Lake County Addendum Forum

Replacement of Computer Aided Dispatch (CAD) System

April 12, 2019

Q) RFP, p. 9. Vendor Disclosure Statement states that vendors shall disclose, “All political campaign contributions made by the vendor or an owner, principal, officer, manager, lobbyist, agent, consultant, counsel, subcontractor, or corporate entity under the control of the vendor to any county board member, county board chair, or countywide elected official as well as contributions to any political action committees within the last five years.” Please clarify whether these campaign contributions are restricted to the last five years for current officials, or within the last five years generally, applicable to officials no longer engaged. A) Campaign contributions for current officials.

April 3, 2019

Q) Will the County consider an extension of the current Due Date? A) No, an extension will not be considered as this time. The due date shall remain on April 23, 2019 at 11 a.m. as stated in the RFI document.

Q) Will the County consider provision of Hardware specifications only, allowing them to procure the hardware at the best possible price for them? A) The proposals received will all be reviewed and considered as we are in a gathering of information stage. All information is welcomed. 

Q) As this is  an RFI, and no Scope or definite installation dates are in place, it is not possible to state who will be DEDICATED to the project, as it is too early to be able to predict who will be available.  Will the County accept a statement that the most qualified, available team will be assigned, based on scope and timing of the project? A) Yes, and if and when a RFP is issued to procure these services then a more specific request for the assigned project team will be part of that RFP. 

Q) Since the purpose as stated for this is  RFI is to gather information is this Disclosure document?  Generally this type of document is normally found in a more formal document such as an RFP that will result in a contract. A) This form is required as part of this process and is used as a tool for the review team to identify any conflict of interests in evaluating the proposals. This form must be included in the proposal response by each responding vendor. 

April 1, 2019

Q) The RFI indicates that “Eight PSAPs are partners in the 9-1-1 Consolidation Planning Project supporting this RFI.” Can the county please specify which 8 PSAPs?

1) CenCom E9-1-1
2) Fox Lake Police Dept.  (FoxComm)
3) Gurnee Police Dept.
4) Lake County Sheriff’s Office 9-1-1
5) Lake Zurich Police Dept. (Through the Lake County ETSB)
6) Mundelein Police Dept.
7) Vernon Hills Police Dept. (with Countyside Fire Protection District Dispatch who is co-located)
8) Waukegan Police Dept.

Q) The RFI indicates that “Participating Law Enforcement Partners - numerous municipalities and the Lake County Sheriff’s Office - are simultaneously researching enterprise Law Enforcement records management systems (RMS) and corrections / jail management systems.” Can the county please clarify whether any future RFP for a CAD system will include requirements for an enterprise suite of CAD, MDC, RMS, and corrections / jail management systems, or if the CAD is likely to be procured separately?
A) The 9-1-1 Consolidation Project is actively coordinating with other public safety functional areas and entities. A goal for the 9-1-1 Consolidation Planning Project is for the participating partners to agree on a scalable enterprise CAD and MDC system that the partners can migrate to as they consolidate in the future.  A vision for the Project is to work closely with other public safety functional areas to select a scalable enterprise CAD, MDC, RMS, and corrections / jail management system that the partners can migrate to in the future.

Q) What is the funding plan for the CAD? Have funds been secured?
A) As stated in the Intent of the RFI document, information received in response to this RFI will be used for establishing budgetary approval for procurement in Fiscal Year 2020 and beyond. 

Q) Should the County decide to proceed past the RFI process, has a time frame been established in which an RFP may be issued?
A) Should the partners decide to proceed with an RFP, the RFP process could occur late in calendar year 2019 or in calendar year 2020.

Q) Who is the technical contact and/or project manager?
A) This has not been established yet as the purpose of the RFI is to identify vendors, their products, and services that can provide a county-wide enterprise CAD system. Additionally, to provide general cost estimates from previous projects, including general pricing structure with the breakdown of standard initial costs, contractual hourly rates, and optional service / maintenance costs.

Q) Have you had any external assistance preparing this RFI?
A) No, the Technology Working Group under the 9-1-1 Consolidation Planning Project drafted the RFI and vetted it through project partners and Lake County Purchasing.

Q) Does the County anticipate any professional or consulting services may be needed to accomplish this effort? (i.e. project planning/oversight, PM, QA, IV&V, staff augmentation, implementation services etc.)?
A) Unable to determine at this time.

Q) As dealing with public sector, we understand that there is generally a process of board approval, has this process been completed?
A) No, as with any RFI the intent is to gather information and obtain facts that can be used in a future procurement endeavor.

March 28, 2019

Q) RFI, p. 3, Paragraph 4 states that responding vendors must submit questions to Lake County by 2:00 p.m. CST on April 16, 2019. As the RFI response deadline is Tuesday, April 23, 2019 at 11:00 a.m. CST, and responding vendors must acknowledge the content and receipt of addenda on the General Information Sheet provided on RFI, p. 6, we respectfully request the deadline to submit questions to Lake County be adjusted to 2:00 p.m. CST on Tuesday, April 9, 2019. This will provide responding vendors with adequate time to fully account for agency responses in the addenda, better satisfying the unique needs of Lake County. A) Lake County declines the request to expend the deadline for questions as it is believed that the current deadline of April 16th allows for sufficient time for vendors to meet the deadline of April 23 to submit proposals in response to this RFI.

Q) RFI, p. 2, Intent section and RFI, p. 4, Project Scope section, item 12 request that responding vendors provide cost estimates for the proposed solutions. As such, we respectfully request that Lake County clarify the total number of concurrent users that are anticipated to use the new software solution. A) Please provide ranges in your response to this question as to an estimated cost. (i.e. 1 – 100 users, 100 – 200 users, etc). The total number of concurrent users of this software solution is unknown at this time.

March 25, 2019

Q) Can you please confirm that RFI #19061 is being issued on behalf of a consortium of public safety entities and does not have any impact nor will we be in violation of any procurement rules for  discussions and demo’s that are happening directly with Lake County Sheriff’s Office on similar projects? 
A) RFI# 19061 is issued by Lake County (on behalf of a consortium of Public Safety Entities in Lake County) with the intent of replacing numerous, independent CAD systems with the transition to a new, consolidated 9-1-1 and Emergency Dispatch construct. The new hardware and software will support 9-1-1 and Emergency Dispatch services for partner municipalities and agencies throughout Lake County. The Lake County Sheriff’s Office inquiry on similar projects and initiatives does not conflict with vendors submitting proposals in response to this RFI.   

Q) Whether companies from Outside USA can apply for this? (like, from India or Canada) A) All proposals will be considered for this RFI.

Q) Whether we need to come over there for meetings? A) This is a request for information. The RFI will be used for establishing budgetary approval for procurement in Fiscal Year 2020 and beyond.

Q) Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) A) The specifics of this should be included in the proposal.

Q)  Can we submit the proposals via email? A) No, please comply with all submittal instructions found in the RFI document.