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Virginia Intelligence Management System

VIRGINIA INTELLIGENCE MANAGEMENT SYSTEM VSP PAGE 1 OF 39

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF STATE POLICE 7700 MIDLOTHIAN TURNPIKE

RICHMOND, VA 23235

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. The Virginia Department of State Police (VSP) is committed to increasing procurement opportunities for small, women-owned, and minority-owned (SWaM) businesses, and small service disabled veteran-owned businesses, strengthening the Commonwealth’s overall economic growth through the development of its IT Suppliers.

REQUEST FOR PROPOSALS (RFP) 156-920070-012-PTT For

Virginia Intelligence Management System (VIMS)

Issue Date: January 31, 2012 Due Date/Time: April 3, 2012, 4:00 PM Eastern Single Point of Contact: Patricia T. Trent (SPOC) Procurement Director Phone Number: (804) 674-2001 E-mail: [email protected] Mandatory Pre-proposal Conference: February 29, 2012, 2:00 PM Eastern Location: 7700 Midlothian Turnpike Virginia State Police Training Academy, Room 317 Richmond, VA 23235 No one will be admitted after 2:15 PM.

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Table of Contents 1. INTRODUCTION ................................................................................................4

A. ACRONYMS ...........................................................................................................4 B. RFP OBJECTIVE AND PROJECT OVERVIEW ..............................................................5 C. VSP OVERSIGHT BY VITA ....................................................................................5

2. PROPOSAL INSTRUCTIONS AND ADMINISTRATION ....................................6

A. OVERVIEW ............................................................................................................6 B. VIRGINIA PUBLIC PROCUREMENT ACT (VPPA) ........................................................6 C. ANTI-DISCRIMINATION- §2.2-4343(1) (E), §2.2-4310 AND §2.2-4311 ......................6 D. ETHICS IN PUBLIC CONTRACTING - §2.2-4367 .........................................................6 E. ANNOUNCEMENT OF AWARD - §2.2-4300 ET SEQ. ...................................................6 F. AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH - § 2.2-4311.2 .........6 G. PROHIBITED CONTRIBUTIONS AND GIFTS - § 2.2-4376.1 ..........................................6 H. LIABILITY ..............................................................................................................6 I. NONDISCLOSURE ..................................................................................................7 J. PROPRIETARY INFORMATION ..................................................................................7 K. PROPOSAL PROTOCOL ..........................................................................................7 L. SINGLE POINT OF CONTACT ...................................................................................8 M. MANDATORY PRE-PROPOSAL CONFERENCE ...........................................................8 N. EVALUATION PROCESS ..........................................................................................8 O. EVALUATION FACTORS ..........................................................................................9 P. PROCUREMENT WEBSITE .......................................................................................10 Q. TIMETABLE ...........................................................................................................10 R. EVA REGISTRATION REQUIRED ..............................................................................11 S. GENERAL SERVICE ADMINISTRATION’S EXCLUDED PARTIES LIST ..............................11 T. NOTICE OF AWARD ................................................................................................11

3. PROPOSAL FORMAT ........................................................................................12

4. PRESENT SITUATION .......................................................................................13

A. MISSION OF THE VIRGINIA FUSION CENTER .............................................................13 B. STRUCTURE OF THE VFC .......................................................................................13 C. OBJECTIVE OF VIMS .............................................................................................14 D. RESPONSIBILITIES OF THE VIRGINIA STATE POLICE ..................................................14 E. VSP SYSTEMS REFERENCED IN THIS RFP ...............................................................14

5. FUNCTIONAL AND TECHNICAL REQUIREMENTS .........................................15

A. GOAL AND MISSION OF THE VIRGINIA FUSION CENTER .............................................15 B. EXECUTIVE SUMMARY OF FUNCTIONAL REQUIREMENTS ............................................15 C. INSTRUCTIONS FOR COMPLETING THE DETAILED REQUIREMENTS: .............................16 D. INSTRUCTIONS FOR COMPLETING THE ADDITIONAL TECHNICAL QUESTIONS ...............17

6. SUPPLIER PROFILE ..........................................................................................17

A. SUPPLIER CORPORATE OVERVIEW .........................................................................17 B. FINANCIAL INFORMATION ........................................................................................18 C. FUTURE, LONG TERM VISION AND STRATEGIC PLANS FOR FUSION CENTERS .............18 D. SUPPLIER EXPERIENCE LEVEL AND CUSTOMER REFERENCES ...................................18



1. SUPPLIER REFERENCE # 1 ORGANIZATION NAME ..........................................................19



E. . PERFORMANCE STANDARDS METHODOLOGY ......................................................19 F. .. DISASTER RECOVERY/SECURITY PLAN ..............................................................19 G. . SMALL BUSINESS UTILIZATION PLAN ..................................................................20 H. . SERVICE AND SUPPORT MANAGEMENT ..............................................................20

7. PRICING INFORMATION ...................................................................................22

8. VSP STANDARD AGREEMENT ........................................................................23 APPENDIX A - SMALL BUSINESS SUBCONTRACTING PLAN ............................26

APPENDIX B – VIRGINIA STATE CORPORATION COMMISSION FORM ...........28

APPENDIX C – COV POLICIES, STANDARDS AND GUIDELINES ......................29

APPENDIX D – VITA INFORMATION SECURITY POLICIES, STANDARDS AND GUIDELINES .................................................................................30

APPENDIX E – TECHNICAL DOCUMENTATION ..................................................31

APPENDIX F – DEPARTMENT OF STATE POLICE NON-DISCLOSURE AGREEMENT ................................................................................32

APPENDIX G – SERVICE LEVEL AGREEMENTS & SEVERITY CODES .............33

APPENDIX H - PRICING INSTRUCTIONS .............................................................35

APPENDIX I - CERTIFICATION REGARDING LOBBYING ...................................37 ATTACHMENT A – DETAILED FUNCTIONAL REQUIREMENTS & ADDITIONAL

TECHNICAL QUESTIONS ......................................................38

ATTACHMENT B – TERMS AND CONDITIONS ....................................................38

ATTACHMENT C – INTERFACE DOCUMENTATION ...........................................38

ATTACHMENT D – DATA CONVERSION DOCUMENTATION .............................38

ATTACHMENT E – PRICING WORKSHEET .........................................................38

ATTACHMENT F – PREFERRED ENTERPRISE ARCHITECTURE ......................39



1. INTRODUCTION

A. ACRONYMS Acronym Description CAIU Criminal Activity Intelligence Unit CCH Computerized Criminal History CFR Code of Federal Regulations COV Commonwealth of Virginia DMV Department of Motor Vehicle DOB Date of Birth DOC Department of Corrections (Virginia) DTU Domestic Terrorism and Gangs FACTS Field Activity Computerized Tracking System GIS Geographic Information System GJXML Global Justice eXtensible Markup Language HSIN Homeland Security Information Network HOT Files Outstanding Warrants, Wanted etc. IBM International Business Machines IT Information Technology ITU International Terrorism and Precursor Crimes Unit ITRM Information Technology Resource Management JDBC Java DataBase Connectivity LEAMS Law Enforcement Activity Management System M Mandatory MECJIN Mountain Empire Criminal Justice Information Network NCIC National Crime Information Center NCRIC National Capital Regional Intelligence Center NCR National Capital Region N-DEx National Data Exchange NIEM National Information Exchange Model ODBC Open DataBase Connectivity OLN Operator License Number RBAC Role-Based Access Control Rec Recommended/Desirable RFI Unit Request for Information Unit RMS Records Management System SSN Social Security Number SAR Suspicious Activity Reporting System SSO Single Sign On TIPS Tactical Intelligence Processing System VCIN Virginia Criminal Information Network VDEM Virginia Department of Emergency Management VDFP Virginia Department of Fire Programs VEC Virginia Employment Commission VFC Virginia Fusion Center VIMS Virginia Intelligence Management System



Acronym Description VITA Virginia Information Technology Agency VPAT Vendor Product Accessibility Template VPN Virtual Private Network VSP Virginia State Police

B. RFP OBJECTIVE AND PROJECT OVERVIEW The intent and purpose of this Request for Proposals (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the purchase or development of an intelligence management software system that can provide the Virginia Fusion Center (VFC) with a means to track, link, and analyze persons, places, things, and events of interest to the VFC. The intelligence management system will import data from a variety of disparate data sources including user input, commercial data sources, government data sources, and the Internet. Successful proposals will provide a complete, “turn-key” solution for intelligence management within the VFC and meet all mandatory requirements set forth in this document. For the purposes of this RFP, Supplier shall mean any entity who submits a proposal in response to this RFP. Timely proposals received in response to this RFP will be evaluated by the VSP evaluation team. Once the proposals have been evaluated, VSP will be in a position to determine the best course of action. This may include contracting the comprehensive Product/Solution to one or more Suppliers. VSP may, at its sole discretion, make one award, multiple awards, or none at all. The expectation is that this effort will result in the establishment of a contract or contracts that will provide the means to satisfy the requirements to facilitate a Virginia State Police Intelligence Management System through one or more contract(s). The implemented Virginia’s Intelligence Management System may be utilized by other authorized state agencies and public bodies.

C. VSP OVERSIGHT BY VITA VITA will have oversight of the VSP processes during the RFP process for VIMS. VITA is the Commonwealth’s consolidated, centralized information technology organization. Established by the 2003 General Assembly, VITA’s responsibilities fall into three primary categories:

i. Operation of the IT infrastructure, including all related personnel, for the executive branch agencies declared by the legislature to be “in-scope” to VITA;

ii. Governance of IT investments in support of the duties and responsibilities of the Information Technology Investment Board and the Chief Information Officer of the Commonwealth;

iii. Procurement of information technology for VITA and on behalf of other state agencies and institutions of higher education.

The Solution must meet the Commonwealth’s Enterprise Architecture, Security and Accessibility requirements as defined in Appendix D of this RFP. The project to develop and/or implement the solution must conform to the Commonwealth’s Project Management Standard.



2. PROPOSAL INSTRUCTIONS AND ADMINISTRATION

A. OVERVIEW This RFP was developed to provide potential Suppliers with the information required to prepare proposals. This Section outlines the administrative procedures and guidelines for preparing a proposal. Nothing in this RFP constitutes an offer or an invitation to contract.

B. VIRGINIA PUBLIC PROCUREMENT ACT (VPPA) This RFP is governed by the VPPA, § 2.2-4300 et seq. of the Code of Virginia, and other applicable laws.

C. ANTI-DISCRIMINATION- §2.2-4343(1) (E), §2.2-4310 AND §2.2-4311 By submitting their proposals, Suppliers certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and §2.2-4311 of the Virginia Public Procurement Act.

D. ETHICS IN PUBLIC CONTRACTING - §2.2-4367 By submitting their proposals, Suppliers certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, Supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. ANNOUNCEMENT OF AWARD - §2.2-4300 ET SEQ. Upon the award or the announcement of the decision to award a contract over $30,000, as a result of this solicitation, the purchasing agency will publicly post such notice on the DGS/DPS eVA web site (http://www.eva.virginia.gov) for a minimum of 10 days. No award decision will be provided verbally. Any final contract, including pricing, awarded as a result of this RFP shall be made available for public inspection.

F. AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH - § 2.2-4311.2 Any Supplier that is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Supplier is to include with its proposal either (i) Supplier’s identification number issued to it by the State Corporation Commissioner (ii) a statement explaining why Supplier is not required to be registered. No award can be made to a Supplier without this information unless this requirement is waived. The table in Section 8 of this solicitation includes a space for Supplier to provide the information required in (i) or (ii) of this subSection.

G. PROHIBITED CONTRIBUTIONS AND GIFTS - § 2.2-4376.1 No Supplier who submits a proposal in response to this solicitation, and no individual who is an officer or director of the Supplier, shall knowingly provide a contribution, gift, or other item with a value greater than $50 or make an express or implied promise to make such a contribution or gift to the Governor, his political action committee, or the Secretary of Technology during the period between the submission of the proposal and the award of any resulting contract award with an expected value of $5 million or more dollars.

H. LIABILITY The issuance of this document and the receipt of information in response to this document will not cause VSP to incur any liability or obligation, financial or otherwise, to any Supplier. VSP assumes no obligation to reimburse or in any way compensate a Supplier for expenses incurred in connection with its proposal.

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I. NONDISCLOSURE All proposal information will be treated as confidential prior to contract award and will not be disclosed except as required by law or by court order.

J. PROPRIETARY INFORMATION VSP reserves the right to use information submitted in response to this document in any manner it may deem appropriate in evaluating the fitness of the solution(s) proposed. Ownership of all data, materials, and documentation originated and prepared for VSP pursuant to the RFP shall rest exclusively with VSP and shall be subject to public inspection in accordance with the §2.2-4342 of the Virginia Public Procurement Act and the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a Supplier in connection with a procurement transaction or prequalification application submitted pursuant to subSection B of §2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2- 3700 et seq.) if the Supplier:

i. invokes the protections of this Section in writing prior to or upon submission of the data or other materials,

ii. identifies specifically the data or other materials to be protected, and iii. states the reasons why protection is necessary.

FAILURE TO COMPLY WILL RESULT IN THE DATA OR OTHER MATERIALS BEING RELEASED TO SUPPLIERS OR THE PUBLIC AS PROVIDED FOR IN THE VIRGINIA FREEDOM OF INFORMATION ACT. The Supplier should provide as a separate appendix to its proposal a list of all pages in the proposal that contain proprietary information and the reason it deems such information proprietary. The classification of an entire proposal as proprietary or trade secret is not acceptable. The Supplier may be asked to provide a fully redacted copy of its proposal on CD-ROM and hardcopy to be utilized in those circumstances where public proposal review is needed.

K. PROPOSAL PROTOCOL In order to be considered for selection, a Supplier is to submit a complete response to this RFP no later than 4:00 PM EST on April 3, 2012. Original hardcopy proposals should be bound with tabs delineating each Section. VSP requires that Supplier submit its proposal as follows:

1) Five (5) complete original hardcopies, bound or contained in a single volume where practical, with permission to make copies;

2) Twelve (12) sets of CD-ROMs No. 1, 2, 3, and 4 as specified in Section 3 of this RFP; and

3) If Supplier’s proposal contains proprietary information, submit one (1) fully redacted CD-ROM of

Supplier’s entire proposal. The CD-ROM should be labeled “Redacted Copy of RFP # 156-920070-012-PTT”.

Proposals should be submitted to the following location:

To: Virginia Department of State Police ATTN: Patricia T. Trent Procurement Office 7700 Midlothian Turnpike Richmond, VA 23235

All proposal materials are to be provided in either Microsoft Word and/or Excel, as specified. Adobe PDF documents or other document formats will not be accepted for the required exhibit responses. Additional sales materials can be included which are not required using other document formats, but these materials may not be included in the evaluation of vendor proposals.



A proposal submitted for consideration should be clearly marked on the outside cover of all envelopes, CDs, boxes or packages with the following:

Name of Supplier Street Address or P.O. Box Number City, State, Zip Code RFP# 156-920070-012-PTT

The proposal is to be signed by an authorized representative of the Supplier. Proposals should be prepared and organized as indicated in Section 3, Proposal Format, providing a concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Supplier should be prepared to incorporate all statements made in its proposal in response to Sections 5, 6, 7, 8, and Appendix A into the final contract. Any and all information that Supplier is unwilling to incorporate into a final contract must be marked in BOLD CAPS.

L. SINGLE POINT OF CONTACT Submit all inquiries concerning this RFP in writing by email.

Subject: “Questions on RFP # 156-920070-012-PTT” to: SPOC: Patricia T. Trent Email: [email protected]

VSP cannot guarantee a response to questions received less than five (5) business days prior to the proposal due date. No questions will be addressed orally. To ensure timely and adequate consideration of proposals, Suppliers are to limit all contact, whether oral or written, pertaining to this RFP to the designated SPOC for the duration of this proposal process.

M. MANDATORY PRE-PROPOSAL CONFERENCE There will be a Mandatory pre-proposal conference held on Wednesday, February 29, 2012, at 2:00 p.m. All Suppliers who intend to submit proposals must attend the pre-proposal conference. There will be no opportunity for a private or individual tour or presentation. Suppliers are encouraged to submit pre-proposal questions in writing at least 2 business days (February 24) prior to the pre-proposal conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted after 2:15 p.m. The pre-proposal conference will be held at the Virginia Department of State Police, 7700 Midlothian Turnpike, Richmond, VA 23235, Virginia State Police Training Academy, Training Room 317. Bring a copy of the solicitation with you. Any changes resulting from this conference will be posted on eVA in a written addendum to the solicitation. To participate in the pre-proposal conference, Suppliers must register with Patricia Trent ([email protected]) by sending an email stating the name of the Supplier and Supplier’s participating representative(s).

N. EVALUATION PROCESS VSP will review each proposal received by the due date and time to determine whether it meets the Must Have (M) factors of this RFP. All Must Have factors are evaluated on a met-or-not-met basis. Any proposal that does not meet all of the Must Have factors will be set aside and receive no further consideration. The proposals that meet all the Must Have criteria will be distributed to the evaluation team who will assess and score each Supplier’s response to Sections 5, 6, 7, 8, and Appendices E,F, and G of the RFP based on a review of the submitted materials.

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VSP may then elect, in its judgment, to continue the evaluation of the highest scoring proposal (s) and may request that Suppliers clarify or explain certain aspects of their proposals. At any point in the evaluation process VSP may employ any or all of the following means of evaluation:

a. Reviewing industry research b. Supplier presentations c. Site visits d. Contacting Supplier's references e. Product demonstrations/pilot tests/detailed demonstrations f. Review of Pricing g. Contacting key personnel h. Interviewing key personnel i. Requesting Suppliers elaborate on or clarify specific portions of their proposal

VSP may, in its judgment, limit all of the above to the highest scoring proposals. No Supplier is guaranteed an opportunity to explain, supplement or amend its initial proposal. Suppliers should submit their best proposals and not assume there will be an opportunity to negotiate, amend or clarify any aspect of their initial submitted Proposal. Therefore, each Supplier is encouraged to ensure that its initial proposal contains and represents its best offering. Supplier should be prepared to conduct product demonstrations, pilot tests, presentations or site visits at the time, date and location of VSP’s choice, should VSP so request at the offeror’s expense. VSP will select for negotiation those proposals deemed to be fully qualified and best suited based on the factors as stated in the RFP. Negotiations will then be conducted with these Suppliers. It is at this point that pricing and contract terms and conditions will be negotiated. After negotiations, VSP shall select the proposal(s) which, in its opinion, is the best proposal(s) representing best value and may award a contract to that Supplier(s). For purposes of this RFP, VSP will determine best value based on the value relative to the cost of the Service/Solution, giving consideration to the project's budget objectives. If any Supplier fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith, VSP may terminate negotiations with that Supplier at any time. VSP reserves the right, at its sole discretion, to reject any proposal or cancel and re-issue the RFP. In addition, VSP reserves the right to accept or reject in whole or in part any proposal submitted, and to waive minor technicalities when in the best interest of the Commonwealth. VSP SHALL NOT BE CONTRACTUALLY BOUND TO ANY SUPPLIER PRIOR TO THE EXECUTION OF A DEFINITIVE WRITTEN CONTRACT.

O. EVALUATION FACTORS The evaluation factors involved in this RFP are as follows: Table 1 - Must Have Factors i). Must Have (M) factors are identified in the table below:

No. Must Have (M) Factors 1 (M) Proposal must be received by the due date and time. No late proposals will be

reviewed. 2 (M) All development work on the Virginia Intelligence Management System Project must

be completed within the United States of America. 3 (M) The core components of the solution must be operational in a U.S. National Network

Fusion Center, Criminal Intelligence Center or Criminal Investigative Center in a local, state or federal government. This center should be of similar size and complexity (or larger) than the VSP Fusion Center. A reference must be provided by the Supplier.

4 (M) The core components of the solution must be compliant with 28 CFR Part 23.



No. Must Have (M) Factors 5 (M) VIMS shall have an open standards based interface capability that enables interfaces

to be added and modified to VIMS by VSP staff or designated contractor staff for implementing interfaces between VIMS and other systems.

6

(M) The Supplier shall agree that any persons having access to VIMS, internal data sources, external data sources, or commercial data sources under any Virginia State Police account shall be subjected to a VSP background check, including a criminal history check and/or checks of law enforcement databases

7 (M) The Supplier shall agree that any persons having access to VIMS, internal data sources, external data sources, or commercial data sources under any Virginia State Police account shall execute a Virginia Fusion Center Non-Disclosure Agreement

Table 2 – Evaluation Factors ii.) Evaluation factors are identified in the table below:

No. Evaluation Factors 1 The extent to which the Supplier’s proposal meets the requirements identified in Section

5 and Attachment A (Detailed Functional Requirements). 2 The extent to which the Supplier’s proposal satisfies the requirements identified in

Section 5 and Attachment A (Additional Technical Questions). This includes the extent to which the architecture meets the Preferred Requirements.

3 Supplier’s experience, viability, past performance, and small business plan (see Section 6 and Appendices C, D, E, F and G).

4 Price may include submitted price, negotiated price or discounted price (see Section 7)

P. PROCUREMENT WEBSITE The Commonwealth of Virginia’s procurement portal, http://www.eva.virginia.gov, provides information about Commonwealth solicitations and awards. Suppliers are encouraged to check this site on a regular basis and, in particular, prior to submission of proposals to identify any amendments to the RFP that may have been issued.

Q. TIMETABLE Table 3 – Timetable for VIMS Selection and Implementation.

Activity Target Completion Date RFP posted to eVA January 31, 2012

Non-Disclosure Forms Due

February 17, 2012 4:00 PM Eastern

Register for pre-proposal conference due to VSP

February 23, 2012 4:00 PM Eastern

Mandatory pre-proposal conference February 29, 2012 2:00 PM Eastern

Deadline for all questions March 23, 2012 4:00 PM Eastern

Proposals due April 3, 2012 4:00 PM Eastern

Presentations and site visits (should VSP elect)

April and May 2012

Contract awarded (estimated) To Be Determined




Activity Target Completion Date Solution implementation date (estimated)

Within One (1) Year of Award

The timetable above is provided for planning purposes only.

R. EVA REGISTRATION REQUIRED By the date of award, the selected Supplier(s) is required to be registered and able to accept orders through eVA. If a Supplier is not registered with eVA, select the Vendor tab at the following website, http://www.eva.virginia.gov , for registration instructions and assistance.

S. GENERAL SERVICE ADMINISTRATION’S EXCLUDED PARTIES LIST Your organization, all affiliates and all subcontractors may not be awarded a contract if they are included the General Service Administration’s Excluded Parties List System at the time of award.

T. NOTICE OF AWARD Upon the award of a contract as a result of this RFP, VSP will promptly post a notice of award at http://www.eva.virginia.gov. No award decision will be provided verbally. Any final contract, including pricing, awarded as a result of this RFP shall be made available for public inspection. By the date of award, the selected Supplier(s) is required to be registered and able to accept orders through eVA. Supplier must have completed and submitted a CGI-AMS Inc. Buysense Terms of Service Agreement and a Supplier Trading Partner Agreement (TPA) through the Commonwealth of Virginia’s e-procurement website (eVA) located at http://www.eva.virginia.gov. If a Supplier is not registered with eVA, the following website, http://www.eva.virginia.gov/register/index.htm is available for registration assistance.




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3. PROPOSAL FORMAT Suppliers are to adhere to the specific format set forth in Table 4 below to aid the evaluation team in its efforts to evaluate all proposals fairly and equitably. Proposals that deviate from the requested format will require additional time for review and evaluation. VSP may reject any proposal that is not in the required format or does not address all of the requirements of this RFP. Proposals should be written specifically to answer this RFP. General “sales” material should not be used within the body of the proposal and any additional terms or conditions on the “sales” material will be considered invalid. If desired, Supplier may attach such material in a separate appendix. It is essential that the proposal be thorough and concise. Supplier should avoid broad, unenforceable, or immeasurable responses and should include all requested information in each Section as indicated below. In order to facilitate VSP’s review of the submitted proposals, Suppliers are to provide the requested information in the following format. SUPPLIER SHALL PLACE ITS NAME, not “VSP”, IN EACH FILE NAME (e.g., ABC Corp Virginia Intelligence Management Transmittal.doc). Quantities of each CD are specified in Section 2, Proposal Protocol. VSP will not separate a proposal into the requisite CDs. A. Supplier’s Proposal Format Table 4 – Supplier’s Proposal Format

CD-ROM No.

Section Title Contents/Deliverables (Each a separate file)

1. Transmittal

• A signed cover letter, certifying that all information provided in response to this RFP is true and accurate and identifying the individuals authorized to negotiate on behalf of the Supplier and their contact information.

• A copy of a completed eVA registration confirmation. • A signed addendum if required.

1. Executive Summary • Top level summary of the most important aspects of the proposal, containing a concise description of the proposed solution(s), and addressing the major subjects listed in the Detailed Functional Requirements and Technical Questions, Section 5.

• Requested limitation: 5 pages.

1. Detailed Description of Proposed Solution(s)

• Supplier’s response by item in the Excel tables set forth in Section 5 – Functional Requirements and Additional Technical Questions, clearly identifying and detailing the proposed solution, and any processes, methodologies, and resources required by the requirements defined in Section 5.

• There is no limitation but VSP requests limiting the information to addressing the requested information.

• Suppliers may include references to additional Appendices in the excel response.

1. Appendices

• Provide Appendices here that are referenced in the Excel spread sheets. As an example Supplier may provide the “Implementation Plan” and other deliverables as requested the Excel spreadsheet referenced in Section 5.

• Any optional information Supplier may wish to submit, not including pricing data.



CD-ROM No.

Section Title Contents/Deliverables (Each a separate file)

2. Pricing • Detailed pricing as specified in Section 7 and Attachment E.

• Submit in a separate envelope a hard copy file and CD. • Service Level Agreement (Appendix G) • Do not include any pricing data in any other Section of your

proposal. 3. Contracts • Any comments, in the form of redline mark-up, regarding

VSP’s proposed contractual terms and conditions pursuant to Section 8, and the completed table from Section 8.

• Should include all agreements to VITA’s “License Agreement Addendum” signed by each proposed software manufacturer (see Section 8).

• Small Business Plan (Appendix A) • Virginia State Corporation Form (Appendix B) • Confidentiality Agreement (Appendix F) • Lobbying Certification (Appendix I)

4. Supplier Profile • Pursuant to Section 6 Supplier Profile with References.

5. Redacted Proposal • Fully Redacted Proposal per Section 2.J of this RFP.

By submitting a proposal, Supplier certifies that all information provided in response to this RFP is true and accurate. 4. PRESENT SITUATION This Section presents background information for the Intelligence Management System (VIMS) Project.

A. MISSION OF THE VIRGINIA FUSION CENTER The mission of the VFC is to bring together partners from local, state and federal law enforcement and public safety agencies as well as private industries in a secure, centralized location in order to facilitate information collection, analysis, and sharing to better defend the Commonwealth against terrorist threats and/or attack and to deter criminal activity. To fulfill this mission, the VFC uses the resources of analysts from the Virginia State Police (VSP), Virginia Department of Emergency Management (VDEM), and the Virginia Department of Fire Programs (VDFP), and is supported by several VSP Special Agents.

B. STRUCTURE OF THE VFC The VFC is divided into five sub-units: the Request for Information (RFI) Unit, the International Terrorism and Precursor Crimes Unit (ITU), Criminal Activity Intelligence Unit (CAIU), Domestic Terrorism and Gangs Unit (DTU), and the Sworn Fusion Center Support Unit. 1. The RFI Unit is primarily responsible for answering requests submitted to the VFC from the VSP,

other state and local law enforcement agencies, other fusion centers, and federal entities. The RFI unit will use the Intelligence System to conduct searches and store the results of these searches from structured and non-structured data sources for information about the persons, places, and things of interest, and to produce a variety of reports for dissemination based on the analysis of the information.

2. The ITU conducts analysis, tracks trends, produces intelligence bulletins, and contributes to threat assessments which involve international terror organizations and crimes such as counterfeit goods trafficking and explosives theft which may be related to the funding or operation of international terrorist groups. The ITU will use the Intelligence System to conduct searches and store results of



searches about persons, places, and things of interest. The ITU will also use the Intelligence System to identify trends based on type of incident; locations of incidents; persons, places, and things involved in an incident; dates of incidents, and other data captured by the Intelligence System.

3. The DTU conducts analysis, tracks trends, produces intelligence bulletins, and contributes to threat assessments which involve common criminal activity, domestic extremism (criminal acts by extreme activist groups), gang activity, and hate crimes. The DTU will use the Intelligence System to conduct searches and store results of searches about persons, places, and things, and events of interest. The DTU will also use the Intelligence System to identify trends based on type of incident; locations of incidents; persons, places, and things involved in an incident; dates of incidents, and other data captured by the Intelligence System.

4. Analysts within the ITU and DTU also monitor, track, and analyze threats and events occurring within infrastructure sectors defined by the National Critical Infrastructure Protection Plan (NIPP) such as Rail, Energy, Water, Critical Manufacturing, Dams, etc. Analysts will use the Intelligence System to track threats, trends, pre-operational activity, and suspicious activity involving events occurring within, around, or involving critical infrastructure/key resource facilities, and store related computer data files within the intelligence record.

5. Analysts within the ITU and DTU conduct continuing research and tracking of particular threat groups

for activity within or possibly impacting Virginia. Analysts will use the Intelligence System to track trends and conduct analysis of persons, places, things, and events which are linked to the threat group; identify links between persons, places, things, and events; and store related computer data files with the intelligence record.

6. Analysts within the ITU and DTU provide ongoing case support for a variety of cases upon request;

cases requiring telephone toll analysis, link analysis, event timelines, and geospatial analysis are commonly referred to the VFC for detailed analysis. Analysts will use the Intelligence System to track information regarding persons, places, things, and events related to a case; create link charts, timelines, and association matrixes; identify links between persons, places, things, and events; and store related computer data files with the intelligence record.

C. OBJECTIVE OF VIMS The VSP seeks to procure an intelligence management software system that can provide the VFC with a means to track, link, and analyze persons, places, things, and events of interest to the VFC. The intelligence management system will import data from a variety of disparate data sources including user input, commercial data sources, government data sources, and the Internet. Successful proposals will provide a complete, “turn-key” solution for intelligence management within the VFC and meet all mandatory requirements set forth in this document.

D. RESPONSIBILITIES OF THE VIRGINIA STATE POLICE The responsibilities of the Virginia State Police are: 1. The VSP Information Technology Division shall cooperate with the Supplier to facilitate installation

and initial maintenance of VIMS. 2. The VSP Information Technology Division shall provide file formats, data schema, and other required

information to the Supplier to facilitate federated access from VIMS into Virginia State Police data sources.

3. The VSP shall secure all needed memoranda of agreement (MOA) which may be needed for federated access into external data sources.

4. The VSP shall provide points-of-contact within agencies/entities that administer third-party government data sources to facilitate the Supplier’s access to file formats, data schema, and other information required for federated access into these systems.

E. VSP SYSTEMS REFERENCED IN THIS RFP FACTS is the current Records Management System. It is scheduled to be replaced by a new system called LEAMS in 2012.



TIPS is the current Intelligence Management System. It is to be replaced by the Virginia Intelligence Management System (VIMS). 5. FUNCTIONAL AND TECHNICAL REQUIREMENTS This section contains the Executive Summary of the Requirements for the VIMS System. These requirements are designed to allow a supplier to review these requirements to determine whether to proceed with a proposal. In addition to these requirements, VSP is placing significant weight on the ability of the Supplier to provide references where systems with similar requirements are installed. Attachment A Detailed Requirements and Additional Technical Questions will be provided to Suppliers after completion of a Non-Disclosure Agreement. These will be Excel files with multiple worksheets in each file.

A. GOAL AND MISSION OF THE VIRGINIA FUSION CENTER VFC Goals for VIMS: to protect, mitigate, or respond to terrorist and criminal activity; provide a one-stop shop for information and analytical tools assisting local and state investigators and analysts throughout Virginia; enhance officer safety; support Virginia Fusion Center (VFC) investigative and analytical activities; and take existing data and continue to collect and transform information into a more useful product. VFC Mission for VIMS: to bring together partners from local, state and federal law enforcement and public safety agencies as well as private industries in a secure, centralized location in order to facilitate information collection, analysis, and sharing to better defend the Commonwealth against terrorist threats and/or attack and to deter criminal activity. To fulfill this mission, the VFC uses the resources of analysts from the Virginia State Police (VSP), Virginia Department of Emergency Management (VDEM), and the Virginia Department of Fire Programs (VDFP), National Guard and Federal Partners assigned to VA Fusion Center and is supported by several VSP Special Agents.

B. EXECUTIVE SUMMARY OF FUNCTIONAL REQUIREMENTS The 28 CFR Part 23 compliant VIMS intelligent information management system shall include:

1. A centralized database that contains intelligence information entered by VSP. 2. System interfaces to multiple systems enabling queries of data sources maintained by VSP and

data import / export between several VSP external systems 3. Collaboration tools for securing sharing and working with 28 CFR Part 23 intelligence data 4. Data correlation / resolution and advanced analytical tools 5. Work flow management 6. Files and data in files from internal VSP and external sources with which VIMS can interface and

related tools for entity extraction / correlation / resolution, analysis, sharing of information in such files; and work flow management for the development of analytical products by the VFC

7. VIMS shall have entity resolution/correlation tools for resolving/correlating entities in the VIMS database.

8. VIMS shall provide an automated ability to discover associations (links) between people, places, and things in the VIMS database.

9. VIMS shall enable users to make associations (links) between people, places, and things in the VIMS database.

10. VIMS shall enable the association of people, places, and things in the VIMS database with those in other databases.

11. VIMS shall have tools that can analyze data collected from disparate database queries to create intelligence. The tool(s) shall be able to analyze information from multiple criminal justice systems and provide a match and scoring analysis with a ranking of query results based on the initial search parameters.

12. VIMS shall enforce Role Based Access Control to ensure that a user sees only the data that the user is authorized to see in response to VIMS database queries and all other functionality that provides data from the VIMS database to a user.



13. VIMS shall have the ability to expand and enhance interfaces with other VSP system and external systems

14. VIMS shall support the VFC staff by minimizing administrative work performed in the development of intelligence products including the import of files/documents from external sources, access to editing and other manipulation tools, automated entity analysis tools, automated workflow processing, and automated dissemination.

15. VIMS, as NIEM compliant, shall be capable of exporting and importing data in the NIEM / GJXML format using NIEM Information Exchange Packet Documentation(s) (IEPDs) where appropriate

16. VIMS shall conform to the security requirements set forth in VSP and VITA security policies. The VIMS product shall potentially interface with other state systems and thus may necessitate a role based, least privileged security model. The security requirements address areas such as user authentication, password policy, and secure data storage and data transmission.

17. VIMS shall have a capability to assemble all related case information into a searchable Adobe PDF file or Microsoft Word file that investigators will turn over to prosecutors.

18. VIMS shall utilize real-time transaction processing (i.e. real time update) except where otherwise agreed to by VSP (i.e. different classifications of data shall require different timeframes for updates).

19. VIMS is a high availability strategic system, hence performance and availability are key to providing a system that meets the 24x7 needs of investigators and analysts

20. Supplier shall comply with all applicable VITA Standards as described in Appendices C and D. Suppliers that meet these requirements shall complete the Non-Disclosure Form (Appendix F) and a list of References as requested in Section 6 subsection D and return these to VSP SPOC specified in this RFP. Upon receipt of these two documents, and initial verification of References, VSP will provide Attachments A (Detailed Functional Requirements and Additional Technical Questions) along with Interface Documentation, Data Conversion Documents and Pricing files.

C. INSTRUCTIONS FOR COMPLETING THE DETAILED REQUIREMENTS: These are the instructions for completing the responses to the Detailed Requirements. The first column is the Requirement Number. The second is the Requirement and the Priority is either “M” for mandatory or “Rec” for recommended

1. There are multiple Worksheets to be completed in each of the Excel file. Complete all worksheets 2. Do not change the column format of any of the worksheets. 3. Row height can and should be increased if required. 4. Change the Page Header on each work sheet. Replace “[Enter Supplier Name Here]” with your

organization’s name. 5. Change the name of the Excel file as defined in Section 3, Proposal Format, of this RFP.

Detailed requirements are presented in statement format to facilitate direct responses and establish accountability regarding delivery of an Intelligence Management System by the Supplier. To respond to each requirement, the Supplier must enter a “Y” in the columns that best describes how your system meets that requirement, in the space provided under the column. The available responses are:

6. Standard functionality Enter "Y" if the solution can meet the described requirement without needing customization. Blanks will be considered as "No."

7. Functionality currently implemented by other clients Enter "Y" if actual customers are using the indicated feature in a production environment and it can implemented at VSP at no additional cost. Blanks will be considered as "No."

8. Configurable functionality Enter "Y" if the solution can be configured at no additional cost to meet the described requirement (i.e., the behavior can be set up with a graphical user interface provided as part of the solution). Blanks will be considered as "No" or "Not Applicable."

9. Additional charge for customizable functionality For “Rec” only enter a “Y” and note the cost of customizing the solution to meet the described requirement in the Pricing Section. Blanks will be considered as "Not Applicable."

10. Planned enhancement Enter "Y" if a future update will allow the solution's standard functionality to meet the described requirement. Include timing of this planned enhancement in the Comments column. Blanks will be considered as "No" or "Not Applicable."



11. Vendor Comments: Provide additional information or explain as necessary in the column Vendor Comments. It is acceptable to provide a reference to an Appendix as a response (e.g. see Supplier provided Appendix XX for the response where XX cross references the Requirement).

Table 4 - An Example of Attachment A the Excel File for Detailed Requirements

1.1 Functional Process

Requirements Priority

Stan

dard

Impl

emen

ted

at a

Clie

nt

Con

figur

able

N

o A

dded

C

ost

Add

ed C

ost

for C

hang

e

Pend

ing

Enha

ncem

ent

Vendor Comments

Secure User Access

1 VIMS shall support users within the VSP Fusion Center (VFC). M

D. INSTRUCTIONS FOR COMPLETING THE ADDITIONAL TECHNICAL QUESTIONS An example of the Additional Technical Questions is provided in the format below. The complete set of questions will be provided after the Non-Disclosure is completed.

1. Do not change the column format of any of the worksheets. 2. Row height can and should be increased if required. 3. Change the Page Header on each work sheet. Replace “[Enter Supplier Name Here” with your

organization’s name. 4. Change the name of the Excel file as defined in Section 3, Proposal Format, of this RFP. 5. Provide your response in the Excel file provided. 6. Enter a “Y” or “N” in the column for YES or NO when required. 7. Then explain or add information to describe your solution. 8. Questions that cannot be answered with a Yes or No have that column blacked out. 9. It is acceptable to provide a reference to an Appendix as a response (e.g. see Appendix T2 for the

Detailed Service Level Agreements) where T2 is the ID for that question.

Table 5 - An Example of Attachment A the Excel File for Additional Technical Questions

ID VSP Question "Y" or

"N" Vendor Response

Service Offering and Technical Support Please provide responses to the following regarding your service and support.

T2 Do you have documented procedures for contacting technical support and trouble escalation? If so, please provide

6. SUPPLIER PROFILE

A. SUPPLIER CORPORATE OVERVIEW

1. Business Supplier shall state its core business, background, and experience in the relevant market, (not to exceed 3 pages).

2. Corporate Identity Supplier shall provide the identity of any parent corporation, including address, telephone and fax numbers, FEIN or tax ID No., company web site and contact email. Supplier shall also provide the identity of any subsidiaries, as applicable (not to exceed 3 pages).

3. Organization and Structure



Supplier is asked to provide an overview of its organizational operating structure and describe the operational and functional relationships of the business units of its organization, as they relate to Supplier’s proposal and VSP’s stated needs and requirements. Organizational charts are helpful supplements to the descriptions. Supplier should indicate whether it expects to provide the Solution with existing resources or plans to secure additional resources by partnering or subcontracting. If applicable, identify the additional resources required to provide the Solution included in its proposal and the timetable for obtaining such resources. The locations of any additional resources involved with this project must be in the United States of America.

4. Locations Supplier shall describe the geographical locations of its firm at the national, regional, and local levels, as applicable. Identify all locations that will be used to support a resultant contract and the operations handled from these locations. Locations within the United States of America must be used to support the resultant contract or any related data transactions.

5. Strategic Relationships Supplier is asked to identify strategic relationships with other related Suppliers. State all subcontractors expected to be employed for the Solution to be used in implementing the proposed solution. VSP reserves the right to request that Supplier provide all of the information described in this Section for any and all major subcontractors proposed by Supplier.

B. FINANCIAL INFORMATION 6. Total Annual Revenue

Please state total annual revenue and indicate the revenues associated with the provision of Solution relevant to its proposal.

7. Dun and Bradstreet Credit Report Include your firm’s current full D&B Business Report, if D&B issues reports on Supplier.

8. Annual Reports Supplier should provide certified, audited financial statements (i.e., income statements, balance sheets, cash flow statements) for the most recent three years. (Suppliers having been in business for a shorter period of time shall submit any available certified, audited annual financial statements.) VSP may request copies of or access to current and historic annual reports. VSP reserves the right to access a Supplier’s publicly available financial information and to consider such information in its evaluation of such Supplier’s proposal.

9. Research and Development State the percentage of your firm’s revenue invested in Research and Development related to the subject of this project, as appropriate. This should include but is not limited to Virginia Intelligence subsidiary systems.

C. FUTURE, LONG TERM VISION AND STRATEGIC PLANS FOR FUSION CENTERS Provide information on your firm’s future, long-term vision, and strategic plans as they relate to the direction of the proposed solution and describe a clear vision of how your firm plans to support emerging technologies and changing industry standards specific to the proposed solution. VFC is very interested in how you plan to support the future functional requirements of Fusion Centers. This may include things such as Case Support, License Plate Recognition, Facial Recognition, Operational Command and Control and other enhancements being requested by your customer base.

D. SUPPLIER EXPERIENCE LEVEL AND CUSTOMER REFERENCES The Supplier must demonstrate a proven record of providing a Solution similar to those defined in Section 5 to customers of similar scope and complexity. This must include your firm’s experience in providing Intelligence System business application solutions. The Supplier should provide three customer



references, with contact names, email addresses, telephone numbers, Solution descriptions, and dates implemented which VSP may use in reference checking. VSP will make such reasonable investigations as deemed proper and necessary to determine the ability of a Supplier to perform a resultant contract. These may include, but may not be limited to, reference checks and interviews. The references must be from organizations where Supplier is providing (or has provided) a Solution(s) that is similar in type and scope to those identified in this RFP. Provide up to three references containing the data listed below at a minimum.

1. SUPPLIER REFERENCE # 1 ORGANIZATION NAME ______________________

Point of Contact Name(s)

Email Telephone Number

Solution Description/Date

Implemented

Status of Contract

(Active/ Closed)





Implemented

Status of Contract

(Active/ Closed)





Implemented

Status of Contract

(Active/ Closed)

E. PERFORMANCE STANDARDS METHODOLOGY Supplier is asked to describe the methodology used to develop its internal performance standards, the processes and tools used to monitor and measure its performance against those standards, and the management reporting systems that capture these data. Supplier should indicate its present customer satisfaction rating, summarize customer satisfaction criteria, and describe the methodology used to measure customer satisfaction. Supplier should include any relevant publication ratings or articles.

F. DISASTER RECOVERY/SECURITY PLAN Describe in detail your firm’s plans to mitigate against any disaster that would affect the ability to provide VSP with the proposed Solution. Provide a detailed plan of your firm’s security infrastructure including facility and information technology security.



G. SMALL BUSINESS UTILIZATION PLAN It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation and strengthening of small businesses including small businesses owned by women, minorities or service-disabled veterans, to encourage their participation in State procurement activities. The Commonwealth encourages all suppliers to provide for the participation of these small businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities. Appendix A (Small Business Participation Section) contains information on reporting subcontractor spend data. A supplier which is a small business, and is certified by the Department of Minority Business Enterprise (DMBE), should include a copy of its certification or its certification number in its proposal. A Supplier which is a small business but which is not yet certified with DMBE must receive certification by the due date for receipt of proposals: http://www.dmbe.virginia.gov . Provide a Small Business Subcontracting plan as set forth in Appendix A. Unless the Supplier is registered as a DMBE-certified small business and where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the Supplier is encouraged to offer such subcontracting opportunities to DMBE-certified small businesses. No supplier or subcontractor shall be considered a Small Business, a Small Women-Owned Business, a Small Minority-Owned Business, or a Small Service Disabled Veteran-Owned business unless certified as such by the Department of Minority Business Enterprise (DMBE) by the due date for receipt of proposals. If Supplier does not plan to use small business subcontractors in executing a contract resulting from this RFP, so state.

H. SERVICE AND SUPPORT MANAGEMENT 1. Project Team

The Supplier shall assemble a project team headed by its Project Manager who will be responsible for ensuring all tasks are carried out in accordance with any resulting contract and will serve as the single point of contact for the VSP. The Supplier shall have the appropriate number of project staff with the critical skills necessary at all times during this project to ensure successful completion of contract deliverables on schedule. If a change in key personnel occurs after an award is made, the Supplier must present the replacement and relevant qualifications to VSP for right of refusal privileges. VSP may request changes to key personnel for legitimate reasons (ex. due to performance).

2. Project Plan and Status Reports At the outset of the project, the Supplier must provide VSP with an electronic copy of the Project Plan, with a Project Schedule in Microsoft Project 2007, for review and approval. The Project Schedule must be updated by the Supplier and submitted to the Contract Administrator along with written Status Reports each week of the project. The Project Schedule and all Status Reports must clearly and unambiguously describe the progress of the Supplier at each stage of the project, and the status of all project deliverables.

3. Meetings and Reviews All meetings, unless otherwise noted, will be held at the VSP Headquarters. The Supplier should plan to physically be present for periodic meetings and appropriate notice must be given to VSP so a meeting room can be arranged and staff invited with proper notice. To keep the Department informed of the VIMS project status and to gain their input to the project, the Supplier shall organize, prepare an agenda, and conduct project management meetings at intervals specified in the Supplier’s Project Plan or at times mutually agreed upon by the Supplier and Department. The purpose of these meetings will be to discuss progress of the VIMS project in terms of schedule, to discuss any issues that arise, and to discuss comments on deliverables. Following each meeting, the Supplier shall prepare and distribute minutes, to include an action item list and person(s) responsible for each action. The Supplier shall also coordinate and lead design reviews in accordance with their proposed schedule to provide the Purchasing Agency with a means to measure and evaluate progress at

http://www.dmbe.virginia.gov/�



selected points in the software customization process. These reviews will be instrumental in identifying problems while there is still time to take corrective action. The VSP reserves the right to schedule additional review meetings. Following each meeting, the Supplier shall prepare the minutes and submit them within 3 business days to the Department’s Contract Administrator for review and approval prior to distribution. At the conclusion of the software design/customization phase, but prior to final acceptance of the system, the Supplier should conduct a system orientation and/or training for the User Acceptance Group. The purpose of this orientation and/or training is to demonstrate that the system is fully functional and meets all the needs of the Department.

4. Supplier’s Project Manager The Supplier shall appoint and make available a project manager for the duration of the contract. This person should be responsible for management of all task efforts solicited under this RFP. This will include responsibility for ensuring that the project proceeds toward the goal of meeting each task outlined in the Supplier’s Project Schedule, coordinating meetings and submitting required status reports.

5. Key Personnel The Supplier shall ensure, as so far as in its power, that the designated “key personnel” assigned to this project remain on the project through completion. The VSP reserves the right to approve any replacement of key personnel.



7. PRICING INFORMATION Submit all pricing data in the Excel Pricing Submittal spreadsheet provided as Attachment E - Pricing Worksheet as indicated in Section 3 Proposal Format and nowhere else in the proposal document. Altered formats or blank data will be considered incomplete and may be eliminated from further consideration. VSP requests that each Supplier provide detailed pricing for each worksheet in the Pricing submittal workbook. The Supplier's pricing proposal must include all charges of any kind associated with the Solution (Turn-Key Solution). Please list all costs of Disaster Recovery as separate line items. Pricing must incorporate eVA fees. VSP will not be liable for any fees or charges for the Solution that are not set forth in the Excel Pricing Submittal. The Supplier must be willing and able to successfully provide the Solution proposed for the prices given and to complete the project on a firm fixed-price basis. Pricing information supplied with a proposal must be valid for at least 120 calendar days from the submission date. If Supplier is reserving the option to withdraw the pricing during that period, it must state so clearly in its proposal. Additional information and backup detail should be attached as appropriate. Any scheduled price change must be identified, and actual new prices and proposed effective dates must be stated. In addition, Supplier shall disclose pricing assumptions where possible. For example, if deliverable price is based on a specific situation/ environment, that assumption should be indicated. Supplier shall clearly identify any discount targets/ranges available. The Supplier shall provide detailed pricing information which includes the total cost of owning and operating the system for a period of five years.

• Pricing information shall include a base price for fifty licenses/users. • Pricing information shall include pricing for each additional licensed user over fifty licenses/users. • Pricing information shall include details of first-year costs, second- through 5th year costs, and

include any discounts for multi-year contracts. • Pricing information shall include details of first-year costs, second- through 5th year costs, and

include any discounts for multi-year contracts. • The Supplier shall provide detailed information about the pricing of set-up of access to external

data sources. • The Supplier shall provide the number and type of external data sources for which set-up costs

are included in the contract price.

The Pricing Submittal workbook has seven (7) worksheets that must be completed. Please list the cost of Disaster Recovery as separate line items. The Pricing Submittal Workbook will be provided after receipt of the Non-Disclosure and References.

1. Deliverables Cost 2. Database, Hardware/Software, and Infrastructure Requirements and Cost 3. Maintenance Cost 4. Additional Hourly Services 5. Total Project Cost 6. Payment Schedule based upon Milestones 7. Cost of Recommended (“Rec”) Requirements

For the event that VSP requires Supplier assistance for enhancements after completion and acceptance of the project by VSP, Supplier should provide hourly rates for any additional work that may be requested. The hourly rates should be valid for the entire contract period. The resources and associated hourly rates should be entered on the ‘Additional Hourly Services’ tab of the Pricing Schedule.



At the time that additional assistance is needed to meet federal requirements or other needs of VSP, the Supplier will provide VSP with an estimate of the hours required to make the changes(s) for the State and prepare a Statement of Work (“SOW”), detailing the modification(s) to be made, staff hours necessary to accomplish the task, hourly cost per staff according to the Supplier’s hourly rates submitted with their proposal, and timeframe for completion. Upon VSP approval of the SOW, the Supplier will begin work on the enhancement as agreed to with VSP, and a Purchase Order will be issued. Milestones, Deliverables, Payment Schedule, and Holdbacks VSP plans to pay based upon the successful delivery of solutions. The following table identifies examples of milestone events and deliverables, the associated schedule, any associated payments, any retainage amounts, and net payments. Note: This information should be reflected in the Pricing Schedule titled “Payment Schedule based upon Milestones”. Table 6 – Example of Payment Schedule based upon Milestones

Milestone Event

Deliverable Schedule Payment Retainage Net Payment

Solution is installed at VSP

System for Developing

Interfaces and training

Payment amount or X%

of total

___% of Payment

Data Conversion from TIPS is completed

Fully executed Data Conversion

Test Plan demonstrating

successful conversion


of total

___% of Payment

Phase 1 is used in Production in

VFC

No outstanding High or Medium

Issues

Two months of usage


of total

___% of Payment

Phase 2 - Additional Interface

implemented into production

No outstanding High or Medium

Issues.

One month of usage in

Production at VFC


of total

___% of Payment

Supplier’s invoices shall show retainage of ______ percent (___%). Following completion of the Solution being tested, accepted, and successfully running for a period of monthsof Solution implementation, Supplier shall submit a final invoice to VSP, for the final milestone payment amount plus the total amount retained by VSP. 8. VSP STANDARD AGREEMENT Any resulting agreement shall be defined by a written contract, which shall be binding only when fully executed by both parties. A copy of VSP’s standard Solution contract is provided as part of this RFP as a separate MS Word document titled, "Virginia Intelligence Management System Information Technology Solution Contract" and included as Attachment B. VSP intends for the terms and conditions of this contract to govern the delivery and support of this project. Depending on the type of solution proposed, the agreement may need to address licensing or hosting issues. If a Supplier’s proposed Solution requires VSP to execute a license agreement, Supplier shall contact the SPOC, who will provide Supplier with VSP’s “License Agreement Addendum” terms. The final terms and conditions of the contract shall be agreed upon during negotiations; however, VSP’s business requirements are embodied in its standard agreement and Supplier is to give them the same careful review and consideration as the other requirements set forth in this RFP.



Supplier is to provide any comments regarding any exceptions in the form of margin notes or redline the deletions or additions raised after the proposal due date. Supplier is encouraged to utilize the VSP point of contact (SPOC) to address any questions it may have regarding any part of the VSP contract. Include the completed table below in your response to this RFP. Table 7 – Supplier Comments on VSP Standard Agreement

Issue: Supplier's response (Y & N): Do you affirm that your response meets all of the Must Have factors listed in Section 2, Table 1?

Do you agree to provide an Escrow Agreement? If so, an Escrow Agreement should be provided as part of Supplier’s proposal.

Do you agree to fully define the Service Levels and remedies for non-compliance as based on industry standards and defined in Appendix G? If so, Appendix G should be completed as part of Supplier’s proposal.

Do you agree to include the Service Levels and remedies for non-compliance as defined in Appendix G in the final contract? The Supplier selected shall be solely responsible for performance of the system.

Will you agree to begin measuring the service level immediately upon the start of the implementation of the Solution?

Will you agree to begin measuring performance standards immediately upon the start of the implementation of the Solution?

The contract will include performance standards and measurement criteria. If a standard is not met, key project deliverables may not be approved, delaying payments according to the pricing schedule. Do you agree to include the performance standards as defined in Section 6 in the final contract?

Do you agree that the Supplier has responsibility for the performance of subcontractors? The Supplier selected shall be solely responsible for performance of the applications. Any subcontractors used shall be advised of and adhere to the requirements, service levels, and performance standards specified within this RFP and any subsequent contract.

Do you agree that the Supplier will be responsible for any communications to any subcontractors and will act as a single point of contact for any communication to and from the Supplier or subcontractor?

Do you agree that all provisions of the VSP Contract NOT redlined or so noted are acceptable?

Do you acknowledge that you must submit a Small Business Subcontracting Plan (Appendix A) stating whether or not and how you will be utilizing small businesses in your proposal?

Do you acknowledge that no money may be used to obtain any Solution under a contract awarded, pursuant to this RFP, to any Supplier who appears on any of the Lists of Parties Excluded from Federal Procurement and Non-procurement Programs (www.epls.gov )?

Do you affirm that your organization and all affiliates are current with all sales tax obligations to the Commonwealth as of the due date of the proposals in response to this RFP?

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Issue: Supplier's response (Y & N): Do you agree to accept the provisions at the following URLs: .http://www.vita.virginia.gov/uploadedFiles/SCM/StatutorilyMandatedTsandCs.pdf and the eVA provisions at http://www.vita.virginia.gov/uploadedFiles/SCM/eVATsandCs.pdf and the contractual claims provision §2.2-4363 of the Code of Virginia?

Do you acknowledge that you must submit Attachment A (detailed Functional Requirements and Addition Technical Questions) in Microsoft Excel 2007 format and that the remainder of the proposal must be submitted in either Microsoft Word 2007 or Excel 2007? Additional sales literature which is not required as part of the RFP proposal can be submitted in other formats such as PDF.

Do you affirm that your response meets all requirements marked as Mandatory identified in Attachment A?

http://www.vita.virginia.gov/uploadedFiles/SCM/StatutorilyMandatedTsandCs.pdf�

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APPENDIX A - SMALL BUSINESS SUBCONTRACTING PLAN Small Business Subcontracting Plan Per RFP Section 6,G, provide a Small Business Subcontracting Plan as set forth in the format below. If Supplier does not plan to use small business subcontractors in executing a contract resulting from this RFP, so state. Small Business Subcontracting Plan All small businesses must be certified by the Commonwealth of Virginia, Department of Minority Business Enterprise (DMBE) by the contract award date to participate in the SWAM program. Certification applications are available through DMBE online at www.dmbe.virginia.gov. Offeror Name: _____________________________________________ Preparer Name: ________________________________________ Date: ____________________ Instructions A. If you are certified by the Department of Minority Business Enterprise (DMBE) as a small business, complete only Section A of this form. This shall not exclude DMBE-certified women, minority or service-disabled veterans-owned businesses when they have received DMBE small business certification. B. If you are not a DMBE-certified small business, complete Section B of this form. Section A If your firm is certified by the Department of Minority Business Enterprise (DMBE), are you certified as a (check only one below): ______ Small Business ______ Small and Women-owned Business ______ Small and Minority-owned Business ______ Small Service Disabled Veteran-owned Business Certification Number:___________________________ Certification Date:______________________________ Section B Populate the table below to show your firm's plans for utilization of DMBE-certified small businesses in the performance of this contract. This shall not exclude DMBE-certified women, minority or service disabled veteran-owned businesses when they have received the DMBE small business certification. Include plans to utilize small businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc. Add rows as necessary.



Table 8 – Small Business Subcontracting Plan

Small Business Name & Address DMBE

Certificate #

Status if Small Business is also:

Women (W), Minority (M),

Service-Disabled Veteran (D)

Contact Person,

Telephone & Email

Type of Goods and/or

Services

Planned Involvement During Initial Period of the

Contract

Planned Contract

Dollars During Initial Period

of the Contract

Totals $



APPENDIX B – VIRGINIA STATE CORPORATION COMMISSION FORM Virginia State Corporation Commission (SCC) registration information. The Offeror: is a corporation or other business entity with the following SCC identification number: ____________ -OR- is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR- is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. **NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver): Offeror _____________________________________________________________

Company Name

Authorized Signature ________________________________________________ Date ____________________



APPENDIX C – COV POLICIES, STANDARDS AND GUIDELINES The following are the COV policies, standards, and guidelines which will govern the VIMS project:

• The results of the Virginia Intelligence Management System business application solution shall comply with the Virginia Information Technology Agency (VITA) Accessibility Standard (ITRM Standard GOV-103-00).

• Results of the Virginia Intelligence Management System business application solution shall

comply with all relevant and current versions of COV ITRM Policies, Standards and Guidelines. Including but not limited to: (http://www.vita.virginia.gov/library/default.aspx?id=537#securityPSGs)

• The Virginia Intelligence Management System must comply with the Enterprise Architecture (EA)

standards. These are: I. Enterprise Architecture Policy (EA 200-01) (08/24/2011) II. Enterprise Technical Architecture Standard (ETA 225-08) (10/19/2011)

III. Statewide Implementation of Electronic Commerce (COV ITRM Policy 95-1) (08/08/1995)

• The Virginia Intelligence Management System must comply with the Commonwealth Data Standards. These are listed at:

I. Commonwealth Data Standards.

http://www.vita.virginia.gov/uploadedFiles/Library/AccessibilityStandard_GOV103-00_Eff_11-04-05.pdf�

http://www.vita.virginia.gov/uploadedFiles/Library/AccessibilityStandard_GOV103-00_Eff_11-04-05.pdf�

http://www.vita.virginia.gov/library/default.aspx?id=537#securityPSGs�

http://www.vita.virginia.gov/uploadedFiles/Library/EAPolicy200-00.pdf�

http://www.vita.virginia.gov/uploadedFiles/Library/PSGs/ETA_Standard_22502.pdf�

http://www.vita.virginia.gov/uploadedFiles/Library/p95_1.pdf�

http://www.vita.virginia.gov/oversight/default.aspx?id=10344�



APPENDIX D –VITA INFORMATION SECURITY POLICIES, STANDARDS AND GUIDELINES

The Virginia Intelligence Management System must comply with the current version of following VITA policies, standards and guidelines which will govern the VIMS project: Information Security Policy IT Information Security Policy (SEC 519-00) (07/24/2009) (Word version) Information Security Standards IT Security Audit Standard (SEC502-00) (01/11/2007) (Compliance Date: 02/01/2007) (Word version) IT Standard Use of Non-Commonwealth Computing Devices to Telework (SEC511-00) (07/01/2007) (Word version) Removal of Commonwealth Data from Electronic Media Standard (SEC514-03) (03/15/2008) (Word version) Data Removal information Secure Remote Access to Online Court Documents Standard (SEC503-02) (03/28/2005) Virginia Real Property Electronic Recording Standard (SEC505-00) (05/01/2007) Information Security Guidelines Information Systems Facilities Security Guideline (SEC517-00) (04/27/09) (Word version) IT Contingency Planning Guideline (SEC508-00) (4/18/07) (Word version) IT Data Protection Guideline (SEC507-00) (7/02/07) (Word version) IT Logical Access Control Guideline (SEC509-00) (4/18/07) (Word version) IT Personnel Security Guideline (SEC513-00) (2/15/2008) (Word version) IT Risk Assessment Instructions- Appendix D (SEC506-01) (12/14/2006) (Word version) IT Security Audit Guideline (SEC512-00) (12/20/2007) (Word version) IT Security Threat Management Guideline (SEC510-00) (07/01/2007) (Word version) IT Systems Security Guideline (SEC515-00) (07/17/2008) (Word version)

PROJECT MANAGEMENT Commonwealth Project Management Guideline (CPM 110-03) (03/14/2011) Project Management Standard (CPM 112-03) (01/12/2011)

TECHNOLOGY MANAGEMENT Technology Management Policy (GOV 105-03) (08/03/2011) Information Technology Investment Management (ITIM) Standard (CPM 516-00) (09/30/2008)

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Security_Policy_519_00_Final_0709.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/Security_Policy_519_00_0709.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Microsoft%20Word%20-%20IT%20SecAuditStd%20_ITRM%20SEC502-00_%20amend%202008%2002%2021.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITSecurity_Audit_Standard_502_00.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/SEC511-00UseofNonCOVAssetstoTelework.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITStandard_noncov_telework_511_00.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Data_Removal_Standard_514_03%2010_07_2008_r3.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/Data_Removal_standard_514_03%2010_07_2008_r3.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/Data_Removal_standard_514_03%2010_07_2008_r3.doc�

http://www.vita.virginia.gov/library/default.aspx?id=5046�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Rem_Accs_Docs_on_CrtContrd_Websrevision_jam2.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/Va_eRecording_Std_SEC505-00_Eff_05-01-07.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/SEC51700_Facilities_Security_Guideline.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/SEC51700_Facilities_Security_Guideline.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/ContingencyPlanningGuideline04_18_2007.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITContingency_Planning_Guideline_508_00.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/DataProtectionGuideline(SEC507-00).pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITData_Protection_Guideline_507_00.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/LogicalAccessControlGuideline04_18_2007.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITLogical_Access_Control_Guideline_509_00.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/COVITRM513-00PersonnelSecurityGuideline02_15_08.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITPersonnel_Security_Guideline_513_00.DOC�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/RiskAssessmentInstructions12142006.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/Risk_Assessment_Instructions.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/ITSecurity_Audit_Guideline_512_00_jan09.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITSecurity_Audit_Guideline_512_00_0109.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/SEC510-00ThreatManagementGuideline.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITThreat_Management_Guideline_510_00.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/SEC515_00_SSPGuide_07172008.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/Word_versions/ITSystems_Security_Guideline_515_00.doc�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/COV_ITRM_Project_Management_Guideline_CPM110_03_20110314.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/20110112_Project_Management_Standard_CPM_112_03.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/20110803_CTMPolicy_GOV105_03.pdf�

http://www.vita.virginia.gov/uploadedfiles/VITA_Main_Public/Library/PSGs/ITIM_Standard.pdf�



APPENDIX E –TECHNICAL DOCUMENTATION The Supplier will provide user and technical documentation. This includes, but is not limited to:

• User Manual documenting the purpose of each screen and process, and how to use each screen and process

• System Administrator Manual documenting the administrative functions that are needed to manage and support the administration of the system

• User Administration Manual documenting the screens and processes to create and maintain roles, users, permissions, and configuration parameters

• Developer Reference Manual documenting the development standards and guidelines used to develop the system to include naming conventions, coding style, inline documentation standards, and design patterns used to include all configuration and other changes.

• Deployment Model • Release Notes • Reporting Manual documenting how to create, maintain, and distribute reports for the system



APPENDIX F – DEPARTMENT OF STATE POLICE NON-DISCLOSURE AGREEMENT

This Non-Disclosure Agreement is made and entered into as of the _____ day of ___________________, 2012, by and between the recipient listed below and the Department of Virginia State Police (VSP). The recipient represents by executing this Non-Disclosure Agreement that it has accepted and/or reviewed confidential subject matter described as “Virginia Intelligence Management System (VIMS) Request for Proposal”. Recipient will advise his/her personnel having access to confidential information of the nature thereof. The recipient understands and agrees that there are no third party beneficiaries to this agreement. In addition the recipient agrees to the following requirements:

(a) recipients may not make copies of any portion of the confidential/proprietary documents nor make unauthorized written or oral disclosure of the contents,

(b) information received may not be shared with another vendor or agency, (c) information received may not be used for any current or future commercial purpose without prior

written consent of Virginia State Police.

This Agreement is governed by the laws of the Commonwealth of Virginia.

I hereby acknowledge receipt or review of confidential/proprietary documents concerning the “VIMS Request for Proposal” and understand and accept my responsibilities to protect the confidentially of the information.

Recipient: Printed Name: _______________________________________________ Firm Name: _______________________________________________ Title: _______________________________________________ Address: _______________________________________________ _______________________________________________ Signature: _______________________________________________ Fax No.: _______________________________________________ Phone No.: _______________________________________________ E-mail: _______________________________________________



APPENDIX G – SERVICE LEVEL AGREEMENTS & SEVERITY CODES Service Level Agreements Detailed Service Level Agreements need to be created based upon the configuration of the Supplier’s solution. Service Level Agreement reporting will be completed b y the Supplier and provided to VSP monthly. At a minimum the SLAs must cover the following and use the Severity Codes below.

• Supplier must respond in a timely manner as agreed to and assist when VIMS is not functioning in Production or response time so severely degraded as to be not useful.

• Supplier must respond in a timely manner as agreed to assist with specific issues when it appears the system is not functioning correctly or response time is degraded.

• Supplier must maintain VIMS production system uptime by ensuring Supplier issues are not introduced into Production.

• Supplier must provide onsite support or secure remote diagnostic support to Production issues when high severity issues are not resolved in four hours.

• To be effective during the implementation. The following Table is an example: Table 9 – Example of a Service Level Agreement Performance Standard

Measurement Measurement Period

% Level

Service Price

Remedy

Production System Uptime

System to be operational and available to users 24 hours per day, 7 days a

week.

Daily after Implementation

99 Refund 1% of Annual

Maintenance Fee to VSP

Implementation Problem

Resolution

Same day acknowledgement of issues/ problems and

estimate of resolution time. Issue priorities to be

categorized by Project Management staff.

Daily after Implementation

Supplier

responds per the Severity Codes



Testing Problem Resolution

Same day acknowledgement of issues

or problems. Resolution within 3 calendar days with a remedy after 7 calendar days of unresolved items.

Daily during Testing Phase





Table 10 – Example of Severity Codes and Expected Supplier Response Times

Severity Code/

Expected Response

Description

1 High

Four Hours including Nights and weekends

An emergency condition that causes the VIMS system to fail, the system is down or causes data to be lost or destroyed. This also is an issue that is likely to cause frequent data integrity errors. There is no workaround to these problems. A key feature needed by VIMS users is not in the system. EXAMPLES: Security is not working as designed and may compromise data. Critical data is lost often because users are expected to “know” to save their data or do something that is complex to preserve the data. The problem is likely to result in an error that will cost VFC a large amount of wasted time or money (for example, a problem that would delay the recovery of a transaction database) or the problem is likely to lead to a loss of data or data integrity issue.

2 Medium

Eight Hours

including Nights and weekends

A serious condition that impairs the operation, or continued operation, of a VIMS function and cannot be easily circumvented or avoided. The software does not prevent the user from making a serious mistake. The usability problem is frequent, persistent, and affects many users. There is a serious violation of standards. EXAMPLES: The way to work around the problem is very hard to explain or hard to remember. Missing feedback for critical operations

3 Low

48 Hours

A non-critical, limited problem (no data lost or system failure). It does not hinder VIMS operations and can be temporarily circumvented or avoided. The problem causes users moderate confusion or irritation. EXAMPLES: Incorrect or no error messages (this could be High or Severe in some cases if a bad error message results in lost data) Incorrect data are generated (this could be High or Severe if it causes the user to make a bad decision that has significant implications for the Fusion Center) Noticeable performance inefficiencies (this can be a high if the performance is bad enough)



APPENDIX H - PRICING INSTRUCTIONS

PRICING INSTRUCTIONS Submit all pricing data in Attachment E (Pricing Worksheet). The time frame should be stated from the Date of Award (i.e. 45 calendar days, 90 calendar days. Use the assumed contract award date in Section 2 of this RFP. Pricing assumptions: Suppliers shall use the Capacity and Performance Requirements listed in Section 3.5 and 3.6 of the Attachment A (Detailed Functional Requirements) to create their costs for this section of the proposal. The Detailed Requirements will be provided to Suppliers after they complete the Non-Disclosure. Implementation Costs Deliverable: Supplier will be paid upon successful completion and acceptance by VSP of each deliverable. The pricing schedule lists major deliverables. The supplier can add deliverables or modify deliverables to correspond to those that it has proposed in its Project Work Plan. Responsible Team Lead: Supplier should indicate the Project Team Member that will be the lead for each deliverable. Estimated Hours of Team Members to Provide the Deliverable: Indicate the total number of hours for all Project Team members assigned that are required for the completion of each deliverable. Completion Date: Indicate the completion date for each deliverable. Total Deliverables Cost: Indicate a firm fixed price for each deliverable. The Supplier’s price must include all charges of any kind associated with each deliverable. The total deliverables cost is not limited to labor costs. Pricing Assumptions: Supplier shall disclose pricing assumptions where possible. For example, if a deliverable price is based on a specific situation/environment, that assumption should be indicated. Indicate to which deliverable(s) the assumption applies. Maintenance Costs Vendor Staff Labor: Indicate the staff labor for maintenance for five years following the system implementation. Services: Include any additional service costs such as Help Desk Support. Software Tools: Indicate any required software tools (if applicable). Materials and Supplies: Indicate any additional materials (if applicable). Training: Indicate any proposed ongoing training costs. Total: Include totals for each subject line and a Total Maintenance Cost for the Five Year period. Software: Specify software costs such as licenses that will be due on an annual or recurring basis. Miscellaneous: Include any other recurring costs that are not reflected in the software or maintenance cost sections. Pricing Assumptions: Supplier shall disclose pricing assumptions where possible. For example, if a deliverable price is based on a specific situation/environment, that assumption should be indicated. Indicate to which deliverable(s) the assumption applies. Hardware, Software and Infrastructure Requirements Hardware/Software/Facilities Type and Specifications: Please specify the complete hardware and infrastructure components needed to operate, test, train and maintain VIMS in a new VSP environment based upon the pricing assumptions provided. See Pricing Assumptions above. VSP needs hardware cost separately and will determine whether utilizing existing server and infrastructure capacity is feasible.



Total: Include totals for each subject line and a Total Hardware/Software/Infrastructure Cost. Pricing Assumptions: Supplier shall disclose pricing assumptions where possible. For example, if a deliverable price is based on a specific situation/environment, that assumption should be indicated. Indicate to which deliverable(s) the assumption applies. The Supplier shall provide detailed information about the level of technical support which is included in the offered price The Supplier shall provide pricing information for any enhanced or optional technical support which may be available. Additional Hourly Services For the event that VSP requires Supplier assistance after the completion and acceptance of the project by VSP, Supplier shall provide hourly rates for any addition work that may be requested. The hourly rates should be valid during the One-Year Warranty period and the Five-Year Maintenance and Support Period of the Contract. The resources and associated hourly rates for each year should be entered on the “Additional Hourly Services” worksheet of the Pricing Schedule. Please list the resources under the appropriate category (i.e. PM, developer, analyst). At the time that additional assistance is needed to meet federal requirements or other needs of VSP, the Supplier will provide VSP with an estimate of the hours required to make the changes for the State and prepare a Statement of Work (“SOW”), detailing the modification(s) to be made, staff hours needed to accomplish the task, hourly cost per staff according to the Supplier’s hourly rates submitted with their proposal, and the timeframe for completion. Upon VSP approval of the SOW, the Supplier will begin work on the enhancement as agreed with VSP, and a Purchase Order will be issued. Total Project Costs The total project costs are calculated automatically. Please ensure any new deliverables are included in the calculations.



APPENDIX I - CERTIFICATION REGARDING LOBBYING The undersigned certifies, to the best of his or her knowledge and belief, that: i). No Federal appropriated funds have been paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee or an 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. ii). If any funds other than Federal appropriated funds have been paid or will be paid 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 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. iii). The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, sub grants, and Contracts under grants, loans and cooperative agreements) and that all sub recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was 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 Section 1352, title 31, U.S. Code. 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. Signature: ___________________________________ Printed Name: ___________________________________ Organization: ___________________________________ Date: ____________________________________



ATTACHMENT A – DETAILED FUNCTIONAL REQUIREMENTS & ADDITIONAL TECHNICAL QUESTIONS This attachment will be forwarded to Suppliers after completion and receipt of the Non-Disclosure required in Appendix F. This will be in the form of excel files that must be completed and submitted to VSP per the instructions in Section 3. Instructions for completing the excel file(s) are in Section 5.

ATTACHMENT B – TERMS AND CONDITIONS Attachment B is the Terms and Conditions. See Section 8 for instructions on how to modify and submit this document.

ATTACHMENT C – INTERFACE DOCUMENTATION This attachment will be forwarded to Suppliers after completion and receipt of the Non-Disclosure required in Appendix F.

ATTACHMENT D – DATA CONVERSION DOCUMENTATION This attachment will be forwarded to Suppliers after completion and receipt of the Non-Disclosure required in Appendix F.

ATTACHMENT E – PRICING WORKSHEET This attachment will be forwarded to Suppliers after completion and receipt of the Non-Disclosure required in Appendix F.



ATTACHMENT F – PREFERRED ENTERPRISE ARCHITECTURE For VIMS, it is preferred that the Supplier utilize the following technologies:

. • Platforms: Solaris Unix or Red Hat Enterprise Linux

• Databases: Oracle: versions 11.1 and 10.2

• Application Servers: IBM WebSphere V6.x, V7.x

• Information exchanges: Compliant with the latest National Information Exchange Model (NIEM)

(inclusive of GJXML) where appropriate.

• Java technologies: JEE , Web Services

• Framework: MVC (Struts, JSF or other MVC framework)

• Connector Tools: JDBC, Web Services

• Extensible Markup Language (XML)

• Open Standards and APIs: (e.g., J2EE, RMI, ODBC, JDBC, etc.)

• Single Sign On: Web Applications use Sun’s OpenSSO Enterprise implementation for

Authentication and Authorization of Users/Entities

• Development Methodologies: OOA, OOD, OOP

• Tools: IBM Rational Software Architect and Rational Application Developer

• Reporting: Crystal Reporting