent to Shawn Becker at [email protected]
or via fax: 216-781-4480.
• Due Date: Thursday, October 18, 2012 at 2:00 PM, Official Time
• One Original and Seven Copies of the proposals should be submitted.
• An Evaluation Panel will be set up to review and evaluate each proposal submitted.
• All proposals will be evaluated based on the Evaluation Criteria listed in the RFP.
• The Evaluation Panel will select the most technically qualified proposals.
• The firms with the highest rated proposals will be short listed and asked to come in for interviews.
• After the interview the short-listed will be asked to submit their best and final offer.
• The Authority will need cost data to support vendor pricing.
III. Technical Overview:
• Transit Police prefers that all proposed software be currently developed and installed in other jurisdictions.
• Transit Police is seeking Ito integrate cars into the system (through implementation of a Mobile Application).
• Transit Police Dept. intend to purchase commercial off-the-shelf software with a high
degree of functionality.
• If the software doesn’t precisely meet the Transit Police Dept requirements, the Proposer must state the cost and the schedule to bring it up to specifications.
• The RMS, CAD and Mobile Software packages must be user friendly and require
minimal windows and keystroke to execute necessary operations.
• The current data on the CAD/RMS must be migrated and converted to the Proposer’s proposed system.
• The system shall incorporate processes for the building of reports necessary to the function of the Police Information system.
• Data 911 is a Window based computer system currently installed in marked vehicles.
• Data 911 – Modular MDC systems, with cameras incorporated in system.
• The system currently in use has GPS tracking, but we would prefer to have GPS/Automatic Vehicle Location (AVL) as part of the integrated CAD/RMS.
• The Transit Police Dept. is currently using 2 stand alone systems: CrimeStar CAD/RMS and LiveViewGPS AVL.
• Video streaming is important to Transit Police
o 2 Aspects – Aircard & Still
Any questions regarding the A & B Forms, please contact Leon Stallworth at 216-566-5169. The deadline for questions is Friday, October 5, 2012 at the close of business. Will try to take the proposal to the December Board Meeting. This is a summary of the Pre-Proposal meeting held for CAD/RMS Replacement. Nothing spoken during this meeting changes the RFP. The RFP can be changed through Addendum only.
Greater Cleveland Regional Transit Authority
REQUEST FOR PROPOSAL
RFP NO. 2012-128 CAD / RMS Replacement
Due Date: Thursday, October 18, 2012 2:00 P.M. Official Time
The Greater Cleveland Regional Transit Authority
1240 West 6th Street Cleveland, Ohio 44113-1331 Phone: 216 566-5100
Monday, September 17, 2012 Prospective Proposers Re: CAD / RMS Replacement – RFP 2012-128
The Greater Cleveland Regional Transit Authority (GCRTA) transmits herewith a Request for Proposals (RFP) for the procurement referenced above. The DBE percentage goal for this procurement is Zero Percent ( 0%). Proposals for this procurement will be received until 2:00 P.M., Official Time, Thursday, October 18, 2012 at the location noted below. Proposals received after the designated time or at any other than the designated location will not be accepted. Proposals shall be submitted to:
The Greater Cleveland Regional Transit Authority Procurement Department, 5th Floor 1240 West Sixth Street Cleveland, OH 44113-1331 Attn: Shawn Becker, Contract Administrator
All communications regarding this procurement, including requests for clarification, shall be directed to Shawn Becker, Contract Administrator, at 216-771-4736. Faxed inquiries can be sent to Mr. Becker at 216-781-4480. E-mails should be addressed to [email protected]. A pre-proposal meeting has been scheduled for Thursday, September 27th, 2012 at 10:00 AM at the GCRTA Main Office location in the Board Room.
All questions shall be submitted in writing – preferably via email. The Deadline For Questions is CLOSE OF BUSINESS on Friday, October 5th, 2012. Any questions submitted after the deadline will not be answered. All necessary instructions are included in this RFP and should be followed with care. Sincerely, Frank J. Polivka Director of Procurement
FJP/SB Attachment
GREATER CLEVELAND REGIONAL TRANSIT AUTHORITY
REQUEST FOR PROPOSALS
CAD / RMS Replacement RFP 2012-128
TABLE OF CONTENTS
PART TITLE PAGES
I. INTRODUCTION 1
II. SCOPE OF SERVICES 2-61
III. INSTRUCTIONS FOR OFFERORS 62-70
IV. CRITERIA FOR PROPOSAL EVALUATION 71
V. ADDENDA ACKNOWLEDGMENT 72
ATTACHMENTS AND ENCLOSURES
ATTACHMENT A – REQUIREMENTS CONCERNING EEO AND
AFFIRMATIVE ACTION (Includes Enclosures A1-A5)
ATTACHMENT B – DBE UTILIZATION - (Includes Enclosures B1-B4)
ATTACHMENT C – PROPOSERS AFFIDAVIT
ATTACHMENT D – DELIQUENT PERSONAL PROPERTY TAX STATEMENT
ATTACHMENT E – NOT APPLICABLE
ATTACHMENT F – CERTIFICATION OF BIDDER/OFFEROR/SUBCONTRACTOR
REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT AND OTHER
RESPONSIBILITY MATTERS
ATTACHMENT G – CERTIFICATE OF PROCUREMENT INTEGRITY
ATTACHMENT H – CERTIFICATION REGARDING RESTRICTIONS ON LOBBYING
ATTACHMENT I – SAMPLE SERVICE CONTRACT
ATTACHMENT J – SECURITY CERTIFICATION
I. INTRODUCTION
The Transit Police Department (“TPD” or “Department”) is an internal department of the Greater Cleveland Regional Transit Authority (“GCRTA”) and is part of the Operations Division. The GCRTA is a political subdivision of the State of Ohio pursuant to Ohio Revised Code Chapter 306. Ohio Revised Code (“ORC”) Section 306.35(Y) authorizes the TPD and its officers are recognized as Peace Officers in the State of Ohio pursuant to Section 109.71(A) (15) of the ORC. The GCRTA provides Mass Transit Transportation to Cuyahoga County and reaches into the six adjoining Counties of Lorain, Medina, Summit, Portage, Geauga and Lake. The GCRTA service area covers 457 square miles, 59 communities and approximately 1.28 million citizens. GCRTA annual ridership is 46.2 million passenger trips. Bus service consists of 454 buses, 1,332 shelters, 8,557 bus stops and 63 routes. Train service consists of 1 heavy rail route (Red Line), 60 heavy rail cars, 18 high platform stations and 19 miles of track in three cities, 3 light rail routes (Blue, Green and Waterfront Lines), 48 light rail cars, 34 low platform stations and 15.3 miles of track in two cities. Paratransit service consists of 81 RTA and 33 contracted vehicles and provides 579,552 passenger trips. In addition the GCRTA provides Bus Rapid Transit Service (BRT) along Euclid Avenue connecting Downtown Cleveland with the city of East Cleveland. BRT service consists of 23 vehicles, 9.4 miles of bus only lanes and 1 route (Health Line). The TPD's current authorized manpower is 108 full time sworn officers, 50 part time sworn officer and 18 civilian employees. The Department’s current licensing limits the Department to 12 users in the Computer Aided Dispatch and Records Management System (CAD/RMS) at any one time. The Department needs to expand that number. The Department operates two full time Dispatch Stations, one supervisor station and has the capability to operate a Mobile Dispatch Station in a Mobile Emergency Command Post/CBRNE Response Vehicle. The Department’s Dispatch Center has 9 authorized manpower slots for Dispatchers and sworn officers are used to fill vacant slots. Daily manpower requires two (2) Dispatch Stations be manned 24-7. There are currently 22 mobile units with Hubb Systems LLC DATA911 modular Mobile Data Computers, with in car video and Automatic Vehicle Location. The Department has 50 workstations currently with the capability to access the Electronic Records System (ERS). In addition there are 12 laptop computers assigned to various personnel with access to the ERS (This includes two laptops in the Mobile Emergency Command Vehicle and one in the Emergency Services Team CBRNE Response Vehicle.)
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II SCOPE OF SERVICES
Electronic Records System (CAD/RMS)
This procurement is the purchase of an integrated Electronic Records System (“ERS”) composed of Computer Aided Dispatch and Records Management systems (“CAD/RMS”) for Transit Police use. The TPD’s current CAD/RMS was purchased as an off the shelf product that was marketed for small Police Departments and has outlived its useful life.
The Department is currently the third largest police department in Cuyahoga County and has needs that exceed the capabilities of the current CAD/RMS. The TPD is a specialized department with capabilities and requirements that the current ERS is not capable of accurately capturing and tracking. The TPD requires an ERS that will provide a CAD to dispatchers with a user friendly interface, eliminate repetitive entry of data, provide mobile (Silent Dispatch) CAD capabilities and improve the flow of information between the Dispatch Center and TPD officers, employees and citizens. For the RMS system the TPD requires a user friendly interface, elimination of repetitive data entry, provide mobile field reporting capabilities and provide the TPD with the ability to customize the product for the proper compilation of data and share that data with its local, state and federal partners with minimal effort and resources.
This Request for Proposal (“RFP”) is intended to solicit detailed information regarding the provision of goods and services for a fully integrated ERS solution; including migration of data from TPD’s current CAD/RMS system, service, training and maintenance. The information received will be evaluated to assess the capability of each Proposer in satisfying the requirements of the TPD for these goods and services.
As a result of this RFP, it is the TPD's intention to enter into a contract for goods and services to provide an Electronic Records System (ERS) that meets TPD’s requirements. The project is contingent upon the availability and/or continuation of Federal funding. The services to be provided by the successful Proposer shall be subdivided into the following three project phases, which are based on the Project Management Institute (“PMI”) standards:
Project Phases: Phase 1: Initiating: Develop Scope, Conceptual Design and Draft Project Management Plan Phase 2: Planning: Develop Detailed Design and Final Project Management Plan Phase 3: Executing: Implement ERS Design and Project Plan
Proposer(s) who wish to submit an alternative proposal in addition to the requested RFP response are invited to do so. Alternative proposals must be clearly marked as such,
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state whether they are exclusive or inclusive of the requested RFP requirements and include a separate pricing plan.
The GCRTA will be aggressive and comprehensive in its deliverable and service demands. A clear, complete and definitive response to each element of the RFP must be included in the proposal. It is incumbent upon the Proposer to provide measurable, accurate, and reliable answers based upon GCRTA’s predefined evaluation criteria. GCRTA will rely on the Proposer’s answers and will make critical business decisions based on these answers. Any response that deviates from the stated requirements must be noted. Proposers should note that responses may be incorporated into the resulting contract, if one is executed, with the selected Proposer.
Proposals must include the following elements: (1) Proposer’s experience; (2) case studies; (3) references; (4) requirement specification checklists; (5) comprehensive technical plan and (6) pricing plan.
Proposer’s Experience
Proposers must furnish Information on the firm’s specialized experience and capabilities as it relates to the goods and services described in this RFP. Include any experience working with Public Safety Organizations and in particular any Transit Police Departments. Describe your client services organization, and how this organization works with clients to ensure optimal level of service delivery and customer satisfaction. Include copies of resumes and/or CVs of each individual who will be assigned to the Proposer’s project team for this project and provide the City and State of the primary work location for each individual.
Case Studies
Provide three case studies, replete with examples, of designs previously developed which demonstrates their capability. If available, at least one example should demonstrate a project for a Transit Police Department.
References
Provide five references complete with organization name, contact names, titles, addresses, telephone numbers, and installation dates. A minimum of three references should be on the current platform - and state the server operating system and database version. Primary emphasis should be placed on references that use the Proposer’s products within a networked environment.
Requirement Specification Checklists
Proposers are required to complete and submit all Requirement Specification checklists. Each application software submitted will be evaluated based on the information in the
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checklists. These checklists must be included, along with the rest of the RFP. Acceptance of the system will be contingent upon the Proposer delivering software that includes all the features identified.
Comprehensive Technical Plan
Proposers must submit a comprehensive technical plan outlining goods and services proposed to accomplish each phase of the work to be performed. GCRTA intends to acquire an ERS that will operate on a computer/network platform for a minimum of five years. This is a critical project for the TPD and time is of the essence. A realistic but aggressive time line is being requested and it is the preference of the Authority to have a schedule not exceeding 9 months from the Notice to Proceed. If this time line is not feasible or cannot be achieved an explanation must be provided in the Proposer’s Plan.
Plan must include, at a minimum, the following components:
1. Narrative on Project Approach 2. Work Breakdown Structure (WBS) 3. WBS Schedule 4. Personnel Requirements 5. Proposer’s Point of Contact/Project Manager 6. Minimum and recommended specifications for hardware, system software, and
application software 7. Software License requirements and cost
(a) The GCRTA anticipates the maximum number of users to be under 200 (b) The GCRTA anticipates the maximum number of concurrent users to be 24
workstations, plus 24 mobile units and 2 Dispatch stations (c) The GCRTA filed approximately 4,000 records last year (d) Proposers must detail how they price licenses (e) Proposers must provide a sample license agreement
8. Service levels and costs, such as business hours and 24/7 technical and functional support. (a) Proposers must provide a sample support agreement
9. Proposers must provide a sample training plan and schedule, including location (e.g. at GCRTA or Proposer’s facility) and required equipment (e.g. computers, phones, radios).
Pricing Plan
The pricing plan must include all costs associated with the purchase, implementation and training involved in this project. The proposal shall specify a separate itemized price for each of the following; (1) Software (broken down by modules), (2) Equipment, (3) Project Management/Implementation, (4) Data Conversion (5) Training and (6) any other costs not specified here.
The pricing plan must provide a price for each of the three project phases:
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(1) Initiating: Develop Scope, Conceptual Design and Draft Project Management Plan (2) Planning: Develop Detailed Design and Final Project Management Plan
(3) Executing: Implement ERS Design and Project Plan
The price for each project phase shall be broken down into the following categories:
• Equipment and infrastructure, including any cost to modify Proposer’s software to meet TPD’s specifications. Modules identified as options in the requirements specifications checklists shall be separately priced.
• Software licenses • Travel and expense • Other
The pricing plan must also include the cost of training and recurring annual costs for maintenance, support and software licenses over a five year period.
Requirement Specifications
The Greater Cleveland Regional Transit Authority Transit Police Department (TPD) General and Detailed Functional Requirements are based on The Standard Functional Specifications for Law Enforcement RMS, Version II, and The Standard Functional Specifications for Law Enforcement CAD Systems as developed by the Law Enforcement Information Technology Standards Council (LEITSC), which is composed of law enforcement professionals and industry experts. These specifications are meant to describe the minimal amount of functionality that software for RMS, CAD, and Mobile Data Computer (MDC) for law enforcement should contain. TPD’s additional functional, compliance and technical requirements are based on industry best practices and TPD’s specific needs. The Proposer’s proposed application software must be capable of meeting ALL requirements.
The TPD prefers that all proposed software be currently developed and installed in other jurisdictions. While some modification of the proposed software may be required on the part of the Proposer to meet the TPD’s requirements, the TPD will not consider options where new systems development is proposed for entire modules. TPD intends to purchase commercial off-the-shelf (“COTS”) software that has a high degree of functionality. When packages do not precisely meet the TPD’s requirements, the Proposer must state the costs and schedule to update the packages to meet the TPD’s specifications. The cost of all modifications to the Proposer’s software must be included in the pricing plan. Modifications to the software must be made in such a way that the TPD will not be prevented from implementing future releases of the Proposer’s software.
Proposers shall provide a records management system, computer aided dispatch utilizing a TCP/IP enabled silent dispatch, and mobile client application. All are to be installed on an application server, all applications are to be networked to work stations and to be used by concurrent licensed users at any given time as well as mobile data computers for field reporting. The GCRTA will also consider additional functionality for accessing the software utilizing hand
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held electronic devices. The cost of any such functionality shall be broken out separately in the pricing plan. The applications shall use concurrent licensing schemes to minimize licensing costs and Proposer shall provide licensing in sufficient quantities to address the needs of the end-user population without compromising the use of the programs.
The RMS, CAD, and Mobile Software packages shall be easy to use and require minimal windows and keystrokes to execute necessary operations using minimal user input. The applications must present a user-friendly interface that remains consistent from one application to the next application. The applications shall make use of an easy to utilize and commonly recognizable graphical user interface that can be customized to allow for the work efficiencies of the individual operators within the applications.
The system shall incorporate processes for the building of reports necessary to the functions of the Police information system. The system shall allow for the easy import and export of standard data and documents in PDF, XLS, DOC, DOCX, JPEG, Tiff, RAW, MPEG data formats.
The proposed public safety applications software shall utilize database management software which allows for the use of binary large object technology thereby minimizing the need for programming costs associated with converting non standardized documents and proprietary data styles to the storage database.
All modules of the proposed system shall provide for the importing, exporting and appending of information from within the applications software. Data and records produced within the data collection system must seamlessly utilize embedded Microsoft Word and Excel functionality in the reporting and narrative structures within the applications allowing for multiple reporting in a standard methodology.
The data in the TPD’s current CAD/RMS must be migrated and converted to the Proposer’s proposed system. This data is needed for accurate crime forecasting and analysis.
In addition, the lesson plan and training materials used in training GCRTA personnel will be provided to the TP Training Section in electronic files in Microsoft Office format (PowerPoint for presentations and Word for lesson plans) for the continued use of the department.
Proposers are required to complete and submit all application software requirements checklists included in this section. Each Proposer’s application software will be evaluated based on the information in the checklists. These checklists must be included, along with the rest of the proposal. Acceptance of the system will be contingent upon the Proposer’s delivering software that includes all the features promised by the Proposer.
When completing the application software requirements checklists, for each feature listed, the Proposer must include one of the following codes in the “Code” column. When 2 (Under Development), 3 (Minor Modification), 4 (Major Modification) codes are used, the Proposer must also include an explanation of the planned feature or custom development. These exceptions must refer to the section and requirement number. There is space for comments at the end of this checklist.
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Apply a single response code, from the list below, for each feature listed. Blanks will be considered non-responsive and are cause to remove the Proposer from consideration.
Response Code Definition
1. Meet
Requirement
The requirement will be met by the core functionality of the system proposed. This functionality is already operational at other sites.
2. Under
Development
Requirement will be met by software that is currently under development, in Beta test, or not yet released. Provide target release date.
3. Minor
Modification
Requirement will be met with minor modifications to existing software. All work will be performed by the Proposer and pricing must be included. This work must be noted in the project plan and schedule.
4. Major
Customization
Requirement will be met by major modifications to existing software or by new custom software development. All work will be performed by the Proposer and any additional costs must be noted.
5. ThirdParty
Requirement can be provided through a third party solution partner. When responding with a 5, Proposers must describe how the functionality will be achieved and whether any set‐up work will be done by the Proposer or customer.
6. Other Tools
Requirement will be met by the use of proposed software tools such as a report writer, query language or spreadsheet. When responding with a 6, Proposers must describe how the requirement should be met and whether the set‐up work will be done by the Proposer or customer.
7. Not Available
Proposer cannot meet requirement.
DETAILED FUNCTIONAL REQUIREMENTS LEITSC BEST PRACTICES: APPLICATION SOFTWARE REQUIREMENTS
CHECKLIST REQ. # GENERAL RECOMMENDATIONS CODE
1.1. The solution must be designed specifically for Law Enforcement Computer Aided Dispatch/Records Management/Mobile computing so that:
1.2. Proposer’s solution meets minimum requirements as documented in The Standard Functional Specifications for Law Enforcement RMS, Version II
1.3. Proposer’s solution meets minimum requirements as documented in The Standard Functional Specifications for Law Enforcement CAD Systems
1.4. Proposer’s solution is currently developed and installed in other jurisdictions 1.5. Proposer can provide a list of jurisdiction using the Proposer’s solution
submitted in response to this RFP
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1.6. Modifications made to Proposer’s solution will not affect the TPD’s ability to update or implement future releases of Proposer’s software
1.7. Proposer can provide RMS 1.8. Proposer can provide CAD 1.9. Proposer can provide Silent Dispatch
1.10. Proposer can provide Mobile Field Reporting or client application 1.11. Proposer’s solution is to be installed on an application server located within the
GCRTA IT Network physical environment
1.12. Proposer’s solution is to be networked to work stations identified by TPD 1.13. Proposer’s solution provides for concurrent licensing schemes to minimize
licensing costs
1.14. Proposer’s solution is capable of providing licensing for at a minimum 118 Transit Police Officers, 9 Dispatchers, up to 50 Part time Fare Enforcement Officers, 24 Mobile Units, 50 workstations and up to 12 laptop computers used as workstations
1.15. Proposer’s solution can provide licensing for a maximum number of concurrent users to be 24 workstations, plus 24 mobile units and 2 Dispatch station.
1.16. Proposer’s solution can meet the requirements in 1.14 and 1.15 without compromising the use applications
1.17. Proposer’s solution requires minimal user input to exercise necessary operations
1.18. Proposer’s solution provides a user friendly interface that remains consistent from one application to the next
1.19. Proposer’s solution provides an easy to use and customizable graphical user interface that allows for the work efficiencies of the individual users within the applications
1.20. Proposer’s solution utilizes database management software which allows for the use of binary large object technology
1.21. The Proposer’s solution shall provide for the easy import and export of standard data and documents in at a minimum the following formats: PDF; XLS, DOC, DOCX, XML, CSV, JPEG, TIFF, RAW and MPEG
1.22. Proposer’s solution shall provide for all modules allowing the importing, exporting and appending of information from within the application software
1.23. Data and records produced within the data collection system seamlessly utilize embedded Microsoft Word and Excel functionality in the reporting and narrative structures
1.24. Proposer is capable of migrating the data from the TPD’s current CrimeStar RMS/CAD to the proposed solution
1.25. Proposer is capable of supplying training in the use of its software to at a minimum 93 Transit Police Officers and up to 50 part time Fare Enforcement Officers
1.26. Proposer is capable of supplying Train the Trainer training to at least 4 GCRTA Employees
1.27. Proposer is capable of supplying training in the use of its software to at least 9 dispatchers, and 1 dispatch supervisor
1.28. Proposer is capable of supplying administrator training to at most 6 GCRTA employees
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1.29. Upon final acceptance by the GCRTA of the Proposer’s solution the Proposer shall provide all training material to the TPD in Microsoft PowerPoint for Presentations and Microsoft Word for the Lesson Plans and any other material not specified here necessary for the continuation of the training program by the TPD Training Section
1.30. Proposer is capable of supplying Supervisor training to at least 19 Sergeants, 4 Lieutenants, 1 Deputy Chief and 1 Chief
1.31. Electronic Records System (ERS) enables single entry of data (i.e., data is entered once and then reused by other modules as necessary
1.32. Data imported into the system or submitted from an integrated application shall be handled by the ERS the same as information generated from within the application with the exception of the original source of the data being specified within the record and the log trail
1.33. The ERS is able to produce reports on data imported or received from integrated applications separate from data generated from within the application
1.34. ERS enables automatic submission of data to external organizations as defined by the agency
1.35. ERS enables use of standardized code tables 1.36. ERS enables ability to enter and query narrative(s)/text fields 1.37. ERS enables spell check and formatting capability on narrative(s)/text fields 1.38. ERS enables ability to access multiple systems from a single workstation 1.39. ERS enables use of a single database (i.e., virtual or physical) 1.40. ERS enables validation on data entry (i.e., logical edits, edit checks for all
fields)
1.41. ERS conforms to Department of Justice’s National Information Exchange Model standards
1.42. ERS should provide the capabilities for users to generate inquiries to internal and external data sources—such as the National Crime Information Center (NCIC), Ohio Law Enforcement Automated Data System (LEADS) and the Cuyahoga Regional Information System (CRIS)—from within each module where such inquiries fit
1.43. ERS should provide the user with the ability to reuse and/or import data returned from external sources to eliminate redundant data entry
1.44. ERS should provide the capability to electronically transmit RMS data to external data sources, in a non-proprietary format, either automatically (i.e., based on agency rules embedded within the RMS) or upon the user’s request
1.45. ERS capabilities should be based on existing resources and emerging criminal justice standards, including DOJ’s GJXDM, NIEM, and those developed by the National Institute of Standards and Technology (NIST), including the Electronic Fingerprint Transmission Specification (EFTS) and Facial Recognition Collection standards
1.46. ERS uses the Global Justice Reference Architecture (JRA) as the basis for its architecture
1.47. ERS provides a capability to set privacy and dissemination restrictions at several levels
1.48. ERS provides functionality to ensure privacy including: The ability to restrict access to records internally based on user and user groups An audit log
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indicating all personnel that have accessed a particular record.
1.49. ERS leverages NCIC standardized code lists to the maximum extent possible 1.50. All standard tables that would incorporate codes and data required by NCIC
and NIBRS are setup and provided
1.51. ERS implements data quality validation based on context-sensitive business rules
1.52. ERS implements strict controls on access to its database to help maintain data quality
REQ. # MASTER INDICES CODE 2.1. ERS should have basic master indices that at a minimum correlate and
aggregate information in the following areas: people, locations, property, vehicles, and organizations (including businesses and gangs)
2.2. ERS master indices should not allow updates from external systems 2.3. ERS should support the validation and linking of addresses, commonplace
names, street intersections and bus and rail routes. Linkages among any information contained in the master indices (e.g., people to places or person to person) must be included in ERS
2.4. ERS should include the ability to create an alert that monitors the master indices, such as vehicle and property indices, and generate an alert based on records matching the specified criteria
2.5. ERS Master Name Index (MNI) should, at a minimum, capture and maintain information on: Physical characteristics (e.g., current and past descriptors); Race and ethnicity; Location history (e.g., current and past residences); Employer information; Telephone numbers; Known associates; Alias names/monikers; Available mug shot(s) and photographs; Scars, marks, and tattoos; Modus operandi (i.e., unique method of operation for a specific type of crime); Identification (e.g., social security, driver’s license, and local and county identification); NCIC fingerprint classification
2.6. The ERS Master Name Index (MNI) function links an individual master name record to every event (e.g., incident report, arrest report, field interview, accident report, and license and permits) in which the individual was involved or associated. Every person identified within these events is given a master name record. Should that person become involved in another event, the single master name record is linked to all of the other events so that by querying that one name, the system can produce a synopsis of all the involvements associated with that one person. It also facilitates the linking of additional names to an individual master name record (i.e., alias information and relationship data). In querying an individual MNI record, the user is also able to view all related records, as well as those associated with that individual
2.7. When a record or report is added to ERS and a person is linked (i.e., indexed) to that event, the system performs a matching function to either automatically link an existing MNI record or to present the user with a list of possible matches to the name so that the user can make the matching decision. RMS provides a matching algorithm that will provide the ability to search the name file by a variety of criteria, such as sound-alike searching; phonetic replacement; diminutive first names (e.g., James/ Jim/Jimmy, Elizabeth/Beth/Betty, and Jack/John); and other static
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demographic information, such as age, sex, and race. 2.8. The Master Name file will have the ability to record hyphenated names 2.9. Each Master Name includes the ability to record digital images, including
scars, marks, and tattoos, and audio/video clips associated with the Master Name. These must include all common file extensions, including: jpg, bmp, tiff, wav, mpeg and avi.
2.10. Whenever a primary field in a Master Name file is updated, the previous value is stored with the file in a history section listing the previous value and the date it was changed. This will include any change to a person’s name, address, phone, DOB, SSN, physical characteristics, and employment. All history files will be searchable.
2.11. All incidents to which a person has been associated shall be listed on the Master Name record. It will list the following:
• The incident number • The type of incident • The person’s involvement in the incident • The date of the involvement • The ability to enter text that further describes the person’s involvement
in the incident.
2.12. The users can access a selected linked incident using minimal user input 2.13. All vehicles to which a person has been associated shall be listed on the Master
Name record. It will list: • Plate • Plate State • Year • Make • Model • Color • Involvement Date • A Text Field further describing the link. • Basic Impound and Disposition Information.
2.14. Each Master Name record will record all property that is: • Taken from an individual • Owned by an individual • Owned and reported lost or stolen. • All Bicycles registered to the person • All Weapons registered to the person • All Evidence seized from the individual • All Property damaged during an incident
2.15. Each Master Name record shall display any arrests of that person, listing the associated incident number, arrest date, arrest number, charge code/title, jurisdiction of arrest and other associated date. Retrieving the listed incident or arrest record will be accomplished by using minimal user input.
2.16. Each Master Name record shall display all warrants, Restraining Orders, and PFA’s, notated as active or served, that the person has been listed as a defendant or complainant. Retrieving the listed warrant record will be accomplished using minimal user input directly from the record.
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2.17. Each Master Name record shall have the ability to record a person’s method of operation (MO) specialized for the TPD’s mass transit environment. This will include fields for building entry, exit, method of entry, type of victim targeted, type of area targeted, type of structure targeted, time of day, multiple types of weapons, and the ability to enter text comment describing the MO.
2.18. Each Master Name record shall list all bookings, and property seized during the booking process from the listed person, displaying the date and time, and booking number. Retrieval of the booking record will be accomplished by using minimal user input directly from the record
2.19. Each Master Name record shall list the location/jurisdiction of all bookings 2.20. Each Master Name record shall have the ability to record known associates to
the person, along with relationships.
2.21. Each Master Name record shall have the ability to list incidents that are linked to the individual, and all other persons linked to each incident record, on one screen. Users will have the ability to view any linked person’s master name record with minimal user input from the screen, which will include a list of incidents and name links to that person’s record.
2.22. Each Master Name record will have the option of setting an alert, which will send an internal email alert to the specified user whenever the Master Name record is changed.
2.23. Each Master Name record will have the option of setting a lock on a record, which prevents any user without the appropriate permission from viewing the locked record.
2.24. Each Master Name record can have several dated alerts with comments. 2.25. Each Master Name record will include the ability to record a
comment/narrative. The application for entering text will be in a word processor format and the user will be able to flag the comments as an alert for Dispatch
2.26. Any Master Name record, which is flagged for known offender, weapons, or resistor, will trigger color-coding highlights when performing name searches.
2.27. Whenever a new Master Name is being entered in the system, an automatic soundex search will be conducted by the system. Duplicate names will be displayed that alerts the user of a possible duplication, allowing the user to use the existing record, or the choice of creating a new record. An automatic search will also be performed when creating a new Master Name record and entering the Social Security Number or Driver License Number. The search will display other name records that have the same SSN or OLN.
2.28. Each Master Name file will have the ability to use agency approved templates created in Microsoft Word© format. These templates can be database aware, allowing for importation of header and identifier information into template fields. Upon saving, the completed template will be stored in the database and can be printed as needed.
2.29. Select users can be authorized to lock a Master Name Record deemed to be sensitive to a user or permission group. These sensitive records will have access restricted to the selected user or permission group.
2.30. ERS MNI provides maintenance functions that will permit a record or report to be unlinked from one MNI and re-linked to another
2.31. ERS functions will allow two or more MNI records to be merged into one record
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2.32. Vehicles linked to an event in the ERS, are added to the vehicle record in the Master Vehicle Index (MVI), which provides a detailed, searchable store of information about vehicles
2.33. ERS provides at a minimum the capability to search on: Vehicle Identification Number (VIN) or Owner Applied Number (OAN); License plate number; License plate state; License plate year; Registered owner; Description (e.g. make, model, year, color, style, and attributes)
2.34. When an inquiry is made on a vehicle, the system returns a list of all events in which the vehicle was involved
2.35. ERS Master Property Index (MPI) uses industry standard property coding standards, such as NCIC property codes
2.36. ERS automatically cross-references the MPI to find potential matches based on unique property characteristics
2.37. ERS Master Location Index (MLI) provides a means to aggregate information throughout the ERS based on a specific address, a range of addresses, an area (i.e., as defined in the agency geofile), a GCRTA bus or rail route, and/or locations based on latitude/longitude/altitude coordinates
2.38. ERS MLI stores and provides access to additional premise information, such as occupancy, elevation (e.g., floor), and premise type (e.g., Bus, Rail Operations, Revenue Service)
2.39. ERS MLI information being entered in the RMS is subject to stringent formatting rules. In addition, if the address is within the boundaries of the agency geofile, the actual location is validated. During the geo-validation process, key identification information, such as X/Y/Z coordinates and agency-defined reporting areas, is added to the location information
2.40. The geo-validation process allows an address to be accepted, even if it does not appear in the geofile (process to be defined by agency). Unverified addresses should be flagged for review.
2.41. ERS, MLI must effectively and efficiently facilitate use of GCRTA based addresses/landmarks (Building names, building abbreviations and locations such as Rail Mile or Switch Markers) as well as street addresses, including half addresses and unit/office/apartment numbers.
2.42. It is preferred that the MLI include the capability of storing GCRTA Route Data to compare/merge/provide for incidents that occur at a certain geographic location but is connected with a particular service provided by the GCRTA. (It would be considered acceptable if the capability was the responsibility of a different software function (GIS) that was referenced in the MLI. The GCRTA Planning Department currently uses ArcGIS for route and scheduling of bus and rail routes)
2.43. Many events also involve an organization, such as a gang, business, school, or shopping center. Information about these groups entered into RMS are contained in a Master Organization Index (MOI). MOI will provide a detailed, searchable store of information about organizations.
2.44. MOI provides search capabilities on a variety of data elements and providing a listing of all records associated with that organization. Organizations may change location and name, but these changes must be tracked in RMS. In addition, MOI also should permit the linking of aliases to organizations (e.g., M&M Associates, doing business as Joe’s Pawn Shop)
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2.45. ERS MOI permits the linking of aliases to organizations (e.g., M&M Associates, doing business as Joe’s Pawn Shop)
REQ # CALLS FOR SERVICE CODE 3.1. ERS records all Calls For Service (CFS) in a structured records environment,
providing the ability to run reports on these data while also maintaining a historical record on all calls
3.2. Typically data in the CFS module cannot be modified after the call is closed because they serve as a formal audit trail of the information that started the law enforcement activity. It is the desire of the TPD that closed calls have the capability of being reopened under restrictions to be determined by the department, with all changes being logged and the CFS being flagged in the audit report for review.
3.3. ERS provides Standard CFS Outputs: Daily log showing all calls received for the prior 24 hours from prior printing of the daily log; Daily log showing all calls received for a specified data and time period; Activity analysis by specified geographical area (including by bus and rail routes) and time period; CFS summary by specified geographical area and time period; Activity analysis by day of week; Activity analysis by hour of day; Activity analysis by day and hour; Response time analysis by specified geographical area and time period (e.g., receipt of call, dispatch time, on-scene time, and time call cleared); Response time analysis by call type; Time consumed by call type by hour of day; Workload activity by resource assigned; Workload activity by group assigned; Time consumed by day of the week and hour of the day; Time consumed by specified geographical area and by time period; Calls that should result in the creation of an incident.
3.4. ERS supports Standard Outputs, Standard External and Internal CFS Data Exchanges
3.5. CAD functionality includes ability to define shifts and assign officers to shift, assign officer to call, assign vehicle to call, time stamp all status changes to an incident, record officer check in and provide alarms when check in is not recorded in defined time period, record results of assigned activities conducted as District Assignments as defined by this agency
3.6. The TPD has purchased iWatch from iThinQware for suspicious activity and tip reporting. TPD will require integration of this program with the CAD and Call for Service Module for seamless exchange of information throughout the ERS The iWatch system captures incident reports and can map the location of those incidents by comparing the location of the incident to ESRI shape files. This enables the location of the incident to be appended with the physical location of GCRTA assets for use in CAD operations. These incidents are available as direct query to the MySQL DB, as secured FTP export as .txt, csv or MySQL Or may be accessed using the company provide API for xml. These xml feeds are available as RSS 2.0, or Atom 2.0 feeds.
REQ # INCIDENT REPORTING CODE 4.1. The Records Management System will be the base application system, with all
modules integrated with the RMS.
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4.2. RMS incident reporting function collects sufficient information to satisfy existing Ohio Incident Based Reporting System (OIBRS) requirements, as well as the reporting standards of the National Incident-Based Reporting System (NIBRS) program, the Uniform Crime Reporting (UCR) program, the N-DEx program, and the Nationwide SAR (Suspicious Activity Reporting) Initiative (NSI).
4.3. The Incident File must document all agency defined reportable events. 4.4. The System must be capable of assigning sequential numbers to each event,
which includes an agency identifier and year.
4.5. Each Incident Report, at a minimum shall include the following data: • The System Log number • An Incident number • A number related to Computer-Aided Dispatch • An optional Criminal Case number. • Current Incident Status • Incident Disposition Status • An agency defined incident type • The Primary Agency Assigned (This Department tracks “Assist Other
Agency Incidents” which are not reportable to OBIRS/NIBRS but needed for Federal Transit Administration (FTA) and Transportation Security Administration (TSA) reporting requirements if certain incidents occur on GCRTA property.
• Dispatch Event Data • Location Data including full address, Intersection and intersecting
street, city, state, and X/Y Coordinates (GPS Coordinates). • The received date and time • The occurrence date and time or range • Gang Association with the event.
4.6. The Incident includes a link with a GEO database that alerts the user of events being created outside the agency’s service area. Regardless of the alert, users must be able to document and search for all such events.
4.7. Incidents often are initially documented as CFS in a CAD system. The CFS record in RMS will be linked to the incident and will be easily accessible from the incident report
4.8. Through the integrated CAD system, the basic incident information will be transferred to RMS when a CAD call is completed. This information will include the following:
• The event type • The event address and premises type (including the Business name if
business related) • The date received • The time received, dispatched, arrived, and cleared times. • The primary agency identifier. • The call source • The call status • Names linked to the event by dispatch • Vehicles linked to the event by dispatch
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• Officers / Vehicle assigned to the incident • Dispatch Comments • Dispatch Logged Events (read-only). This will include all assigned
officers response status changes associated with the incident 4.9. RMS supports the redaction of data prior to printing a public copy or prior to
making the report available online to the public
4.10. Data captured in the Incident Reporting module supports participation in external information sharing programs, providing the means to electronically submit data to these programs
4.11. RMS provides the capability to print a copy of both the full version of the incident report and a redacted version of the incident report
4.12. RMS provides Standard Outputs: All OIBRS, UCR and NIBRS reports; Full and redacted versions of incident reports; Total incident reports based on period of time, area or beat, and incident type; Location code (e.g., geocode); Initial call type; Offense type; Summary of incidents by responding officer
4.13. RMS supports Standard External Data Exchanges: State submission following Ohio LEADS and NCIC standards; Prosecutor; Courts; Jail Management System (JMS); State, regional, and national information sharing systems [e.g., Regional Information Sharing Systems (RISS), N-DEx, Information Sharing Environment (ISE)]; Amber Alert
4.14. Each Incident record will list all associated Master Names, the date they were associated, a code listing the involvement type, and a comment field to describe the involvement. Users will have the ability to view a selected Master Name record using minimal user input.
4.15. Each Incident record will list all associated Business Names, the date they were associated, and a comment field. Users will have the ability to view a selected Business record using minimal user input.
4.16. Each Incident record will list all associated Vehicles, the license plate number, State, make, model, color, involvement code, basic impound information, and a comment field. Users will have the ability to view a selected vehicle record using minimal user input
4.17. Each Incident record will list all property associated with an incident. Users will have the ability to retrieve a selected property record using minimal user input.
4.18. Each Incident record will list all arrests associated with an incident. Users will have the ability to retrieve a selected Master Name record, or Arrest record, using minimal user input.
4.19. Each Incident record shall have the ability to record method of operation (MO) information. This will include information on how suspect made entry; how they exited, the method used; victim and property targeted by the suspects; time range information; and, area target (zone, sub-division, etc.) information. Weapon MO should be by suspect. (Specialize to Mass Transit)
4.20. MO fields will be customizable to accommodate Mass Transit specific mix of secured and public areas
4.21. Each Incident record has the ability to record full suspect physical descriptions and methods of operations related to the incident. In addition, a digital image of the suspect, such as surveillance photo or composite sketch, can be attached to the suspect information.
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4.22. Each Incident record found to be associated with another incident(s) has the ability to link to that incident(s). The user is able to view a selected associated file using minimal user input.
4.23. RMS supports Standard Internal Data Exchanges: Investigative Case Management module; Property and Evidence Management module
4.24. Each Incident record will have the ability to add multiple separate comments/narratives to each incident. The application for entering a narrative will resemble a full featured word processor, complete with spell check, font selection, formatting options, etc. Each comment/narrative will be able to be titled.
4.25. RMS permits the creation of a supplemental report to add new information to the case after the initial incident report has been submitted and approved
4.26. Multiple officers can simultaneously create and add supplemental reports regarding the same event
4.27. Investigators can electronically submit supplemental reports to a supervisor for review and dissemination
4.28. All supplemental reports are linked to the original incident report 4.29. RMS provides the capability to search the narratives for a specific word or
phrase
4.30. Each Incident record will have the ability to use agency approved templates created in Microsoft Word© format. Templates should be able to import header information into selected fields in the template using Word© bookmarks. Upon saving, the completed template will be stored in the database and can be printed as needed.
4.31. Each Master Incident will include the ability to store digital images and audio/video clips associated with the Master Incident. These must include all common file extensions, including: jpg, bmp, tiff, wav, mpeg and avi.
4.32. The solution should include the capability for saving video from the agencies (Hub)-Data 911 Video System installed in its mobile units
4.33. A printout of each Incident record can be displayed to the screen or printed to any listed network printer.
4.34. The user will have the ability to eliminate select sections from the record printout, including linked name SSN, arrest data, or selected names records.
4.35. The printout will display the agency name, and incident number in the header of the printout
4.36. The incident report can be locked to prevent further edits at a point determined by the agency
4.37. RMS allows supervisors to receive, review, and approve incident reports online and to electronically respond to submitting officers and investigators regarding report quality and accuracy issues
4.38. Each incident record will have an approval check box with the final approver’s user name and date approved. The ability to grant approval rights to a user will be controlled by system administration tools.
4.39. Witness information, as well as the names of juveniles who are subjects or victims, may need to be redacted for public consumption. RMS must be able to recognize the age of the majority in the jurisdiction by the date-of-birth information entered into the system that is available to the public. The system should support the redaction prior to printing a public copy or making the
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report available online to the public
4.40. The department may complete an accuracy review for compliance to reporting requirements prior to adding the information to the database. The system should support all required reviews and corrections prior to locking down the incident report.
4.41. The data captured in this module must support the preparation and submission of all required federal crime reporting and state crime reporting
4.42. RMS captures information on injuries, indicator of whether hospitalization required, hospital location, and transport information
4.43. RMS captures Use of Force information as specified by the TPD to include method of force used e.g...Taser, Firearm, Pepper Spray and Level of Force as documented by the TPD’s Policies and Procedures.
4.44. Standard Outputs: All summary UCR reports and NIBRS reports Total incident reports based on period of time, area or beat, and incident type Location code (e.g., geocode) Initial call type Offense type Summary of incidents by a responsible officer
4.45. RMS facilitates tracking of date and time of notification of key offices for each incident, allows at least 4 notifications
4.46. The Department requires that the Incident module be fully integrated with all other modules and any information collected by the ERS and associated with the incident is available to the user with minimal user input.
4.47. iWatch generated incidents are handled seamlessly in the same manner as the Proposer’s internally generated incidents when transferred to the Incident module
REQ. # INVESTIGATIVE CASE MANAGEMENT CODE 5.1. Case Management recommends case responsibility and task responsibility as
determined by rules generated by the TPD
5.2. Case Management functions include, but are not limited to, capturing and storing investigation data, requesting a warrant, conducting interviews and photo lineups, and producing supplemental reports. Investigators also may initiate criminal charges and obtain and execute both search and arrest warrants. The department should be able to define its specific activities, including a time allocation for each activity, so the system can generate alerts to both the assigned investigator and the supervisor.
5.3. Case Management provides Standard Outputs: Cases not assigned for investigation or follow-up; Case summary; Case aging report (list of cases by age range, days, weeks, month, etc.); Assigned cases (open cases by investigator and current status); Cases pending assignment; Activity follow-up; Alerts (e.g., overdue, case assignment, and task assignment); Pending activity (e.g., by investigator, case, and division); Case disposition (both law enforcement dispositions and court dispositions); Prosecutor charging
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documents/Application for Criminal Complaint
5.4. Case Management supports Standard External Data Exchanges: Prosecutor (case submission); Court (disposition exchanges); State, regional, and national information sharing systems (e.g., RISSnet, N-DEx, SAR); Jail Management System (JMS)
5.5. Case Management supports Standard Internal Data Exchanges: Incident Reporting module; Property and Evidence Management module; Warrant module
5.6. Case Management allows supervisors as determined by TPD generated rules, policies and procedures to access and review unassigned cases to assign case responsibility to a primary investigator
5.7. Case Management allows supervisors as determined by TPD generated rules/policies and procedures to obtain workload information, assess all requests for new investigations, receive deadlines and reminders, and interact with investigators electronically.
5.8. The primary investigator may assign tasks to others. The system is capable of monitoring and tracking at both the case and task levels.
5.9. Case Management supports the development of charging recommendations and their electronic approval prior to the submission to the prosecutor/court
5.10. A court disposition (per person arrested and per charge) is included in the record as the court case is completed.
5.11. Case Management supports the ability to reopen a case, if necessary, based on new evidence
5.12. The Case Management System (CMS) will be fully integrated with the RMS to allow for full linking and importing of existing system files.
5.13. The CMS will feature an extensive security system that allows the agency to define user access to records in CMS.
5.14. The CMS will be able to define user groups and sub groups within the system, allowing for multiple agencies and ad hoc groups as needed.
5.15. The CMS can use existing RMS record numbers and is capable of assigning a case number to existing incidents or assigning new sequential case numbers to new cases.
5.16. Each case master file shall be capable of recording at a minimum, the following fields in addition to those existing on the incident file:
• Case number • Case type • Case Program type • Date opened • Date closed • Date reopened • Date assigned • Primary investigator assigned • Source • Operation • Project • Case categories of investigation
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5.17. Each case master file will be capable of recording expenditures relating to the case investigation, recording fields for the following:
• Date of Expenditure • Type of Expenditure • Investigator • If a drug purchase was involved, type of drug, quantity and price, and
name of subject involved.
5.18. Each case master file will be capable of recording information if another agency was involved in the investigation, listing the organization’s name, date and type of involvement, and a free text comment area with spell check for each entry.
5.19. Each case master file will be capable of documenting “referrals” to investigators for new case assignments and activity requests with date sent, date for return, agency, and free text comment field. This feature will depend upon internal rules as defined by the TPD. The referred investigator will have a notification message on their screen when they log into the system. The case record will also be able to record when the activity is completed.
5.20. Each case master file will be capable of listing all investigators assigned to the case and will be able to track each investigators involvement dates and tasks completed and grand totals of time expended.
5.21. All investigator activity codes will be agency defined 5.22. The case master file will be able to record all investigation follow-up dates by
investigator assigned. This will include the date of completion.
5.23. The case master file will be able to record the values of recovered property, seized property, and forfeitures. It will also provide data on weapons seized
5.24. The case master file will be able to identify cases linked to criminal organizations (gangs)
5.25. The case master file will contain the following information for each arrested subject:
• The date presented to the Prosecutor • If declined, the date and reason • The name and telephone number for the assigned Prosecutor
5.26. The case master file will contain data on expenditures on supplies, credit reports, and other agency defined expense types.
5.27. The master case file will record and track administrative tasks in support of an investigation…i.e. the submittal of evidence to the Ohio Bureau of Criminal Investigations or Cuyahoga County Coroner’s Office for testing or documents forwarded to Prosecutor.
5.28. Each master case record will have a flag to identify intelligence cases subject to 28 CFR 23.
5.29. The CMS will track other entities utilizing user-defined data that can be linked to a case.
5.30. Each case master file will store digital images in file formats .jpg, .bmp, .tiff, .wav, .mpeg, .avi.
5.31. Each case master file will add multiple separate comments/narratives to each incident. The application for entering a narrative will resemble a full featured word processor, complete with spell check, font selection, formatting options, etc. Each comment/narrative will be able to be titled. This application will be fully compatible with word documents (.doc) allowing for importing/exporting
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in standard formats. 5.32. Each case master file will use templates created in Microsoft Word© format.
These templates can be database aware, allowing for importation of file information into selected fields. Upon saving, the completed template will be stored in the database.
5.33. A robust reporting engine will be included which allows a user to produce a comprehensive set of investigative reports. This will include reports on case type, incident frequency, MO distribution, investigator expenditures and time logs, etc.
5.34. The CMS shall have very robust search capabilities. The ability to extract information out of the system in an easy manner for all level of users will be a primary requirement of the system. Searching tools will allow users to quickly search the database for records that match user-definable criteria. Information from records in every file should be able to be queried.
5.35. The CMS shall have an inferential linking engine capable of creating a hierarchical “tree” of associations between Persons, Incidents, Cases, Vehicles, Businesses, and Phone numbers. The resulting hierarchical tree should then be able to be passed to a graphic data visualizer for additional presentation.
5.36. The system shall be capable of a review process for case reports that allows a user to send a notice to any case management system user(s) that a report is ready for their review. The feature will include a date stamp as well as the ability to send comments. Upon receipt of the report, the receiving reviewer can date stamp reading of the report. They also have the option of sending the report back to the issuer or on to another case management system user(s). The transaction record of the review process is recorded as part of the case record and can be printed with the case report if needed.
REQ. # PROPERTY AND EVIDENCE MANAGEMENT CODE 6.1. Provides the ability to accurately track all property items and verify that the
evidentiary chain-of-custody requirements are met
6.2. Personnel can access property data to view detailed information about the item and historical information about the custody and control of the item, including the current status or location. Personnel also can follow links to related property items tracked in the system.
6.3. The tracking system provides the ability to accurately track and verify that all property items and the evidentiary chain-of-custody requirements are met.
6.4. The system also will track property that has been impounded or stored in remote facilities.
6.5. Information about property and evidence must be linked to either a case file or a report that describes the circumstances under which the property was received by the department
6.6. The disposition history is maintained for a specified time period or may be indexed for future investigative purposes.
6.7. Module must provide standards-based interfaces to stand-alone systems as well as the capability to import data from external systems using standard file formats
6.8. Standard Outputs include: • Chain of custody
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• Property summary report • Property item detail • Released property report • Property inventory report • Property disposition reports • Form letter to inform the property owner of the pending disposition of
property with instructions for filing a claim • Vehicle impound forfeiture report • Case closed evidence report • Evidence location summary report • Audit report
6.9. Descriptors and tracking identifiers (e.g., date/time received, contributing and receiving officers, and location) are recorded for both inventory control and chain-of custody purposes. The property will be checked against internal databases for matches. RMS will link property/evidence information with the case and reports.
6.10. The system will use timed events by using system messages or providing access to lists of eligible property items to notify the property custodian when property can be lawfully disposed
6.11. Bar Coding of property and evidence, including the printing of bar code labels, along with the look up and documentation of the presence of such property or evidence using a bar code scanner is preferred to be available as an option
6.12. The Property File System shall be capable of issuing sequential, unique property numbers for each item of property added to the system.
6.13. Each Property Record must be capable of recording, at a minimum the following information:
• A unique property log number • A date / time stamp for when the item was logged into the system • A flag for property entered as evidence • Who submitted the property • The owners name • The name of the person the property was recovered from • The incident number if the property is associated with an incident. • A link to any Business record associated with the property. • A link to a vehicle record associated with the property if appropriate • UCR information for the property if stolen or recovered • The Estimated and Actual Value of the property • The Aisle and Bin location if the property was placed in the property
room • Estimated and actual disposal dates • Industry standard item description fields such as brand, model, serial
number etc. • A free text property description
6.14. Each property record shall have fields to mark the property as recovered/stolen/found property and include fields for value of the property, date recovered/stolen/found, location, free text comment area, and for a
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vehicle, if it was recovered within the jurisdiction or other location.
6.15. If the property record is for a firearm, it will include fields for caliber, weapon type code, permit number, location field, and serial number and comply with TPD generated rules for testing and be available in the Case Management module to prevent duplication of entry.
6.16. The system shall be capable of recording simultaneous electronic chain of custody and/or status updates of multiple pieces of selected property.
6.17. Each property record shall be capable of recording and printing a full electronic chain of custody for each piece of property
6.18. The system provides a means to store images of the item prior to the disposition.
6.19. Module supports Standard External Data Exchanges: State, regional, and federal information sharing systems (e.g., RISSnet, N-DEx, ISE) based on state and national standards such as GJXDM, NIEM, and NCIC; Prosecutor
6.20. Module supports Standard Internal Data Exchanges: Incident Reporting module; Fleet Management module (I am assuming the Fleet Management module will be preferred but not mandatory as part of the RFP, depending on cost)
6.21. The module should automate property and evidence disposition queries and document that they were completed prior to the release of property
6.22. The module should generate automatic alerts when property is eligible for release, sale, or destruction
REQ. # WARRANT CODE 7.1. The solution should be capable of storing all information on a warrant,
including but not limited to: • Unique number for identity of each warrant • Defendant name and identifying information, • Victim name and identifying information, • Witness names and identifying information, • Date and time of offense, • Offense charged, offense charged classification (i.e. felony,
misdemeanor), • Bonding information if any, • Sentencing information if appropriate, • Status (e.g. active, served, cleared, etc.), • Issuing authority • Court Number • Docket Number • Type of Warrant • Disposition of Warrant • Assigned Officer and Agency • Date Issued • Received • Served
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• Returned 7.2. When the user accesses a name record, the solution MUST automatically
determine if there is an active warrant (Disposition of warrant is active) for that person. If there is an active warrant, the solution must cause a visual alert to appear throughout the system beside the person’s name, describing the nature of the warrant.
7.3. The solution MUST be capable of displaying the alert on the original name record and on any associated alias name record.
• Served • Active • Closed
7.4. The solution must allow the user to change the disposition of the warrant when it is served, subject to security clearance
7.5. The solution must allow for logging of multiple service attempts for a warrant. 7.6. A free form remarks field should be included in the tracking element to allow
for general comments with each service attempt.
7.7. The solution must allow for unlimited active warrants on a person. 7.8. The solution must allow for multiple offenses per warrant. 7.9. Module outputs include summary of wanted person information, reports on
process expiration and summary of criminal processes served.
7.10. The solution should provide for a search for outstanding warrants by: • Defendants Name • Victim Name • Case Number • Warrant Number • Charge • Warrants by Specific Date • Defendant Location Information • Officer Assigned • Issuing Authority
7.11. The related affidavit should be linked to the warrant. 7.12. The module should provide the status of the warrant from a user defined table.
The solution should provide reporting capabilities for statistical data on warrants received, pending, served, cleared, and by process type.
7.13. Module supports Standard Internal Data Exchanges: Incident Reporting module; MNI, MVI MLI
REQ. # ARREST CODE 8.1. Arrest module provides a place to document all of the steps taken in an arrest 8.2. Module must be able to document jurisdiction in which arrest is made and
provide for TPD generated rules for that jurisdiction in addition to Data entered for each arrest, in addition to all standard appropriate person identification information, should include at a minimum:
• Date / Time of Arrest • Offense(s) • Location of Arrest (Specific to Jurisdiction) • Vehicle Involved
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• Incident number • Arrest Number • Property Involved • Arresting Officer • All personal and descriptive information regarding arrestee • Disposition • Text based narrative.
8.3. If arrests have been linked to two people, later determined to be the same person, the system should allow an authorized user to easily merge the data to one person without loss of data or re-entry of any information.
8.4. Module provides Standard Outputs: Daily arrests, by day and time, and date range; Arrest report and/or affidavit; Arrests by location; Arrest log
8.5. Module supports Standard External Data Exchanges: JMS; Court; Prosecutor; State criminal history system; State, regional, and federal information sharing systems (e.g., RISSnet, N-DEx, ISE); Mobile computing systems
8.6. Module supports Standard Internal Data Exchanges: Incident Reporting module; Booking module; MNI; MVI; MPI; Property and Evidence and Case Management module
8.7. DUI’s: law enforcement officers may be required to obtain chemical tests with or without the consent of the subject. All relevant information regarding, permissions, refusals and the results from tests are gathered and recorded
8.8. Arrest module must allow the officer to capture the method of identification that was used to confirm the identity of a subject prior to the person’s being taken into custody
8.9. Arrest module must capture the completion of other steps such as the issuing of the Miranda warning
REQ. # BOOKING CODE 9.1. TPD does not control any detention facilities and utilizes the facilities and
booking procedures of the jurisdiction the arrest is made in or the facility of the County the arrest is made in
9.2. TPD would prefer to have a solution available that would allow for Scan to OCR (or similar mechanism) of Booking Sheets from other agencies to be added to module with minimal user intervention to minimize repetitive entry of data
9.3. Module allows booking data to be captured and linked to the arrest report 9.4. The Booking Module shall be capable of linking every booking to a Master
Name. By this linkage it will automatically import related data to reduce redundant entry.
9.5. Each Booking record shall be capable of recording, at a minimum, the following information:
• Arrest location (Specific to Jurisdiction of arrest) • Detention location • Full physical description • Multiple charges, with codes and charge descriptions • Bond/Bail amounts by booking or charge • Employer information
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9.6. If the booked person is a juvenile, the record shall be capable of recording parent/guardian and school information. It will also record a time and date of notification.
9.7. Each booking record will include the ability to store digital images and audio/video clips associated with the booking. These include the common file extensions, jpg, bmp, tiff, wav, mpeg and avi.
9.8. Each booking record shall have the ability to record each item of personal property that is received from an individual during booking, listing an article description, value, locker number, and comment section.
9.9. RMS provides Standard Outputs: Booking form; Booking summary, based on varying search criteria; Daily court list by court and time; Property received receipt; Property released receipt; Booking activity (e.g., intakes, releases, and transfers)
9.10. Each booking record shall have the ability to list a series of agency defined questions specific to the Jurisdiction of arrest (multiple templates). A free text response area for each question will be provided and will become a part of the permanent booking record
9.11. Each booking record shall be capable of printing to the screen or network printer an arrest report listing full information of the arrest, including the person’s digital booking image.
9.12. Each Booking record shall be capable of storing numerous images of tattoos, scars, and marks.
9.13. RMS supports Standard External Data Exchanges: JMS; Arrest; Regional and state warrant and criminal history repositories, following NCIC standards State, regional, and federal information sharing systems (e.g., RISSnet, N-DEx, ISE); Automated fingerprint identification system;
9.14. RMS supports Standard Internal Data Exchanges: MNI; MVI; MPI; Property and Evidence Management module; Arrest module
REQ. # JUVENILE CONTACT CODE 10.1. Module must accommodate the need to access juvenile data distinctly from
adult information
10.2. Module will have the ability to automatically archive juvenile information when either a requisite amount of time(as governed by state law) has passed since the entry or when the subject reaches the age of majority (whichever occurs first)
10.3. Information about juveniles disseminated externally requires information entered into the system to be expunged when ordered by the court or statute. Access must be restricted to authorized law enforcement personnel with special privileges.
10.4. Module provides Standard Outputs: Juvenile custody; Juvenile contact report; Name listing for juveniles separate from adults, based on varying search criteria
10.5. Module supports Standard External Data Exchanges: Prosecutor; Juvenile assessment center; Juvenile detention center; JMS; Mobile computing system
10.6. Module supports Standard Internal Data Exchanges: MNI; MVI
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10.7. Module allows contact with a juvenile to be documented 10.8. Module has the ability to send appropriate notifications to the court, the
prosecutor, and all appropriate social services agencies involved when a juvenile is placed into the care of a custodial facility
10.9. RMS must document communications the officer has with professionals conducting assessments and the juvenile’s parents or guardian
10.10. When dealing with a Juvenile Suspect or Victim the TPD will require MANDATORY fields for Date of Birth, Mother (Birth) of the Juvenile, Legal Guardian and Current Address
10.11. To allow for unique circumstances the TPD encounters the specification listed above in 10.10 allows for Supervisory override of the Mandatory Fields as determined by the TPD
10.12. The Proposer’s solution provides the ability to interface with the Cuyahoga County Prosecutor’s Office CRIME web application created by Pointe Blank Solutions
REQ. # ACCIDENT REPORTING CODE 11.1. ERS allows law enforcement to provide uniform documentation and reporting
on all traffic accidents
11.2. Application supports scanning of drivers licenses to populate driver and passenger fields.
11.3. A unique identifier/accident report number should be assigned to each traffic accident.
11.4. Application supports the population of driver fields from master name index 11.5. Application supports the population of driver fields from CRIS/LEADS query
responses
11.6. Captures all information, using the same codes and criteria as the Ohio Accident Crash Reports
11.7. Allows for unlimited vehicles, drivers and occupants. 11.8. The Traffic Accident Module should generate an exact duplicate of the Ohio
Traffic Crash Report Forms and all supplement forms as required by the State of Ohio, including but not limited to:
• OH-1 • OH-2 • OH-3
11.9. The module includes electronic accident diagramming 11.10. The Proposer’s system contains a Web based portal for citizen accident
reporting that allows the TPD to filter reports for jurisdiction and venue as determined by TPD generated rules.
11.11. Provides the capability to link citation / arrest information to accident reports as appropriate.
11.12. Allows for on-line review and approval of accident reports 11.13. ERS provides Standard Outputs (Where applicable and available): State crash
report; Crashes by location; Crashes by time of day and day of week; Crashes by violation; Crashes by severity; Crashes by driver demographic; Statistical summary by intersection; Statistics by area (e.g., beat, precinct), day, and time
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11.14. RMS supports Standard External Data Exchanges: State motor vehicle division; Local, regional, and state transportation departments, using U.S. Department of Transportation (DOT) standards; Traffic engineering using DOT standards; Community development; Mobile computing system; State, regional, and federal information sharing systems (e.g., RISSnet, N-DEx, ISE)
11.15. RMS supports Standard Internal Data Exchanges: Citation module; MNI; MVI; MPI; Arrest module; Booking module
11.16. RMS should support the ability to attach diagrams and photographs to the crash report
Req. # Citation Code 12.1. When the citation data are entered or uploaded into the RMS, the appropriate
links should be made to the master index
12.2. Module provides Standard Outputs: Citation and warnings summary based on varying search criteria; Citation by location; Citations and warnings by demographic data; Citation audit (e.g., missing/voided numbers); Citations and warnings
12.3. Module provides solution for multiple jurisdictions and venues encountered in the GCRTA service area that includes 59 communities
12.4. Module supports Standard External Data Exchanges: Courts; JMS; Prosecutor; Ohio Bureau of Motor Vehicles (BMV); State, regional, and federal information sharing systems (e.g., RISSnet, N-DEx, ISE); Mobile computing system
12.5. Module supports Standard Internal Data Exchanges: Crash Reporting module; Incident Reporting module (e.g., misdemeanor citations); MNI; MVI; MPI; Arrest module; Booking module; Juvenile Contact module
12.6. Application supports scanning of drivers licenses to populate driver fields (Not mandatory)
12.7. Application supports the population of driver fields from master name index 12.8. Application supports the population of driver fields from CRIS/LEADS query
responses
12.9. The Citation File shall be capable of recording, at a minimum, the following information:
• Ticket / Warning number • Date and Time • Violation Codes (up to 8 characters for each agency defined code, with
an unlimited number of codes) • Ordinance Codes (up to 8 characters for each agency defined code,
with an unlimited number of codes) • Ohio Revised Code • Violation location • Officer • Offenders name • Vehicle involved • Court • Court Date and Time • Ticket Disposition • Speed Data
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• Grant data • A free text comment field with spell check
12.10. A citation can be linked to records in the Master Name file, Business File, Vehicle file, and Incident file. By linking, the citation will appear on the record of each individual record listed.
12.11. TPD citations for Fare Violations are currently integrated with an Oracle application for tracking and recovering an Administrative Fee for first time violators. This allows for violators to pay a $25.00 Administrative Fee to the GCRTA within 3 business days in lieu of criminal prosecution. Upon notification from the Oracle Application the citation is not forwarded to the Court of Venue. Applicable violations are valid for 18 months. The TPD requires the Proposer’s solution to integrate with the Oracle application and track violations as specified by the TPD
12.12. Module provides for the generation and printing of citations and summonses for each of the venues and jurisdictions concurrent with the TPD. Currently the TPD has written protocols with the City of Cleveland and the City of East Cleveland for issuing citations within their City boundaries
12.13. Module must track warnings, Administrative Violations and citations; All must be linked to the subject’s master name record
12.14. Citation module allows the collection of data on the demographics of the people involved for statistical reporting in bias-based policing programs
REQ. # FIELD INTERVIEW CODE 13.1. Data in the Field Interview module are available for analytical support (crime
analysis) and can be searched by investigators to develop leads
13.2. The Field Interview module allows the officer to collect data on the demographics of the people involved for statistical reporting in bias-based policing programs
13.3. The Field Interview module allows the system to transmit information based on the Suspicious Activity Reporting (SAR) standard to the Information Sharing Environment
13.4. Module provides Standard Outputs: Field contact summary, based on varying search criteria
13.5. Module supports Standard External Data Exchanges: State, regional, and national information sharing systems (e.g.,RISSnet, N-DEx, ISE); Mug shot repository; Electronic Fingerprinting Device; Mobile computing system
13.6. RMS supports Standard Internal Data Exchanges: MNI; MPI; MVI; Arrest module; Booking module; Warrant module; Case Management module
REQ. # TOWED VEHICLE CODE 14.1. Information on towed vehicles is automatically imported from the CAD as
appropriate.
14.2. Information on towed vehicles is entered into the system or imported from CRIS/LEADS files including, at a minimum:
• Color • Make • License Number • VIN • Vehicle Inventory
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• Location of pickup (Specific to Jurisdiction) • Officer ordering the tow • Storage location • Owner name • Driver name (if appropriate) • Reason for tow • Tow Company • Location of Impound/Towed Vehicle
14.3. Color and make is validated before being saved in the database. 14.4. The solution allows for searches of any combination of towed vehicle data
elements.
14.5. The solution provides the capability to link a towed vehicle with a case number.
14.6. The system must provide the ability to link Impound records with other Impounds as well as Accidents, Arrests, Events, Cases, as necessary
14.7. The Impound module must provide the ability to capture and maintain detailed release information including to whom the vehicle was released, and authorizing officer as defined by this agency
14.8. The system must keep a detailed audit log of all activity associated with any Impound record, including the creation, retrieval, modification, deletion, printing or dissemination of data
14.9. The system must be able to record Impound/Tow fees paid by owner and print receipt.
14.10. Application must provide query and reporting of all Impound information
REQ. # Explosive Detection Unit (EDU) CANINE MODULE CODE 15.1. Tracks
15.2. Building Searched/Alarms
15.3. Apprehensions
15.4. EDU Searches - Vehicle / Explosives Find Building / Explosives Find
15.5. Article Search
15.6. Back Up
15.7. Area - Search
15.8. Jail Search
15.9. Public Relations / Demonstrations
15.10. Crowd Containment
15.11. School Searches
15.12. Property Seized
15.13. Cash Forfeited - must be able to receipt dollars up to xxx,xxx.xx
15.14. Property Forfeited
15.15. Bite Records
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15.16. Search & Rescue
15.17. Tracks training
15.18. Tracks weight for explosive searches
15.19. Tracks type for explosive searches
15.20. Tracks training for explosive searches
15.21. Obedience
15.22. Bite Work
15.23. Tracking: • Length of track • Terrain (i.e. - grass, woods, pavement) • Distraction (i.e. - human / animals / water / cross track) • Time Period (i.e. - duration) • Day or Night • Temperature • Humidity • Wind Direction / Speed • Decoy - Name of Decoy • Area Type • Address • Ground Conditions • Disposition
15.24. Rewards (i.e.- Ball, bite, praise)
15.25. Records assists to other Police agencies
15.26. Records weather conditions (i.e. - rain, snow, heat, dry, humid)
15.27. Tracks number of calls for K9 unit assists
15.28. Tracks seizure status for each K9
15.29. Tracks vet records
15.30. Certifications
15.31. Equipment Inventory
15.32. Daily/weekly training reports
15.33. Deployment summary and detail reports
15.34. Provides statistical reporting of all activities
REQ. # MOBILE FIELD REPORTING CODE 16.1. A software application capable of connecting wireless clients to the RMS
application server shall be provided. The application will be capable of serving as a TCP/IP gateway from the wireless system to the RMS application using industry standard wireless network protocols. (e.g. EV-DO, CDMA, etc.)
16.2. The mobile system will incorporate a high level of security, including at a minimum end-to-end 128-bit encryption and authentication to be determined by current best practices and the capabilities of the GCRTA physical and virtual environments.
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16.3. The mobile client shall be able to work in disconnected mode. When a network connection to the server becomes unavailable, the user will be notified that the connection does not exist and give the user the option to continue to work in disconnected mode
16.4. When the mobile client is working in disconnected mode and the connection is re-established to the server, all information entered while in disconnected mode will be uploaded to the server and all files updated accordingly.
16.5. When in disconnected mode, the application will continue to attempt to establish a connection with the server and notify the user when the connection is achieved.
16.6. The mobile application will display visual indicators of the current connection status - either connected or disconnected.
16.7. While in disconnected mode, the user will be able to start a new incident report and enter information. The application will assign a temporary number to the report. When a connection with the server is established, the application will automatically assign the next agency incident number to the report and upload the information entered while in disconnected status.
16.8. The Mobile System shall be capable of “real time” text messaging between other mobile clients, RMS and CAD users. Users will be able to select individuals to receive messages, or may send messages to all logged on users.
16.9. The text message screen will display a list of all on-line messaging users. The user will have the option of selecting a single or multiple recipients from the list to send a new text message.
16.10. The text messaging window will have the ability to display a list of all sent and received text messages; received messages will be date and time stamped.
16.11. When the mobile client receives a new text message, a unique audible and visual notification will alert the user.
16.12. The application will utilize the “Touch Screen Technology” of the Data911 Modular MDC to enhance application efficiency
16.13. The application will have a quick button and programmed function key that sends a response of “Acknowledge Last Transmission” to the last user that sent a message.
16.14. The mobile client will have an application screen optimized for use in the changing ambient light conditions present in a mobile environment, i.e. the ability to change background/foreground colors for Day/Night conditions.
16.15. The mobile client will have access to the RMS files, including: • Incident File • Master Name File • Vehicle File • Property File • Business File • Employee File • Citation File • Geo File • Officer Logs
16.16. The Master Name, Vehicle, Business, and Geographic files on the mobile client will have the ability to display images; however the image will not load until the user of the mobile client asks for it from the server. If the image is stored on the RMS server, a notification that the file is available will display
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on the client application. The user can then choose to view the image. 16.17. The mobile client application shall have the ability to search the RMS database
for, at the minimum the following: • The Name File • The Incident File • The Vehicle File • The Business File • The Citations File • The Warrants File • The Geo Database • The Property File • Officer Logs • Arrests
In addition, there will be a database search feature that includes at a minimum the following:
• Officer assigned incident/cases • Addresses • Prior Activities at locations • Requested Reviews
16.18. Any record listed in a search from any of the above fields will be able to be easily retrieved with minimal user input.
16.19. As an option, the mobile client will include a Query interface to State/NCIC databases including inquiry screens for vehicle registration, driver’s license registration, wanted persons, gun inquiry, and stolen property.
16.20. In the mobile client, when State/NCIC queries are returned, the user will be notified by audible and visual cues. Positive hit responses will play a separate alert tone. Positive hit responses will be displayed in red letters in the response matrix.
16.21. The State/NCIC response screen matrix will have user selectable font sizes to configure to the users preference for readability.
16.22. The State/NCIC entry screen will have color-coded fields identifying mandatory and optional fields. Drop down lists will assist the user in selecting proper codes as needed.
16.23. The State/NCIC entry screen will have a list of all available entry screens, and user programmable buttons and function keys for quick retrieval of specific screens. The application will allow for programmable buttons for form retrieval to be determined by TPD
16.24. The mobile client will include an “Officer Needs Assistance” button/function key to send a system alert that is integrated with the vehicles AVL LiveView System.
16.25. The mobile client will have a silent dispatch function to receive information from the CAD system of dispatched calls including call location, caller information and dispatcher notes. When a new call is sent to the user, the user will be alerted by visual and audio alerts.
16.26. Mobile users will be able to update their CAD status through button/function keys. Button/function keys functions will include the ability to send status
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updates to include: En Route, Arrived at Scene, Status Change, Officer Initiated Call, Clear from Call.
16.27. Status Change codes will be agency-defined.
16.28. From the mobile client, when the user activates the Officer Initiated call feature, a window will appear with a new CAD# assigned; the call will be time and date stamped, and marked as an officer initiated call. From this screen, the officer can enter full call information, including dispatch notes. All information entered from the mobile screen will update in the in-house CAD application, visible to all dispatchers.
16.29. The mobile client will have full access to the systems internal email system.
16.30. The mobile client will be able to display the current dispatch status of all units listed in CAD. The display grid will be color coded for unit statuses and highly customizable by the user to arrange display properties.
16.31. The mobile client will be able to view all active and pending CAD calls, listing units assigned and their current call status.
16.32. The mobile client will display a bold visual indicator on a master name record if an active warrant is recorded for the person.
16.33. The mobile user will be able to initiate, complete, review and approve incident reports wirelessly from the field, generating a new incident number as required.
16.34. Mobile users will have the ability to view and edit/update existing database records from the field.
REQ. # CIVIL PROCESS CODE 17.1. The Civil Process module is not in the Scope of Work for the TPD ERS
implementation
REQ. # PROTECTION ORDERS AND RESTRAINTS CODE 18.1. Protection Orders and Restraints module records protection orders and
restraints, including anti-harassment orders and no contact orders
18.2. Module stores all parties named in the orders and their relationship to the order 18.3. Module stores conditions of the order, including information such as: the
issuing authority, effective time period, location, distance, restrictions, and type of contact prohibited
18.4. Protection Orders and Restraints information must be readily available by name and location of the parties and also may be cross-referenced by vehicle
18.5. Module provides Standard Outputs: Expired/soon-to-expire orders; Active orders; Orders that have been served; Orders received, by source; Cancelled orders; No trespass orders
18.6. Module supports Standard External Data Exchanges: CAD; Court; State, regional, and National Protection Order Registry; JMS
18.7. Module supports Standard Internal Data Exchanges: MNI; MLI; MVI; MOI; MPI
REQ. # PERMITS AND LICENSES CODE 19.1. The Permits and Licenses module is not in the Scope of Work for TPD ERS
implementation
REQ. # EQUIPMENT AND ASSET MANAGEMENT CODE
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20.1. The Equipment and Asset Management module is desirable 20.2. Facilitate managing an inventory of supplies distributed to officers.
20.3. Facilitate managing of central supplies used by the department.
20.4. Facilitate and track equipment issued or assigned to officers (radio, uniforms, PPE, flashlights, etc.)
REQ. # FLEET MANAGEMENT CODE 21.1. The Fleet Management module is desirable 21.2. Facilitate capturing required vehicle information including: VIN, year, make,
model
21.3. Track maintenance history and set alerts for pending maintenance
21.4. Track vehicle incidents and damage
21.5. Track registration, inspection and insurance info.
21.6. Track daily pre-shift inspections and monthly sergeant inspections and record detail items.
REQ. # PERSONNEL CODE 22.1. Includes employee scheduling capabilities, officer call-in and vacation
schedule,
22.2. Track overtime availability and rotation of mandated overtime,
22.3. Track emergency contact information with tracking of verification of contact checks, R.20.4 Track training history.
22.4. Manage staffing positions, current status (e.g. open, filled, closed, and eliminated) and history of staffing of position.
22.5. Facilitate time sheet entry and payroll calculations (i.e. pay rate x hours worked), allow for shift differentials, overlapping shifts and overtime pay and track anticipated versus actual hours.
22.6. The module will track Training through each field and at a minimum include tracking by; officer, course, location, date, hours and whether the course is recurring and/or mandatory
22.7. The module shall be integrated with the GCRTA Human Resources Oracle database appliance for Personnel Management
REQ. # INTERNAL AFFAIRS CODE 23.1. RMS Internal Affairs module must have multiple levels of security for the
application itself, for individual records or groups of records, and for individual or groups of fields
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23.2. RMS supports Standard Internal Data Exchanges with all other modules 23.3. Due to the sensitivity of the information collected in Internal Affairs functions,
the data must be encrypted
23.4. Security levels within the Internal Affairs module will limit the availability of information accessible through other RMS modules and indices
23.5. RMS will send an alert to an agency-designated recipient whenever a party to an investigation is the subject of a query or if any other RMS activity occurs regarding that party
REQ. # ANALYTICAL SUPPORT CODE 24.1. ERS supports the tools used by the crime analyst -- this support can be
subdivided into four main types: Tactical Analysis; Strategic Analysis; Administrative Analysis; Forecasting Analysis
24.2. ERS supports the ability to aggregate data on the various indicators, such as: Current period vs. previous period; Current period vs. historical average; Percentage of total crimes for period by: Reporting districts; Areas/beats/zones; Teams/shifts; Percentage change from prior periods (i.e., trend)
24.3. ERS conducts crime distribution analysis based on a number of criteria, including: By area/beat or reporting district (i.e., ZIP codes); By time, date, and day of week; Frequency of occurrence; Citation; Crime/incident report number; Field interview data; Search warrant data; Vehicle information; Type of offense (e.g., residential, auto, or business)
24.4. ERS includes standardized reports, such as general offense activity, offense activity by day of week, and offense activity by beat
24.5. ERS includes an alert function related to analytical support to provide for the immediate transmission of information to law enforcement officers in the field
24.6. ERS supports a quality control process on incoming reports to ensure that data are correctly and completely entered
24.7. ERS contains complete data elements that relate to time, such as the day, time of day, week, date, month, and year
24.8. ERS supports crime/suspect correlations to show a relationship between a suspect and an offense
24.9. ERS allows for Spatial Analysis which includes the ability to create maps by using appropriate data sets. To produce point symbol (pin), buffer, hot spot, choropleth and density maps. To be able to analyze maps to determine the nature of crime problems related to location, to use maps in forecasting and predicting incidents regarding crime trends and series, and to interpret maps for specific audiences
24.10. ERS provides Standard Output: Crime distribution analysis reports using the criteria listed above
24.11. ERS supports Standard External Data Exchanges: Third-party mapping, analysis, and graphing tools; State, regional, and national information sharing systems (e.g., RISSnet, N-DEx)
REQ. # ERS REPORTS CODE 25.1. ERS Reports module documents officer and agency-wide activity or
performance in a given area
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25.2. ERS uses role-based security to restrict access to some reports 25.3. ERS enables law enforcement personnel to generate standardized reports and
aggregate reports, as well as query the RMS to produce ad hoc reports from the RMS. Examples of standardized reports from the RMS business functions are: Incident reports; Crash reports; Property/evidence reports; Citation reports; Field interview reports; Uniform Crime Reporting (UCR)/National Incident-Based Reporting System (NIBRS) reports; Case management reports; Billing reports; Summary reports for warrants, citations, CFS, accidents, and employees
25.4. Each of the main system modules will have report applications that allow the user to execute preformatted reports based on parameters specified for virtually any field and value or value range within the file system.
25.5. Color graphs can be produced for searches of incident data. Graphs can be printed in a variety of formats, to include bar charts, line charts, scatter charts, and area. The graphs will display in contrasting colors and be fully labeled. The graphs will be able to be displayed on the screen, or printed to any network printer, or be saved to file, including the file formats of .html, xhtml, .pdf, excel file, rich text file, graphic file, and text file. All Charts will be labeled with the agency’s name and/or patch.
25.6. Reports shall be able to be performed by using multiple search parameters across multiple tables and files. The search screens will allow the user to build searching statements, assisting the user by presenting conditions such as greater than, less than, between, is equal to, is not equal to, is in list, etc. In addition, if the search involves code lists, the application will present the user with the appropriate lists within the statement building utility.
25.7. Preformatted reports will be available for various formats. Within each of these reports the user will have the ability to specify the report search parameters. At a minimum, these reports will include the reports with the titles:
• Name File Search and Report • Incident Search and Report • Incident File Search and Chart • Incident File Comparative Charts • Response time Report • Officer Type Analysis Report • Employee Search and Report • Basic Property Listing • Stolen/Recovered Report • Evidence Report • Business File Search and Report • Booking File Search and Report • Warrants Report • Citation Report • Arrest Report
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25.8. In addition to the preformatted reports, several internal report building tools will allow the agency to create customized reports and forms, extracting data between any and all the recorded fields and tables. The feature will be able to save report formats for future use and by other permitted users.
25.9. There must be a report and export capability to search for and export data to Microsoft Word©, Excel©, HTML, and Rich Text.
25.10. Completed reports shall be able to be exported to a variety of file formats to include: .html, xhtml, .pdf, excel file, rich text file, graphic file, and text file.
25.11. Agency logos and unit designations can be included in any report and will display and print in a highly professional manner.
REQ. # ERS SYSTEM ADMINISTRATION CODE 26.1. ERS is configurable so that they can be used to meet specific agency
requirements
26.2. ERS administrative functions include: ERS table maintenance; ERS configurations (e.g., parameters, defaults); Security (e.g., user role, jurisdiction); Geofile maintenance; Data management (e.g., data dictionary, archive and purge)
26.3. ERS provides Standard Outputs: Report on users, sortable by names, access level, password age, and machine used; Report on ERS use, sortable by user log-in, frequency, total time in system, number of concurrent log-ins, machine used, and duration time-outs; Report on failed log-ins, sortable by log-in name, number of attempts, date/time of attempt, and machine used; Report on subsystem security violations; Alerts
26.4. ERS supports Standard Internal Data Exchanges: Agency network operating system
26.5. ERS allows tiered access to information, based on passwords and other authentication and non-repudiation practices
26.6. ERS includes the ability for the user agency to define and maintain code lists and associated literals (i.e., plain English translation) for as many data elements as possible
26.7. Data management includes the following: Record Expungement, Sealing, and Purging; Data Redaction; Data Dictionary
26.8. All addresses in the ERS are validated using the system geofile 26.9. Any configuration changes that could affect system integrity must be properly
flagged with adequate warning to prevent inadvertent damage to the system
REQ. # ERS INTERFACES CODE 27.1. The LEADS and NCIC systems are based upon the State of Ohio LEADS
interface requirements.
27.2. All ERS interfaces comply with national standards such as GJXDM, NIEM, and NCIC
27.3. ERS can interface with state, regional, and federal information sharing systems (e.g., CRIS, RISSnet, N-DEx, ISE)
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27.4. ERS must have the ability to query the N-DEx system based on any number of factors (e.g. person, modus operandi, etc.)
27.5. ERS will have the capability to interface with LiveScan systems 27.6. The TPD currently does not utilize ProQA. As part of this RFP the TPD will
request the addition of ProQA as an option
27.7. TPD is purchasing iWatch from iThinQware for reporting of tips and suspicious activity reporting from mobile devices. The ERS should be configured to utilize the options available in iWatch by interfacing with the ERS.
27.8. Ability to download and distribute photo images via a BOLO type all points broadcast to all mobiles and hand held devices, describe how images/formats can be loaded into CAD and BOLO capabilities – include the CJIS-certified hand held devices that you support – such as smart Blackberries, Androids, and IPhones;
27.9. Interface to existing Novel Groupwise server to allow email and/or SMS text to be sent from ERS with an audit trail. If Proposer cannot meet this requirement, please identify Proposer’s own solution as an option.
28.1. COMPLIANCE REQUIREMENTS 28.2. NCIC, LEADS and CRIS 28.3. CALEA reporting 28.4. FTA Reporting under 49 CFR part 630 for NTD reporting 28.5. NIBRS or OIBRS 28.6. 49 CFR part 1580.203 Reporting of Significant Security Concerns
REQ. # DETAILED TECHNICAL REQUIREMENTS AND GUIDELINES
CODE
29.1. Proposed solution should be capable of user authentication through LDAP
29.2. LDAP authentication should be performed against existing User Directories at GCRTA (either Novell eDirectory, or Microsoft Active Directory) and should specifically exclude the use of prior desktop authentication data available on the desktop.
29.3. Proposer shall deliver software that does not store passwords in the application’s database or anywhere in the application server environment. Proposer will support this feature in subsequent product releases at no additional cost to the Authority
29.4. All modules (included or sold separately as add on components) of this system use the application’s LDAP login and security structure and shall not make use of separate technologies for authenticating and securing the application and data.
REQ. # SECURITY CODE
30.1. All application network communications shall be conducted over SSL with 128 bit encryption (or better).
30.2. The database should have encrypted data at rest.
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30.3. Ability to query logged on users in ERS; 30.4. Ability to assign each user a logon name and password (not active directory),
each workstation will have the capability of being logged onto the network 24X7, each user will login to the application;
30.5. Ability to group users into security groups by job function as determined by TPD
30.6. Ability to grant access to screens and/or data fields based upon user group as determined by TPD
30.7. Ability to permit or prohibit use of any of the following functions on each panel: write, modify, read, delete.
REQ. # APPLICATION, SERVER, DESKTOP GUIDELINES CODE
31.1. Proposed application should support deployment in a VMWare Vsphere 5 virtual environment. If dedicated server hardware is required, minimum and optimal specifications must be provided for server hardware from HP.
31.2. Multi‐tiered client‐server architecture shall be implemented. If the proposed solution includes a public‐facing tier (ie a web server accessible from the Internet), the communication should be restricted to standard web protocols and ports and should fully support NATed connections, and placement in a DMZ. No internal servers should be accessible from the Internet, unless they are located in a DMZ.
31.3. Routable TCP/IP network infrastructure shall be utilized 31.4. Current server operating system compatibility should be maintained (e.g.
Windows Server 2008 R2)
31.5. Current database compatibility should be maintained (e.g. Microsoft SQL Server or Oracle)
31.6. Current desktop operating system compatibility should be maintained (e.g. Microsoft Windows XP, 7, 32‐bit and 64‐bit)
31.7. Web‐based client applications should be compatible with a wide variety of browsers and operating systems (e.g. IE 7, 8 and 9, Firefox, Chrome, Safari, Windows, Mac OS X)
REQ. # COMPUTER AIDED DISPATCH REQUIREMENTS CODE 32.1. The CAD system shall be capable of assisting dispatching by listing available
units, recording call information, and tracking dispatch events. It will be highly integrated with the Records Management System so previously recorded information can reduce new call entry time, The dispatcher can import existing name and vehicle information into a call.
32.2. The CAD screen will allow for multiple docking positions of screens, and the resizing of individual windows.
32.3. The CAD screen will allow full use of a mouse to navigate through screens and also to dispatch units using drag and drop dispatching.
32.4. Module contains drop down code field lists, check boxes for those coded fields to facilitate easy and accurate data entry and option to use command line to execute CAD commands
32.5. The system will support single and/or multiple monitor setups.
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32.6. Command Line feature available in the window focused on (or floating window) so on any window being worked, instant access to the command line
32.7. Any screen layout used by a user will be “remembered” when a user logs out or the user will be allowed to save a “profile”. When that user logs back in, the screen layout will be returned to the logout/profile settings.
32.8. Ability to create an incident by entering the following minimum information – event type and location, this creation of an incident generates a “recommended “unit(s) response based upon user definable tables;
32.9. Ability to record the source of the call, i.e., 911, wireless, etc.; 32.10. Ability to classify the incident using site-definable event type codes; 32.11. Upon entry of a call and location in the CAD system, the system will check the
geo file and recommend units for dispatch based on the available units, type of call, and call location. Dispatchers can quickly accept units based on the recommendation to assign them to the call. They can also quickly override recommendations on an individual unit basis as needed and proceed with dispatching.
32.12. The CAD system will have an event history screen which lists all changes in statuses and events. The dispatcher can change the indexed order in which information appears.
32.13. When entering a caller’s information on a new call, the system will utilize all ERS Mater Indexes to minimize duplication of entry to the extent possible and provide as much historical data as possible to include any active warrants, warrants and cautions
32.14. When a call location is entered, the system will automatically check for previous calls to that location. The search will be for range of addresses around the specified address, as specified by the system administrator. All calls to addresses in the range will be displayed showing the incident number, type of call, time and date, actual address, etc. Any listed incident will be easily retrieved using minimal user input.
32.15. When a call location is entered, the system will automatically search the Master Name File and check for individuals with an address at or near the listed call. Matching Master Name records will be displayed in a list with their listed address, along with any flags such as resistor, warrants, weapons, or known offender will be displayed. Any listed name record can easily be retrieved using minimal user input.
32.16. When entering the location of a call, if the user double clicks on the call location area, the listed callers address will be inserted.
32.17. Call location can be specified by an exact address, area, intersection, common name or business. Common names are specific to the Authority’s unique geographic description.
32.18. The system will have a geo file in which a specific address or address ranges can be listed. This file can record information on type of responses, incident type by assigned agencies, number and type of units that are required at the listed address, and any hazardous material or weapons warnings. It is capable of recording images such as photographs, building sketches, blueprints, etc. It will be capable of recording response recommendations based on call types. It will have a text area for special instructions and descriptions. It will contain a text area specifically for pre-plan instructions
32.19. The CAD screen will display an open call status screen, which will display all
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current open calls. The display will allow the user to determine what will be displayed and what order it will be displayed in.
32.20. The open call status screen will incorporate internal timers, with sound and display color notifications, to monitor unit statuses based on pre-set times and user configurable times based on the call type. The sounds will be of a progressive nature to notify dispatchers as status time checks are approaching or have elapsed.
32.21. Each CAD call will have a comments screen capable of recording any text that a dispatcher enters. Each dispatch comment is date, time, and user ID stamped. Upon clearing of the CAD call, the dispatcher’s comments will be included in the Incident. The agency will have the option to make the comment read-only.
32.22. Automatic assignment of priority (based upon pre-defined agency incident priorities);
32.23. Ability to override pre-defined incident priority; 32.24. Ability to enter a large number of comments to an incident/event record
(highlight new comments to other dispatchers viewing same event);
32.25. Automatic notification when a Standard Operating Procedure (SOP) or call handling procedure exists for a particular type of event;
32.26. Indicator that highlights the presence of user definable call taker questions linked to event type codes;
32.27. Ability to record one or more caller names and addresses to an event record; 32.28. Automatic CAD number generation upon validation (event type & location) of
the event by a call taker;
32.29. Automatic date/time (to the second) stamping of all entries and actions for an event;
32.30. Store chronological history of all entries and edits to the incident record; 32.31. Ability to test a location for validity without generating a CAD number; 32.32. Ability to view and update the status of units/resources; 32.33. Training mode or training database to teach new employees without impacting
live system;
32.34. Enhanced CAD features such as resource library, standard operating policy index, premise and location history, premise and hazard notes, automatic time and date stamping;
32.35. If CAD is down for a period of time, a catch up function will allow the user to reserve a block of CAD and Case numbers (information manually taken while CAD off line). Plus, a manual data entry process to enter this information into CAD to “catch it up” (describe).
32.36. Ability to perform all call taker functions; 32.37. Ability to suspend work on one incident so that work can be done on a higher
priority incident (previous event placed back in a pending queue);
32.38. Ability to create a unit or officer initiated incident (describe); 32.39. Ability to pre-enter events to become active based upon a date/time; 32.40. Ability to “stack” events for a resource to handle in a queue; 32.41. Ability to view the incident in the queue; 32.42. Ability to retrieve the next incident in sequence sorted by priority and
date/time created; (describe queue)
32.43. Coloring of unit identifiers on CAD screen according to their status to easily
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view unit status; 32.44. Generate list of units to respond to an incident based upon agency response
rules; (describe how to escalate the call with additional unit recommendations based upon a user definable algorithm)
32.45. Ability to put units onto the response list and take units off of the response list; 32.46. Ability to take a unit off of a lower priority incident and dispatch that unit to
another incident (previous incident goes back into a ‘pending” status – action recorded in event log);
32.47. Ability to put an off-shift unit on an incident; (and to assign an event to a specific officer);
32.48. Ability to associate an officer and/or unit with an incident record (not validated against the unit or personnel code tables);
32.49. Generation of agency report numbers – based upon agency definable event types (automatic) and/or manually requested (describe);
32.50. Ability to view the list of dispatched agencies and units; 32.51. Ability to view secondary notifications (user definable list of calls to other
agencies/utilities, i.e., specific company , etc.);
32.52. Timeout feature for incidents and units with site-definable interval timers; 32.53. Automatic notification when a unit or incident times out, written to event &
unit logs;
32.54. Ability to update the status of a unit; 32.55. Ability to transfer an event to another dispatcher’s queue; 32.56. Automatic notification of resource shortage (based upon number of active
incidents versus available resources);
32.57. Indication to the presence of and the ability to view standard operating procedures (SOPs) for an incident type;
32.58. Indication to the presence of and the ability to view flags and hazards for a location;
32.59. Indication to the presence of and the ability to view hazardous materials for a location;
32.60. Indication to the presence of and the ability to view premise history for a location;
32.61. Ability to enter a disposition code (user definable) for an event; 32.62. Link Disposition codes to Event Types, so only certain Disposition codes are
acceptable entries for specified Event
32.63. Types (Check & Balance to minimize errors) – How does your application allow for the correction of erroneous Disposition Code entries?;
32.64. Ability to close an event; and 32.65. Ability to reopen an event which was closed previously (up to how long?), and
describe what functionality is available on a re-opened event.
32.66. Ability to establish pre-defined shift schedules (Rosters) for units and personnel so shifts are put on duty by CAD on pre-defined date/times (describe any existing interfaces to scheduling applications);
32.67. Ability to associate personnel with the units in which they are working; 32.68. Ability to put units on shift and take units off shift; 32.69. Automatic storage of unit status history including date/time stamp, incident
number, and user ID of user who made the change;
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32.70. Color-coded display of unit status on status display and on CAD screen; 32.71. Audible and visual alert when a unit times out; 32.72. Link unit resources, i.e., special tool to the unit recommendation list so a unit
is recommended based upon a specific resource they carry (describe); and
32.73. Link user definable “skill” codes to personnel, who when placed in a unit can be queried by skill to be recommended to an incident requiring that skill (describe).
32.74. Ability to query logged on users in CAD; 32.75. Ability to assign each user a logon name and password (not active directory –
each workstation will be logged onto the network 24X7, each user will login to the application);
32.76. Each user can save their screen profile, user definable position, size and open windows so when they login, their profile is displayed;
32.77. Ability to group users into security groups by job function (call taker, dispatcher, supervisor, administrator);
32.78. Ability to grant access to screens and/or data fields based upon user group; 32.79. Ability to permit or prohibit use of any of the following functions on each
panel: write, modify, read, delete.
REQ. # GEOSPATIAL INFORMATION SYSTEM/MAPPING (GIS) CODE 33.1. The geographic description of the jurisdiction is unique in the sense it is
comprised of bus and rapid routes that intersect with known geographic locations and facilities with known addresses. The GCRTA Planning Department currently uses ArcGIS for route and scheduling purposes
33.2. Ability to enter and edit location information including premise number, street prefix, street name, street suffix, street type, suite, municipality, bus and rail route, descriptive text such as ‘basement’, alarm/call box number;
33.3. Ability to build within a geofile, multiple floors within a building at a specific address as a distinct and separate location for dispatch. This location should then support associating unique SOP, messages, and unit responses to these floors/departments within a building location;
33.4. Ability to enter a location by one of the following methods and have all associated information retrieved automatically from the geofile: • premise number and street name or street alias name, • intersection, • commonplace name or alias name (indicate number of aliases allowed
per master record);
33.5. Ability to search for street names and places in the geofile using a partial name;
33.6. Ability to search for street names and places in the geofile using soundex (sounds like);
33.7. Ability to create and print an Exception Report for invalid addresses; 33.8. The mapping will support the unique geofile as described previously.
33.9. Graphical mapping capability with user defined overlays 33.10. Ability to display coverage zone overlays (user definable); 33.11. Ability to display Hydrant/Water source,
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33.12. AED, utility cut off, etc., location/overlays; 33.13. Ability to link building floor plans, graphical building plans, digital images to
locations (ability to store both in CAD and on the mobiles) PRICE AS AN OPTION
33.14. When incident created, map automatically centers on event location; 33.15. Ability to receive AVL GPS coordinates associated with units/resources to
allow dispatching to events of the closest associated unit types based upon a user defined distance per call type.
REQ. # ERS REPORTS FUNCTIONALITY: CODE 34.1. Ability to sort the report on one or more columns; 34.2. Ability to define report parameters by date/time range; 34.3. Ability to view output before printing; 34.4. Ability to print a single page, range of pages, or entire report; 34.5. Ability to create the report in a Microsoft Word.doc or Adobe .pdf file; and 34.6. Appropriate totals provided on last page of every report.
REQ. # MINIMUM STANDARD REPORTS: CODE 35.1. Incident summary – summary report of all incidents – selectable by date/time
range, geographic area, coverage area, agency, incident type;
35.2. Incident detail – detail report of one or more incidents – selectable by date/time range, geographic area, coverage area, agency, incident type, specific incident number, range of incident numbers, specific agency case number, range of agency case numbers;
35.3. Time of day/day of week – crosstab report showing counts by incident type, time of day, and day of week – selectable by date/time range, geographic area, coverage area, agency, incident type;
35.4. Agency shift workload – summary report showing all incidents for an agency – selectable by date/time range, geographic area, coverage area, agency, incident type;
35.5. End-of-shift – summary report showing all incidents worked or in progress for a specific timeframe – selectable by date/time range, geographic area, coverage area, agency, incident type;
35.6. Time analysis – crosstab showing intervals between unit statuses during incidents – selectable by date/time range, geographic area, coverage area, agency, incident type;
35.7. Workload by call source code type; 35.8. Unit status summary – summary report showing unit activity – selectable by
date/time range, geographic area, coverage area, agency, incident number, agency number, incident type, unit ID;
35.9. Unit status detail – detail report showing unit activity – selectable by date/time range, geographic area, coverage area, agency, incident type, unit id;
35.10. Operator activity – summary report showing incidents on which particular CAD operators worked – selectable by date/time range, user ID;
35.11. Unit/personnel activity – summary report showing incidents to which particular units and or personnel were sent – selectable by date/time range, unit ID, personnel ID;
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35.12. Users – summary report of registered users in the CAD system; 35.13. Registered Alarms/Call boxes – summary report of alarms registered with
CAD;
35.14. Forced Address – summary report of forced addresses for which incidents were entered – selectable by date/time range;
35.15. Streets – summary report of streets; 35.16. Address – summary report of address ranges and coverage for streets within a
municipality – selectable by municipality, street, covering agency, district, sector, zone;
35.17. Intersection – summary report of intersections and addresses – selectable by municipality, street, covering agency, district, sector, zone;
35.18. Code List – summary report of codes – selectable by code type; 35.19. Reference List – summary report of reference lists; 35.20. Ad hoc query and reporting capability – ability to build and save for future use
(describe to what the Proposer supports);
35.21. The CAD system will provide the user with the ability to define certain codes, parameters, and business rules. This allows the system to be customized to the needs of the agency, and allow users to use terms and identifiers which are familiar to operators/users; and
35.22. At a minimum, the following data elements are required: 35.23. • Incident Type 35.24. • Incident Priority 35.25. • Timeout Interval for incidents and units 35.26. • Incident Disposition 35.27. • Agency 35.28. • Unit Statuses 35.29. • Unit Type 35.30. • Unit ID 35.31. • Unit Response Rules 35.32. • Personnel ID 35.33. • District 35.34. • Sector 35.35. • Zone 35.36. • Call Source 35.37. • Date/Time 35.38. • Archive Utility
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COMMENTS REQ. # GENERAL RECOMMENDATIONS
1.1. 1.2. 1.3. 1.4. 1.5. 1.6. 1.7. 1.8. 1.9.
1.10. 1.11. 1.12. 1.13. 1.14. 1.15. 1.16. 1.17. 1.18. 1.19. 1.20. 1.21.
REQ. # MASTER INDICES 2.1. 2.2. 2.3. 2.4. 2.5. 2.6. 2.7. 2.8. 2.9. 2.10. 2.11. 2.12. 2.13. 2.14. 2.15. 2.16. 2.17.
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2.18. 2.19. 2.20. 2.21. 2.22. 2.23. 2.24. 2.25. 2.26. 2.27. 2.28. 2.29. 2.30. 2.31. 2.32. 2.33. 2.34. 2.35. 2.36. 2.37. 2.38. 2.39. 2.40. 2.41. 2.42. 2.43. 2.44. 2.45.
REQ. # CALLS FOR SERVICE 3.1. 3.2. 3.3. 3.4. 3.5. 3.6.
REQ. # INCIDENT REPORTING 4.1. 4.2. 4.3. 4.4. 4.5. 4.6.
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4.7. 4.8. 4.9. 4.10. 4.11. 4.12. 4.13. 4.14. 4.15. 4.16. 4.17. 4.18. 4.19. 4.20. 4.21. 4.22. 4.23. 4.24. 4.25. 4.26. 4.27. 4.28. 4.29. 4.30. 4.31. 4.32. 4.33. 4.34. 4.35. 4.36. 4.37. 4.38. 4.39. 4.40. 4.41. 4.42. 4.43. 4.44. 4.45.
REQ. # INVESTIGATIVE CASE MANAGEMENT 5.1. 5.2. 5.3.
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5.4. 5.5. 5.6. 5.7. 5.8. 5.9. 5.10. 5.11. 5.12. 5.13. 5.14. 5.15. 5.16. 5.17. 5.18. 5.19. 5.20. 5.21. 5.22. 5.23. 5.24. 5.25. 5.26. 5.27. 5.28. 5.29. 5.30. 5.31. 5.32. 5.33. 5.34. 5.35. 5.36.
REQ. # PROPERTY AND EVIDENCE MANAGEMENT 6.1. 6.2. 6.3. 6.4. 6.5. 6.6. 6.7. 6.8. 6.9.
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6.10. 6.11. 6.12. 6.13. 6.14. 6.15. 6.16. 6.17. 6.18. 6.19. 6.20. 6.21. 6.22.
REQ. # WARRANT 7.1. 7.2. 7.3. 7.4. 7.5. 7.6. 7.7. 7.8. 7.9. 7.10. 7.11. 7.12. 7.13.
REQ. # ARREST 8.1. 8.2. 8.3. 8.4. 8.5. 8.6. 8.7. 8.8. 8.9.
REQ. # BOOKING 9.1. 9.2. 9.3. 9.4.
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9.5. 9.6. 9.7. 9.8. 9.9.
9.10. 9.11. 9.12.
REQ. # JUVENILE CONTACT 10.1. 10.2. 10.3. 10.4. 10.5. 10.6. 10.7. 10.8. 10.9. 10.10. 10.11.
REQ. # ACCIDENT REPORTING 11.1. 11.2. 11.3. 11.4. 11.5. 11.6. 11.7. 11.8. 11.9. 11.10. 11.11. 11.12. 11.13. 11.14. 11.15. 11.16.
REQ. # CITATION 12.1. 12.2. 12.3. 12.4.
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12.5. 12.6. 12.7. 12.8. 12.9. 12.10. 12.11. 12.12. 12.13.
REQ. # FIELD INTERVIEW 13.1. 13.2. 13.3. 13.4. 13.5. 13.6.
REG. # TOWED VEHICLE 14.1. 14.2. 14.3. 14.4. 14.5. 14.6. 14.7. 14.8. 14.9. 14.10.
REQ. # EDU CANINE MODULE PRICE AS AN OPTION 15.1.
15.2.
15.3.
15.4.
15.5.
15.6.
15.7.
15.8.
15.9.
15.10.
15.11.
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15.12.
15.13.
15.14.
15.15.
15.16.
15.17.
15.18.
15.19.
15.20.
15.21.
15.22.
15.23.
15.24.
15.25.
15.26.
15.27.
15.28.
15.29.
15.30.
15.31.
15.32.
15.33.
15.34.
15.35.
REQ. # MOBILE FIELD REPORTING 16.1.
16.2.
16.3.
16.4.
16.5.
16.6.
16.7.
16.8.
16.9.
16.10.
16.11.
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16.12.
16.13.
16.14.
16.15.
16.16.
16.17.
16.18.
16.19.
16.20.
16.21.
16.22.
16.23.
16.24.
16.25.
16.26.
16.27.
16.28.
16.29.
16.30.
16.31.
16.32.
16.33.
REQ. # CIVIL PROCESS 17.1.
REQ. # PROTECTION ORDERS AND RESTRAINTS 18.1. 18.2. 18.3. 18.4. 18.5. 18.6. 18.7.
REQ. # PERMITS AND LICENSES PRICED AS AN OPTION 19.1.
REQ. # EQUIPMENT AND ASSET MANAGEMENT PRICED AS AN OPTION 20.1. 20.2. 20.3.
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20.4. REQ. # FLEET MANAGEMENT PRICED AS AN OPTION
21.1. 21.2. 21.3. 21.4. 21.5. 21.6.
REQ. # PERSONNEL PRICED AS AN OPTION 22.1. 22.2. 22.3. 22.4. 22.5. 22.6.
REQ. # INTERNAL AFFAIRS 23.1.
23.2. 23.3. 23.4.
REQ. # ANALYTICAL SUPPORT 24.1. 24.2. 24.3. 24.4. 24.5. 24.6. 24.7. 24.8. 24.9. 24.10.
REQ. # ERS REPORTS 25.1. 25.2. 25.3. 25.4. 25.5. 25.6. 25.7. 25.8. 25.9.
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25.10. 25.11.
REQ. # ERS SYSTEM ADMINISTRATION 26.1. 26.2. 26.3. 26.4. 26.5. 26.6. 26.7. 26.8. 26.9.
REQ. # ERS INTERFACES 27.1. 27.2. 27.3. 27.4. 27.5. 27.6. 27.7. 27.8. 27.9. 27.10. 27.11.
REQ. # COMPLIANCE REQUIREMENTS 28.1. 28.2. 28.3. 28.4. 28.5.
REQ. # DETAILED TECHNICAL REQUIREMENTS AND GUIDELINES 29.1.
29.2. 29.3. 29.4.
REQ. # SECURITY 30.1. 30.2. 30.3. 30.4.
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30.5. 30.6. 30.7.
REQ. # APPLICATION, SERVER, DESKTOP GUIDELINES 31.1. 31.2. 31.3. 31.4. 31.5. 31.6. 31.7.
REQ. # COMPUTER AIDED DISPATCH REQUIREMENTS 32.1. 32.2. 32.3. 32.4. 32.5. 32.6. 32.7. 32.8. 32.9. 32.10. 32.11. 32.12. 32.13. 32.14. 32.15. 32.16. 32.17. 32.18. 32.19. 32.20. 32.21. 32.22. 32.23. 32.24. 32.25. 32.26. 32.27. 32.28. 32.29. 32.30.
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32.31. 32.32. 32.33. 32.34. 32.35. 32.36. 32.37. 32.38. 32.39. 32.40. 32.41. 32.42. 32.43. 32.44. 32.45. 32.46. 32.47. 32.48. 32.49. 32.50. 32.51. 32.52. 32.53. 32.54. 32.55. 32.56. 32.57. 32.58. 32.59. 32.60. 32.61. 32.62. 32.63. 32.64. 32.65. 32.66. 32.67. 32.68. 32.69. 32.70. 32.71. 32.72. 32.73.
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32.74. 32.75. 32.76. 32.77. 32.78. 32.79. 32.80.
REQ. # GEOSPATIAL INFORMATION SYSTEM/MAPPING (GIS) 33.1.
33.2. 33.3. 33.4. 33.5. 33.6. 33.7. 33.8. 33.9. 33.10. 33.11. 33.12. 33.13. 33.14. 33.15. 33.16.
REQ. # ERS REPORTS FUNCTIONALITY: 34.1. 34.2. 34.3. 34.4. 34.5. 34.6.
REQ. # MINIMUM STANDARD REPORTS: 35.1.
35.2. 35.3. 35.4. 35.5. 35.6.
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35.7. 35.8. 35.9. 35.10. 35.11. 35.12. 35.13. 35.14. 35.15. 35.16. 35.17. 35.18. 35.19. 35.20. 35.21. 35.22. 35.23. 35.24. 35.25. 35.26. 35.27. 35.28. 35.29. 35.30. 35.31. 35.32. 35.33. 35.34. 35.35. 35.36. 35.37. 35.38.
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III. INSTRUCTIONS TO OFFERORS Responses to this Request for Proposals shall be made in accordance with the following requirements. All information, which is proprietary in nature, should be marked as such. The Authority reserves the right to make an award without further discussions or to reject any or all proposals when it is considered in the best interest of the Authority to do so. Form of Response Sealed proposals shall be submitted in two distinct volumes, a Technical Proposal and a Pricing/Cost Proposal. To permit an equitable and expedient review process, every offeror shall use the same form and order of proposal. One (1) original (marked “Original”) and seven (7) copies of the proposal shall be submitted. The format shall be an 8.5” x 11” booklet which will allow the pages to open fully and lie flat. No foldout sheets shall be used. The contents will be organized as follows: A. Technical Proposal
1. Front Cover
Show title as follows: CAD / RMS Replacement
RFP NO. 2012-128
GREATER CLEVELAND REGIONAL TRANSIT AUTHORITY
(NAME OF FIRM OR FIRMS OFFERING PROPOSAL) TECHNICAL PROPOSAL 2. Transmittal Letter
Address to:
Frank J. Polivka Director of Procurement Greater Cleveland Regional Transit Authority 1240 West Sixth Street, 5th Floor Cleveland, Ohio 44113-1331 The letter shall identify the firm or firms participating in the proposal, state clearly the contractual relationship among them, and identify by name, title, address, telephone and facsimile number of the individual who will represent the offeror in negotiating with the Authority.
3. Experience
Submit a statement of relevant experience involving assignments of similar size and scope including the involvement and responsibility of the personnel to be identified under Section 5 below.
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4. References
Provide a statement listing the names, titles, firms, contact persons, addresses, and telephone number of three (3) recent clients that GCRTA may contact regarding the firm. As part of this reference section for each referenced client there should be a description of the scope of work and achieved results.
5. Staffing
Provide a plan for staffing the work, provide resumes of key personnel, including management plan to control this project, special equipment or facilities needed.
6. Technical Proposal
a. In the Request for Proposal, GCRTA seeks solid information about the offeror’s capacity to provide the services GCRTA requires. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the offeror’s lack of cost consciousness, elaborate art work, expensive paper and bindings, and expensive visual and other representation aids are neither necessary or wanted.
b. The technical proposal, which will be important in the selection for award of a contract, should be specific and complete, and your proposal should demonstrate a thorough understanding of the requirements of the Scope of Services. Legibility, clarity and completeness of the technical approach are important. The Technical Proposal should not contain any reference to costs or prices.
c. The proposal should respond to all questions identified in Part II, Scope of Services, and include all Required Documentation identified in Paragraph 8 below.
7. Authorized Negotiators
Provide a statement identifying persons who will represent the offeror in contract negotiations as follows:
“The offeror represents that the following persons are authorized to negotiate on its behalf with the GCRTA in connection with this request for proposals:
(list names, titles, and telephone numbers of the authorized negotiators).”
8. Required Submittals
The following attachments/enclosures are included in this Request for Proposals and should be completed, signed, and returned as part of the proposal:
Attachment A-1 Equal Employment Opportunity Information Report EEO-1 Attachment A-2 Non-Discrimination Affidavit Attachment A-3 Employment Practices Attachment A-4 Affirmative Action Plan Attachment A-5 Requirements Concerning Prime & Sub-Contractors
Attachment B Disadvantaged Business Enterprise Utilization Attachment B-1 Declaration of Proposed DBE Utilization
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Attachment B-2 DBE Affidavit Attachment B-3 DBE Participation Plan Attachment B-4 Letter of Intent to Perform as a Subcontractor Attachment C Proposer’s Affidavit Attachment D Delinquent Personal Property Tax Statement Attachment F Certification of Proposer Regarding Debarment, Suspension,
Proposed Debarment and Other Responsibility Matters Attachment G Certification Regarding Procurement Integrity Attachment H Certification Regarding Restrictions on Lobbying Attachment I Contract for Services Attachment J Security Certificate
B. Pricing/Cost Proposal
1. Front Cover
Show title as follows: CAD / RMS Replacement
RFP No. 2012-128
GREATER CLEVELAND REGIONAL TRANSIT AUTHORITY (NAME OF FIRM OR FIRMS OFFERING PROPOSAL)
PRICING/COST PROPOSAL 2. Form of Response
One original (Marked “Original”) and seven (7) copies shall be submitted. Section II – Scope of Services must be priced on the basis described therein. To comply with federal guidelines, GCRTA will require each proposer to provide cost and pricing data to support its price, prior to the start of negotiations. This cost and pricing data should be submitted in a format which will allow for analysis of individual elements of cost including labor, materials, overhead, other direct costs, etc. It is mandatory that profit be identified as a separate element of cost.
C. Procedural 1. Clarity and Completeness
The Authority seeks solid information about the proposer’s capability to perform the services required. Unnecessarily elaborate brochures or other presentations beyond that required to provide a complete and effective response to this solicitation are not desired and may be construed as an indication of the proposer’s lack of understanding of these requirements and cost consciousness. The proposal is expected to fully address all the requirements of Section II, Scope of Services, without resort to elaborate artwork, expensive paper, bindings, or visual and other presentation aids. The proposal should also include a project completion schedule that includes milestone dates that are clearly defined.
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2. Confidential Data
Offerors who include in their proposals data that they do not wish disclosed to the public for any purpose or used by the Authority except in conjunction with this solicitation shall:
a. Mark the title page with the following legend:
This proposal includes data that shall not be duplicated, used, or disclosed in whole or in part, for any other purpose other than in conjunction with this solicitation. If, however, a contract is awarded the proposer partly as a result of this data, the Authority shall have the right to duplicate, use or disclose such data to the extent provided in said contract. This restriction does not limit the Authority’s right to use such data if it is obtained from another source without restriction. The data subject to this restriction are contained in pages (insert identification of pages).
b. Mark each page or sheet identified on the title page legend:
Use or disclosure of data contained on this page (sheet) is subject to the restrictions on the title page of this proposal.
Please note that the Authority will use its best efforts to comply with and enforce such restrictions. However, the Authority is subject to the Ohio Public Records Act and the Federal Freedom of Information Act, either of which may limit its ability to protect such data. The Authority shall use its best efforts to notify affected proposers of any such requests made pursuant to the Acts within a time which will allow the proposer an opportunity to seek protection of such information against disclosure.
3. Submittal Date
Proposals will be received up to, but no later than, 2:00 p.m., Official Time, Thursday, October 18, 2012, or such other time as may be established by an addendum to this Request for Proposals issued by the Director of Procurement. Hand-delivered proposals shall be deposited with the receptionist in the Authority’s Procurement Department on the 5th Floor, 1240 West Sixth Street, Cleveland, Ohio 44113-1331.
Official time shall be the time shown on the date/time stamp clock in the Authority’s Procurement Department.
4. Amendment to Solicitation
Any amendment or modification to this Request for Proposals shall be by addendum issued by the Director of Procurement. Any such addendum shall be acknowledged by each offeror as part of the proposal, on the forms provided. All terms and conditions of this solicitation not modified by such addendum shall remain unchanged.
5. Late submissions, Modifications, and Withdrawal of Proposals
a. Any proposal received after the time specified in the Request for Proposals or any
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addendum thereto will not be considered unless it is received before an award is made and it: i) Was sent by registered or certified mail not later than the fifth calendar day
before the date specified for receipt of proposals. ii) Was sent by mail and it is determined by the Authority that late receipt was
due solely by mishandling by the Authority after receipt. iii) Was sent by U.S. Postal Service Express Mail Next Day Delivery Service,
Post Office to Addressee, not later than 5:00 p.m. at the place of mailing, two working days prior to the date specified for receipt of proposals. Note: This provision does not apply to proposals sent by a commercial delivery service.
iv) Is the only proposal received.
b. Any modification of a proposal, except a modification resulting from a request for “best and final offers,” is subject to the conditions stated in Paragraph (a), Subparagraphs (i) through (iii), above. A late response to a request for “best and final” offers will not be considered unless it is received before award and the late receipt is due solely to mishandling by the Authority after receipt at the Authority’s office.
c. The only acceptable evidence to establish the date of mailing of a proposal or
modification sent by registered or certified mail is the U.S. or Canadian Postal Service postmark, on both the envelope or wrapper and on the original receipt from the Postal Service. The only acceptable evidence to establish the date of mailing by Express Mail is the date entered by the Post Office receiving clerk on the “Express Mail Next Day Service Post Office to Addressee” label and the postmark, on both the envelope or wrapper and on the original receipt from the Postal Service. The only acceptable evidence to establish the time of receipt at the Authority’s office is the time/date stamp of the Procurement Department on the envelope or wrapper, or such other documentary evidence of receipt maintained by the Authority.
d. Notwithstanding the provisions of Paragraph (a) above, a late modification of an
otherwise successful proposal that makes its terms more favorable to the Authority will be considered and may be accepted.
e. Proposals may be withdrawn by written notice or facsimile confirmed by delivery of
the original within 48 hours of the facsimile notice at any time prior to award.
6. Protest Procedures
Interested parties aggrieved by this solicitation or the award of any resulting contract may file a written protest with the Director of Procurement of GCRTA. The Director of Procurement of GCRTA will consider all protests submitted before proposal opening, post-proposal opening, or after award. The protest must include at least the following information:
• Name, address and telephone number of protester • A statement of the relief is requested • Identification of the solicitation under protest • A detailed statement of the legal and factual grounds of protest including
reference to relevant documents
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The Director of Procurement shall render a decision in writing within fourteen (14) working days from receipt of the written protest and shall provide notice of such decision to all interested parties.
6.1. Protests Prior to Receipt of Proposals Protests addressing the adequacy of this RFP,
including any inequity or inadequacy in the Scope of Services, the Instructions to Proposers, and the Evaluation Criteria, must be filed at the Procurement Department no later than five (5) working days before the date proposals are to be received. Thereafter, such issues are deemed waived by all interested parties.
Notice of a protest and the basis, therefore, will be given to all parties which have requested the RFP. The proposal due date will be extended, unless the Director of Procurement determines that: • The items or services to be procured are urgently required; or • Delivery or performance will be unduly delayed by failure to make the award
promptly, or • Failure to make prompt award will otherwise cause undue harm to GCRTA or the
Federal government
6.2 Protests After Proposal Receipt Following completion of proposal evaluations and prior to award of contract, a proposer or subcontractor with a substantial economic interest in the award may submit a protest against the award. Such protest would generally address inequities in the evaluation process. Such protest must be filed within three (3) working days of the posting of a Recommendation of Award at the offices of the GCRTA Department of Procurement. If the Director of Procurement decides that a protest lacks merit or that the award is to be made during the rendering of a protest, a written notice of the decision to proceed with the award will be given to the protestor and, as appropriate, to others concerned.
6.3 Protests After Award Notice of Protest against award must be filed at the Procurement
Department within five (5) working days immediately following the award. The sole basis for such protest is that the award was made in violation of the procedures of the Authority's Board of Trustees. The Contractor will be furnished with the Notice of Protest and the basis thereof.
When it appears likely that an award may be invalidated or that a delay in receiving the supplies or services is not prejudicial to the GCRTA's interest, the Director of Procurement may suspend performance by the contractor on a no-cost basis.
6.4 Decision on Protest. The Director of Procurement shall render his decision in writing within fourteen (14) working days from receipt of the written protest and shall provide notice of such decision to all interested parties.
6.5 Protest to FTA Under certain circumstances, a protest may be made to the Federal
Transit Administration (FTA) in accordance with FTA Circular 4220.1E. These circumstances are generally limited to failure of a grantee to have a protest procedure, or failure to follow the grantee's written procedure.
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7. Type of Contract
The Authority contemplates awarding a contract based on the final agreed upon service performed. The Greater Cleveland Regional Transit Authority is a political subdivision of the State of Ohio; as a result, this procurement is governed by all applicable provisions of State law and regulation, as well as the Authority’s own Policies and Procedures.
8. Contract Award
Award of a contract will be contingent upon successful negotiation of all matters at issue, based upon the GCRTA’s Standard Form of Contract.
The Authority intends to award a contract to the proposer or proposers whose offer is deemed most advantageous to the Authority, cost and other factors considered; such award will be in accordance with the intent of this solicitation, to provide the Authority with the required services in a timely manner at a reasonable cost. The Authority reserves the right to (1) reject any or all offers as it considers in its best interest; (2) accept an offer other than that lowest in price; and (3) waive informalities and minor irregularities in proposals. The Authority also may award a contract on the basis of initial offers received; therefore each initial proposal should contain the proposer’s best terms from a financial and technical viewpoint. Financial data other than hourly personnel rates submitted in connection with a proposal will not be incorporated in any resulting contract. However, the contract price will be subject to reduction if cost or pricing data furnished is incomplete, inaccurate, or not current.
9. Compensation
The Authority contemplates it will compensate the selected firm on the basis of a firm fixed price. Such prices shall be comparable with those usually charged for similar products in their geographic area.
10. Insurance
The Contractor shall obtain and maintain throughout the life of this Agreement the coverage and amounts of insurance set forth below. The contractor shall also be responsible for assuring that each of its subcontractors and anyone employed directly or indirectly by any contractor or subcontractor provides adequate insurance for the work performed or products supplied by it.
a. Commercial General Liability Insurance in the amount of $2,000,000.00 combined single
limit each occurrence for bodily injury and or property damage. Policy to include:
• Contractual liability coverage insuring the “hold harmless’ provision set forth in Section 8 of the contract.
• Said policy shall be written on an “occurrence” basis. • Owner will accept any combination of primary CGL and Excess or Umbrella
policies to meet the minimum coverage requirements above.
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b. Automobile Liability Insurance in the amount of $1,000,000.00 combined single limit
each accident for bodily injury and /or property damage. Said policy shall apply to all owned, leased, hired and non-owned vehicles used in connection with the work.
c. Statutory Workers’ Compensation coverage in compliance with all applicable state
workers’ compensation laws to cover all employees furnishing labor under the terms of this contract and under the control of the Contractor. Employers’ Liability coverage in the amount of $1,000,000.00 per accident / $1,000,000.00 per employee for disease will also be included, either under the Workers’ Compensation policy or under the Commercial General Liability policy (Stop Gap) referenced under a. above. In Ohio: a copy of a certificate of premium payment from the Industrial commission and Bureau of WC, or a copy of the Certificate of Employer’s Right to Pay Compensation Directly.
d. Professional Liability / Errors & Omissions Insurance in the amount of $2,000,000.00
per claim. The definition of wrongful acts must be applicable to the work performed hereunder. As this insurance is written on a claims-made basis, the policy must be maintained for a minimum of two years following completion of the work.
General Requirements: The contractor shall not commence work herein until it has obtained the required insurance and has received written approval of such insurance by the Authority. It shall furnish evidence of such insurance in the form of a certificate (Acord or similar form). The certificate shall provide the following:
In the event the insurance should be changed or cancelled, such change or cancellation
shall not be effective until 30 days after the Authority has received written notice of such change or cancellation from the insurance company. Such notice shall be mailed by certified mail, return receipt requested, to the Authority care of the Director of Procurement.
Name the Authority as an additional insured for liability coverage under a. and b. above for claims arising out of operations in conjunction with the contract
Contain a waiver of subrogation in favor of the Authority
Specify that the insurance is primary and non-contributory as respects any insurance or self-insurance programs maintained by GCRTA
Specific reference to the subject contract
Specific reference to all deductibles & Self Insured Retentions (SIR)
All such policies shall be with companies licensed to write insurance in the State of Ohio, which are rated A-X or better by the A.M. Best Company.
All certificates are subject to acceptance by the Authority. The Authority shall be entitled to receive a full copy of the insurance policy(ies) upon request and reserves the right to review financial statements & approve any deductibles or SIR.
e. Approval by the Authority: Approval of the insurance by the Authority shall not relieve
or decrease the liability of the contractor hereunder. It is to be understood that the Authority does not in any way represent that the insurance or the limits of insurance specified herein are sufficient or adequate to protect the Contractor’s interests or liabilities.
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f. In the event Contractor neglects, refuses or fails to provide the insurance required
under the Contract documents, or if such insurance is canceled for any reason, the owner shall have the right but not the duty to procure the same, and cost thereof shall be deducted from moneys then due or thereafter to become due to Contractor
Copies of policies or certificates evidencing the above coverage as may be required shall be provided to the Authority prior to the commencement of work or services.
IV. CRITERIA FOR PROPOSAL EVALUATION GCRTA will evaluate all proposals received and rank them in order of preference. The panel will identify those firms, which based on the ranking, have a reasonable possibility of obtaining the award. It may seek additional information from, or conduct interviews with the firms so identified prior to the establishment of a final ranking and the initiation of negotiations with one or more firms based on those rankings. Award will also be contingent on acceptance of the Authority’s Contract for Services and compliance with Affirmative Action and other required assurances. GCRTA will select the modules and features that GCRTA determines will best meet its needs and will award a contract on that basis. The final contract may include some (but not all) of the modules and features in the proposal or it may include all modules and features, at GCRTA’s sole discretion. GCRTA reserves the right to award a contract on the basis of proposals submitted without negotiation, or to reject any or all proposals. Evaluation will be based on the following criteria weighted according to importance.
CRITERIA WEIGHT 1. System Design and Technical Performance – Features and functions provided, maturity
of systems offered, ability to interface with other systems, reliability of system, fallback modes of operation (where required), redundancy, database architecture and data infrastructure
35%
2. Cost – Proposed cost in terms of overall cost, including five years from the date of the
system acceptance. Methodology for establishing costs for continuing support and maintenance beyond five years from the date of system acceptance
25%
3. Installation, Management, Maintenance and Support Services–Key team leaders,
including project experience and length of time with firm, proposed schedule and implementation plan, level of assistance to be provided by the vendor during implementation, level of maintenance to be provided post acceptance, quality of support offered post acceptance and documentation, approach and schedule for system user training
20%
4. Completeness of proposal – Proposer’s ability to show understanding of, and comply with,
GCRTA’s requirements, quality of proposed process used to assess current structure and to develop or recommend content management framework changes.
10%
5. Vendor Experience – Includes company profile (size, staffing, and references) and
experience with the public sector. 10%
TOTAL 100%
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V. ADDENDA ACKNOWLEDGMENT
To: Director of Procurement The Greater Cleveland Regional Transit Authority 1240 West Sixth Street Cleveland, OH 44113-1331 From: _______________________________________________ (Name of individual or firm) ________________________________________________ (Place of business – City, State) Reference: CAD / RMS Replacement (RFP 2012-128) The undersigned acknowledges receipt of the following addenda (list by number and date appearing on addenda): ADDENDUM NO. DATE ADDENDUM NO. DATE ______________ _______________ ______________ _______________ ______________ _______________ ______________ _______________ ______________ _______________ ______________ _______________ ______________ _______________ ______________ _______________ ______________ _______________ ______________ _______________ ______________________________ Signature ______________________________ Title ______________________________ Date
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RFP 2012-128 Attachment A
Page 1 of 1
ATTACHMENT A
REQUIREMENTS CONCERNING EEO & AFFIRMATIVE ACTION (FOR NON-CONSTRUCTION CONTRACTS AND SUBCONTRACTS)
The GCRTA Office of Small Business and Employment Opportunity is eager to assist you in fully completing the requirements of this Notice and the Authority’s Equal Employment Opportunity Program. If you have any questions, please call the Office of Small Business and Employment Opportunity 216-566-5044. Please read carefully all of the information attached.
Proposers are cautioned, however, that oral representations may not be relied upon. Such representations must be confirmed by specific writing issued by the Director of Procurement as an addendum or as a clarification of this solicitation document.
The Affirmative Action Plan for equal employment opportunity is the Greater Cleveland Regional Transit Authority's (GCRTA) written commitment to undertake specifically planned action to ensure equality of opportunity in employment practices by firms contracting for goods and services with GCRTA.
As required by the Instruction, the following information must be submitted with your bid:
I. Form EEO-1 - Enclosure A-1
Equal Employment Data Forms showing the current utilization of minorities and women by job category within your organization.
II. Non-discrimination - Enclosure A-2
Affidavit assuring non-discrimination in employment practices.
III. Employment Practices - Enclosure A-3
All Proposers/Proposers and their first tier subcontractors or subconsultants proposing a contract hereunder in an amount of $l0,000 or more must complete Enclosure A-3. If the proposer or any of its first tier subcontractors or subconsultants employ more than 50 persons and will be entering into a contract hereunder in an amount of $50,000 or more, then an Affirmative Action Plan for employment of minorities and women must be submitted when called for by GCRTA.
IV. Requirements Concerning the Submission of an Affirmative Action Plan Enclosure A-4 (For Non-Construction Contractors)
If requested, provide an Affirmative Action Plan(s) in accordance with the guidelines set forth on Enclosure A-4.
V. Requirements on Prime and Sub-Contractors – Enclosure A-5
All Contractors and their subcontractors bidding on a contract must complete Enclosure A-5.
RFP 2012-128 Enclosure A-1
Page 1 of 2
Joint Reporting Committee
• Equal Employment Opportunity Commission
• Office of Federal Contract Compliance Programs (Labor)
ENCLOSURE A-1 EQUAL EMPLOYMENT OPPORTUNITY
EMPLOYER INFORMATION REPORT EEO - 1 FOR
THE GREATER CLEVELAND REGIONAL TRANSIT AUTHORITY
Standard Form100
Section A--TYPE OF REPORT Refer to instructions for number and types of reports to be filed.
1. Indicate by marking in the appropriate box the type of reporting unit for which this copy of the form is submitted (MARK ONLY ONE BOX)
1. Single Establishment Employer Report Multi-establishment Employer
2. Consolidated Report (Required)
3. Headquarters Unit Report (Required)
4. Individual Establishment Report (submit one for each establishment with 50 or more employees).
5. Special Report 2. Total number of reports being filed by this Company (Answer on Consolidated Report only).
______________________________ Section B--COMPANY IDENTIFICATION (To be answered by all employers)
1. Parent Company OFFICE USE
ONLY a. Name of parent company (owns or controls establishment in item 2) omit if same as label
a.
Name of Receiving Office Address (Number and Street b.
City or Town County State Zip Code b. Employee Identification No.
2. Establishment for which this report is filed (Omit if same as label) OFFICE USE ONLY
a. Name of establishment c..
Address (Number and street) City or Town County State Zip Code d.
b. Employer Identification No. Omit if same as label e.
Section C--EMPLOYERS WHO ARE REQUIRED TO FILE (To be answered by all employers)
Yes No 1. Does the entire company have at least 100 employees in the payroll period for which you are reporting?
Yes No 2. Is your company affiliated through common ownership and/or centralized management with other entities in an enterprise with a total employment of l00 or more?
Yes No 3 . Does the company or any of its establishments (a) have 50 or more, employees AND (b) is not exempt as provided by 41 CFR 60-l.5 AND either (1) is a prime government contractor or first tier subcontractor, and has a contract subcontract, or purchase order amounting to S50,000 or more or (2) serves as a depository of Government funds in any amount or is a financial institution which is an issuing and paying agent for U S Savings Bonds and Savings Notes?
If the response to question C - 3 is yes, please enter your Dun and Bradstreet identification number (if you have one)
Yes No 4 Does the company receive financial assistance from the Small Business Administration (SBA)?
RFP 2012-128 Enclosure A-1
Page 2 of 2
Section D - EMPLOYMENT DATA Employment at this establishment - Report all permanent full time or part-time employees including apprentices and on-the job trainees unless specifically excluded as set forth in the instructions. Enter the appropriate figures on all lines and in all columns. Blank spaces will be considered as zeros. NUMBER OF EMPLOYEES
Overall Male Female
JOB CATEGORIES Totals
Sum Of Col B Thru K
White (Not of Hispanic Origin)
Black (Not of
Hispanic Origin)
Hispanic Asian or Pacific
Islander
American Indian or Alaskan Native
White (Not of Hispanic Origin)
Black (Not of
Hispanic Origin)
Hispanic Asian or Pacific
Islander
American Indian or Alaskan Native
Officials and Managers 1
Professionals 2 Technicians 3 Sales Workers 4 Office and Clerical 5
Craft Workers (Skilled) 6
Operatives (Semi Skilled) 7
Laborers (Unskilled) 8
Service Workers 9 TOTAL 10 Total employment reported in previous EE0-1 report 11
(The trainees below should also be included in the figures for the appropriate occupational categories above) Formal on-the-
White collar 12 job trainees
Production 13 NOTE: Omit questions 1 and 2 on the Consolidated Report
1. Date(s) of payroll period used: 2. Does this establishment employ apprentices? 1. Yes 2. No
Section E--ESTABLISHMENT INFORMATION (Omit on the Consolidated Report) 1. Is this the location of the establishment the same as that
reported last year? 2. Is the major business activity at this establishment the same
as that reported last year?
Office 1 Yes 2 No 3 No Report 1 Yes 2 No 3 No Report Use Only
3. What is the major activity of this establishment? (Be specific, i e, manufacturing steel castings, retail grocer, wholesale plumbing supplies, title insurance, etc. Include the specific type of product or type of service provided, as well as the principal business or industrial activity.)
Section F--REMARKS Use this item to give any identification data appearing on last report which differs from that given above explain
major changes in composition or reporting units and other pertinent information
NOTE: The section below must be completed and signed by your company Section G--CERTIFICATION (See Instructions G)
Check one
1 All reports are accurate and were prepared in accordance with the instructions (check on consolidated only) 2 This report is accurate and was prepared in accordance with the instructions
Name of Certifying Official
Title Signature Date
Name of person to contact regarding this report (Type or print)
Address (Number and Street)
Tittle
City and State Zip Code Telephone Area Code Number Extension
All reports and information obtained from individual reports will be kept confidential as required by Section 709(e) of Title Vll WILLFULLY FALSE STATEMENTS IN THIS REPORT ARE PUNISHABLE BY LAW, U S CODE TITLE 18, SECTION 1001
RFP 2012-128 Enclosure A-2
Page 1 of 2
ENCLOSURE A-2 NONDISCRIMINATION AFFIDAVIT
STATE OF ____________________) ) SS COUNTY OF __________________)
______________________________________, being first duly sworn deposes and says:
1. That he/she is the _________________(President or other authorized official of Company, or Partnership, a Corporation or Partnership organized and existing under and by virtue of the laws of the State of _____________________ on whose behalf he/she makes this affidavit (hereinafter "Contractor").
2. That Contractor does not and will not discriminate in its employment practices because of race, religion, color, sex, national origin, handicapped persons or Vietnam-Era Veterans.
3. That Contractor further understands this contract, purchase order or agreement is subject to the Urban Mass Transportation Act of 1964, as amended (49 U.S.C. 1601, et seq.) and Exec. Order. 11246, as amended, and the Affirmative Action Policy of GCRTA, and shall be subject to all rules and/or regulations issued pursuant thereto regarding nondiscrimination in federally-assisted programs of the United States Department of Transportation.
4. That Contractor agrees to be bound to the obligations imposed by said act, executive ordinance and policy.
5. That Contractor agrees that during the performance of any contract resulting from this bid/proposal:
a. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, recruitment or rates of pay or other forms of compensation; and selection for training, including apprenticeships. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the GCRTA setting forth the provisions of this nondiscrimination clause.
b. The Contractor will, in all solicitations or advertisements for employees placed by or an behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.
c. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contact or understanding, a notice to be provided by the GCRTA advising the said labor union or worker’s' representative of the Contractor’s commitments under this Section 202 of Executive Order 11246 of September 24, 1965, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
d. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, as amended by Executive Order 11375, and with the rules, regulations, and relevant orders of the Secretary of Labor.
RFP 2012-128 Enclosure A-2
Page 2 of 2
e. The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the GCRTA and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
f. In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this agreement or with such rules, regulations or orders, this agreement may be canceled, terminated, or suspended in whole or in part, and the Contractor may be declared ineligible for further government contracts of Federally assisted contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, as amended, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 25, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
g. The Contractor will include a citation to 41 CFR 60-1(b) and (c) and the provisions of Paragraphs (a) through (g) herein, in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, as amended by Executive Order 11375, so that such provisions shall be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the Secretary of Labor may direct as a means of enforcing such provisions, including sanctions for noncompliance, provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the Urban Mass Transportation Administration, the Contractor may request the United States to enter into such litigation to protect the interests of the United States.
__________________________________________ Company or Partnership
__________________________________________ (President or other official title)
Subscribed and sworn to before me, this _______ day of ____________________ , 20__.
_________________________________________ Notary Public in and for the County of ____________________
State of _______________.
My commission expires on the ___________ day of ________________ , 20 ____.
(Seal)
(TO BE SUBMITTED WITH BID)
RFP 2012-128 Enclosure A-3
Page 1 of 1
ENCLOSURE A-3 EMPLOYMENT PRACTICES
(FOR NON-CONSTRUCTION CONTRACTORS ONLY)
To Be Prepared By:
Non-construction Prime Contractors and first tier subcontractors or suppliers with a contract greater than $10,000.
Solicitation No. ________________________________________________
Name of Project ________________________________________________
Location of Workforce ________________________________________________
Prime Contractor ________________________________________________
Subcontractor ________________________________________________
In keeping with GCRTA policy of nondiscrimination in employment practices, the ________________________________________ has set as a one year goal for the utilization of (Name of Company) minorities and females having requisite skills equal to be number and percentage that is in relation to their presence in the labor market area used, which is _____ % for minorities and _____ % for females. The ____________________________________ , by its ___________________ assures the GCRTA that good faith efforts will be used to achieve said goals. The good faith efforts proposed are described in the attached narrative. (If more than 50 employees and a contract of $50,000 or more is contemplated, an Affirmative Action Plan per Enclosure A-4 is supplied in lieu of this narrative and is submitted when called for by the GCRTA.)
________________________________________________ Signature and Title of Company Official (Contractor)
________________________________________________ Signature and Title of Company Official (Subcontractor)
RFP 2012-128 Enclosure A-4
Page 1 of 1
ENCLOSURE A-4
REQUIREMENTS CONCERNING THE SUBMISSION OF AN AFFIRMATIVE ACTION PLAN
(FOR NON-CONSTRUCTION CONTRACTORS)
Where the non-construction prime contractor or subcontractor has 50 or more employees and is participating in contracts with the GCRTA which exceed $50,000, an Affirmative Action Plan must be submitted to the GCRTA Office of Small Business and Employment Opportunity when called for.
At a minimum, in accordance with the RFP the following information must be provided in your Affirmative Action Plan:
I. Equal employment policy statement for the employment of minorities and women.
A. How and to whom was policy statement circulated?
1. Internally (within your company)
2. Externally (all sources used for recruitment).
B. Who is or will be responsible for the implementation of these policies?
II. Goals and Timetables for hiring minorities and women for the next year, or duration of this contract, whichever is greater, including:
A. Total employees expected to be employed in each job category (use job categories shown on EEO-1 form).
B. Group employees (Blacks, Hispanics, women, etc.) in each job category.
C. Labor market availability group information - availability of minorities and women. With the exception of Construction Contractors, use this information to establish the goals required in Item "e" (contact State employment office to get this information).
D. Number of expected job opportunities. If not expected, goals as required in Item "e" must still be established to allow for unexpected hiring.
E. Goals number and percent of minorities and women to be reached.
F. If goals are not reached within the period specified, when called for you must justify the reasons for not meeting the goals by demonstrating the good faith efforts used to meet the goals.
III. Development and Execution of Program
A. Method to be used for recruiting job applicants.
1. Recruiting efforts should be directed towards schools, colleges, universities, newspapers, radio, state employment offices, churches, social and employment agencies and other sources appropriate for your needs, i.e., labor unions.
2. These efforts when called for, must be substantiated by written documentation.
B. Method used for evaluating program.
RFP 2012-128 Enclosure A-5
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ENCLOSURE A-5
REQUIREMENTS CONCERNING PRIME AND SUB-CONTRACTORS
Contract No.: ___________ Project Name: ________________________________ In accordance with FTA Federal Regulation 49 CFR, Part 26.11, the Office of Business Development is required to create and maintain a bidders lists on all Prime and Sub-Contractors that seek to participate on Greater Cleveland Regional Transit Authority (GCRTA) Federally assisted contracts. Please complete this information in its entirety.
PRIME CONTRACTOR (This information must be provided on the Prime bidder on this Project)
Name of Firm: ___________________________________________ Certified DBE Non-DBE Mailing Address: _______________________________________________________________ City/State/Zip Code: ____________________________________________________________ Contact: ___________________________ Phone No. ______________Fax No. ____________ Date Business Established (Month, Day and Year): ___________________________________ Gross Sales in Dollars Last FY: Less than $500,000 $500,000 - $1 million $1 million - $2 million $2 million - $5 million Over $5 million
SUB-CONTRACTOR(S) (This information must be provided for all sub-contractor(s) proposed to work on this Project)
Name of Firm Certified DBE
Yes No Year Firm
Established Approximate Annual
Gross Sales
I certify the above information contained in this document is true and accurate as of the stated date. I understand FALSE or misleading statements may disqualify the firm from participation on GCRTA’s Federally assisted contracts. ____________________________ ____________________________ _______________ Title of Person Authorized to Sign Signature Date
RFP 2012-128 Attachment B
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ATTACHMENT B
DISADVANTAGED BUSINESS ENTERPRISE UTILIZATION
DEPARTMENT OF TRANSPORTATION POLICY
It is the policy of the Department of Transportation that socially and economically disadvantaged and women's business enterprises (DBEs), as defined at Title 49, Code of Federal Regulations, Part 23 and 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. Consequently, the DBE requirements of 49 CFR, Part 23 and 26, shall apply to any agreement resulting from this procurement.
Participants in this procurement agree to ensure that DBEs, as defined at 49 CFR, Part 23 and 26, have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds. In this regard, the Proposers shall take all necessary and reasonable steps in accordance with 49 CFR, Part 23 and 26, and GCRTA’s DBE Program to ensure that DBEs have the maximum opportunity to compete for the performance of contracts. Neither the Proposers nor the selected contractor shall discriminate on the basis of race, color, national origin or sex in the performance of a resulting DOT-assisted contract.
I. OVERALL GOALS
The term "disadvantaged business" means a small business concern, which is at least 51 percent owned by one or more socially and economically disadvantaged persons or, in the case of a publicly owned business, at least 51 percent of the stock of which is owned by one or more socially and economically disadvantaged individuals and whose management and daily business operation are controlled by one or more of the socially and economically disadvantaged individuals who own it.
“socially and economically disadvantaged individuals” means a citizen of the United States (or lawfully admitted permanent resident) who meets the criteria set forth in 49 C.F.R. Section 26.5. The GCRTA annually sets overall DBE goals for work to be performed under GCRTA contracts, including construction activity procurement of common goods and services, and personal service contracts. While the expected percentage of certified DBE utilization may vary from contract to contract due to the availability of DBEs in any given line of work, the GCRTA believes that overall goals to be realistically obtainable over time with the assistance of the federal government, the business community and DBE organizations.
In order to meet Federal requirements and to provide for maximum participation of certified DBEs, the GCRTA specifies a percentage of participation goal in contracts with subcontracting opportunities (the percentage may be zero).
The transit vehicle manufacturers are exempt from the requirements, Terms and Conditions of this Attachment B, but must, as a condition for bidding, show evidence of FTA certification.
II. CONTRACT GOALS
The GCRTA has specified a DBE goal of zero (0%) percent for the work to be performed under this contract.
A. When a DBE participates in a contract, you count only the value of the work actually performed by the DBE toward DBE goals.
1. Count the entire amount of that portion of a construction contract (or other contract not covered by Paragraph (A)(2) of this section) that is performed by the DBE’s own forces. Include the cost of supplies and materials obtained by the DBE for the work of the contract, including supplies purchased or equipment leased by the DBE (except supplies and equipment the DBE subcontractor purchases or leases from the prime contractor its affiliate).
RFP 2012-128 Attachment B
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2. Count the entire amount of fees or commissions charged by a DBE firm for providing a bona fide service, such as professional, technical, consultant, or managerial services, or for providing bonds or insurance specifically required for the performance of a DOT-assisted contract, toward DBE goals, provided you determine the fee t be reasonable and not excessive as compared with fees customarily allowed for similar services.
3. When a DBE subcontracts part of the work of its contract to another firm, the
value of the subcontracted work may be counted toward DBE goals only if the DBE’s subcontractor is itself a DBE. Work that a DBE subcontracts to a non-DBE firm does not count toward DBE goals.
a) When a DBE performs as a participant in a joint venture, count a portion of the total dollar value of the contract equal to the distinct, clearly defined portion of the work of the contract that the DBE performs with its own forces toward DBE goals.
b) Count expenditures to a DBE contractor toward DBE goals only if the DBE is performing a commercially useful function on that contract.
4. A DBE performs a commercially useful function when it is responsible for execution of the work of the contract and is carrying out its responsibilities by actually performing, managing, and supervising the work involved. To perform a commercially useful function, the DBE must also be responsible, with respect to materials and supplies used on the contract, for negotiating price, determining quality and quantity, ordering the material, and installing (when applicable) and paying for the material itself. To determine whether a DBE is performing a commercially useful function, you must evaluate the amount of work subcontracted, industry practices, whether the amount the firm is to be paid under the contract is commensurate with the work it is actually performing and the DBE credit claimed for its performance of the work, and of the relevant factors DBE does not perform a commercially if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to :
a) To be a regular dealer, the firm must be an established, regular business that engages, as its principal business and under its own name, in the purchase and sale or lease of the products in question.
b) A person may be a regular dealer in such bulk items as petroleum products, steel, cement, gravel, stone, or asphalt without owning, operating, or maintaining a place of business; if the person both owns and operates distribution equipment for long-term lease agreement and not on an ad hoc or contract by contract basis.
c) Packagers, brokers, manufacturers’, representatives, or other persons who arrange or expedite transactions are not regular dealers within the meaning of this paragraph.
d) With respect to materials or supplies purchased from a DBE which is neither a manufacturer nor a regular dealer, count the entire amount of fees or commissions charged for the delivery of materials or supplies required on a job site, toward DBE goals, provided you determine the fees to be reasonable and not excessive as compared with fees customarily allowed for similar services. Do not count any portion of the cost of the materials and supplies themselves toward DBE goals.
RFP 2012-128 Attachment B
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Sixty percent of the total dollar value will be counted in the case of a DBE supplier that is not a manufacturer, provided that the DBE supplier performs a commercially useful function in the supply process to include brokers etc in accordance with 49 CFR 26.55 Paragraph 2b.
III. BIDDING REQUIREMENTS, TERMS AND CONDITIONS A. In addition to any other requirements contained in this Invitation to Bid or Request for
Proposal, the following DBE Program requirements must be satisfied, bid must include a representation that:
1. The Proposer has met the goal established by the Authority for this procurement, or
2. The Proposer has made a good faith effort to attain the level of DBE participation sought by the Authority for this procurement
Each Proposer must include a statement in attachment B-1 of the level of DBE participation attained through such effort. This submittal is regarded as a matter of bid responsiveness. Failure to make these submittals will serve to disqualify the bid as non-responsive to this Invitation to Bid.
B. Each Proposer should also prepare a complete DBE Participation Plan that sets forth the extent of DBE involvement in this procurement, these materials are to be provided upon request, and will be considered in determining Proposer responsibility.
C. DBE participation plans shall include the following minimum information: 1. DBE Participation Schedule, (Attachment B-3) which includes:
a) Names and addresses of the DBE entities that will participate in the contract;
b) The dollar amount of the participation of each named DBE; c) A description of the work each named DBE will perform; d) Verification of Certification attachment B-2 and Letter of Intent
(Attachment B-4) from each DBE whose participation is proposed for the performance of this contract as a subcontractor or joint venture partner.
2. If the DBE goal is not met, the Proposer must document in attachment B-5
entitled Greater Cleveland RTA Office of Small Business Evaluation Form Good Faith Effort Documentation the good faith efforts it made to include DBE participation in the contract. . The documentation of the efforts is discussed in greater detail in paragraph 6 of this Section.
3. The following standards shall be applied in assessing the responsibility of the
DBE plan submitted:
a) Whether the participation plan contains capable currently certified DBE firms.
b) Whether the firms listed in the plan are performing a commercially useful function
c) Whether the listed firms are sharing monetary benefit in proportion to their share of the work of the project.
d) Whether the plan exhibits a likelihood of goal attainment. e) Whether the prime/sub relationships are firm, i.e., whether conditional
subcontractors have been entered.
D. The contractor must receive the approval of GCRTA Office of Small Business before termination or making substitution for any subcontractors listed in its DBE plan.
RFP 2012-128 Attachment B
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Authority certified DBE entities are eligible for inclusion in a plan. Consult the DBE Directory, which is available upon request from the Procurement Department or the Office of Small Business (OSB) of the Authority for assistance in ascertaining certified status of some DBEs. All DBE entities are eligible for certification. Applications for certification must be made on the GCRTA Office of Small Business Disadvantaged Business Enterprise Certification Application (available on request of OSB) and submitted in advance of bid date.
1. The Authority will attempt to certify proposed DBE entities prior to bid; however it will not consider request for certification not completed prior to submittal of bids.
2. Proposer should not rely upon the approval of the certification applications submitted by its proposed DBEs will be approved for participation credit for this procurement. Certification for participation credit for this procurement will not be made after bids/proposals are opened).
3. However, substitution of DBE entities appearing in a plan may be permitted where the Disadvantaged Business Enterprise Officer (DBEO) determines that such substitution will not result in an abuse of the DBE Program. The burden of demonstrating the propriety of such substitution lies with the Proposer seeking such substitution. Denial of certification is final for the pending contract. Any person denied certification may appeal such decision in accordance with the provisions of 49 CFR, Part 26, Section 28.89, which is reproduced as part of the Joint Certification Application.
E. The Authority may at any time prior to award seek clarification or additional information bearing upon Proposer responsibility in respect of DBE involvement with this procurement. If sought, such
F. Information will be strictly confined to matters of Proposer responsibility and should be received by the Authority within three (3) business days of the date request thereof is made.
The Proposer’s commitment to a specific goal for DBE utilization as detailed in its DBE Plan shall constitute a presumption that good faith efforts to meet the DBE goal by subcontracting to or undertaking to joint venture with DBE firms have been made. If the Proposer fails to meet the goal, it will carry the burden of furnishing sufficient documentation, demonstrating its good faith efforts, by utilization.
The standard by which the Authority will determine whether the efforts made by a Proposer were good faith efforts is whether such efforts could be reasonably be expected to produce sufficient DBE participation to meet the goals set for this procurement in reaching this decision, the Authority may consider all efforts advanced by the Proposer as well as the following:
1. Did the contractor attend any scheduled pre-solicitation or pre-bid meetings to inform DBEs of contracting and subcontracting opportunities?
2. Did the contractor advertise in general circulation, trade association and minority-focus media concerning the subcontracting opportunities?
3. Did the contractor provide written notice to a reasonable number of specific DBEs that their interest in the contract was being solicited, in sufficient time to allow the DBEs to participate effectively?
4 Did the contractor/supplier follow up with the DBE firms interested in participating. 5 Did the contractor/supplier select portions of work to be done by DBEs (including
dividing contracts into economically feasible units to facilitate participation)?
RFP 2012-128 Attachment B
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6 Did the contractor provide adequate information about plans, specifications, and/or
contracting requirements? 7. Did the contractor negotiate in good faith with interested DBEs, not rejecting
DBEs as unqualified without sound reasons?
8. Did the contractor make efforts to provide assistance to obtain bonding, lines of credit, or insurance?
9. Did the contractor effectively use the services of available minority and female organizations, contractors’ groups, state and local offices, etc., that have knowledge of available DBE firms or the names or organizations to locate such firms?
H. In the event a contract is awarded as a result of this procurement, the DBE Participation
Plan submitted by the successful Proposer and the terms, conditions and requirements contained in this notice shall become an integral part of the contract, binding said Proposer to full and faithful performance in accordance with said plan.
I. Any award resulting from the procurement shall be and is conditioned upon the attainment of the aforesaid goals or the satisfactory showing of good faith efforts to attain said goals.
J. During the performance of any resulting contract and for a period of up to three (3) years following completion of the contract work the Authority may initiate reviews for compliance with the requirements of the Authority's DBE Program and the successful Proposer’s (hereinafter “Contractor”) DBE Participation Plan such reviews may involve review of monthly statements, desk audits and/or onsite reviews. Where a Contractor is found by the Authority to have failed to comply with the requirements of the DBE Program or the Contractor’s DBE Participation Plan, the Contractor will be required to take corrective action. If corrective action is not promptly taken by the offending Contractor, the following sanctions may be imposed (singly, in any combination, and in addition to any other remedies provided by law or equity):
1. The Authority may withhold all further payments under the contract.
2. The Contractor may be ordered to stop work
3. The contract may be terminated for breach.
4. Suspension or debarment proceedings may be commenced in accordance with 49 CFR, Part 29.
5. The Director of Procurement may find the defaulting contractor non-responsible in respect to other solicitations for a stated period of time.
6. The contract payments may be reduced by an amount equal to that designated in the DBE plan for DBE participation.
7. The relevant performance bond(s) may be enforced.
K. Agreements between a supplier/contractor and a DBE in which the latter promises not to provide subcontracting quotations to other suppliers/contractors are prohibited.
L. The Contractor will keep records and documents for three (3) years following performance of this contract to indicate compliance with this notice. Such records and, or copies thereof, will be made available at reasonable times and places for inspection by any authorized representative of the Authority and will be submitted to Authority upon request with any other compliance information which such representative may require.
RFP 2012-128 Attachment B
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M. If, at any time, the Department of Transportation or RTA has reason to believe that any person or firm has willfully or knowingly provided incorrect information or made a false statement, it may refer the matter to the General Counsel of the Department of Transportation. They may initiate debarment proceedings in accordance with 41 CFR 1-1.604 and 12-1.602 and/or refer the matter to the Department of Justice under 18 U.S.C. 1001, as they deem appropriate.
N. Proposers and Contractors agree to be bound by all the requirements, terms and conditions of this notice.
O. Nothing in this notice shall be interpreted to diminish the present contract compliance review.
RFP 2012-128 Enclosure B-1
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ENCLOSURE B-1
DECLARATION OF PROPOSED DISADVANTAGED BUSINESS ENTERPRISE UTILIZATION
THIS PAGE MUST BE COMPLETED BY PRIME PROPOSER TO INDICATE THE AMOUNT (PERCENTAGE) OF DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION.
The undersigned, as a representative of the entity, ________________________________ , submitting a bid/proposal for the _______________________________________ project, hereby acknowledges that the DBE goal established for this project is zero (0%).
Note: Proposer shall make one of the two certifications noted below:
1. The Proposer further represents that the proposed level of DBE participation as set forth in the enclosed Schedule of DBE participation for this project is _____ % and represents attainment of the DBE participation goal Letters of Intent confirming the proposed participation of the DBEs set forth on the Schedule of DBE Participation are attached.
2. The Proposer further represents that the proposed level of DBE participation as set forth in the enclosed Schedule of DBE participation for this project is _____ %. However, this level of DBE participation is less than the goal established for this project. The Proposer has attached:
a. the Schedule of DBE participation showing the level of DBE participation the Proposer has been able to obtain, supplemented with Letters of Intent confirming the proposed participation of the DBEs set forth on the Schedule of DBE Participation; and,
b. documentation of the Proposer’s good faith efforts to achieve the goal established for this project. This documentation shall include Certificates of DBE Unavailability for each contacted by the prime Proposer which will not be participating in performance of the contract). The documentation of the these efforts is discussed in greater detail in Section III. G of Attachment D.
______________________ Date
______________________ Representative of Proposer
______________________ Title
(TO BE SUBMITTED WITH BID)
RFP 2012-128 Enclosure B-2
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ENCLOSURE B-2 DBE AFFIDAVIT
THIS PAGE TO BE COMPLETED BY DISADVANTAGED BUSINESS ENTERPRISE CONTRACTOR.
I hereby declare and affirm that I am the ________________________________________________and
duly authorized representative of the (firm of) _______________________________________________
________________________________________________(name of corporation or joint venture) whose
address is ___________________________________________________________________________
____________________________________________________________________________________
_________________________. (Telephone Number
I HEREBY DECLARE AND AFFIRM THAT I AM A DISADVANTAGED BUSINESS ENTERPRISE (DBE) AS DEFINED BY THE GREATER CLEVELAND REGIONAL TRANSIT AUTHORITY IN THE SPECIFICATIONS FOR ____________________________________________________________________________________ ____________________________________________________________________________________
(IFB number and name) AND THAT I WILL PROVIDE INFORMATION AND/OR THE CERTIFICATION TO DOCUMENT THIS FACT. I DO SOLEMNLY SWEAR OR DECLARE AND AFFIRM THAT THE CONTENTS OF THE FOREGOING STATEMENT ARE TRUE AND CORRECT, AND THAT I AM AUTHORIZED, ON BEHALF OF THE ABOVE FIRM, TO MAKE THIS AFFIDAVIT.
_____________________________________ (Affiant)
______________________________________ (Date)
State of ______________________________________________________)
) City and County of _____________________________________________ ) On this ________ day of _______________________________, _______, before me, the undersigned officer personally appeared. ____________________________________, known to me to be the person described in the foregoing Affidavit, and acknowledged that he (she) executed the same in the capacity therein stated and for the purposes therein contained. In witness thereof, I hereunto set my hand and official seal. My Commission Expires:____________________________________ ________________________________________________________
(Notary Public) (SEAL)
RFP 2012-128 Enclosure B-3
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ENCLOSURE B-3
DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION PLAN
Name of Prime Contractor
Name of Project
Project/Contract No Total Bid Amount
Name of DBE DBE Category Address Contact Person &
Telephone No. Scope of Work Dollar Value of Work
1.
2.
3.
4.
5.
6.
7.
Total DBE Dollars/%
The undersigned will enter into formal agreement with the DBEs listed above for work in this schedule conditioned upon the award of a contract by the Greater Cleveland Regional Transit Authority (GCRTA).
Signature of Prime Contractor Representative Phone Number Date
RFP 2012-128 Enclosure B-3
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The standard by which the Authority will determine whether the efforts made by a competitor were good faith efforts is whether such efforts could be reasonably be expected to produce sufficient DBE participation to meet the goals set for this procurement in reaching this decision, the Authority may consider all efforts advanced by the competitor as well as the following: 1. Whether the contractor attended any pre-solicitation or pre-bid meetings that were scheduled by the
recipient to inform DBEs of contracting and subcontracting opportunities; 2. Whether the contractor advertised in general circulation, trade association, and minority-focus media
concerning the subcontracting opportunities; 3. Whether the contractor provided written notice to a reasonable number of specific DBEs, that their
interest in the contract was being solicited in sufficient time to allow the DBEs to participate effectively;
4. Whether the contractor followed up initial solicitations of interest by contacting DBEs to determine
with certainty whether the DBEs were interested; 5. Whether the contractor selected portions of the work to be performed by DBEs in order to increase
the likelihood of meeting the DBE goals (including, where appropriate, breaking down contracts into economically feasible units to facilitate DBE participation);
6. Whether the contractor provided interested DBEs with adequate information about the plans,
specifications and requirements of the contract; 7. Whether the contractor negotiated in good faith with interested DBEs, not rejecting DBEs as
unqualified without sound reasons based on a thorough investigation of their capabilities. 8. Whether the contractor made efforts to assist interested DBEs in obtaining bonding, lines of credit, or
insurance required by the recipient or contractor; and 9. Whether the contractor effectively used the services of available minority community organizations;
disadvantaged contractors' groups; local, state and Federal disadvantaged business assistance offices; and other organizations that provide assistance in the recruitment and placement of DBEs.
The following standards shall be applied in assessing the responsibility of the DBE plan submitted: 1. Whether the participation plan contains capable certified DBE firms. 2. Whether the firms listed in the plan are performing a commercially useful function. 3. Whether the listed firms are sharing monetary benefit in proportion to their share of the work of the
project. 4. Whether the plan exhibits a likelihood of goal attainment. 5. Whether the prime/sub relationships are firm, i.e., whether conditional subcontractors have been
entered.
RFP 2012-128 Enclosure B-4
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ENCLOSURE B-4 LETTER OF INTENT TO PERFORM AS A SUBCONTRACTOR
Project: ________________________________No.: ________________________________
Location: ________________________________
To: ____________________________________ Prime or General Proposer
____________________________________ Address
____________________________________ City/State
I am the ________________________ and duly authorized representative of the (firm of) ____________________________________ which intends to perform work for the above project operating as (strike out conditions that do not apply) an individual, a Company, a Corporation, organized and existing under the law of the State of ______________ , or a Proprietorship, a Partnership, or Joint Venture consisting of:
____________________________________________________________________________________
____________________________________________________________________________________
The firm that I represent is a Disadvantaged Business Enterprise (DBE) as defined by the Greater Cleveland Regional Transit Authority in the specifications for:
____________________________________________________________________________________ (IFB Name and Number)
I further represent that the firm is a Disadvantaged Business Enterprise which: is currently certified by the Greater Cleveland Regional Transit as a disadvantaged business enterprise with a certification date of ________________________________.
I will provide information and/or the certification to document the representation noted above upon your request.
The undersigned is prepared to perform the following described work in connection with the above project, (specify in appropriate detail particular work items or parts thereof to be performed): ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ at the following price: _________________________________________________________________. You have projected the following commencement date for such work, and the undersigned is projecting completion of such work as follows:
Type of Work and Items Work Hours Involved Projected Commencement Date
Projected Completion Date
1. _________________ ___________________ ___________________ ___________________ 2. _________________ ___________________ ___________________ ___________________ 3. _________________ ___________________ ___________________ ___________________ 4. _________________ ___________________ ___________________ ___________________
RFP 2012-128 Enclosure B-4
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5. _________________ ___________________ ___________________ ___________________ 6. _________________ ___________________ ___________________ ___________________ I further represent that __________ percent (____%) of the dollar value of my subcontract will be performed by contractors and/or suppliers, which are not certified by the Authority as a Disadvantaged Business Enterprise. The undersigned will enter into a formal agreement for the above work with you conditioned upon your execution of a contract with the Authority.
Respectfully submitted, this
_____ day ____________, 20____
(DBE Firm Name) _______________________________ (Address) _______________________________
_______________________________
_______________________________
(Signature) _______________________________ (Name Typed) _______________________________
(Title) _______________________________
(SEAL IF PROPOSER IS A CORPORATION)
RFP 2012-128 Attachment C
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ATTACHMENT C
PROPOSER’S AFFIDAVIT
NOTE: Each Proposer shall furnish this affidavit, properly executed and containing all required information, with his bid. If you fail to comply, your bid may not be considered.
State of Ohio ) ) SS )
____________________________________, being first duly sworn deposes and says:
Individual only: That he is an individual doing business under the name of ____________ ________________________________________________________ at _____________________________________________________ in City of _________________________, State of ____________.
Partnership only: That he is the duly authorized representative of a partnership doing business under the name of ___________________at _________________________________________________________, in the City of __________________________, State of _____________.
Corporation only: That he is the duly authorized, qualified and acting _____________ ___________________________________________________ of _____________________________________, a corporation organized and existing under the laws of the State of _______ with its principal place of business at __________________________________________________________,and that he, said partnership or said corporation, is filing herewith a proposal or bid to the Greater Cleveland Regional Transit Authority in conformity with the foregoing specifications;
Individual only: Affiant further says that the following is a complete and accurate list of names of and addresses of all persons interested in said proposal/contract: _______________________________________________________________________________________________________________________________________________________________.
Affiant further says that he is represented by the following attorneys: ________________________________________________________________________________________________________________________ and is also represented and is also represented by the following resident agents in the City of Cleveland: ________________________________________________________________ __________________________________________________________________________________________________________.
Partnership only: Affiant further says that the following is a complete and accurate list of the names and addresses of the members of said partnership: ____________________________________________________________________________________________________________________________________________________________________________________________________________________.
RFP 2012-128 Attachment C
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Affiant further says that the partnership is represented by the following attorneys: _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ and is also represented and is also represented by the following resident agents in the City of Cleveland: ________________________________________________________________ __________________________________________________________________________________________________________________________.
Corporation only Affiant further says that the following is a complete and accurate list of the officers, directors and attorneys of said corporation:
President Directors:
Vice President
Secretary
Local Manager or Agent
Attorneys
And that the following officers are duly authorized to execute contracts on behalf of said corporation _________________________________________________ ________________________________________________________________ __________________________________________________________________________________________________________.
Affiant further says that the proposal or bid filed herewith is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that such bid is genuine and not collusive or sham; that said Proposer has not, directly or indirectly, induced or solicited any other Proposer to put in a false or sham bid, and has not directly or indirectly, colluded, conspired, connived or agreed with any Proposer or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that said Proposer has not in any manner, directly or indirectly sought by agreement, communication or conference with anyone to fix the bid price of said Proposer or of any other Proposer, or to fix any overhead, profit, or cost element of such bid price or that of any other Proposer, or to secure any advantage against the Greater Cleveland Regional Transit Authority, the Board, or anyone interested in the proposed contract; that all statements contained in such bid are true, that said Proposer has not, directly or indirectly, submitted his bid price or any breakdown thereof or the contents thereof or the contents thereof, or divulged information or data relative thereto, or paid or agreed to pay , directly or indirectly, any money, or other valuable consideration for assistance or aid rendered or to be rendered in procuring or attempting to procure the contract above referred to, to a corporation, partnership, company, association, organization, or to any member or agent thereof, or to any other individual, except to such person or persons as herein above disclosed to have a partnership or other financial interest with said Proposer in his general business; and further that said Proposer will not pay or agree to pay, directly or indirectly, any money or other valuable consideration to any corporation, partnership, company, association, organization or to any member or agent thereof, or to any other individual, for aid or assistance in securing contract above referred to in the
RFP 2012-128 Attachment C
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event the same is awarded to ____________________________________________________________
____________________________________________________________________________________ (name of individual, partnership or corporation)
Further affiant saith not.
___________________________________________________ Company or Partnership
___________________________________________________ (President other official title)
Sworn to before me and subscribed in my presence this ______ day of _________________, ________.
___________________________________________________ Notary Public
RFP 2012-128 Attachment D
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ATTACHMENT D DELINQUENT PERSONAL PROPERTY TAX STATEMENT
_______________________________________________, hereby affirms under oath, pursuant to Ohio Revised Code Section 5719.042, that at the time the bid was submitted, my company (was) (was not) charged with delinquent Personal property taxes on the General Tax List of Personal Property for Cuyahoga County, Ohio.
If such charge for delinquent personal property tax exists on the General Tax List of Personal Property for Cuyahoga, County, Ohio, the amount due and penalties and interest shall be set forth below.
A copy of this statement shall be transmitted to the Cuyahoga County Treasurer within thirty (30) days of the date it is submitted. A copy of this statement shall also be incorporated into the contract between the Greater Cleveland Regional Transit Authority and _________________________________________ and no payment shall be made with respect to any contract unless such statement has been so incorporated as a part thereof.
Delinquent Personal Property Tax $ ___________________________ (If none insert “0”)
Penalties $ ___________________________
Interest $ ___________________________
By: _____________________________________
Title: _____________________________________
Subscribed in my presence, and sworn to before me this ______ day of _______________, _______.
__________________________________________ Notary Public
My Commission Expires:
RFP 2012-128 Attachment F
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ATTACHMENT F CERTIFICATION REGARDING DEBARMENT
PROPOSED DEBARMENT AND OTHER RESPONSIBILITY MATTERS (TO BE SUBMITTED ON BEHALF OF THE PRINCIPAL BIDDER/OFFEROR AND ALL SUBCONTRACTORS WHOSE
SUBCONTRACTS ARE REASONABLY ANTICIPATED TO EXCEED $25,000.00 IN VALUE.)
1. The undersigned Bidder/Offeror/Subcontractor ("Attester") certifies, to the best of its knowledge and belief that:
a) The Attester and/or any of its principals or subcontractors:
i) Are not presently debarred, suspended, proposed for debarment, or declared ineligible for award of contracts by any federal agency.
ii) Have not within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract or subcontract; violation of federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; violations of tax, labor and employment, environmental, antitrust, or consumer protection laws and
iii) Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses enumerated in Paragraph 2 above.
iv) The Attester has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any federal agency.
b) "Principals," for the purposes of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).
c) This certification concerns a matter which may be within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under Section 1001, Title 18, United States Code.
2. The Attester shall provide immediate written notice to the Authority's Procurement Department if, at any time the Attester learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
3. A certification that any of the items in Paragraph A exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Attester's responsibility. Failure of the Attester to furnish a certification or provide such additional information as requested by the GCRTA may render the Attester non-responsible.
4. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by Paragraph 1 The knowledge and information of an Attester is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
RFP 2012-128 Attachment F
Page 2 of 2
Rev. 12/00
The certification in Paragraph 2 is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Attester knowingly rendered an erroneous certification, in addition to other remedies available to the GCRTA, the Authority may terminate the contract resulting from this solicitation for default. (IF THE ATTESTER IS UNABLE TO CERTIFY TO ANY OF THE STATEMENTS IN THIS CERTIFICATION, SUCH ATTESTER SHALL ATTACH AN
EXPLANATION TO THIS CERTIFICATION.)
_____________ GCRTA IFB/No.
________________________________ Signature and Title of Authorized Official
________________________________ Company Name
RFP 2012-128 Attachment G
Page 1 of 1
ATTACHMENT G CERTIFICATE OF PROCUREMENT INTEGRITY
I, _____________________________________________ am the officer or employee responsible for the
(Name of Certifier)
preparation of this offer or bid and hereby certify that, to the best of my knowledge and belief, with the exception of any information described I this certificate, I have no information concerning a violation or possible violation of Subsection 27(a), (b), (c), or (e) of the Office of Federal Procurement Policy Act * (41 U.S.C. 423) (hereinafter referred to as “the Act”), as implemented in the FAR, occurring during the conduct of this procurement ______________________ .
(IFB Number)
As required by Subsection 27(d)(1)(B) of the Act, I further certify that each officer, employee, agent representative, and consultant of _____________________________ who has participated personally and
(Name of Offeror) substantially in the preparation or submission of this offer has certified that he or she is familiar with, and will comply with, the requirements of Subsection 27(a) of the Act, as implemented in the FAR, and will report immediately to me any information concerning any violation or possible violation of the Act, as implemented in the FAR, pertaining to this procurement. Violations or possible violations; (Continue on plain bond paper if necessary and label Certificate of Procurement integrity Continuation Sheet. Enter “NONE” IF NONE EXISTS) ____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
_______________________________________________________
Signature of the Officer/ Employee Responsible for the Bid
_____________________________
Date
_______________________________________________________
Type Name of the Officer or Employee for the Offer/Bid
* Section 27 became effective on July 16, 1989.
THIS CERTIFICATION CONCERNS A MATTER WITHIN THE JURISDICTION OF AN AGENCY OF THE UNITED STATES AND THE MAKING OF A FALSE, FICTITIOUS, OR FRAUDULENT CERTIFICATION MAY RENDER THE MAKER SUBJECT TO PROSECUTION UNDER TITLE 18, UNITED STATES CODE SECTION 1001.
END OF SECTION
RFP 2012-128 Attachment H
Page 1 of 1
ATTACHMENT H CERTIFICATION OF RESTRICTIONS ON LOBBYING
(To be Submitted with Each Bid or Offer Exceeding $100,000)
The undersigned hereby certifies on behalf of ________________________________________ (Bidder)
that to the best of his/her knowledge and belief: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit standard Form-LLL, "Disclosure Form to Report Lobbying”, in accordance with its instructions [as amended] by “Government Wide Guidance for New Restrictions on Lobbying”, “ 61 Fed. Reg. 1413 (1-19-16).
(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers and that all sub-awardees shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. §1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
[Note: Pursuant to 41 U.S.C. §1352(c) 1-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.
The bidder, _____________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the bidder understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.
_________________________________________________ Signature of Bidder’s Authorized Official
________________________Date
_________________________________________________ Printed Name and Title
Services Contract Page 1 of 9 Rev. May 2012
ATTACHMENT I SAMPLE FOR REFERENCE ONLY
CONTRACT BETWEEN THE GREATER CLEVELAND REGIONAL TRANSIT AUTHORITY AND
“__________________________________” FOR
“________________________________”
THIS AGREEMENT, entered into as of this ________ day of ____________, _________, by and between the Greater Cleveland Regional Transit Authority (hereinafter the "Authority" or “GCRTA”), having an Office located at 1240 W. 6th St., Cleveland, Ohio 4413 and ________________________________ (hereinafter the "Contractor") whose business address is _______________________________________________________________________. WITNESSETH: THAT WHEREAS, the Authority desires to contract with the Contractor to render certain product and services as hereinafter described in Enclosure A, attached hereto and incorporated herein. WHEREAS, the Contractor is willing to provide such product and services on the basis of compensation set forth in Enclosure B, attached hereto and incorporated herein. NOW, THEREFORE, the parties hereto do mutually agree as follows: 1. Contract with Contractor. The Authority hereby agrees to engage the Contractor and the
Contractor agrees to provide the product and services hereinafter set forth in conformity with all applicable Federal, State, and Local laws to which the Authority and the Contractor and their respective employees are subject.
2. Scope of Services.
a) The Contractor shall do, perform, and carry out in a satisfactory, proper, and timely
manner the rendering of product and services (hereinafter called the "Services") set forth in the attached Scope of Services (Enclosure A attached hereto), Compensation Schedule (Enclosure B), and Insurance Requirements (Enclosure C attached hereto), all of which are attached hereto and incorporated herein by this reference.
b) The Contractor shall report not less than monthly, if requested, the progress of the
Services. The Contractor shall, at the request of the Authority, be available to report to the Authority's staff, Board of Trustees, or any committee thereof, progress reports, recommendations and any other information prepared, developed, obtained or related to the Services or the subject matter thereof.
c) It is specifically understood and agreed that time is of the essence and goes to the
heart of this contract and each and every element thereof; a breach of the time of performance is a breach of this Contract.
d) The Contractor shall perform its Services under the direction of the Authority's “____
Director______” - or his/her designee, to whom it shall address all reports and submittals.
Services Contract Rev. May 2012 Page 2 of 9
3. Data to be Furnished to Contractor. The Authority shall provide the Contractor with such
access to its records, files, facilities, and personnel as may be reasonably necessary for the performance of the Services.
4. Personnel.
a) The Contractor shall utilize personnel suitable and appropriate to the subject matter of the Contract and the specific portion of the Services involved. Personnel so employed shall be considered employees of the Contractor; under no circumstances shall any such personnel be considered employees of the Authority or as having any contractual relationship therewith.
b) None of the Services hereunder shall be subcontracted without the prior written
consent of the Authority. In each instance, the Authority must approve any subcontractor and its contract with the Contractor; absent such approval, the Authority shall not compensate Contractor for Services performed by a subcontractor.
c) Contractor represents and warrants that neither it nor its personnel to be employed
hereunder are under obligation to any other individual, firm, or other entity, which would conflict with or impair their ability to fully perform their services and other obligations hereunder. Contractor further represents and warrants that, if it or any of its personnel to be employed hereunder possess trade secrets or other confidential information of any other individual, firm or other entity under obligation of non-disclosure, they shall perform their services and other obligations hereunder in full compliance with the terms of such obligation.
5. Time of Performance. The term of this contract shall be identified in the Notice To Proceed.
Any extension of this Contract or Services performed after the end of such term may be authorized in writing only by the General Manager of the Authority.
6. Compensation and Method of Payment.
a) The Authority agrees to pay the Contractor an amount not to exceed __________________ & 00/100 dollars ($ .00) as full compensation for performance of the contract, on the basis set forth in Enclosure B hereto. The Authority is exempt from all State, excise, and transportation taxes, except the State of Ohio gasoline tax. All prices and rates hereunder shall be exclusive of all such taxes and shall be so construed. All other taxes and governmental impositions upon the product and services, labor and material furnished hereunder shall be paid by the Contractor.
b) Payments hereunder will only be made upon invoices properly submitted in
accordance with this Contract. Invoices shall be submitted monthly for Services performed or costs incurred during the preceding month.
c) Each invoice submitted shall identify the purchase order issued for this contract.
Each invoice shall be supported by a statement of services rendered by the Contractor, identifying the specific services performed, the time involved, the classification of the individual or group performing the Services, and the rate associated therewith.
d) Final payment shall be made by the Authority only upon satisfactory completion of each and every obligation of the Contractor hereunder and the submittal of all necessary and appropriate documentation required hereunder.
Services Contract Rev. May 2012 Page 3 of 9
e) Payments will generally be made within thirty (30) days following approval of the
invoice. Such approval or payment shall not constitute acceptance or approval of the product and/or services invoiced. Late payments shall accrue no interest.
f) Payment will only be made for goods and services accepted. For goods and
services accepted which acceptance is later revoked prior to payment, the payment will be withheld until defects in the nonconforming goods or services are cured and accepted. In the case of serial deliveries and serial invoicing, GCRTA reserves the right to deduct overpayments from current invoice amounts.
g) The Contractor agrees to pay each subcontractor under this contract for satisfactory
performance of its contract no later than ten (10) calendar days from receipt of each payment the prime receives from the Authority. The Contractor agrees further to release retainage payments (if applicable) to each subcontractor within ten (10) calendar days after the subcontractor's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval from the Contracting Officer.
(h) Where a contractor is found by the Authority to have failed to comply with the requirements of the DBE Program, of the prompt payment provisions of this contract, the contractor will be required to take corrective action. If corrective action is not promptly taken by the offending contractor, the following sanctions may be imposed (singly, in any combination, and in addition to any other remedies by law or equity): 1. The Authority may withhold all further payments under the contract. 2. The contractor may be ordered to stop work. 3. The contractor may be terminated for breach. 4. Suspension or debarment proceedings may be commenced in accordance with
49 CFR, Part 29. 5. The Director of Procurement may find the defaulting contractor non-responsible
in respect to other solicitations for a stated period of time. 6. Any relevant performance bond(s) may be enforced.
7. Limitation of Costs. The parties agree that the services hereunder, as presently
contemplated, will not cost the Authority more than the amount specified in Paragraph 6(a) above. The Contractor shall notify the Authority in writing whenever the total billings reach eighty-five percent (85%) of the total estimated costs; or the total cost for the performance of this contract, exclusive of any fee, will be either greater or substantially less than had been previously estimated. As part of the notification, the Contractor shall provide the Authority with a revised estimate of the total cost of performing this contract.
8. Indemnification and Insurance.
a) To the fullest extent permitted by law, the Contractor shall, at its sole cost and expense, indemnify, defend, satisfy all judgments, and hold harmless the Authority and its agents, representatives, and employees from and against all claims, actions, judgments, costs, penalties, liabilities, damages, losses and expenses, including but not limited to attorney's fees and worker's compensation benefits arising out of or resulting from the performance of this contract, providing that any such claim, action, judgment, cost, penalty, liability, damage, loss or expense is caused in whole or in part by the negligence or professional errors or omission of the Contractor or any person or entity directly or indirectly employed by it. Such obligation shall not be construed to negate, abridge, or otherwise diminish any other right or obligation
Services Contract Rev. May 2012 Page 4 of 9
of indemnity which would otherwise exist as to any party or person described in this paragraph.
b) The Contractor shall obtain at its own expense the insurance specified in Enclosure
C hereto, and shall maintain said insurance in full force and effect at all times during the term of this Contract, including any extensions thereof.
c) The Contractor shall comply in all respects with the State law known as the Workers
Compensation Act, and shall pay into the State Insurance Fund necessary premiums required to cover all employees furnishing labor under this Contract and under control of the Contractor. The Contractor shall relieve the Authority from any costs due to accidents or other liabilities under this Act.
d) The Contractor shall not commence performance hereunder until it has obtained all
required insurances and furnished satisfactory evidence thereof to the Authority. Contractor shall provide the Authority's Director of Procurement with no less than fifteen (15) days written notice prior to any cancellation or alteration of such policy or coverage. All such policies shall be obtained from companies duly licensed to provide such insurance in the State of Ohio, and having a A-X or better policy holders rating by the A.M. Best and Company, Incorporated.
e) Approval of such insurance by the Authority shall not relieve or decrease the liability
of the Contractor hereunder. The Authority does not in any manner represent that the coverages or limits provided hereunder are sufficient or adequate to protect the Contractor's interests or liabilities.
9. Notice to Proceed. The Authority shall furnish the Contractor with written direction to
commence performance hereunder entitled "Notice to Proceed" within ten (10) days after receipt of the required evidence of insurance and such other documentation as the Contractor may be required to provide prior to commencement of performance. The Authority shall not be responsible for any services performed or costs incurred prior to issuance of such Notice to Proceed.
10. Contract Changes. The Contract shall not be amended or modified except by written
agreement of the parties. 11. Termination.
a) Should the Contractor through negligent action or inaction fail to perform its Services hereunder in accordance with accepted professional standards or in any manner imperil the Authority's right and ability to successfully pursue the subject matter of this Contract through negligent action or actions, or breach any duty hereunder, and fail to remedy such failure or breach in a timely manner as directed by the Authority, the Authority may terminate this Contract and hold the Contractor responsible for any and all costs and liabilities arising as a direct or proximate result of such failure.
b) The performance of the services hereunder may be terminated in whole or, from
the time, in part by the Authority whenever the Authority determines it is in the best interest of the Authority to do so. Such termination shall be written notice to the Contractor specifying the extent and the effective date of the termination.
c) Any damages assessed to the Contractor as a result of termination pursuant to
Paragraph 11(a) above, or any claim by the Contractor for costs resulting from a termination pursuant to Paragraph 11(b) above will be computed and allowed in accordance with federal regulations in effect at the time of termination.
Services Contract Rev. May 2012 Page 5 of 9
12. Confidentiality. The Contractor shall hold as confidential all information and data transmitted
to it by, through or on behalf of the Authority, and shall not disclose such information or data in whole or in part to any third party except as may be specifically directed or approved by the Authority's General Manager or his designee.
13. Prohibited Interests. No officer, member, or employee of the GCRTA and no members of its
governing body, and no other public official or employee of the governing body of the locality or localities included within the Authority, during his or her tenure, shall have any interest, direct or indirect, in this RFP, any contract negotiated subsequently, or the proceeds thereof. Furthermore, no member of or delegate to the Congress of the United States shall be admitted to any share or part of this Contract or to any benefit arising therefrom.
14. Covenant Against Contingent Fees and Gratuities. The Contractor warrants that no person
or selling agencies has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission or bonafide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the Authority shall have the right to annul this Contract without liability or at its discretion, to deduct from the Contract price, or otherwise recover the full amount or such commission, percentage, brokerage, or contingent fees. Contractor further warrants that it, its agent, and/or its subcontractor, have not and will not accept a gratuity in relation to this agreement.
15. Restrictions on Lobbying. This contract is subject to the provisions of Section 319, Public
Law 101-121 (31 U.S.C.) 1352. 16. Debarment & Suspension. For any transaction of $25,000 and above, Contractor must
disclose to GCRTA any debarment and/or suspension. 17. Assignment. The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose
of the contract or its right, title, or interest in or to the same or any part thereof without prior written consent of the Authority endorsed thereon or attached thereto.
18. Social Security Act. The Contractor shall be and remain an independent Contractor with
respect to all Services performed hereunder and agrees to and does hereby accept full and exclusive liability for the payment of any and all contributions or taxes for social security, unemployment insurance, or old age retirement benefits, pensions, or annuities now hereafter imposed under any State or federal law which are measured by the wages, salaries or other remuneration paid to persons employed by the Contractor for work performed under the terms of this contract and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are not or hereafter may be issued or promulgated under said respective laws by all duly authorized State or federal law officials, and said Contractor agrees to indemnify and save harmless the Authority from any such contributions or taxes or liability therefore.
19. Federal Assistance. The Services under this contract may be supported in part by Federal
assistance under grants made by the Department of Federal Transit Administration, pursuant to the Urban Mass Transportation Act of 1984 and amendments (49 U.S.C. et seq.) and Surface Transportation Assistance Acts of 1982 and 1987, as amended. When so funded, this Contract shall be subject to all rules and regulations promulgated pursuant thereto.
Contractor and GCRTA agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying Contract, absent the express written consent of the Federal Government, the Federal Government is not a party to this Contract and shall not be subject to any obligations or liabilities to the GCRTA, the
Services Contract Rev. May 2012 Page 6 of 9
Contractor or any other party pertaining to any matter resulting from the underlying Contract; Contractor further agrees to include this clause, without modification, in any subcontract issued hereunder.
20. Non-Discrimination. Contractor agrees that it will not discriminate against any employee or
applicant for employment because of race, color, creed, national origin, sex, age or disability in accordance with the following Federal Statutes and regulations, and any other implementing regulations issued pursuant to the: Civil Rights Act as amended, Titles VI (42 U.S.C. 2000d) and VII (42 U.S.C. 2000e); Age Discrimination Act of 1975, as amended (42 U.S.C. 6102); Age Discrimination in Employment Act of 1967 as amended, (29 U.S.C. 623); Americans with Disabilities Act of 1990, as amended, (42 U.S.C. 12132 and 42 U.S.C. Sec. 12112) and implementing regulations (29 C.F.R. Part 1630), Federal transit law (49 U.S.C. 5332); Executive Order 11246, as amended by Executive Order 11375 (42 U.S.C. 2000e note) and implementing regulations (41 C.F.R. Parts 60 et seq.). Contractor also agrees to include these requirements in each subcontract financed in whole or in part with Federal assistance provided by the Federal Transit Administration.
21. Wage and Hour. All contractors and subcontractors must compute wages based on a standard workweek of 40 hours. Work in excess of 40 hours must be paid at a rate not less than one and one-half times the basic rate of pay. Compliance with 40 USC Sec. 3702, 29 CFR Part 5, and 40 USC Sec 3701(B)(3)(A)(iii) is required of all contractors and subcontractors.
22. Program Fraud and False or Fraudulent Statements or Related Acts. Contractor agrees that
the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. Sec 3801 et seq. and U.S. DOT regulations, “Program Fraud Civil Remedies,” 49 C.F.R. Part 31 apply to its actions and those of its subcontractor(s) pertaining to this Contract; Contractor further agrees to include this clause without modification, in any subcontract issued hereunder.
23. Audits and Inspection. The Contractor shall maintain books, records, documents, and other
evidence directly pertinent to the performance of the Work under this Contract in accordance with generally accepted accounting principles and practices consistently applied and Federal Acquisition Regulations, Parts and 31. The Contractor shall also maintain the financial information and data used by it in the preparation or support of the cost submissions required for this Contract, or any change order or claim, and a coy of the cost summary submitted to the Authority. The Authority, the U.S. government, and the State government or their authorized representative shall have access, at all times during normal business hours, to such books, records, documents, and other evidence for the purpose of inspection, audit, and copying. The Contractor will provide facilities or such access and inspection. The rights granted the Authority and the government under this provision shall remain in full force and effect for three (3) years after termination of this Contract for whatever reasons, and shall extend to any subcontractors performing work valued in excess of ten thousand & 00/100 dollars ($10,000.00).
24. Approval of Contract. This contract is subject to the written approval of the General
Manager of the Authority and shall not be binding until so approved. 25. Integrated Agreement. This Contract, including the attachments referenced herein,
constitutes the entire agreement of the parties. No prior agreements or understandings, or oral modifications or representations are enforceable hereunder unless reduced to written form, signed by both parties, and incorporated herein by amendment prior to performance of the affected Services.
26. Governing Law. This Contract shall be governed by and interpreted pursuant to the laws of
the United States and of the State of Ohio, as appropriate, notwithstanding any provisions of
Services Contract Rev. May 2012 Page 7 of 9
such laws relating to jurisdiction. Should any part or parts of this Contract be held unenforceable by any court of competent jurisdiction, such determination shall not affect the remainder thereof and the balance of this Contract shall remain in full force and effect.
27. Warranties. Seller warrants that for a period of one (1) year (or for such longer period
prescribed by the specifications) following acceptance of goods and services delivered hereunder, the goods and services are free of defects in materials and workmanship and further warrants that such goods and service are suited for the purposes intended and are of merchantable quality. Seller further warrants that it holds good and marketable title in the goods delivered, and that such goods are free of all liens, security interests or other encumbrances. Seller agrees that in the event the goods or services are not as warranted, it will promptly cure defect at its sole cost and expense. Seller further warrants that, to the extent products furnished hereunder involve electronic data processing hardware or software such hardware or software shall be able to process dates, utilizing a four-digit year format, between the twentieth and twenty-first centuries, and between the years 1999 and 2000, and all leap year data, without human intervention. Seller further agrees to indemnify GCRTA for all costs and damages, both incidental and consequential, resulting from the delivery of good sand services, which fail to meet the aforesaid warranties. It is agreed that the goods and services provided hereunder are regarded as consumer goods and services.
28. Recycled Products/Energy Conservation. Contractor agrees to comply with the requirements of Section 6002 of the Resource Conservation and Recovery Act, as amended (42 U.S.C. 6962), including but not limited to the regulatory provisions of 40 CFR Part 247, and Executive Order 12873, as they apply to the subject matter of this Contract. Seller further agrees to comply with applicable mandatory energy efficiency standards and policies of applicable state energy conservation plans issued in accordance with 42 USC Sections 6321 et seq.
29. Clean Air Act and Clean Water Act. Where the price of this procurement exceeds one
hundred thousand dollars ($100,000.00), Contractor agrees to comply with the requirements of the Clean Water Act and the Clean Air Act, 33 U.S.C. 1251 et seq. and 42 U.S.C. 7401 seq., respectively. Contractor agrees to report and require each subcontractor at any tier to report any violation of these requirements resulting from any implementation activity of a subcontractor or itself to FTA and the appropriate U.S. EPA Regional Office.
30. Hazardous Materials. Where the goods or services procured involve the use or storage of
hazardous materials on RTA premises in Cleveland, Contractor agrees to meet the requirements of Cleveland Codified Ordinance Section 394. Contractor shall:
Label the containers of hazardous or toxic substances that it delivers in accordance with
the requirements of Federal and State4.06 (A). Provide labels and placards for use by GCRTA when deliveries are made in bulk and are
to be stored by GCRTA in stationary containers pursuant to C.O.C. Section 394.06(B). Provide the hazard warnings applicable to the delivered goods that are required C.O.C.,
Section 394.06(d). Provide all material safety data sheets required C.O.C., Section 394.09. 31. Environmental Indemnity. Contractor agrees for itself, its officers, employees and agents
that it will hold harmless, indemnify and defend GCRTA, its Board, Officers, and employees from and against all claims, demands, findings, judgments, orders, or actions arising out of or in any way connected with the services provided to GCRTA under this contract, including without limitation, all activities associated with the loading, transport, unloading and disposal of any and all substances under the purview of any law, rule, order or ordinance,
Services Contract Rev. May 2012 Page 8 of 9
promulgated for the protection of the environment such as and without limiting the foregoing, CERCLA, SARA, RCRA, TSCA, SDNA, Clean Air Act, Clean Water Act, Right to Know Laws, and the state equivalents of each of the foregoing. Contractor further agrees that the defense guaranteed hereby shall be provided by a lawyer or firm or firms selected by GCRTA.
32. Notification of Proceedings. The GCRTA will give the Contractor prompt notice in writing of
the institution of any suit or proceeding and permit the Contractor to defend same and will give all needed information, assistance, and authority to enable the Contractor to do so. The Contractor will similarly give the GCRTA immediate notice of any suit or action filed or prompt notice of any claims made against the Contractor arising out of the performance of this contract. The Contractor shall furnish immediately to the GCRTA copies of all pertinent papers received by the Contractor.
33. Safety Belt Use. Pursuant to Federal Executive Order No. 13043, Contractor is encouraged
to adopt and promote on-the-job seat belt use for its employees and other personnel operating vehicles involved in the project.
34. Buy America. For contracts over one hundred thousand dollars ($100,000.00), Contractors
must comply with “Buy America Requirements.” 49 CFR Part 661. 35. Compliance with Laws and Regulations. All materials and supplies furnished pursuant to
the specifications shall be in compliance with the laws and regulations of the State of Ohio. Contractor shall, if requested by the GCRTA, supply certification and evidence of such compliance. The contract shall be construed pursuant to the laws of the State of Ohio.
36. Reporting of Fraudulent/Improper Acts. If Contractor suspects or has knowledge of
unethical, improper and/or fraudulent acts by GCRTA personnel, including but not limited to conflicts of interest, bribery, fraud, waste, abuse, extortion, and kickbacks, the Contractor shall contact the GCRTA Executive Director of Internal Audit on the GCRTA Fraud Hotline (216-781-4080).
37. Documents and Records (Paper and Electronic). Documents and records, including
electronic records, created and maintained by the Contractor under this Contract may be subject to the Ohio Public Records Act, Ohio Rev. Code § 149.43 et seq. The Contractor shall maintain all documents and records related to this Contract, including electronic records, in accordance with GCRTA’s records retention policy and schedule. Under that policy, contracts are retained for fifteen (15) years. Prior to destruction of any documents or records related to this Contract, the Contractor shall comply with the provisions of GCRTA’s records retention policy relating to destruction of records.
To the extent that the Contractor becomes aware of actual or potential litigation related to this Contract, the Contractor shall immediately notify the Authority’s Deputy General Manager for Legal Affairs. The Contractor shall preserve any and all records, including electronic records, created or maintained under this contract until advised by the GCRTA’s Legal Department, in writing, that they are no longer needed. Any suspension issued under this paragraph shall supersede any previously or subsequently established destruction schedule for such records.
38. Required Provisions Deemed Inserted. Each and every clause required by Federal or State
statute or regulation to be inserted into this Contract is deemed to be inserted herein and this Contract shall be read and enforced as though it were included herein. If through mistake or otherwise any such provision is not inserted, or it not correctly inserted, then upon the application of either party the Agreement shall forthwith be amended to make such insertion or correction.
Services Contract Rev. May 2012 Page 9 of 9
IN WITNESS WHEREOF, The Contractor and the Authority have executed this Contract at Cleveland, Ohio, as of the date first written above: ATTEST: __________________________________
CONTRACTOR __________________________________ Authorized Signature
__________________________________
Title ATTEST: __________________________________
GREATER CLEVELAND REGIONAL TRANSIT AUTHORITY __________________________________ Joseph A. Calabrese, CEO General Manager/Secretary-Treasurer
APPROVED AS TO LEGAL FORM:
By________________________________ Sheryl King Benford, General Counsel Deputy General Manager for Legal Affairs
RFP 2012-128 Attachment J
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ATTACHMENT J SECURITY CERTIFICATION
The Greater Cleveland Regional Transit Authority (GCRTA) requires that all contractors and vendors who do work for or on behalf of the GCRTA and have access to “secured areas” conduct security checks on all of their employees. “Secured areas” are defined by the GCRTA’s Chief of Police/Director of Security and include areas such as the Root-McBride Building, bus garages, rail stations and rail right-of –way. The Authority expects that all contractors/vendors have a Security Policy that includes, but is not limited to, a criminal background check for all employees in all positions doing work for or on behalf of GCRTA and having access to GCRTA secured areas. The guidelines and standards for the Security Policy are to be determined by the contractor/vendor considering such factors as, but not limited to, contact with the public, contact with public funds, use of public materials, and access to confidential records. The contractor’s/vendor’s Security Policy should consider these factors in light of the employee’s job duties and work to be conducted for the GCRTA on a case-by-case basis. The GCRTA reserves the right to request copies of a contractor’s/vendor’s Security Policy at any time. Additionally, the GCRTA reserves the right to audit the contractor’s/vendor’s employees’ files to ensure that a security check has been conducted according to the contractor’s/vendor’s policy. Any contractor/vendor found not complying with the above requirements may be subject to having its employees removed from the GCRTA’s property until such time as a security check can be conducted. Any delay or suspension of work required under this paragraph shall not entitle the contractor/vendor to any claims for additional compensation under this contract.
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