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 Highway Safety Plan. The State intends to secure a contract to: 1) Provide maintenance and support of the existing Tennessee Integrated Traffic Analysis Network (TITAN) system. 2) Develop and implement new functionality, extending the current capabilities of the State-wide Traffic Records and Document Management System. 3) Assist other entities who will be providing extended functionality not covered in this procurement. RFP # 34901-00121 1 4) Assure a smooth transition to joint or subsequent service providers at the end of the service contract. The TDOSHS VISION for the outcome of this RFP: Tennessee will be able to effectively manage all of its traffic records and documents in a consistent, logical manner, from creation to final disposition, using a common set of tools, in a single enterprise system, that meet the state standards and policies. There is a strong interest within the state to have an application infrastructure upon which other report-centric applications can be built. A high priority is to manage its electronic documents and records, beginning with those created in the Windows Platform suite of products. The RMS selected will also be expected to handle other types of files as the system is expanded. The key objective of this RFP is to provide a comprehensive Traffic Records Management System that can be used state-wide. The requirements section of this RFP draws heavily on the NHTSA Traffic Records Advisory National Model for improving traffic records. 1.1.1. RMS System Infrastructure Assessment. It is important for the State to understand, as thoroughly as possible, the hardware/software infrastructure that will be required to develop, implement and operate the RMS System. Because these considerations have a direct and significant impact on the overall cost of the system, they must be factored into the RFP evaluation process and the vendor compensation structure. To this end, the State must evaluate the following aspects of the system infrastructure: 1. Potential or actual deviations from State-standard hardware and software. This could include, but is not limited to, Contractor-owned or third-party software, such as reporting or development tools; 2. Any additional State-standard hardware/software that the State must purchase to implement/operate the RMS; 3. The impact on the State’s System Infrastructure Impact (SII) of core components such as servers, database software, and storage requirements that will be required to support the RMS system. See Attachment 6.7 System Technical Infrastructure Assessment for details. 1.2. Pro Forma Contract. The Pro Forma contract substantially represents the contract document that the successful Proposer must sign. Attachment 6.6., Pro Forma Contract includes the following sections: . Scope of Services (Section A); . Contract Period (Section B); . Payment Terms and Conditions (Section C); . Standard Terms and Conditions (Section D); . Special Terms and Conditions (Section E). 1.3. Nondiscrimination. No person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the Contractor on the grounds of handicap or disability, age, race, color, religion, sex, national origin, or any other classification protected by federal, Tennessee state constitutional, or statutory law. The Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination. RFP # 34901-00121 2 1.4. RFP Communications. 1.4.1. The State has assigned the following RFP identification number that must be referenced in all communications regarding this RFP: RFP # 34901-00121 1.4.2. Unauthorized contact about this RFP with employees or officials of the State of Tennessee except as detailed below may result in disqualification from consideration under this procurement process. 1.4.2.1. Potential proposers must direct communications relating to this RFP to the following person designated as the RFP Coordinator. Sergeant Marty Pollock Tennessee Department of Safety and Homeland Security 1150 Foster Avenue Nashville TN. 37243 615-743-3903 [email protected] 1.4.2.2. Notwithstanding, the foregoing, potential proposers may contact: a. Staff of the Governor’s Office of Diversity Business Enterprise for assistance available to minority- owned, women-owned, and small businesses as well as general, public information relating to this RFP; and b. The following individual designated by the State to coordinate compliance with the nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and associated federal regulations: Shannon Hall Tennessee Department of Safety and Homeland Security 312 Rosa L. Parks Ave., 23rd Floor, Snodgrass Tower Nashville, TN. 37243 615-251-5170 [email protected] 1.4.3. Only the State’s official, written responses and communications will be binding with regard to this RFP. The State will consider oral communications of any type to be unofficial and non-binding. 1.4.4. Potential proposers must ensure that the State receives all written comments, including questions and requests for clarification, no later than the Written Comments Deadline detailed in the RFP Section 2, Schedule of Events. 1.4.5. Proposers must assume the risk of the method of dispatching any communication or proposal to the State. The State assumes no responsibility