STATE OF TENNESSEE Department of Safety and Homeland Security
REQUEST FOR PROPOSALS FOR STATEWIDE TRAFFIC RECORDS AND DOCUMENT MANAGEMENT SYSTEM
RFP # 34901-00121
RFP CONTENTS SECTIONS: 1. INTRODUCTION 2. SCHEDULE OF EVENTS 3. PROPOSAL REQUIREMENTS 4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS 5. PROPOSAL EVALUATION & CONTRACT AWARD ATTACHMENTS: 6.1. Proposal Statement of Certifications & Assurances 6.2. Technical Proposal & Evaluation Guide 6.3. Cost Proposal & Scoring Guide 6.4. Reference Questionnaire 6.5. Proposal Score Summary Matrix 6.6. Pro Forma Contract 6.7 System Technical Infrastructure Assessment
Section 1. INTRODUCTION.
The State of Tennessee, Department of Safety and Homeland Security (TDOSHS), hereinafter referred to as “the State,” has issued this Request for Proposals (RFP) to define minimum service requirements; solicit proposals; detail proposal requirements; and, outline the State’s process for evaluating proposals and selecting a contractor to provide the needed service. Through this RFP, the State seeks to buy the best services at the most favorable, competitive prices and to give ALL qualified businesses, including those that are owned by minorities, women, and persons with a handicap or disability, and small business enterprises, opportunity to do business with the state as contractors and sub-contractors.
1.1. Statement of Procurement Purpose. The State wants to build a state-owned Records Management System (RMS) to assist local law enforcement and judicial agencies in the collection, management, and dissemination of critical law enforcement data. The state has a need for a system that is robust and scalable - the system will ultimately be deployed to all law enforcement agencies and clerks of court to provide a single source for managing electronic and physical records that are required to be submitted to TDOSHS.
Stakeholders of the state’s existing systems have come together with the goal of adding to and upgrading the current systems in a coordinated manner to take advantage of advances in technology. The goal is to have a unified records network that enables seamless collection and dissemination of information throughout the state of Tennessee. The State intends to secure a contract for the maintenance of the existing Tennessee Integrated Traffic Analysis Network (TITAN) system and the creation of new components and services relating to a State-wide Traffic Records Document Management System and dissemination of information. The State is requesting Proposals from qualified respondents to provide a State-wide Traffic Records and Document Management System (RMS) through the development and implementation of the next generation of a traffic records management system for the State of Tennessee. The State’s Strategic Plan is to significantly improve its capability to manage the documents and records it is responsible for and in its possession. A key objective is to establish an infrastructure for effectively managing all of the state’s traffic records, for example, an infrastructure that builds upon existing standards and processes for managing physical records and incorporates requirements for electronic documents and records. A critical step to being able to do this is the selection of appropriate software that can be made available in a timely fashion. The State intends for the comprehensive RMS selected through this RFP to complement and expand the services of the state’s existing standard Tennessee Integrated Traffic Analysis Network software. The state expects to select software tools to be made available for all law enforcement agencies and clerks of court within the state of Tennessee. Tennessee is rapidly moving into the electronic era and the included services are major components of a comprehensive traffic records management system. These improvements must increase the accuracy, timeliness, completeness, and accessibility of the information used to form the State Strategic High