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Request for Information (RFI) No. 156-209560-015-PTT

Virginia State Police 7700 Midlothian Turnpike North Chesterfield, VA 23235



REQUEST FOR INFORMATION (RFI) # 156-209560-015-PTT for: Incident Based Reporting (IBR) Issue Date: November 24, 2014 Due Date/Time: December 15, 2014, 5:00 p.m. EST Response Delivery Method: E-mail attachment sent to Single Point of Contact Single Point of Contact: Patricia T. Trent, Procurement Director Procurement Office Phone: 804-674-2001 E-mail Address: [email protected] with “IBR” as Subject Line NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against a Supplier because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. VSP is committed to increasing procurement opportunities for micro and small, womenowned, and minority-owned (SWaM) businesses, strengthening the Commonwealth of Virginia.

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Request for Information (RFI) No. 156-209560-015-PTT Purpose of the Request for Information (RFI) The Virginia State Police (VSP) is seeking information on the availability of Incident Based Reporting Systems (IBR) application solutions to replace the VSP in-house developed National Incident Based Reporting System (NIBRS) Repository. Interested parties providing information in relation to a potential application solution should take into consideration and discuss the following subject areas: (1) A Virginia-specific National Incident Based Reporting System (NIBRS) Repository; (2) An integrated Web-Based Data Entry Application for NIBRS. VSP is also interested in suggestions for any leased services Software as a Service (SaaS) system which may have comparable functionality at a competitive cost. The State is interested in products ONLY from Respondents who have an existing successful NIBRS repository application or SaaS system in place for at least one year in at least one NIBRScertified state. Information submitted in response to this RFI must comply with the instructions and procedures contained herein.

Objective The VSP is interested in acquiring a turn-key solution for an Incident Based Reporting System to replace an in-house developed system. Before issuing a Request for Proposal (RFP), VSP wishes to obtain a better understanding of the types of solutions that are available and the potential costs of acquisition and maintenance. The purpose of this RFI is to:   



Obtain information from vendors that can demonstrate they have successfully implemented a state Incident Based Reporting solution(s). Obtain information regarding successful implementation(s) of Incident Based Reporting in state government settings. Obtain information regarding available informal presentation(s) or demonstration(s) of relevant product(s). Obtain cost information adequate to build required cost benefit analysis for VSP project approval.

Scope The intent of this RFI is solely to gather information; it is not a formal procurement. However, a formal procurement action such as issuance of an RFP, may result from this informationgathering endeavor. The purpose of this RFI is to solicit information from qualified Respondents for the replacement and continuing support of a Virginia-specific National Incident Based Reporting System (NIBRS) Repository and an integrated Web-Based Data Entry Application.

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Request for Information (RFI) No. 156-209560-015-PTT The Virginia State Police (VSP) is the state agency primarily responsible for collecting and reporting Virginia crime statistics to the FBI and the Virginia Department of Criminal Justice Services. VSP's current repository, in use since before the year 2000, does not provide all of the functionality the State requires. VSP collects NIBRS statistical crime information from approximately 285 law enforcement agencies in Virginia on a monthly basis. This data is stored in the repository database. A monthly export is sent to the FBI. The data is also used for preparing the annual "Crime in Virginia” report and other types of statistical analysis. There are approximately 3,200,000 incidents from year 2009 through year 2013 in the existing Oracle database housed at VSP for the state. VSP is interested in adding more years of data as a desirable function. Virginia State Police administer and supervise IBR for 285 departments within the Commonwealth of Virginia. All users of the Incident Based Reporting system will be affected by any proposed changes to the Incident Based Reporting. All of the requirements for FBI NIBRS data submissions are included in this RFI by reference. Respondents are expected to be familiar with current versions and other requirements of current users of the FBI NIBRS submittal requirements. Any suggested system is required to be compliant with these requirements. The requirements are identified in the following FBI Manuals. They are available at the following FBI website: http://www.fbi.gov/ucr/ucr.htm and any other updates.      

Uniform Crime Reporting Handbook, NIBRS Edition National Incident Based Reporting System, Volume 1, Data Collection Guidelines National Incident Based Reporting System, Volume 2, Data Submission Specifications National Incident Based Reporting System, Volume 4, Error Message Manual NIBRS Addendum for Submitting Additional Location and Property Data Values NIBRS Addendum for Submitting Cargo Theft Data

Not all of the requirements for the Virginia State Police are included in this RFI. The current Virginia NIBRS Repository is certified by the FBI. The proposed system must meet all FBI certification requirements in order to maintain this status. These requirements are available from the FBI.

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Request for Information (RFI) No. 156-209560-015-PTT Response Format Respondents’ response to this RFI should be in the form of a thorough narrative that addresses each requirement. The narrative response should fully and completely describe the potential solution. Narratives should include details as to how the Respondents propose to meet the requirements. Responses should replicate Appendix A and B in this RFI and should be page numbered and each page should clearly identify the Respondent. The Respondent should provide a single MS Word document in the format shown in Appendix A and B. Provide details on the estimated total solution acquisition/use cost. Complete the information requested in the Estimated Costs tables in Appendix B. The Estimated Costs should detail hardware (if applicable), software, and services for both initial acquisition and on-going maintenance for a five (5) year period following initial implementation. VSP recognizes that these cost numbers are estimates and not final bids for a system; however, RFI responses that do not include sufficient cost detail may be disregarded.

Respondents are requested to adhere to the following general instructions in order to bring clarity and order to the RFI preparation and subsequent evaluation process: 1. Response must be submitted by email. 2. Responses should be complete and comprehensive, with a corresponding emphasis on being concise and clear. 3. Responses should provide information as it relates to the VSP request for information in Appendix A and B. Provide details on the estimated total solution acquisition/use cost. Please complete the information requested in the Estimated Costs tables in Appendix B. (The intent of this item is for the vendor to provide the information necessary to calculate the Total Cost of Ownership for five years. This is needed in order to build cost estimates for IT project approval within the Commonwealth based on state policies as implemented in 2003. Please submit your firm’s response to this RFI via e-mail to Patricia Trent, [email protected] , no later than close of business December 15, 2014. Further questions and RFI responses will be received by Patricia Trent at: [email protected] (804) 674-2001

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Request for Information (RFI) No. 156-209560-015-PTT

Appendix A – General Business Functionality The VSP requires the business functionality that is described in this RFI. Anticipated releases and updates that are not currently available should be noted as such.

Vendor Information 1. Describe your core business, background, and experience in the relevant market. 2. Provide the identity of any parent corporation, including address, telephone and fax numbers, company web site and contact email. 3. Describe your firm’s experience in providing integrated system solutions that meet the mandatory and optional requirements as defined in the FBI NIBRS data submission requirements. 4. Describe your firm’s experience in providing Incident Based Reporting solutions that support other requirements of states and agencies managing NIBRS (e.g. Crime in Virginia report). 5. Describe your firms experience in providing Incident Based Reporting solutions that are:  Scalable to the combined VSP State Enterprise  Stable  Maintainable  Flexible  Interoperable  Mature  Secure

Suggested Solution 6. Provide an overview of the suggested Incident Based Reporting solution. Summarize how it meets the FBI NIBRS Requirements. Provide a list of existing NIBRS repository users and how long they have been using the system. 7. Summarize how the suggested solution meets the following requirements. Indicate if you will be using these technologies/methodologies. If not, provide a justification of the methodologies that you would use. If proprietary technologies/methodologies will be used that cannot be transferred to another supplier, provide justification for their use and the impact on transition in the event of project termination. A. The potential solution should comply with all relevant COV Security Policies, Standards and Guidelines per the below link: (http://www.vita.virginia.gov/library/default.aspx?id=537#securityPSGs ).

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Request for Information (RFI) No. 156-209560-015-PTT B. Authentication and Authorization: VSP uses IBM Tivoli Access Manager for eBusiness for user authentication and role based authorization as a standard. Many applications also use Open LDAP for user authorization. All applications developed or purchased by VSP must conform to a common log-on ID and password. A suggested solution must be LDAP compliant and must conform to VSP common log-on ID and password standard. This may not apply for SaaS solutions. 8. Summarize how the suggested solution meets the following desirable attributes. A. Project Methodology: As applicable, certification at Capability Maturity Model (CMM)/CMMI Level 2 is desired, with level 3 preferable. B. VSP desires the results of the Incident Based Reporting solution to include the following Application Support Functions/Tools:  Data dictionary  Support of Production, Test, and Development environments  Automated Regression Testing  Audit trails  Performance measurement tools System Components. Describe how you would deliver each item of your suggested solution: 9. A complete NIBRS repository for receiving crime data from state and local agencies and creating monthly exports for the FBI including error reports and administrative capabilities (Required). 10. A web-based module for user input of crime data. This may be used by smaller Virginia agencies which do not have their own records management system (Required). 11. A complete set of utilities and reports for monitoring the imported and exported data for all the user agencies (Required). 12. An ability to create Ad Hoc reports and to produce the date needed for the Crime in Virginia Report (Required). 13. Store five years of data (Required). 14. Store additional years of historical data (Desirable). 15. VSP will make the crime data available to the public through various simple interactive reports on the VSP public website (Desirable).

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Request for Information (RFI) No. 156-209560-015-PTT Requirements. Describe the work to be performed: 16. Describe a work plan with dates, assuming work begins March 31, 2015, with tasks and responsibilities of VSP and Respondent. This plan should show 20 to 40 major tasks to complete implementation of the solution. 17. Describe the production and test repository applications and databases in North Chesterfield, Virginia, on a state-owned server(s) or if a SaaS solution, provide a description. 18. Provide hardware and software server requirements and cost estimates for any servers and software that VSP must acquire that is not included in your cost estimates. 19. Description of the web-based components (test and production). 20. Describe the installation of a test and production systems servers to include a test instance of the repository application, database, and the web components. The test system must be kept in place permanently and used to test all program changes before being moved into production. The test system may be on a separate server, and could also be used for failover or backup, at the respondents’ option. All required servers and server configurations must be identified in the response. 21. Describe the process to convert the legacy data to the new database schema. This includes all incidents and incident related information in the existing Oracle database. There are approximately 3,200,000 incidents from year 2009 through year 2013. 22. Describe your Web Application Development Standards and Technology components (one paragraph).

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Request for Information (RFI) No. 156-209560-015-PTT Appendix B – Estimated Costs

23. 1.

Estimate of Acquisition and Implementation Costs to VSP

Notes:  The Commonwealth of Virginia fiscal year is July 1 through June 30. Assume start is July 1.  Acquisition/Implementation should include all project-related costs through full project rollout.  Major items may be listed separately under the appropriate category below in order to help clarify understanding of the proposed solution and projected costs.  Lease or SaaS systems should include any hardware costs as part of services.

Estimated Expenditures ($000) Year 1

Year 2

Year 3

Year 4

Total

Comments

Vendor Staff Labor Services or Lease Cost Software Tools Hardware (if applicable) Materials and Supplies Facilities Telecommunications Training Contingency (Risk) Total

Identify your confidence level for the expenditures estimate. Estimates are accurate within: Explanation:

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10% [ ]

25% [ ]

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50% [ ]

75% [ ]

100% [ ]

Request for Information (RFI) No. 156-209560-015-PTT 2.

Estimate of 5-Year Operational Costs

Provide an Estimate of the Expenditures and Funding for Operations and Maintenance of the asset(s) delivered upon and following project completion. Notes:  Operations estimates must cover a 5-year period.  Major items may be listed separately under the appropriate category below in order to help clarify understanding of the proposed solution and projected costs.  Lease or SaaS systems should include any hardware costs as part of services.

Estimated Expenditures ($000) Year 1

Year 2

Year 3

Year 4

Year 5

Total

Comments

Vendor Staff Labor Services or Lease Cost Software Tools Hardware (if applicable) Materials and Supplies Facilities Telecommunications Training Contingency (Risk) Total

Identify your confidence level for the expenditures estimate. Estimates are accurate within: 10% [ ] 25% [ ] 50% [ ] Explanation:

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75% [ ]

100% [ ]